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What is a Kanban Board?

Ruben Buijs

Founder & Digital Consultant

Written on Aug 10, 2023

3 minutes

Product Management

A Kanban Board is a visual tool used in project management and product development to track and manage the flow of work. It provides a clear and organized way to visualize tasks, prioritize work, and monitor progress. The board consists of columns representing different stages of the workflow, with each task represented as a card or sticky note that moves through the columns as it progresses.


Here are a few examples of how a Kanban Board can be used:

  1. Software Development: A software development team can use a Kanban Board to track tasks such as coding, testing, and deployment. Each task can be represented as a card that moves from the "To Do" column to "In Progress" and finally to "Done" as it gets completed.

  2. Marketing Campaign: A marketing team can use a Kanban Board to manage their campaign tasks. The columns could represent different stages like planning, design, content creation, and distribution. Tasks can be moved across the board as they move through each stage.

  3. Personal Task Management: Individuals can also use Kanban Boards to manage their personal tasks. It can help prioritize tasks, visualize progress, and ensure nothing falls through the cracks. For example, a personal Kanban Board can have columns like "To Do," "Doing," and "Done."


The Kanban Board offers several benefits to product management and project teams:

  1. Visualize Workflow: By visualizing the workflow on a Kanban Board, teams can easily see the status of each task and identify bottlenecks. This helps in managing work efficiently and ensuring a smooth flow.

  2. Improve Collaboration: Kanban Boards promote collaboration among team members. Everyone can see the status of tasks, making it easier to coordinate and align efforts. It also helps in identifying dependencies and fostering a sense of shared responsibility.

  3. Increase Productivity: With a Kanban Board, teams can focus on completing tasks rather than spending time on figuring out what needs to be done. It provides a clear overview of work, enabling teams to prioritize effectively and eliminate distractions.

  4. Continuous Improvement: Kanban Boards encourage continuous improvement by highlighting areas for optimization. By analyzing the flow of tasks, teams can identify process inefficiencies, make adjustments, and enhance their productivity over time.

How to Use a Kanban Board

Using a Kanban Board is simple and straightforward. Here's a step-by-step guide:

  1. Set up the Board: Create columns on a physical board or a digital tool that represent different stages of your workflow. Common columns include "To Do," "In Progress," and "Done."

  2. Define Work Items: Write down individual tasks or work items on cards or sticky notes. Be specific and concise in describing each task.

  3. Move Cards: Start with all the cards in the "To Do" column. As work progresses, move cards to the appropriate columns. For example, when a task is actively being worked on, move it to the "In Progress" column. When completed, move it to the "Done" column.

  4. Limit Work in Progress: To maintain focus and avoid overload, limit the number of tasks allowed in the "In Progress" column. This helps prevent multitasking and ensures that work is completed before new tasks are started.

  5. Continuously Update: Regularly update the Kanban Board by moving cards and adding new tasks. Keep the board visible and accessible to the team, encouraging transparency and collaboration.

Useful Tips

  • Use color coding or labels to indicate task types, priorities, or team members responsible for each task.
  • Regularly review and refine your Kanban Board to optimize workflow and improve efficiency.
  • Encourage team members to have frequent stand-up meetings around the Kanban Board to discuss progress, address challenges, and ensure alignment.
  • Experiment with different column names and configurations to find what works best for your team and workflow.
  • Consider using digital Kanban tools that offer additional features like task assignment, due dates, and integration with other project management tools.


A Kanban board is a visual tool used to manage and track work in a team or project. It provides a clear overview of tasks and their progress.
A Kanban board consists of columns representing different stages of work, such as 'To Do', 'In Progress', and 'Done'. Tasks are represented as cards that move across these columns as they progress.
Using a Kanban board helps teams visualize their workflow, identify bottlenecks, and prioritize tasks effectively. It also promotes transparency and collaboration within the team.
Yes, a Kanban board can be used for various types of projects, including software development, marketing campaigns, event planning, and personal task management.
Absolutely! Kanban boards are particularly useful for remote teams as they provide a shared visual space to track progress and keep everyone aligned.
While there are no strict rules, it is recommended to limit the work in progress (WIP) to maintain focus, regularly review and update the board, and encourage collaboration and communication among team members.
Yes, Kanban boards are highly flexible and can be customized to match the specific workflow and terminology of the team. Additional columns, labels, or swimlanes can be added as needed.
Yes, many project management and collaboration tools offer Kanban board features. Additionally, Kanban boards can be integrated with other tools like issue trackers, time trackers, and communication platforms.
A Kanban board helps teams visualize their work, identify and eliminate bottlenecks, and focus on completing tasks one at a time. This improves workflow efficiency and overall productivity.
There is no specific size requirement for a Kanban board. It can be as small as a physical whiteboard or as large as a digital board displayed on a large screen, depending on the team's preference and needs.

Article by

Ruben Buijs

Ruben is the founder of ProductLift. I employ a decade of consulting experience from Ernst & Young to maximize clients' ROI on new Tech developments. I now help companies build better products

Table of contents

  1. Examples
  2. Importance
  3. How to Use a Kanban Board
  4. Useful Tips
  5. Related Terms

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