{"id":620,"date":"2018-06-08T08:00:24","date_gmt":"2018-06-08T07:00:24","guid":{"rendered":"https:\/\/getnave.com\/blog\/?p=620"},"modified":"2023-03-15T20:59:50","modified_gmt":"2023-03-15T18:59:50","slug":"kanban-workflow","status":"publish","type":"post","link":"https:\/\/getnave.com\/blog\/kanban-workflow\/","title":{"rendered":"Improving Processes: Kanban Workflow"},"content":{"rendered":"<div class=\"cf-14869-area-150045\"><\/div>\n<p>The <a href=\"https:\/\/getnave.com\/blog\/what-is-kanban-methodology\/\" target=\"_blank\" rel=\"noopener noreferrer\">Kanban Method<\/a>\u00a0focuses on making iterative, incremental changes to work processes to increase efficiency and productivity. How can you translate your project processes into Kanban workflows and make them more efficient?<\/p>\n<h2>What is a Kanban Workflow?<\/h2>\n<p>A Kanban workflow is made up of the step-by-step process states between starting and delivering a task. The simplest workflow could have just three process states \u2013 <strong>To Do<\/strong>, <strong>Doing<\/strong> and <strong>Done<\/strong>. Tasks move sequentially from the first state to the last.<\/p>\n<p>In reality, most workflows will have more process states. This can look very different for different projects \u2013 the workflow for a retail environment will not have the same steps as one for software development.<\/p>\n<p>During <a href=\"https:\/\/getnave.com\/blog\/kanban-history\/\" target=\"_blank\" rel=\"noopener noreferrer\">Kanban\u2019s history<\/a>, visualising the workflow has always been a key component. This keeps you whole team on the same page \u2013 everyone can see which tasks have been started and how work is progressing.<\/p>\n<h2>Is Kanban good for every work process?<\/h2>\n<p>Some activities translate well to this format \u2013 some do not. The activities which work best for Kanban workflows are:<\/p>\n<ul>\n<li><strong>Repetitive:<\/strong> All tasks will move through the same process states<\/li>\n<li><strong>Sequential:<\/strong> Tasks progress smoothly from one step to the next without unpredictable jumps<\/li>\n<li><strong>Continuous:<\/strong> New tasks constantly enter the workflow as old ones are completed<\/li>\n<\/ul>\n<p>For example, a process for publishing blog posts works very well as a Kanban workflow:<\/p>\n<ul>\n<li>All blog posts must go through the same steps &#8211; plan, write, review, edit, publish (repetitive)<\/li>\n<li>Posts always go from one step to the next in the same direction (sequential)<\/li>\n<li>The blog always needs new posts! (continuous)<\/li>\n<\/ul>\n<p>Some activities do not work well with Kanban. Activities where decisions can have many different outcomes, or processes which rely on high levels of subjective judgement are not well suited for Kanban.<\/p>\n<h2>Mapping your workflow<\/h2>\n<p>Once you have chosen a workflow, it\u2019s time to really break down each of its component steps. Think visually \u2013 drawing out the steps of your process with pen and paper is a great way to keep things clear.<\/p>\n<p>We recommend involving the whole team while mapping out your workflow \u2013 more people available makes it less likely for important steps to be missed. Make sure to identify any actions that could potentially block the workflow \u2013 for example, verifications, stage gates and hand-offs to other team members.<\/p>\n<p>Many teams choose to draw a <a href=\"https:\/\/getnave.com\/blog\/benefits-project-management-process-flowchart\/\" target=\"_blank\" rel=\"noopener noreferrer\">process flowchart<\/a> for their workflow, mapping out where the workflow path can split, when decisions need to be made and which team members are responsible for each action.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-591\" src=\"https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart.png\" alt=\"development team process flowchart\" width=\"2572\" height=\"1350\" srcset=\"https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart.png 2572w, https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart-300x157.png 300w, https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart-768x403.png 768w, https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart-1024x537.png 1024w, https:\/\/getnave.com\/blog\/wp-content\/uploads\/2018\/02\/Development-team-process-flowchart-585x307.png 585w\" sizes=\"auto, (max-width: 2572px) 100vw, 2572px\" \/><\/p>\n<p><strong>Hexagon: Start\/End point<\/strong><br \/>\n<strong>Rectangle: Step<\/strong><br \/>\n<strong>Diamond: Decision<\/strong><\/p>\n<div class=\"cf-14869-area-150047\"><\/div>\n<h2>Preparing your Kanban board<\/h2>\n<p>Once your workflow has been mapped out, you can start translating it into a Kanban board. Many teams get started using <a href=\"https:\/\/trello.com\" target=\"_blank\" rel=\"noopener noreferrer\">Trello<\/a>, a popular project management tool, for this purpose. Each process state is represented by a vertical column or list. You can add as many process state columns as your workflow requires.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1546\" src=\"https:\/\/getnave.com\/blog\/wp-content\/uploads\/2019\/02\/Kanban-board.jpg\" alt=\"Kanban board\" width=\"1500\" height=\"561\" \/><\/p>\n<p>Each task is represented by a card, with the highest priority cards ordered from top to bottom within a list. Cards are moved from one process state to the next as they are developed. The <a href=\"https:\/\/getnave.com\/blog\/trello-kanban-boards\/\" target=\"_blank\" rel=\"noopener noreferrer\">Kanban board<\/a> clearly and visually represents your workflow. Team members can instantly see what tasks are being worked on, how close they are to being finished and if bottlenecks are forming.<\/p>\n<h2>Kanban workflow best practices<\/h2>\n<p>Once your board accurately represents your Kanban workflow, you can apply the other important aspects of Kanban. <span style=\"font-weight: 400;\">We recommend learning more about the <\/span><a href=\"https:\/\/getnave.com\/blog\/kanban-best-practices\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">six essential practices<\/span><\/a><span style=\"font-weight: 400;\">, h<\/span>ere are the most important points when getting started:<\/p>\n<h3>Work in progress limits<\/h3>\n<p>In Kanban, each list has a <a href=\"https:\/\/getnave.com\/blog\/kanban-wip-limits\/\" target=\"_blank\" rel=\"noopener noreferrer\">work in progress limit<\/a>, a cap on the amount of cards it can contain at any one time. This means that if the WIP limit has been reached, no new task are allowed to enter the process state until an outstanding task has been completed.<\/p>\n<p>In practice, this stops tasks from being forgotten and ensures everything gets completed. Limiting the amount of work in progress also keeps your team focused and reduces time wasted to context-switching. Finally, WIP limits stop bottlenecks from getting out of hand \u2013 team members must focus on clearing existing tasks and resolving blockages to continue.<\/p>\n<h3>Tracking Metrics<\/h3>\n<p>Kanban doesn\u2019t just visualise workflows \u2013 it seeks to improve them. To get better, it\u2019s important to know how you are performing. <a href=\"https:\/\/getnave.com\/blog\/kanban-metrics\/\" target=\"_blank\" rel=\"noopener noreferrer\">Kanban metrics<\/a> like <a href=\"https:\/\/getnave.com\/blog\/kanban-cycle-time\/\" target=\"_blank\" rel=\"noopener noreferrer\">cycle time<\/a> and <a href=\"https:\/\/getnave.com\/blog\/kanban-throughput\/\" target=\"_blank\" rel=\"noopener noreferrer\">throughput<\/a> are used to measure your team productivity, track past performance and identify areas for improvement.<\/p>\n<div class=\"cf-14869-area-125960\"><\/div>\n<h3>Classes of Service and Swimlanes<\/h3>\n<p>Some projects are too complex to be accurately represented by a basic board. <a href=\"https:\/\/getnave.com\/blog\/kanban-classes-of-service\/\" target=\"_blank\" rel=\"noopener noreferrer\">Classes of Service (CoS)<\/a> and <a href=\"https:\/\/getnave.com\/blog\/kanban-swimlanes\/\" target=\"_blank\" rel=\"noopener noreferrer\">Swimlanes<\/a> can be used to split up the process states. CoS classify tasks according to priority level \u2013 for example, having different <a href=\"https:\/\/getnave.com\/blog\/kanban-rules\/\" target=\"_blank\" rel=\"noopener noreferrer\">policies<\/a> in place for emergencies and maintenance tasks. Swimlanes, however, are often used to organise tasks according to department, stopping the Kanban board from getting cluttered during complex projects.<\/p>\n<p>Transparency and efficiency go hand in hand. By having a clear view of your process \u2013 from mapping out the steps, to creating your Kanban board, to delivering results successfully \u2013 you remove uncertainty about what action comes next. By combining the visual Kanban workflow with in-depth analysis of performance metrics, you can incrementally increase workflow efficiency.<\/p>\n<p><em>Tell us more about your Kanban workflow! How easy was it to convert your processes? Which best practice was most useful? Tell us about your experience in the comments!<\/em><\/p>\n<div class=\"cf-14869-area-150046\"><\/div>\n<div style='text-align:left' class='yasr-auto-insert-visitor'><\/div>","protected":false},"excerpt":{"rendered":"<p>The Kanban Method\u00a0focuses on making iterative, incremental changes to work processes to increase efficiency and productivity. How can you translate your project processes into Kanban workflows and make them more efficient? What is a Kanban Workflow? A Kanban workflow is made up of the step-by-step process states between starting and delivering a task. The simplest [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":1063,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"yasr_overall_rating":0,"yasr_post_is_review":"","yasr_auto_insert_disabled":"","yasr_review_type":"","footnotes":""},"categories":[69,7],"tags":[],"class_list":["post-620","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-process-improvement","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Improving Processes: Kanban Workflow | Nave<\/title>\n<meta name=\"description\" content=\"The Kanban method focuses on making iterative, incremental changes to workflows to increase efficiency and productivity. 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