How to visualize your work on a Kanban Board

You may or may not have heard of a Kanban board. If you have, you may still not know exactly how to use one. Let’s start by telling you what a Kanban board is.

What is a Kanban Board?

A Kanban board is a visual representation of workflows according to the Kanban Method. The board is a tool that enables you to visualize your work and optimize production.

You can choose to use a kanban board online, with an online kanban tool (such as pipefy), or build a physical kanban by using a flat surface and post-its.

The basic principles of each are the same, what changes is the materials use. Physical Kanban boards work best for teams working/collaborating in the same geographical location. On a physical board post it notes, index cards or colored paper is used on a whiteboard, bulletin board or even a wall to map out the different stages of the workflow. Color coding your cards is a technique used frequently to help workers visualize the process.

If you are using a Kanban software to create your board, the tabs will most likely be color coded as well. The color codes signify the different types of work for each stage of the workflow. Different colors of cards can also signify how urgent a task is. On Pipefy, we allow you to create as many labels as you wish to and, in order to make visualizing the process easier, you can filter cards by label.

Online Kanban boards work best with teams that are collaborating together from different locations and who may not be able to meet in one central location to view a physical board.

It also allows for portable organization that can be accessed from anywhere at any time. Generally, a virtual Kanban board is more sophisticated and takes much less time to produce than physical boards while also increasing communication due to email integration and real-time reporting and logs.

The main goal of a Kanban board is to limit the work in progress, thereby adjusting the capacity of the system since it can only handle a certain amount of traffic and still have that traffic move smoothly throughout the steps in the process.

To limit the WIP the board uses restrictions on each column of the workflow, preventing bottlenecking which backs up production. Once this has been perfected the focus switches to constantly improving the process to deliver products and services faster and more efficiently.


Give Kanban a try with Pipefy!

Pipefy is an intuitive, simple to use, workflow software. We allow businesses to run all their processes in a single platform, ensuring efficiency and solid execution.

Pipefy works as an online Kanban system where tasks move laterally through the multiple phases of your process. Each of your process’ phases can have its own set of work rules, triggers and, if needed, a designated owner.

Don’t lose any more time, try Pipefy!

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Written by Isabelle Salemme, Product content manager at Pipefy. She uses her extensive Pipefy knowledge to write informative pieces teaching users to make the best of Pipefy. Besides being responsible for all product-related content, she's an avid reader, a coffee lover and a professional photographer.