Do you sometimes feel like you're drowning in tasks without really knowing what phase is? Projects are stacking up, deadlines are approaching, and the overview is lost?
Then it's high time to get to know a method that originally came from automotive production in Japan and is now helping teams (and private individuals!) around the world. Make work visible, identify bottlenecks and improve flow: Kanban.
Kanban is more than just a tool; It is a principle based on four core values: Visualization, limitation of parallel work, management of flow and continuous improvement. At its core, it's about splitting your work into columns that represent different phases of the workflow, and moving task cards from left to right through those columns.
The heart of Kanban: The Board
Whether digital or analogue, the heart of Kanban is Kanban board. It's simple and brilliant at the same time. The most basic columns are:
- To do/backlog: This is where all the tasks that lie ahead end up.
- In progress / doing: Here you can see what is currently being actively worked on.
- Done: Tasks that have been completed. A great feeling to push the cards here!
Of course, you can adapt these columns to your individual needs, for example with ‘In Review’, ‘Waiting for Feedback’ or ‘Testing’.
Kanban in the working environment: Jira as a powerhouse for teams
In a professional environment, especially in software development or project management, Jira (from Atlassian) a quasi-standard for the implementation of Kanban (and Scrum). Jira offers not only a digital Kanban board, but also extensive features for:
- Detailed task management: Each card (often referred to as ‘issue’ in Jira) can contain detailed descriptions, attachments, comments, assignments, deadlines and subtasks.
- Team collaboration: Multiple team members can work on tasks at the same time and track their progress in real time. Discussions and decisions can be documented directly on the maps.
- Customize workflows: Jira makes it possible to map highly individual workflows that are precisely tailored to the processes of your team.
- Reporting & Analysis: You can create burn-down charts, cumulative flow charts, and other reports to analyze progress, identify bottlenecks, and increase efficiency.
- Integrations: Jira integrates seamlessly with many other business tools (e.g. Confluence for documentation, Slack for communication).
Benefits in everyday work: With Jira based on Kanban, the work becomes transparent. Everyone in the team knows what is being worked on, who is responsible for what and where tasks are in the process. This promotes the self-organization of the team, minimizes misunderstandings and increases the ability to deliver. Shortages become immediately visible and can be addressed in a targeted manner, which improves the flow of work.
Kanban for your personal life: Trello or the analog whiteboard
Do you think Kanban is just for big companies? Absolutely not! The simplicity of the principle makes it perfect for your private time and task management. Here are two popular ways:
Digital with Trello: Your personal task manager
Trello (Also by Atlassian) is an excellent, cloud-based tool that is based on the Kanban principle and is perfectly suited for private use (and often in smaller teams).
- Boards, lists, maps: Trello organizes everything in boards (e.g. ‘My private life’, ‘Relocation planning’) that contain lists (columns) into which you draw your cards (tasks).
- Easy to use: With its intuitive drag-and-drop interface, Trello is super easy to learn and use.
- Versatile map functions: Each card can contain checklists, due dates, attachments, descriptions and comments. You can add labels to categorise tasks (e.g. ‘Purchasing’, ‘Hobby’, ‘Invoices’).
- Mobile availability: Access your boards from anywhere – perfect for capturing spontaneous ideas or ticking off tasks.
- Collaboration (optional): You can invite friends or family members to boards to plan joint projects (e.g. wedding planning or vacation together).
Example of a private Trello board:
- Backlog: All ideas and upcoming tasks (“Remodel garden”, “Repair bike”, “Create book list”).
- This week: Tasks you have set for the current week.
- Today: What you want to do today.
- Completed: Oh, hurrah! What you've done.
Analog with Whiteboard & Post-its: The haptic overview
Sometimes digital isn't the right thing to do, or you just want to get off the screen. One physical Kanban board It is a fantastic, haptic alternative – especially for the private sector or small on-site project teams.
What you need:
- One Whiteboard, a large pinboard or simply a free wall surface. If free (and the family plays with) the refrigerator goes
- markers for the column headings.
- Many Post-its (Various colors can be useful for categories).
Here's how it works:
- Draw columns: Divide your whiteboard into the desired columns (e.g. "Ideas", "To Do", "In progress", "Done").
- Tasks on post-its: Write each task on a separate post-it.
- Move: Drag the post-its to the next column as soon as you start a task. When it is finished, it ends up in ‘Done’.
Advantages of the analog board:
- Visual presence: It is always visible and present in your room.
- Haptical experience: Postponing post-its is satisfying and makes progress tangible.
- Simplicity: No software, no logins, no learning curve.
- Promoting communication: If several people use the same board (e.g. family in the kitchen), the state of affairs becomes immediately clear.
Conclusion: Kanban brings clarity
Whether you are managing a complex software project, planning a move or simply want to structure your private everyday life: Kanban gives you a clear, visual way to organize your work.
It helps you, the Keep focus, don't start too many things at once and the Making progress visible. Try it – you'll be surprised how much control and serenity a simple board can bring to your work and personal life!
What type of Kanban board is most appealing to you to organize your tasks? Digital or rather classic with pen and post-it?
Want to know more: The BMI has a extremely detailed Contribution to a deep dive.
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