Kanban – Definition, Principles and Workflows Simply Explained

In an era of rapid change and increasing work demands, more and more professionals are seeking efficient methods to boost their productivity while maintaining an overview of complex projects. The Federal Statistical Office shows that 4.1% of working adults aged 25 to 64 continuously engage in professional development, highlighting the growing importance of modern work management methods. Kanban has established itself as one of the most effective visual methods for process optimization, offering both individuals and teams the opportunity to revolutionize their workflows. This method, originally from the Japanese automotive industry, makes it possible to identify bottlenecks, increase transparency, and implement continuous improvements.

For professionals who want to advance their careers through structured work and modern project management skills, XDi – Experience Design Institute offers specialized continuing education that focuses on practical methods like Kanban and helps successfully master digital transformation.

What is Kanban? Definition and Principles of the Method

Kanban is a procedural model for controlling work processes and task management that was originally developed in the automotive industry at Toyota. The term Kanban is composed of the Japanese words “Kan” (visual) and “Ban” (sign) and literally translates to “signal card.” This definition already illustrates the core concept of the method: visualizing workflows to optimize processes.

The goal of Kanban is to define, manage, and improve processes to ultimately create maximum efficiency and value. The method is based on four fundamental principles that are essential for successful application:

Principle 1: Start with what you’re doing now! – Kanban requires no special configurations or system prerequisites and can be built upon existing processes.

Principle 2: Pursue incremental, evolutionary changes – The method aims for continuous, small improvements rather than demanding radical overhauls.

Principle 3: Respect current processes, roles & responsibilities – Improvements should support existing structures, not replace them.

Principle 4: Encourage leadership at all levels of the organization – Successful Kanban implementation requires support from all hierarchical levels.

The Kanban method encompasses six core practices: visualization of workflows, limiting work in progress (WIP), managing workflow, explicit process policies, implementing feedback loops, and collaborative improvement through experimental evolution.

How Does Kanban Work? Workflows and Practical Application

The heart of the Kanban method is the Kanban board, which serves as the central tool of the framework. On this board, teams visualize their tasks in the form of cards or post-its that pass through various stages of the work process – in the simplest case “To Do,” “In Progress,” and “Done.” This visual representation enables all participants to grasp the current status and progress of projects at a glance.

A significant difference from other methods lies in the pull principle that underlies Kanban. Unlike the push principle, where tasks are distributed according to a pre-planned scheme, with the pull principle the team pulls new tasks themselves as soon as capacity becomes available. This creates a natural workflow that aligns with the team’s actual work pace.

Work-in-Progress (WIP) limits play a crucial role in Kanban’s success. These limitations specify how many tasks can be worked on simultaneously in a particular column. The most common calculation method for WIP limits is the number of team members plus one. This limitation prevents multitasking, reduces bottlenecks, and ensures that the team focuses on completing started tasks before taking on new work.

Practical application follows these steps:

• Visualization of all work orders on the board
• Categorization of tasks into different columns according to their status
• Setting WIP limits for each column
• Regular meetings to review progress and identify obstacles
• Continuous adjustment of processes based on experience gained

Advantages and Applications of Kanban in Professional Practice

The advantages of Kanban are diverse and make the method a valuable tool for various professional areas. Productivity improvement is at the forefront: through high transparency and regular communication, work obstacles are immediately identified and resolved. Quality improvement occurs through open feedback and the establishment of “Definition of Done” criteria, which ensure that tasks are only considered complete when all quality requirements are met.

Another significant advantage is improved responsiveness. Kanban enables teams to quickly react to external changes or problems, reprioritize orders, or advance new tasks without revising the entire plan. Increased transparency ensures that all team members have the same level of information and can quickly make good decisions.

Kanban offers more flexibility than other agile methods like Scrum, as it requires no fixed roles, sprints, or meetings and is better suited for continuous work. Kanban’s applications are diverse:

Project Management: Project managers use Kanban to organize tasks and maintain oversight of complex projects. The clear structure regarding priorities and responsibilities makes it possible to recognize bottlenecks more quickly.

Software Development: Alongside Scrum, Kanban is one of the most popular methods for workflow optimization in the IT industry. Development teams use it for bug fixing, feature development, and continuous improvements.

Marketing and Creative Areas: Marketing teams benefit from the clear structuring of campaigns, content creation, and social media planning.

Personal Kanban: Kanban can also be applied in private life to visualize and prioritize personal tasks.

Conclusion

Kanban has established itself as one of the most effective and flexible methods for optimizing workflows. The method, originally from the Japanese automotive industry, offers a low-threshold entry into agile working through its simple applicability and visual approach. Kanban’s four fundamental principles and six core practices enable both individuals and teams to increase their productivity, identify bottlenecks, and implement continuous improvements. Particularly for professionals who want to advance their careers through modern work management methods, Kanban represents a valuable competency.

Start implementing Kanban in your daily work today and experience for yourself how this proven method can improve your efficiency and work quality. For comprehensive training in modern project management methods and digital competencies, contact XDi – Experience Design Institute and invest strategically in your professional development.