Kanban has evolved over years of use, and the Kanban principles are a result of many people working together. The Kanban principles can be broken down into four major categories:

Managing change principles

Working with already established processes can be difficult, so these principles are designed to help blend and integrate change in a non-intrusive way.

Start with what is already happening
The first principle of managing change is starting with what is already known. Kanban is designed to be integrated without overhauling the current processes. The goal is to recognize the value of existing processes, roles, and responsibilities and preserve what works well with each of these. Starting with what is known will also highlight what issues are there. 

Agree to pursue incremental, evolutionary change
Implementing Kanban is supposed to be non-intrusive. To make that happen, changes need to be incremental. Changes in Kanban are made after gathering feedback and then implementing collaboration. Large, sweeping changes and overhauls can be met with resistance, which is why it’s better to make gradual improvements.

Encourage acts of leadership at all levels
Leadership is a part of implementing Kanban and changing processes. But the act of leading this adjustment can’t be something only for high-level management. Encouraging leadership at all levels helps everyone have a continuous improvement mindset that will work alongside Kanban to move the company forward.

Service delivery principles

Kanban helps companies develop a service-oriented approach. Understanding customer needs—and the processes necessary to meet them—can help organizations use Kanban effectively. This involves a few key processes, including: 

Focus on customer’s needs and expectations
The central goal for any successful organization is to deliver a high-quality product or service to the customer. Understanding a customer’s needs and expectations should be at the heart of Kanban and company processes.

Manage the work
Instead of worrying about micromanaging, managing the work is about ensuring that a network of services and work to be done is properly organized and taken care of. Everyone knows what needs to be done and when it needs to be done.

Regularly review the service networks
Kanban encourages the improvement of the results a company delivers to the customer. Reviewing current service networks provides an opportunity to improve results and to evaluate how processes are working toward the ultimate goal of delivering high quality results.

The concept of flow

Kanban visualizes the concept of flow. Cards on the Kanban board should flow through a system evenly, so that the Kanban system can help highlight the blockages that happen, so they can then be critically examined. The concept of flow is crucial to improving and operating effectively. By measuring flow metrics and working to improve them, companies can dramatically improve the speed of delivery processes. The Kanban techniques can help lead to continuous improvement with process flow.

WIP limits

Too often employees at a company will have too many Works-in-Progress (or WIPs). A core principle of Kanban is to limit this and instead have employees focus on one WIP at a time and finish it to completion before moving onto the next task. This principle helps reduce multitasking and keeps processes moving smoothly.

There are many benefits to using Kanban with any kind of product or software development, from flexibility to overall work management. Here are some of the key advantages of this framework:

Encourages flexibility

Kanban allows teams to adapt to changing priorities without disrupting the workflow. Teams focus on the tasks at hand, pulling new tasks from the backlog only when they are ready. This approach means that the most important work is done first, and adjustments can be made without causing confusion or delays.

Utilizes visual metrics for a quick overview of work progress

One of Kanban’s core strengths is its use of visual boards to track work progress. These boards provide an at-a-glance view of the entire workflow, making it easy to see which tasks are in progress, which are completed, and where there are bottlenecks.

Improves efficiency

By limiting the amount of work in progress, Kanban helps teams focus on completing tasks before starting new ones. This reduces multitasking and context switching, which can slow productivity. Setting WIP limits helps teams address bottlenecks as soon as they occur, and that leads to more efficient task completion.

Continuous delivery

Kanban streamlines the workflow and keeps tasks moving smoothly from one stage to the next, which supports continuous delivery. The emphasis on incremental improvements and regular review of service networks allows teams to deliver high-quality products consistently. This approach speeds up the delivery process, as well as increasing the team’s ability to respond to feedback promptly.

Although Kanban offers many benefits, it also has some disadvantages that can impact its usefulness for certain teams and projects. Understanding these drawbacks can help companies utilize Kanban in the right way for their workflow:

Information about the task could be misinterpreted

Kanban relies heavily on visual cues and cards to represent tasks. If the information on these cards is not clear or is misinterpreted, it can lead to confusion and errors. Incomplete or ambiguous task descriptions can result in misunderstandings that cause delays and ultimately affect the quality of the work.

No specific time period

Unlike other methodologies that work within fixed time frames, Kanban does not prescribe specific time periods for completing tasks. This lack of timeboxing can make it challenging to track progress and deadlines. Instead, teams need to be disciplined about setting and adhering to their own deadlines.

Potential delays in every phase

Since Kanban operates on a pull system, tasks move through different stages at their own pace. This can lead to potential delays in every phase if a bottleneck occurs. For example, if one stage of the process is slower due to resource constraints or skill shortages, it can hold up the entire workflow.

Visualize the workflow

To start, the team needs a Kanban board to visualize the workflow and some type of cards to represent the tasks. To effectively create the board, first understand what it takes to get from point A to point B. Once the workflow is created, team members can move tasks through the three columns to help represent how the project is progressing. A Kanban board might look different, depending on the needs of the company.

Limit the work in progress

A primary goal of Kanban is to have only a manageable amount of work in progress to avoid multitasking. Limit how many tasks team members can currently be working on, so there is never too much that is “just started.” If there are no limits to how many tasks can be in the “in progress” column, then it is not Kanban. Constraints can also help illuminate problems that could be missed otherwise.

Standardize workflow

Managing flow is about managing the work itself without having to manage the people involved. Instead of micro-managing, the focus is on understanding how to move work through the process quickly.

Identify blockers and dependencies

To keep the workflow moving, it’s crucial to identify any blockers and dependencies as early as possible. Blockers are obstacles that prevent tasks from moving forward, while dependencies are tasks that rely on the completion of other tasks. By using the Kanban board to highlight these issues, team members can address them promptly and prevent delays.

Promote collaboration

Encourage a culture where team members work together to solve problems and support each other. Regular stand-up meetings or check-ins can help ensure that everyone is on the same page and can address any issues collectively. Tools integrated with the Kanban board can also support communication, making it easier to share updates.

Implement feedback loops

For companies that want to be more agile, feedback loops are a mandatory step. Feedback loops help ensure that organizations are properly responding to changes and that stakeholders are aware of everything they need to be.

Continuous improvement

Kanban is built on the principle of continuous improvement, and that means regularly assessing the workflow and making small changes to boost productivity. Teams can use data from their Kanban boards, such as cycle time and throughput, to identify trends and areas for improvement.