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| Kanban 101: The Visual Tool That Makes Productivity Effortless |
My wife and I brought our vehicle to the Toyota Dumaguete service center for its periodic maintenance. We were presented with a rather pricey quotation for our review and approval. After going through it, I concluded that the recommended services were necessary to keep the vehicle in good condition. After all, I’m driving a pre-owned Wigo, and I don’t want to shorten its lifespan by skipping essential maintenance.
The maintenance process was extensive, and we had to leave the car at the service center because it would take a total of five hours. Before we left, I took a moment to scan the walls of the reception area and noticed something very familiar.
What caught my eye was the famous Kanban board—well-known, at least, to project managers.
What is a Kanban Board?
A Kanban board is a simple productivity tool that visually represents work and processes. It was invented by Taiichi Ohno, an engineer at Toyota, as part of a lean manufacturing system. The Japanese are renowned for their focus on efficiency, and the Kanban board exemplifies this principle perfectly.
The Kanban board operates using columns and rows. Columns represent the stages of a process, from start to finish, with the process names written as column headers. Rows, on the other hand, contain tasks that move from left to right as they progress through the process.
Although originally designed for manufacturing plants, the Kanban board can be easily adapted for personal use, making it a versatile tool for organizing and managing tasks.
How to use the Kanban Board?
Softwares are now available for a digital experience, but in this article, we will demonstrate the traditional way of setting up a Kanban board.
To create your personal Kanban board, you need two main components: a wide wall or board and some sticky notes. Here are the simple steps to establish your own system:
Step 1: Divide Your Board Into Columns
The number of columns depends on the processes you need to complete your tasks, from start to finish. A simple board can have three columns with these headers:
- To Do
- Doing
- Done
Step 2: Write Tasks on Sticky Notes
Start by placing sticky notes in the To Do column. On each note, write a specific task you need to accomplish. Here are two key best practices for writing and organizing tasks:
- Break Tasks into Actionable Steps. Avoid writing broad task like "Build a house" or "Shoot a vlog." While these are good examples of an activity, they can be broken down into smaller, actionable, and manageable tasks. Each task should be Specific, Measurable, Actionable, Relevant, and Time-bound (SMART). We’ll discuss SMART goals in more detail later in this article.
- Arrange Tasks by Priority. Sequence your tasks according to their level of importance. Start with tasks that have the most significant impact on your work. This aligns with the Relevance aspect of SMART goals.
Writing tasks on sticky notes may seem simple, but organizing them effectively requires skill. Efficient planning and scheduling are learnable, and with practice, your ability to set and achieve SMART goals will improve.
Step 3: Make Your Kanban Board Work
The Kanban system operates on a pull process. This means you don’t push tasks to the next step; instead, you pull or move a task into the process only when you're ready to work on it. As you complete tasks, they flow harmoniously from left to right across the board.
For example:
- Tasks in the Doing column represent those currently in progress.
- Tasks in the Done column are your accomplishments.
The ultimate goal of the Kanban board is to pull all tasks into the Done column.
Why Do We Need to Be SMART with Our Tasks?
SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. While the acronym is easy to understand, its principles are often overlooked by professionals, leading to confusion about priorities and what needs to be done first.
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| Why Do We Need to Be SMART with Our Tasks? |
Why Do We Need to Be Specific?
Being specific is crucial because this is how projects naturally function. Big goals are composed of smaller, manageable components. Trying to tackle a general goal or task without breaking it down can often lead to frustration and a lack of appreciation for progress. By breaking tasks into smaller parts, you can better recognize and celebrate the progress being made.
What Does It Mean to Be Measurable?
Defining a measure of success is essential. Each task should have a quantifiable result to evaluate its completion as it moves from left to right on the Kanban board. While these measures don’t need to be written directly on the board, they should still guide your organization of tasks.
For example:
- Write 1,000 words per day.
- Increase sales by ₱25,000 by the end of the month.
- Grow website traffic by 30%.
What Does It Mean to Be Achievable?
Tasks should always match the capabilities of the person assigned to them. Don’t assign yourself or others tasks that go beyond your skill sets or abilities. Additionally, if a task feels overwhelming, consider breaking it into smaller, more manageable pieces. This ensures steady progress and prevents burnout.
Why Do Tasks Need to Be Relevant?
Tasks must align with your personal or team goals. Don’t waste time on tasks unrelated to your objectives. For example, if your Kanban board is focused on building a house, you wouldn’t include a task about cooking.
Your broader goals—whether for work or personal achievement—should always guide the tasks you add to your To-Do list. Staying focused on relevant tasks helps you avoid wasting time and resources.
What Does It Mean to Be Time-Bound?
Time is finite, and so is our time in this world. A mature project manager knows how to estimate the duration of tasks accurately. Setting deadlines creates accountability and encourages efficiency by prompting you to think of better ways to complete tasks within the set timeframe.
What Does a Sample Kanban Board Look Like?
A simple Kanban board might look like this:
For more complex projects, a Kanban board could include additional columns to represent longer processes or stages.
When Should You Start Using the Kanban Board?
The Kanban board is just one of many productivity tools available, but if you’re struggling with poor productivity, it’s an excellent system to adopt. The Kanban system was effective for Toyota, and it can work for you, too.
Using a Kanban board is easy to understand, though clarifying tasks to improve efficiency takes practice. With consistency, you can develop this skill over time.
Final Thoughts
The Kanban board is an incredibly helpful tool for anyone seeking to improve their productivity. Whether you’re managing personal goals or team projects, adopting this system can help you stay organized and focused.
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