The Kanban method to optimize your project monitoring

The Project monitoring Can sometimes be done with tools that offer global visibility (such as the Gantt chart for example), but sometimes you want to go into more detail. Kanban is one of the best for this, and in addition, it is a great communication medium for your team meetings!

‍

What is the Kanban method?

Kanban is a tool that comes from the “lean factoring” method. The primary objective of Kanban systems was therefore to ensure just-in-time production and to achieve a balance between production and demand.

The name Kanban comes from Japanese: it means label.

More specifically, it was the label that was used to tell a production station whether to continue producing or to stop instead. The objective was to limit the surplus of parts compared to customer requests and therefore to limit waste, especially when a defect on a series of parts was detected!

The Kanban method is based on a system of synthetic cards that allow each member of the team to know:

• What are the tasks to be carried out
• When Should They Be Carried Out
• What Has Already Been Achieved
  

Kanban is therefore the perfect tool to recall each of the tasks that a team must take care of and allow each member to coordinate their efforts in order to maximize their productivity.

It is also a visually interesting tool: at a glance, everyone can see the organization of the team's tasks at a glance.

Kanban therefore optimizes Communication and the smooth flow of information relating to the tasks to be performed in your teams!

To further simplify visibility, Kanbans are generally divided into three different parts:

• The Tasks “To Be Done”
• “In progress” tasks
• The “completed” tasks
  

Often, each of these statuses is represented by a color code so that everyone can know what to do and what is being done in just a few seconds.

The Kanban board sometimes has a space where each member of the team, and sometimes even customers, can offer ideas about the project.

These ideas can thus be taken up by the team and integrated into the project if they are considered relevant!

In summary, Kanban is commonly considered to be a much more effective tool than traditional boards and “to do lists”, and adopting and using it on a daily basis has many benefits.

Why use Kanban in project management

Using a Kanban has numerous advantages that should convince you to adopt this tool. Here are a few.

• A reduction in deadlines and costs: thanks to better communication and a more effective prioritization of tasks to be carried out
  

• Better Visibility on the Execution of the Project: You Can Follow the Progress of Each Task in a Few Seconds
  

• Increase the flexibility of your team: having so much visibility on the tasks that everyone must perform makes it easier to change course when an unexpected event occurs. For example when the needs of your customer change!
  

• Avoid bottlenecks: because everyone knows what the others have to do and when they need to do it, the risks of being stuck by a task not completed by one of their colleagues are considerably reduced.
  

• Encourages corrective collaboration: Team members are encouraged to communicate to resolve issues as they arise.
  

• Impacts on quality: helps to obtain a constant level of quality, and this, collectively
  

• Simplifies the continuous improvement process: the ability to visualize how your team works easily allows you to constantly think about areas for improvement.
  

• Provides flexibility in execution: changes in priorities, the person responsible for a given task or a simple delay in deadlines are facilitated
  

• Promote visual management: each member of your team has the same level of information (the state of progress, the constraints, the difficulties of each...). By offering them a global vision of the execution, you fully integrate your team into the project and the collaborators will feel even more involved!
  

• An instinctive method: the Kanban method is easy to use and therefore quick to set up. Plus, the benefits are almost immediate.
  

• Boost the motivation of your teams: one of the main reasons for the demotivation of a team is to have to manage a task that seems too big, insurmountable to them. The Kanban method is ideal for breaking up any project into a set of small, achievable tasks. This recognized tip will allow you to motivate your employees, especially if each task is assigned to a manager.
  

• A good meeting medium: the Kanban board is a presentation medium for your meetings with your teams. It is especially useful for daily points at the start of the day.

Physical Kanban vs Digital Kanban

Kanban boards can be used digitally or physically, and each has its advantages. Here are a few to help you make your choice.

The benefits of Physical Kanban

Continuous visibility: a physical board is “always on” and therefore allows everyone to have in front of them what remains to be done.

Engaging your teams: a physical board is colorful, brings a nice touch to your offices and has an impact on the involvement of your teams.

Encourages communication: the physical board offers a perfect place for conversation and reflection. Your employees will be able to exchange with the board as a support.

The benefits of digital Kanban

‍

Easier to keep organized: forget illegible writings and post-its that come off.

Traceability over time: no post-it notes are thrown away without having been archived and you have visibility on all tasks throughout the execution of your project.

Accessibility: everyone can access the board at the same time, no matter where they are. This is especially useful when working with remote freelancers.

Real-time change: Each member of your team sees up-to-date information on their board, without delay or the need to brief it to prevent it.

Centralized information: all the information useful for a task can be easily incorporated into the table (attached files, long description, etc.)

Increased security: you don't lose any post-its, and applications often allow authentication processes that guarantee the protection of confidential information.

Kanban as an intermediate communication medium

‍

Kanban is therefore an effective method for involving your employees and ensuring detailed monitoring of the execution of your project. However, it is important to understand that Kanban is, depending on the situation, sometimes too detailed, and sometimes not enough.

For example, if you do a Project Review To validate the transition to the next phase of your project, then Kanban will serve as a springboard for your discussions; you will necessarily have to go into more detail during your exchanges, but it is a good support for debate.

On the other hand, if you want someone who does not know your project to be able to understand the main lines very quickly, Kanban may be a communication medium that is a bit too precise for them. Instead, Point It Towards the Project sheet, Which is more synthetic content and therefore ideal for people outside the project.

If you have now understood the limits of Kanban, then you can take advantage of its full potential by using it in the most appropriate situations!

‍