Practical tips for implementing Kanban

Start by Visualising the Workflow

Begin by mapping out your current process on a Kanban board to make each stage of work visible. Identify all the steps from task creation to completion and create columns that reflect these stages (e.g., Backlog, To Do, In Progress, In Review, Done). Involve the entire team in setting up the board to ensure it reflects everyone’s work accurately. This visualisation provides transparency and helps the team see how work flows through each stage.
Define Clear WIP Limits Gradually

Limit the amount of work that can be in each stage (Work in Progress or WIP limit) to prevent overloading team members and to promote focus. Start with generous limits as you get used to Kanban and gradually tighten them based on team capacity. This can reduce multitasking, increase task completion rates, and help the team identify bottlenecks.
Use Simple, Clear Task Descriptions

Ensure that each task has a well-defined description so team members understand what needs to be done without ambiguity. Clear task descriptions make it easier for everyone to pick up tasks and keep work moving forward. Use checklists within tasks for complex work items to help clarify steps and reduce misunderstandings.
Establish a Definition of Done (DoD)

Create a Definition of Done (DoD) that outlines what needs to be completed for a task to move from one stage to the next. This might include specific tests, code reviews, or documentation updates. The DoD ensures consistency in work quality and helps the team avoid incomplete work moving forward in the process.
Identify and Address Bottlenecks

As the team begins to work with Kanban, observe where tasks tend to accumulate, indicating bottlenecks. Use these observations to identify areas that need more resources or improved processes. For example, if tasks consistently pile up In Review, consider adding more reviewers or automating certain tests to speed things up.
Prioritise Continuous Improvement

Hold regular retrospectives, even if they’re brief, to discuss what’s working and what could be improved. Encourage the team to suggest small changes and experiment with adjustments. Continuous improvement is central to Kanban, helping the team refine the process based on their experiences and insights.
Track Flow Metrics

Monitor key metrics like cycle time (how long it takes to complete a task from start to finish) and lead time (total time from task creation to completion). These metrics offer insights into how efficiently work progresses through the system and help the team set realistic goals for improvement.
Use the Pull Principle

Let team members pull new tasks only when they have completed their current work, rather than pushing new tasks to them. This “pull” system encourages focus and reduces task switching. It also helps ensure that team members aren’t overloaded and can focus on completing tasks thoroughly.
Adapt the Board as You Go

Don’t worry about getting the board perfect on the first try. Adjust columns, WIP limits, and task definitions as the team becomes more comfortable with Kanban and gains a better understanding of their workflow. Flexibility helps the board evolve into a useful tool for tracking and managing work.
Encourage Open Communication

Promote open communication among team members. Use daily standups to discuss work on the board, any blockers, and any adjustments needed in the workflow. Open discussions help the team collaborate effectively and support each other, ensuring the Kanban board reflects the true state of work.