Kanban is a workflow management framework that uses visual tools to represent tasks and streamline processes. Initially developed in the manufacturing industry by Toyota, it was designed to manage the value chain from suppliers to consumers while minimizing supply chain disruptions, overstocking, bottlenecks, etc. Through constant monitoring, the Kanban system made it possible for companies to optimize production efficiency and reduce delivery lead times. 

Since its origins, Kanban has evolved and been widely adopted across various industries—including software development. In this context, Kanban provides a framework for visualizing work and improving delivery speed by simplifying and optimizing processes. By visually mapping tasks and workflows, software teams can monitor their progress in real time, ensuring better communication, transparency, and adaptability in the face of changing priorities. 

The Kanban methodology 

Kanban relies on a visual board to represent the workflow. This board typically includes columns that signify stages of work, such as ‘To Do,’ ‘In Progress,’ and ‘Done.’ Each task is represented by a card that moves through the columns as it progresses. This helps teams see the overall workflow at a glance, identify inefficiencies, and focus on reducing lead times. 

A defining feature of Kanban is its focus on limiting work in progress (WIP). By capping the number of tasks that can be worked on at any given time, teams are encouraged to complete tasks efficiently before starting new ones. This not only prevents bottlenecks but also ensures that team members remain focused and productive on the greater goal of project completion. Additionally, continuous monitoring of workflows allows for ongoing, incremental improvements to processes. 

What Kanban looks like in action 

Imagine a marketing team using a Kanban board for content creation. Tasks like writing, editing, and publishing are represented as cards that move through columns such as 'Backlog,' 'In Progress,' 'In Review,' and 'Published.' Team members pull tasks into the 'In Progress' column based on their availability, adhering to WIP limits. 

If a bottleneck arises—for example, too many tasks piling up in the 'In Review' column—the team can identify and resolve the issue before it disrupts the rest of the process. This visual approach maintains clear visibility, helping teams prioritize effectively and constantly improve their workflow. 

Scrum is an Agile framework that provides enhanced structure and discipline to project management, allowing teams to deliver incremental value through short, focused iterations called ‘sprints.’ By emphasizing accountability, collaboration, and transparency, Scrum helps teams adapt to changing requirements while still maintaining a clear focus on delivering results. A principal component of Scrum is the backlog, which outlines the full scope of work required for the project (organized and prioritized by the Product Owner). 

Scrum is built on time-boxed sprints, typically lasting one to four weeks. During these sprints, teams work collaboratively to complete a predefined set of tasks. At the end of each sprint, the team delivers a usable product increment that contributes to the overall project goals. Scrum boards may play a role in this process, visually organizing tasks and helping team members remain coordinated, despite the fast-paced nature of sprints. 

The Scrum methodology 

Scrum divides work into sprints, typically lasting one to four weeks. At the beginning of each sprint, the team conducts sprint planning to determine which tasks from the product backlog will be completed during that period. These tasks are then tracked on a Scrum board, which (much like Kanban) often includes columns like 'To Do,' 'In Progress,' and 'Done.' 

The methodology incorporates three defined roles: 

• Scrum Master 

  This individual takes the most responsibility for Scrum success, ensuring adherence to Scrum principles and working to remove any roadblocks that might impede the team’s progress. 

• The Product Owner 

  The Product Owner is responsible for defining and prioritizing the Product Backlog to help the team deliver maximum value by focusing on the right tasks at the right time. 

• The Development Team 

  The team executes the work, delivering product increments and taking collective accountability for all outcomes. 

In an example where a software development team is working within the Scrum methodology to build a new feature, the team starts by refining the product backlog with the Product Owner to prioritize their tasks (such as user interface design, backend integration, and testing). During the sprint planning meeting, they select a subset of tasks they can reasonably complete in a two-week sprint. Each task is added to a Scrum board. The team holds short daily stand-ups (meetings to discuss progress and address any blockers). Team members can easily see who is working on what and ensure that their tasks are flowing smoothly through each stage. 

At the end of the sprint, the team demonstrates the feature during a sprint review, gathering feedback from various stakeholders. The team then holds a retrospective to discuss what went well and identify improvements that could be applied to future sprints. This iterative approach allows the team to deliver high-quality, usable product increments while maintaining agility. 

Ideology 

• Kanban emphasizes continuous flow and flexibility, allowing teams to adjust priorities at any time. 
• Scrum focuses on time-boxed iterations, fostering discipline and structured delivery. 

Roles and responsibilities

• Kanban has no predefined roles; teams collaborate and take shared responsibility for the workflow.
• Scrum relies on velocity to gauge how much work the team can complete within a sprint.   

Asset delivery 

• Kanban delivers work continuously, releasing tasks as they are completed.  
• Scrum delivers work in increments at the end of each sprint. 

TWhile Kanban and Scrum differ in structure and implementation, they share many core principles that reflect their Agile roots. Prominent areas where Kanban and Scrum overlap include: 

Ability to breakdown complex tasks 

Both frameworks divide large projects into smaller, manageable tasks. This iterative approach enables teams to focus on incremental progress while maintaining flexibility to adjust as priorities evolve. 

Commitment to continuous improvement 

Continuous improvement is a shared foundational value in both frameworks. Kanban teams achieve this by regularly inspecting their workflows, using metrics like lead time and cycle time to identify inefficiencies. Similarly, Scrum teams conduct sprint retrospectives to reflect on what went well and what can be improved.  

Focus on workflow visibility 

Both methodologies rely on visual tools to promote transparency and track progress. Kanban uses a board with columns to represent stages of work, while Scrum employs sprint boards to show task statuses. In both cases, team members and stakeholders can clearly see the flow of work and make informed decisions. 

Pull-based task management 

Both Kanban and Scrum use a pull-based approach to manage tasks. Team members only take on new tasks when they have the capacity to do so, avoiding overloading individuals and ensuring work progresses smoothly. 

WIP limits 

Kanban explicitly enforces WIP limits by capping the number of tasks in the ‘In Progress’ column on the board. In Scrum, WIP limits are indirectly managed during sprint planning, where the team determines how much work can realistically be completed within a sprint. Both methods use WIP limits to avoid bottlenecks and maintain steady progress. 

Incremental and iterative workflows 

Kanban and Scrum both emphasize breaking down work into smaller, manageable pieces so teams can deliver incremental value and iterate based on feedback. While Scrum incorporates iterations explicitly through sprints, Kanban facilitates incremental improvement by allowing new tasks or updates to be added as needed. 

Kanban offers a flexible, visual approach to workflow management, making it a strong choice for teams handling dynamic and ongoing tasks. However, like any framework, it has its limitations, and its effectiveness depends on the specific needs and structure of the team. 

Pros 

• Visualizes the workflow 

  Kanban boards provide a clear, real-time view of tasks and their statuses, helping teams see the bigger picture and identify bottlenecks. Visual clarity enables better prioritization and ensures that everyone understands the current state of work. It also promotes transparency, which is critical for collaboration. 

• Limits work in progress to ensure quality 

  By capping the number of tasks in progress, Kanban helps prevent teams from being overwhelmed and ensures that work gets completed efficiently. This focus on quality over quantity allows teams to deliver higher-value results without sacrificing consistency or attention to detail. 

• Establishes continuous feedback loops 

  Kanban integrates regular feedback mechanisms, allowing teams to review progress and identify areas for improvement. Feedback loops foster a culture of continuous learning and help ensure that processes evolve to meet changing needs. 

• Improves team collaboration and adaptability 

  Kanban emphasizes shared responsibility, enabling team members to collaborate more effectively and help one another when needed. 

• Adapts to changing workflows and priorities 

  Kanban is highly flexible, allowing teams to adjust workflows and reprioritize tasks without disrupting progress. Enhanced adaptability is particularly useful in environments where requirements and priorities may experience frequent shifts. 

Cons 

• Lacks predefined roles for accountability 

  Kanban does not enforce specific roles or responsibilities, which can lead to confusion about who is accountable for certain tasks. Teams without strong internal discipline may struggle to maintain structure and clarity. 

• Can become complex and overwhelming 

  If a Kanban board has too many columns, tasks, or poorly defined workflows, it can become difficult to manage. This complexity can hinder productivity and make it harder for team members to focus on completing tasks. 

• Does not establish clear deadlines 

  Kanban’s lack of fixed timeframes means there are no built-in deadlines to drive task completion. Without external discipline or agreed-upon milestones, teams may encounter delays or fail to deliver work on time. 

Scrum offers a structured, iterative approach to project management, making it well-suited for teams working on complex projects with defined goals. On the other hand, its rigidity and resource demands can pose challenges in environments where priorities change frequently. 

Pros 

• Encourages faster task completion 

  Scrum’s use of time-boxed sprints helps teams focus on completing specific deliverables within a set period. This approach not only accelerates progress but also ensures that work is regularly delivered in manageable increments.

• Promotes better task organization 

  Defined roles like Scrum Master and Product Owner help ensure clear accountability and smooth coordination. Structured ceremonies—such as sprint planning and retrospectives—keep teams aligned and make it easier to stay on track toward project goals. 

• Delivers quick wins to motivate teams 

  By breaking projects into smaller, shippable increments, Scrum enables teams to achieve visible progress more frequently. These quick wins boost team morale and help maintain momentum throughout the project lifecycle. 

• Provides clear insight into progress 

  Scrum boards, daily stand-ups, and sprint reviews ensure transparency and visibility into task statuses. This clarity helps stakeholders and team members alike understand progress and identify challenges early on. 

• Creates a goal-oriented workflow 

  With sprints focused on delivering tangible value, Scrum helps teams prioritize outcomes over outputs. A results-driven approach keeps things relevant, ensuring that every sprint contributes meaningfully to the overall project objectives. 

Cons 

• Demands intense focus and commitment 

  The fast-paced nature of sprints requires consistent effort and attention from all team members. Teams that cannot maintain this focus may struggle to meet sprint goals or deliver quality results. 

• Can lead to pacing issues with diverse team speeds 

  Scrum’s structured sprints rely on consistent velocity, which can be disrupted if some team members work slower or encounter unforeseen obstacles. These pacing issues can impact overall sprint progress and productivity. 

• Requires significant planning and resources 

  Scrum ceremonies, such as sprint planning, daily stand-ups, and retrospectives, require time and effort to execute effectively. Smaller teams or teams with limited resources may find these activities difficult to sustain. 

• Lacks flexibility for mid-sprint changes 

  Scrum’s rigidity makes it difficult to adapt to changing priorities once a sprint is underway. Introducing new tasks or altering scope mid-sprint can derail progress and impact the team’s ability to deliver on commitments. 

Whether your team prioritizes flexibility or structure, Agile frameworks can help your organization stay adaptive without losing sight of results. ServiceNow provides a powerful platform to support these approaches to Agile project management, offering tools that integrate Kanban and Scrum into unified, enterprise-wide strategies.  With ServiceNow Strategic Portfolio Management, teams can consolidate workflows, align work to strategy, and drive outcomes faster than ever before. Built on the ServiceNow AI Platform, Strategic Portfolio Management brings all your relevant data together in a single, centralized location, and then provides the additional applications and support you need to move even the most complex workflows forward.  

Visual Task Boards provide a Kanban-like interface to track work and resolve bottlenecks, while Agile Development 2.0 supports Scrum programs with centralized planning, backlog management, and multi-team coordination. From simulating investment scenarios to managing cross-functional sprints, ServiceNow empowers your teams to prioritize effectively, adapt seamlessly, and deliver value at scale.  

Take the next step in transforming your Agile processes; demo ServiceNow Strategic Portfolio Management today!