Kanban Boards to Boost Work Visibility

Visualize your workflow on digital Kanban Boards and make your team more productive.

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What is a Kanban Board?

This visual tool is designed to provide an overview of the current work status and simplify team collaboration.

This is one of the key components of the powerful Kanban method, which helps optimize and improve various business processes. By using handy Kanban boards to visualize work, you can accelerate productivity and minimize chaos in the workplace.

How Do Kanban Boards Work?

Kanban boards map individual work items onto sticky notes that are placed in columns on a large board. These columns represent the value stream, showing the sequence of steps tasks must go through from start to finish.

Here’s how it works:

  1. Columns: Each column represents a step in the process. Work items are placed on cards and moved through these columns as they progress.
  2. Cards: These are used to represent individual tasks. Different colors may be used for different types of work items.
  3. Swimlanes: Horizontal rows, known as swimlanes, are used to organize teams working on the same board.
  4. Capacity Limits: Some columns have a limit on the number of cards they can hold at one time. This ensures a smooth workflow and prevents bottlenecks.
  5. Workflow: Team members pull cards from one column to the next as they complete tasks, moving from left to right.

This system helps to visualize work, maintain a steady flow, and enhance team collaboration.

Where and When Can We Apply Kanban Boards?

Historically, there was a stereotype that Kanban boards were used only in software development. Indeed, they are highly effective in this field. However, today, the popularity of the Kanban method and its tools is rapidly growing, extending into various spheres and industries.

Applications of Kanban Boards:

  1. Personal Use: Organize daily tasks, track personal projects, and manage time efficiently.
  2. Team Task Management: Enhance team collaboration by visualizing tasks and their progress.
  3. Product Backlog Management: Prioritize and track product features, improvements, and bug fixes.
  4. Customer Support: Manage customer queries, complaints, and feedback effectively.
  5. Sales: Track sales pipelines, manage leads, and monitor sales activities.

Industries Utilizing Kanban Boards:

  1. IT Sector: Software development, IT operations, and project management.
  2. Construction Management: Plan and track construction projects and workflows.
  3. Healthcare: Manage patient care, administrative tasks, and medical projects.
  4. Education: Organize lesson plans, student projects, and administrative tasks.
  5. Event Management: Plan and coordinate events, from scheduling to execution.
  6. Financial Management: Track financial tasks, budget planning, and expense management.

The versatility of Kanban boards makes them a valuable tool across diverse sectors, enhancing productivity and efficiency.

Video Guide: How to Create a Kanban Board in ToDoAI

The video below explains how to set up a Kanban board in ToDoAI and how to use its project management tools effectively.

Main Components of a Kanban Board

To grasp how a Kanban board functions, it’s essential to understand the components it comprises. These elements enable teams to effectively visualize and manage their workflows.

Main Components of a Kanban Board

A typical Kanban board, whether physical or virtual, is built on four key elements:

  1. Cards with Visual Signals: Each Kanban card should be written clearly to quickly convey the task or item’s purpose. The goal is to provide the team with an at-a-glance understanding of the task’s status.
  2. Columns: The board is structured with vertical columns, each representing a different stage in the workflow. Common stages include “To Do,” “In Progress,” and “Completed.”
  3. WIP (Work-In-Progress) Limits: These limits represent the maximum number of cards that can be in a column at one time. WIP limits help prevent the board from becoming cluttered, ensuring it remains effective.
  4. Swimlanes: Horizontal rows, known as swimlanes, help manage multiple similar projects by providing an overview in one place. They allow the team to focus on specific issues and visualize work status for different service-level classes.

For a more detailed display of the process, you can create as many subsections as needed to visualize your workflow accurately.

For example, a development team might use a Kanban board with multiple columns and swimlanes to manage their tasks effectively.



Use Convenient Kanban Boards to Visualize your Workflow From Idea to Implementation

Visualize Your Process on a Kanban Board

An online Kanban board is the core visualization tool for implementing Kanban in your business. It allows you to plot out projects and workflows using columns and cards. The typical Kanban columns are “To Do,” “In Progress,” and “Done.” Commonly used within Agile management, these boards help teams visualize progress and identify blockers.

Recently, Kanban boards have expanded beyond software development and are now used in various areas such as IT, marketing, sales, recruitment, and more. Create beautiful online Kanban boards with Hygger to streamline your processes!

Limit Work in Progress

Multitasking can lead directly to waste and inefficiency, as switching a team’s focus midway can significantly disrupt the process. Kanban aims to maintain a manageable number of active items in progress at any given time.

Implementing a Limiting Work in Progress strategy involves adopting a Pull System across the entire workflow or its components. By limiting the amount of work in progress, it becomes easier to identify inefficiencies in your team’s workflow.

Categorize Tasks Using Swimlanes and Labels

Swimlanes divide a Kanban board horizontally into two or more sections, making them particularly useful for large teams that need to visualize different types of tasks flowing through the work process in addition to the work stages.

With this feature, your ToDoAI Kanban board will remain well-organized and uncluttered, bringing greater clarity to the workflow. Organize tasks on your boards using Swimlanes or Labels to identify blockers and bottlenecks effectively.

Adjust Your Workflow Using Subcolumns

The ability to create sub-columns in Hygger is also incredibly useful. Sub-columns enable you to track task progress more effectively by dividing the processes represented by the columns into two parts: “In Progress” and “Done”.

For instance, if you have a queue of tasks for development, you can set up a composite column called “Development”. Your developers can then take a task from this queue and place it in the “In Progress” sub-column as they begin working on it. Once the task is completed, they can move it to the “Done” sub-column.

Track Time and view reports

ToDoAI facilitates accurate time tracking for swift invoicing and payroll processing. Track the time spent on completed tasks and generate comprehensive reports detailing team members’ activities, project progress, and goals to assess teamwork effectiveness and velocity.

Benefit from user-friendly reports on team performance, costs, budgets, and progress toward project goals. Additionally, ToDoAI provides API access for seamless integration with your existing processes.

Prioritize tasks by Value/Effort

Prioritization enables you to assess and sort tasks based on their importance, allowing you to focus on the most beneficial ones for further development. You can activate Prioritization and select the most suitable method for your situation, or even utilize multiple methods simultaneously. One of the most popular approaches is the Value vs Effort matrix.

Rate your tasks based on their Value/Effort ratio to pinpoint the most critical or risky ones. This helps you make informed decisions on where to allocate limited resources wisely.

Get the balance between Important and Urgent

Utilize the Eisenhower matrix to effectively prioritize your tasks and distinguish between the important and the urgent. Also known as the Urgent/Important Matrix, this tool helps you identify tasks that need immediate attention based on their urgency and importance.

The matrix consists of four quadrants (Do Now, Schedule, Delegate, and Eliminate), which are determined by crossing the axes of “Important – Not important” and “Urgent – Not Urgent”. By using the Eisenhower matrix, you can focus on tasks that will yield significant results in a shorter period of time.

Popular Examples of Using Kanban Boards

Development Team

Utilize the Eisenhower matrix to effectively prioritize your tasks and distinguish between the important and the urgent. Also known as the Urgent/Important Matrix, this tool helps you identify tasks that need immediate attention based on their urgency and importance.

The matrix consists of four quadrants (Do Now, Schedule, Delegate, and Eliminate), which are determined by crossing the axes of “Important – Not important” and “Urgent – Not Urgent”. By using the Eisenhower matrix, you can focus on tasks that will yield significant results in a shorter period of time.

UX Design Team

A Design Kanban board is aimed to create interfaces and experiences for products that will amaze customers.

At ToDoAI the workflow may be like following: Prototype, Implementation, Review, Done.

Product Backlog Board

This kind of board is aimed to organize all the tasks and queues within your product backlog.

At ToDoAI a workflow may look like this: Backlog, Next up, Specification, Development, Done.

What are the Key Benefits of Using Kanban Boards?

Kanban boards assist teams in breaking down projects into manageable tasks and tracking the progress of each task through different stages.

They serve as an effective tool for organizing workflows, assigning and monitoring specific actions, and enhancing communication within teams. Kanban boards offer immediate visual feedback on the project’s progress, making it easier for teams to stay on track. Compared to other Agile project management techniques, Kanban is relatively easy to implement.

However, one drawback of Kanban boards is their focus on tactical project management rather than setting high-level objectives for a project.

Kanban boards:

  • Visualize workflows
  • Facilitate continuous process improvement
  • Increase productivity and efficiency
  • Reduce waste and bottlenecks
  • Enhance team communication
  • Improve project delivery success rates

ToDoAI offers user-friendly online Kanban boards to help teams and organizations coordinate effectively. Create your board now to keep track of all tasks and projects in one place.

Kanban FAQ

Is Kanban Methodology?

Kanban is indeed part of the Agile methodology family, but unlike some other Agile methodologies such as Scrum, it does not inherently involve short iterations.

In Scrum, projects are broken down into short iterations, or sprints, each with a clear beginning and end, mimicking a project lifecycle on a small scale.

In contrast, with Kanban, software development can occur within one large development cycle without the constraint of fixed iteration lengths. This flexibility allows teams to continuously deliver value without the confines of predefined time frames.

How is Kanban Different from Scrum?

Both Kanban and Scrum are indeed part of the Agile methodology, sharing a similar ideology of iterative and incremental development.

Kanban is primarily used to visualize workflows and plan projects, focusing on continuous delivery without fixed time frames. It provides a flexible approach to managing work and improving efficiency by visualizing and optimizing workflows.

On the other hand, Scrum involves completing work in time-boxed iterations called “sprints,” typically lasting from one to four weeks. Each sprint aims to deliver a potentially shippable product increment, with a clear goal and set of tasks to accomplish within the time frame.

While both methods share the Agile values and principles, they have distinct steps and workflows. Kanban emphasizes visualizing and managing flow, while Scrum focuses on iterative development within fixed time boxes.

Are there Sprints in Kanban?

Kanban does not utilize sprints as Scrum does. Instead, it emphasizes continuous flow and does not enforce fixed time frames for completing work. Additionally, while cross-functional teams can be beneficial in Kanban, they are not a strict requirement as they are in Scrum. Kanban allows for flexibility in team structure, accommodating various team compositions based on project needs.

What are the Kanban Principles?

Kanban principles include establishing clear responsibility levels, minimizing inefficiencies, and implementing limits on work in progress to help teams concentrate on their respective tasks.

How to Make a Simple Kanban Board?

To begin, divide your board into three fundamental columns: “To-Do,” “In Progress,” and “Done.” Next, add tasks and segment your workflow into stages. Assign each stage to a specific team or team member to ensure clarity and accountability.

Everything you need to build better products with Kanban


Limit the number of tasks in progress for any status and determine bottlenecks in your workflow.


Organize tasks on your boards using Swimlanes and make blockers and bottlenecks visible.


Track the time every task took to complete to track the efficiency of your team.


Keep your board clean and laconic without losing any important status.


Categorize tasks and then filter them using labels quick filter.


Group tasks within board or project using Versions and track the whole release progress.


Teach your team to meet their commitments.


Log time on tasks to track your team performance and generate detailed reports.

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