How to Use Kanban: Getting Started in 5 Steps
Kanban is simple to start and powerful to grow. Visualise your work, limit what is in progress and improve a little each week. Here are the five steps, the habits behind them and three boards to begin with.
Quick answer: To use Kanban: (1) put every task on a card, (2) create columns for your workflow – To Do, Doing, Done, (3) limit how many cards can be in Doing, (4) finish work before starting new work, and (5) review and improve the board every week.
1. Key Takeaways
- Start with To Do, Doing, Done and one card per task.
- Add a WIP limit – 2–3 cards per person in Doing.
- “Stop starting, start finishing” is the Kanban way of working.
- Update the board at a short daily stand-up.
- Improve one thing at a time in a weekly review.
2. How to Use Kanban in 5 Steps
Visualise the work, map the workflow, limit WIP, manage flow and improve continuously.
- Visualise your work. Write every task on a card.
- Map the workflow. Create To Do, Doing and Done columns.
- Limit work in progress. Set a number on Doing, e.g. 3.
- Manage flow. Finish cards before starting new ones.
- Improve. Review weekly and change one thing.
3. The Kanban Way of Working
The Kanban way of working is to make work visible, finish before starting, agree explicit policies and improve with data.
4. Starter Kanban Boards in PlanBoards
Here are three starter boards built in PlanBoards.
My first Kanban board
To Do, Doing (WIP 3) and Done – the simplest way of using a Kanban board.
Team Kanban – week 1
Backlog, Ready, Doing (WIP 4), Review and Done for a team’s first week.
Implementing Kanban – rollout
Week 1, Week 2, Week 3–4 and Done – the launch checklist as a board.
Start your first board
Colour-coded lists, cards with images, checklists and due dates – on Android, iPhone, tablet and desktop.
Free to use
5. Implementing Kanban in a Team
Map the workflow on day 1, load all open work, agree WIP limits in week 1 and hold the first retrospective in week 2.
6. Common Mistakes When Using a Kanban Board
The most common mistakes are too many columns, no WIP limits, giant cards, a stale board and hidden blockers.
7. FAQ
These are the questions people ask when getting started with Kanban.
How do I start using Kanban?
Create To Do, Doing and Done columns, put each task on a card, limit Doing to 2–3 cards and review weekly.
What is the Kanban way of working?
Visualising work, limiting work in progress, finishing before starting and improving continuously with data.
How many columns should a Kanban board have?
Start with three. Add Review or On Hold only when you need them.
How long does implementing Kanban take?
A team can start in a day; habits settle in two to four weeks.
Do I need special roles to use Kanban?
No. Kanban starts with your current roles and process.
Can I use Kanban alone?
Yes – personal Kanban works the same way with a WIP limit of two or three.
Is PlanBoards free for getting started with Kanban?
Yes – PlanBoards is free to use on Android, iPhone, tablet and desktop.
8. Sources and Further Reading
These are the sources behind this guide.
- Wikipedia: Kanban (development)
- Kanban University. The Kanban Method.
- Daniel Vacanti & Jim Coleman. The Kanban Guide.
- Jim Benson & Tonianne DeMaria Barry (2011). Personal Kanban.
Related pages: Features · SME & Projects · Sharing Cards
Five steps. One board. Start today.
Android, iPhone, tablet and desktop.
Free to use