The Kanban Method - QuimeO, software to manage Kanban boards
The Kanban method :
an effective approach to project management
Reading time: : 5 min.
Kanban Software.
Summary : This article introduces the Kanban method, a project management approach that focuses on visualizing and managing workflow to optimize efficiency and productivity. It enables teams to work in a more organized way, identifying bottlenecks and maintaining a smooth flow.
QuimeO – March 13th, 2025
1. Origin & Author
The Kanban method has its origins in the Japanese Toyota production system in the 1940s. Initially used in manufacturing, it proved extremely effective in optimizing production processes by limiting inventories and balancing workflows. Over time, the Kanban method has been adapted and successfully applied in other fields, notably for project management.
This method was not invented by a specific author, as it evolved collaboratively and was influenced by the principles of the Toyota production system. However, Taiichi Ohno, a Japanese engineer considered to be the father of the Toyota production system, played a key role in its development.
2. Definition
The Kanban method uses visual management, called “Kanban boards”, to represent the different stages of a work process. Each step is symbolized by a column, the tasks to be accomplished are represented by cards or post-it notes. Team members move these cards from one column to another as the work is progressing. The fundamental principle of the Kanban method is to limit the amount of work in progress to an optimum level in order to maintain a smooth flow and avoid overload issues.
It is often used in agile software development environments, but it can also be applied to other fields, such as project management, industrial production, inventory management, …. Its main purpose is to improve the productivity, quality and transparency of the work process.
3. Setting up
The following steps can be taken to implement the Kanban method :
- Understand the existing process : Before starting, it’s essential to understand the current workflow, the different stages, the resources involved and the difficulties encountered.
- Identify process steps : Determine the different steps required to complete the process, from initial request to final delivery. Each step will be represented by a column on the Kanban board.
- Create a Kanban board : Use a physical board (such as a whiteboard with columns) or a digital tool to create the Kanban board. Columns can be labeled according to process steps, such as “To Do”, “In Progress”, “To Test” and “Completed”.
- Define work-in-progress limits : Determine, for each board column, the maximum number of cards (or tasks) that can be in progress simultaneously. It limits work in progress and prevents overload.
- Create Kanban cards : Represent each task or work item on a Kanban card. The card should contain information such as the task description, resources required, dependencies, ….
- Initiate workflow : Put Kanban cards in the first column of the board, usually “To Do”. It represents tasks that are waiting to be processed.
- Follow the workflow : Respect work-in-progress limits to avoid potential overload. As team members start to work on a task, they move the Kanban card to the “In Progress” column.
- “Drag and Drop” : Once the capacity available at one step is reached, no new tasks can be initiated in that step until some of its existing tasks are “dragged and dropped” to the next step. This ensures that the workflow is regulated according to the capacity available at each stage.
Implementation can vary according to the context of each team or organization. We recommend starting with a simple approach and adapting it as needs and experience dictate.
4. Conclusion
The Kanban method offers a flexible and visual approach to optimize project management. By focusing on workflow visualization, it enables teams to work more efficiently, collaborate more closely and deliver projects in a predictable way. By adopting this method, teams can better organize their work and increase productivity. Besides, you can also use Kanban software to manage your boards.