A Kanban board is a visual tool for managing work. Each task is a card, each stage of work is a column, and you move cards from left to right as work progresses. At a glance, you can see what's waiting, what's in progress and what's finished.
A simple example
The most basic Kanban board has three columns:
| To Do | Doing | Done |
|---|---|---|
| Write report | Call supplier | Send invoice |
| Book flights | Update website |
When you start writing the report, you drag its card to Doing. When it's finished, you drag it to Done. That's the whole system, and you can add columns to match how your work really flows.
The three parts of a Kanban board
- Cards are individual pieces of work. A card usually has a title and may have a description, a due date, tags or an owner.
- Columns are stages of work. They can be as simple as To Do, Doing and Done, or specific to your process, such as Drafting, Editing and Published.
- Work-in-progress (WIP) limits cap how many cards can sit in a column. If Doing is limited to three cards, you finish something before starting something new.
Where Kanban came from
Kanban began at Toyota, where Taiichi Ohno developed it in the mid-20th century to manage production. "Kanban" is Japanese for roughly "signboard" or "visual signal". Cards signalled when more parts were needed, so factories made what was needed rather than building up stock.
David J. Anderson later adapted the idea for software and knowledge work, and described it in his 2010 book Kanban. Today it's used for everything from software development to personal to-do lists.
Why Kanban boards work
- Work becomes visible. You can see everything at once rather than keeping it in your head.
- Bottlenecks stand out. If cards pile up in one column, that's where work is stuck.
- It reduces juggling. A WIP limit makes you finish things before you start more.
- It's flexible. There are no fixed roles or time boxes, so you can start with how you already work.
Kanban board vs Scrum board
A Scrum board is reset each sprint and holds only that sprint's work. A Kanban board runs continuously, with new work being pulled in whenever there's capacity. For more detail, read Kanban vs Scrum.
How to make your first Kanban board
- List what's on your plate. Write down everything you're working on or need to do.
- Create three columns: To Do, Doing and Done.
- Turn each task into a card and put it in the right column.
- Limit Doing to about three cards. Finish one before starting another.
- Adjust as you go. Add a column like Waiting if cards keep getting stuck.
You can try this now on kanban.fit, a free board with no signup. Or start with a ready-made template, such as the personal Kanban board.
Frequently asked questions
What does Kanban mean?
Kanban is a Japanese word that roughly means "signboard" or "visual signal". It refers to the cards used to signal work.
Is Kanban only for software teams?
No. Kanban started in manufacturing and works for any work you can break into tasks, including marketing, studying, freelancing and household jobs.
Do you need software for a Kanban board?
No. A whiteboard and sticky notes work well. Software helps when you want your board to be searchable and easy to carry, or to hold details on each card.