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CONTEMPORARY KANBAN: VISUALIZING OPERATIONAL EXCELLENCE

by | Oct 30, 2024 | Uncategorized | 0 comments

1. INTRODUCTION

The evolving Industry4.0 landscape is challenging today’s organizations to streamline processes, reduce waste, and increase efficiency on the quest towards Operational Excellence (OpEx). Kanban — a visual management method for optimizing material flow, workloads, and resources — is one such approach to drive continuous improvement. Alongside digital tools that popularized it through Agile development frameworks, physical and electronic devices also continue to expand the solution space for modern Kanban implementations [1]. 

This article explores the principles behind Kanban to offer practical insights for improving efficiency, engagement, and long-term OpEx. We will break down its relationship with change management, and its integration with contemporary tools like the Large Digital Display (LDD) lineup offered by Access Control Sales.

2. THE ESSENCE OF KANBAN

2.1. What is Kanban?

At its core, Kanban is a process management method which uses visualization strategies to inform and expedite work decisions and tasks. According to Kanban University, this can be tied to 6 general objectives [2]:

 

  1. Operational Visibility: Up to 85% human perception and learning is tied to our visual senses [3]. When we make the hidden aspects of our work more transparent, we can collaborate to identify improvements and complete tasks more intuitively;

  2. Limiting Work-in-Progress (WIP): Focusing on a few things at a time creates “resource slack” that improves the efficiency of utilized talent. By tuning the rate of task initiation, teams avoid stressful overloads, while keeping the flow of “little wins” consistent improves both cycle times and team motivation;

  3. Managing Workflow: This relates how smoothly, predictably, and sustainably work tasks are completed. Monitoring workflow comes with operational benefits like better-managed customer expectations, effective planning & forecasting, and ease of continuous improvement through the anticipation and mitigation of delays and bottlenecks;

  4. Making Policies Explicit: When done right, policies enable self-organization and autonomy between different teams. They should aim to be sparse, simple yet well-defined, visible, and readily changeable by those facilitating it – all of which is complimented by Kanban systems;

  5. Implementing Feedback Loops: Using past events to synthesize knowledge for improving performance is central to organizational growth [4]. As you will see below, much of the Kanban arsenal is geared towards fostering communication that helps teams reflect and adapt;

  6. Improving Collaboratively to Evolve Experimentally: Drawing from the Scientific Method, Kanban encourages incremental evolution towards operational end goals (i.e. KPIs) through managed, “safe-to-fail experiments” across everyday work. This interactive approach to hypothesis testing equips teams with the ability to translate abstract metrics into concrete recommendations for workflow improvements.

 

Like rerouting your map to dodge a traffic jam, Kanban systems ultimately improve responsiveness to real-time, evolving needs. When everything is clearly displayed in front of you, proactive execution, reflection, and refinement becomes intuitive. Unfortunately, what is less intuitive to most is grasping what Kanban actually is… A procedure? A chart? A stack of colour-coded bins?

 

More pressingly: will new trends in automated production, AI, and Internet-of-Things (IoT) operations make this tool extinct in a few years? As with most things, understanding the end is best approached by starting at the beginning.

 

 

2.2. The Kanban Origin Story

In the mid-20th century, Kanban emerged from the Toyota Production System (TPS) as a solution to overproduction, inventory bottlenecks, and misalignment between output and demand. It was part of Toyota’s broader evolution towards Just-In-Time (JIT) manufacturing, designed to ensure that production aligned with actual demand, rather than anticipated forecasts [5].

 

The concept drew inspiration from American supermarkets, where guaranteeing fresh produce on a large scale required restocks to be triggered only when shelves were empty. Once translated into manufacturing contexts, Kanban’s signaling mechanism was created — dubbed the Kanban Supermarket [6]. This pull system visualized the different stages of a production line as a board with different sections (or a shelf with different cubby holes, known as a Heijunka Box), through which Kanban Cards were moved between sections to represent a part moving through assembly stages in the factory.

 

The power behind this method became more evident with the rise of Lean philosophies aiming to trim inefficiencies and waste (i.e. Muda). Not only did Kanban regulate material flow to prevent excess inventory, but manufacturing execution was now triggered only when needed, preventing overproduction and overstaffing [7]. 

 

Throughout recent decades of technological disruption, recessions, and pandemics, Kanban has had to adapt as much as everyone else reading this. In times of extreme demand, like when hospitals were overloaded during the COVID-19 lockdown, Kanban helped minimize detrimental patient waiting times [8]. In periods of high uncertainty, as when tech companies started releasing software on a rolling basis, adjusting development scope according to rapidly shifting consumer needs became necessary to ship products on compressed timelines without sacrificing quality [9].

 

Besides physical cards and digital tiles, Kanban can take virtually any form. According to the Lean Enterprise Institute, this includes any device that “can convey the needed information while preventing the introduction of erroneous instructions […] for the [triggering] of items in a pull system,” [10]. We will revisit this later, but a few key examples are shown in the photos below:

Kanban’s first manifestation took the form of a Supermarket “Board” with rails representing different production lines, on which task cards were hung and slid between manufacturing stages [11].

The project Scrum Board is one of the most commonly used Kanban tools today, helping teams visually assign deliverables, track completion, and balance resources [12].

The Heijunka Box is another tried and true Kanban tool, offering the same functionality as a board, but often used when Kanban “cards” consist of numerous sheets, kits, and even assembly components [13].

2-Bin Inventory Racks are used to manage material flow (rather than process/task flow). Users pick parts from the front bin, and swap it with the [prefilled] rear bin upon being emptied. Once swapped, this empty bin can be flipped upside down, or receive a “Replenishment Trigger” card, to signal a JIT pull of material, while users have ample inventory to work with in the meantime [14].

Scrum Software tools are easily the most prominent reincarnation of Kanban in 2024. Their digital nature makes workflow management highly flexible, collaborative, and scalable, presenting an organic fit with analytics-driven Agile operations [15].

Digital Kanban Displays integrate sensors (e.g. measuring, RFID/barcode scanning) with user interfaces and controls, equipping teams with the collaborative, informative, and iterative benefits of IoT strategy in physical Kanban contexts [16].

2.3. Kanban Mechanics Within Organizational Change

To explain how Kanban enables OpEx, it’s important to understand the different organizational dimensions through which teams can improve performance. A well known model is the 7S Framework, developed by McKinsey to help companies adopt change management cultures [17]. It breaks organizational performance into seven key elements – Structure, Systems, Strategy, Shared Values, Style, Staff, and Skills – and as you’ll see below, Kanban can be invaluable for strengthening each of these interconnected components:

 

2.3.A. Structure

This 7S pillar refers to how an organization is arranged, including hierarchy, workflows, and communication flows [18]. Kanban enhances organizational structure by promoting flexibility, transparency, and responsiveness within workflows:

  • Decentralized Decision-Making: Kanban flattens hierarchical structures by allowing teams to self-organize, manage tasks transparently, and act autonomously. This reduces the need for top-down supervision and speeds up problem-solving;

  • Improved Workflow Fluidity: Kanban boards provide visual insights into task progression, enabling teams to continuously optimize workflows and adapt to changing priorities. This adaptability helps create a dynamic structure that supports efficient operations.

 

2.3.B. System

Kanban significantly improves the System S by enhancing processes and workflows that drive operations [1]:

  • Enhanced Workflow Transparency: Kanban’s visual management structure allows teams to monitor progress in real-time, identify bottlenecks, and maintain process clarity;

  • Optimized Resource Utilization: Tools like Kanban boards, swim lanes, and work-in-progress (WIP) limits help to balance workloads, reduce task overload, and ensure smoother, more efficient task completion.

 

2.3.C. Strategy

Strategy relates to long-term planning of resources and initiatives organizations use to gain competitive advantage [1]. Kanban plays a critical role in strategy development and execution by:

  • Enabling Continuous Improvement: Kanban’s adaptability and focus on visibility help organizations break down complex strategies into actionable tasks, ensuring that strategic initiatives remain flexible and responsive to real-time data;

  • Enhancing Strategic Alignment: Kanban promotes alignment across teams, with visual management and feedback loops ensuring that all departments work towards common goals. It allows leadership to monitor progress, adjust priorities, and recalibrate strategies based on current performance.

 

2.3.D. Shared Values

Kanban supports the Shared Values element of the 7S Framework by embedding transparency, collaboration, and continuous improvement into everyday operations [11]:

  • Promoting Core Values: Kanban’s visual management encourages transparency and accountability, aligning team members around collective goals and behaviors. In production settings, it can nurture Total Quality Management (TQM) principles of feedback, refinement, and shared ownership;

  • Creating Unified Understanding: By making workflows visible, Kanban helps teams understand progress and success, leading to greater collaboration and a stronger commitment to the organization’s values.

 

2.3.E. Staff

Kanban enhances the 7S Staff pillar by boosting engagement, morale, and psychological safety, which are critical for sustained productivity and operational success [19]:

  • Increasing Engagement and Morale: Kanban’s visual management provides real-time insights into tasks and workloads, reducing overload, improving communication, and empowering staff to take control of their work. This promotes a sense of ownership and collaboration across teams;

  • Fostering Psychological Safety: By making tasks and workflows visible, Kanban breaks down barriers between management and staff. It encourages open dialogue about workloads and improvement ideas, building trust and a sense of value among employees [20].

 

2.3.F. Style

Style refers to the leadership and management approach within an organization, including how leaders interact with employees and how daily operations reflect company values [18]:

  • Promoting Collaborative Leadership: Kanban aligns with democratic leadership, encouraging leaders to focus on coaching and mentoring while enabling team autonomy. The transparency and flow of information on Kanban boards foster a non-hierarchical, participatory interaction model, where employees are actively involved in decision-making;

  • Adaptive and Dynamic Leadership: Kanban’s real-time task visibility allows leaders to be more adaptable and responsive to team needs. Continuous feedback loops enable leaders to adjust their approach based on performance metrics, reinforcing a culture of continuous improvement.

 

2.3.G. Skills

The Skills element refers to the competencies and capabilities that employees need to achieve organizational goals [17]. It encompasses both technical abilities and soft skills, such as communication and problem-solving:

  • Enhancing Skill Development: Kanban supports skill enhancement by promoting a culture of continuous improvement and learning. The transparency of workflows allows employees to identify areas where they need further development, while regular feedback loops help address skill gaps;

  • Empowering Problem-Solving Abilities: Kanban’s focus on real-time process visibility and team collaboration strengthens critical skills like problem-solving, task prioritization, and process optimization. Employees are encouraged to take ownership of their roles, leading to faster skill acquisition and improved performance.

 

Kanban not only drives operational efficiency – it also cultivates a skilled, capable workforce that is aligned with organizational objectives, furthering the pursuit of OpEx.

3. THE CURRENT STATE OF KANBAN

3.1. Contemporary Challenges

Today’s workplaces are more dynamic and interconnected than ever, but they also face significant barriers that complicate efficient operations. A few challenges are especially notable within cross functional and distributed teams [21]:

 

  1. Lack of Real-Time Visibility: Without a clear, real-time view of task progress, delays occur, leading to reactive responses rather than proactive management. Misalignment between teams results in inefficiencies, wasted resources, and missed deadlines;

  2. Overwhelming Workload and Task Management: As workloads increase, employees struggle with task prioritization and time management, leading to bottlenecks, burnout, and confusion over which tasks require immediate focus;

  3. Siloed Communication and Disconnected Teams: When teams operate in silos, decisions are made in isolation, resulting in inconsistent strategies, duplicated efforts, and slowed progress;

  4. Resistance to Change: This remains a persistent barrier when introducing new tools or processes – employees may even resist new management strategies like Kanban due to uncertainty about their benefits or concerns over increased complexity.

 

 

3.2. … But There is Hope!

As Kanban becomes a widely adopted process management tool, its ability to address these challenges grows. It all hinges on Kanban’s ease of real-time visual communication, which forces teams to get to the real issues at hand, In the face of productivity threats, Kanban helps to:

 

  1. Tackle Bottlenecks by providing transparency and a shared visual understanding of work progress, enabling teams to maintain alignment and momentum in spite of shifting critical paths;

  2. Stabilize Bandwidth by visualizing workflows and the team members involved to make task prioritization and resource leveling more agile. By limiting work in progress (WIP), Kanban pull-systems reduce task-switching, minimize distractions, and prevent employee burnout;

  3. Smash through Communication Silos by providing a unified, accessible structure to communicating complex work across interwoven departments, fostering teamwork and alignment towards goals that everyone can get behind;

  4. Massage Resistance to Change – unlike more rigid methodologies, Kanban encourages small, iterative tweaks that help organizations adapt processes at a manageable pace. This mitigates resistance to change while offering flexibility throughout Kanban’s gradual adoption.

 

 

3.3. Evolving Trends

Kanban has evolved significantly to address the growing complexity of modern industries. A notable trend is the digitization of Kanban [1], as businesses transition from traditional physical boards to digital platforms like Trello, Jira, and Asana. This shift enables teams to collaborate in real-time, track progress across distributed locations, and leverage built-in analytics for continuous improvement. The result is a more accessible and adaptable system that aligns well with today’s fast-paced project environments.

 

Another key development is the integration of data analytics and artificial intelligence (AI) within Kanban tools. These modern platforms now offer advanced features like automated performance tracking and predictive analytics, enabling businesses to identify workflow bottlenecks before they escalate and optimize task prioritization [22]. AI-enhanced Kanban systems empower project managers to make data-driven decisions, ultimately improving throughput and reducing lead times.

 

While software has already transformed how we manage task/process flow, Industry4.0 applications in material pull are catching up. Digital Kanban Displays are seeing increasing rollout in batch manufacturing and mass production environments. These tools use visual communication displays to integrate production tech stacks with sensors (e.g. process measurement, RFID/barcode scanning) [16]. By providing digital and electronic user interfaces to communicate with this system, teams are equipped with the collaborative, informative, and iterative affordances of Internet-of-Things in increasing material flow and manual process contexts.

 

 

3.4. Kanban Organizations in 2024

In cross-functional teams, Kanban serves as a common visual framework that aligns diverse departments, including engineering, product development, and marketing [23]. It is coveted for its ability to replace communication silos with a collaborative transparency that fosters better decision-making.

 

In manufacturing operations, where throughput and efficiency are crucial, Kanban tools support vital Just-in-Time practices [24]. Whether on assembly lines or inventory management, Kanban is relied upon to ensure that materials and tasks move smoothly between stages. This approach minimizes waste, optimizes resource allocation, and keeps operations lean and agile.

 

As discussed earlier, Kanban is used in software development to manage Scrum sprints, optimize project task flow, and balance workloads [25]. It allows software engineers to track progress visually, ensuring that each task, bug fix, or feature development is completed before moving to the next. The flexibility of Kanban further enables software teams to dynamically adjust workloads as priorities change, leading to shorter cycle times and better project outcomes [26].

 

At this stage, hopefully some of the confusion and ambiguity between Kanban’s many forms has been clarified. Next, we discuss how to effectively implement its foundational principles, structured frameworks, and functional tools to enhance OpEx.

4. HOW TO IMPLEMENT KANBAN

4.1. Pragmatic Approaches to Kanban

As the earlier pictures of different Kanban systems illustrate, this method can be implemented in many forms depending on the unique needs, contexts, and flows within your company. Without turning this article into a textbook, a few key tool sets can be introduced to help you kick off your own Kanban project, which Kanban University lays out in 3 basic components [2]:

  1. Start with what you do now;
  2. Agree to pursuing a collaborative process of incremental improvements;
  3. Empower leadership at all levels. 

Rolling out these principles in a Change Management framework can be done by following the 6-Step STATIK Kanban Design Framework, which offers a systematic approach to designing and optimizing Kanban systems. Those familiar with the A3 Method will notice many parallels and distinctions, as these 2 methodologies arise from the same Lean origins [27]. The following table breaks down the STATIK framework, providing connections to earlier discussions of 7S, alongside helpful links you can use for further exploration:

Table 1: 7S-Integrated STATIK Kanban Design Framework.

STATIK COMPONENT STEPS TO IMPLEMENT RESOURCES

1. Understand Organizational Context and Sources of Demand

Identify what drives workflow, such as customer requests or internal tasks.
  • Identify external and internal demands driving your workflow (e.g., customer orders, internal projects);
  • Categorize demands by urgency, type, and volume to understand workload patterns;
  • Analyze demand variability to plan how to manage fluctuating needs effectively;
  • Use the various sections of this article to connect the most relevant 7S pillars tied.
  • Illustrated Essential Kanban (Condensed) Notebook [28];
  • Section 2.3: Translating the 7S Dimensions;
  • Section 3.1: Challenges solved by Kanban;
  • Section 7: How Kanban differs in various 7S contexts.

2. Map the Workflow and Define Pain Points 

Visualize each step to uncover inefficiencies and bottlenecks. 
  • Map out the existing workflow step by step, from task initiation to completion;
  • Use process mapping tools or a simple Kanban board to visualize each stage;
  • Identify handoffs between departments, approval gates, and areas where work gets delayed;
  • Evaluate the flow for bottlenecks where work accumulates or slows down;
  • Gather feedback from team members about challenges they face (e.g., overwork, waiting on approvals);
  • Look for pain points, such as inefficient processes or excessive task switching;
  • Translate the overarching business opportunity into specific Objectives that a Kanban solution would provide.
  • Agile Value-Stream Mapping [29];
  • Managing to Learn [30];
  • Additional Lean Tool Sets [31].

3. Define Classes of Service 

Group and categorize process stages based on urgency and service levels.
  • Group tasks into Classes of Service (CoS) based on urgency, value, or customer impact (e.g., “Standard,” “Expedited,” or “Critical”);
  • Set service level expectations for each class to clarify how quickly tasks should be completed;
  • Assign visual markers (e.g., different colors or tags) to indicate a task’s class of service on the Kanban board.

4. Set WIP Limits 

Maintain workflow balance and prevent task overload.
  • Set WIP limits for each workflow stage to balance workload and prevent bottlenecks;
  • Base WIP limits on team capacity and historical task completion rates;
  • Adjust limits over time as the team finds its optimal flow.
  • All About Pull Production [34];
  • Adjusting Pull Limits [35];
  • Pull in Nonstandard Environments [36].

5. Design Feedback Loops and Review Cadences  

Establish regular reviews for performance evaluation.
  • Establish regular feedback loops (e.g., daily stand-ups, retrospective meetings) to monitor performance and identify improvement opportunities;
  • Use Kanban metrics like cycle time and throughput to track progress and spot inefficiencies;
  • Plan review cadences (weekly or monthly) to reassess workflows and WIP limits.
  • Implementing Feedback Loops [37];
  • Types of Kanban Cadences [38].

6. Implement Incremental Improvements 

Make iterative changes to refine workflows gradually.
  • Launch the Kanban system with a minimal viable change to avoid overwhelming the team;
  • Make small, iterative adjustments to workflows, WIP limits, and service classes based on real-time feedback;
  • Adjust your approach as you implement more of the system using the Kanban Maturity Model (KMM);
  • Focus on continuous improvement by refining the system as the team gains experience.
  • PDCA in Kanban [39];
  • Kanban Maturity Model [40];
  • Additional Business Planning and Implementation Tools [41];
  • Additional Kanban Resources [42].

4.2. Where To Look For Contemporary Kanban Tools

While earlier parts of the article mapped out the Kanban landscape and introduced some helpful guides, this section presents a starting point for finding the tools you can use to actually practice Kanban in your company. As a first tool, we encourage exploring links in this section, as well as the rest of the References & Further Reading section, which is set up to provide research starting points on your journey into Kanban, 7S, and more (we formatted our favourite ones in bold for you).

As businesses shift to digital environments, platforms like Trello, Jira, and Asana have transformed Kanban into a powerful virtual tool [43]. These software solutions, among many others [44],  retain the core visual management elements of traditional boards while adding new layers of functionality.

Physical Kanban tools are among the oldest implementations of this method, such as the 2-Bin system (See 2.2. The Kanban Origin Story) used in inventory management and production environments [14]. This simple yet effective setup ensures continuous workflow by preventing stockouts and reducing excess inventory, and is provided by numerous companies [45].

Aside from digital and physical Kanban tools, electronic devices like Large Digital Displays (LDD’s) offer powerful solutions that bring Kanban principles into new environments requiring collaborative and interactive workflow management. Here’s how LDD’s enhance key aspects of Kanban implementation:

  • Visualizing Workflows: LDD’s act as real-time visual management tools, making workflows clearly visible on the shop floor and in other operational areas through the display of critical information like production count or task status;

  • Immediate Data Availability: With plug-and-play data inputs, LDD’s provide instant access to vital metrics, enabling faster decision-making and real-time responsiveness. This enables tracking and optimizing resource allocation, helping teams quickly spot bottlenecks and adjust as needed;

  • Simplified Integration: Designed for seamless integration, LDD’s minimize disruption when being added to existing workflows. This aligns well with Kanban’s principle of gradual, incremental improvements, making it easy for teams to adopt LDD’s without overwhelming existing processes;

  • Managing Work-in-Progress (WIP): LDD’s display WIP metrics, production rates, and task completion in real-time, providing optimal control over triggering new tasks based on current WIP levels, ensuring that workflows remain balanced and efficient;

  • Supporting Feedback Loops: LDD’s can display live performance metrics and alerts to foster regular feedback and communication among team members. This visibility aligns with Kanban’s emphasis on continuous improvement, enabling teams to quickly assess performance and make real-time adjustments;

  • Reinforcing Shared Goals and Collaboration: Positioned in common work areas, LDD’s become focal points for shared information, encouraging alignment toward collective goals to support Kanban’s collaborative and non-hierarchical approach.

5. CONCLUSION

In the journey towards Operational Excellence, the role of visual management systems like Kanban cannot be overstated. From enhancing workflow visibility to optimizing resource allocation, Kanban has proven itself to be a versatile and powerful tool for pursuing efficiency while adapting to changing demands. 

 

To answer the question from the start of this article: it is clear that Kanban won’t be going extinct anytime soon, as it continues evolving through new tools like Access Control Sales’ LDD products. By providing real-time visibility and access to data, Large Digital Displays ultimately help teams approach industrial productivity more intelligently. As you explore ways to enhance your own company’s processes, consider how the methods and strategies you now possess can bring “the Kanban Effect” to your team in 2024 and beyond.

6. REFERENCES & FURTHER READING

[1] “2022 State of Kanban Report,” Kanban University, Oct. 2022. Accessed: Oct. 16, 2024. [Online]. Available: https://kanban.university/wp-content/uploads/2022/10/State-of-Kanban-Report-2022.pdf

[2] “The Official Guide To The Kanban Method,” Mauvius Group Inc., Seattle, Dec. 2022. Accessed: Oct. 16, 2024. [Online]. Available: https://kanban.university/wp-content/uploads/2023/04/The-Official-Kanban-Guide_A4.pdf  

[3] “Visual,” Essex Partnership University, NHS Foundation Trust, 2024. Accessed: Oct. 24, 2024. [Online]. Available: https://eput.nhs.uk/patient-carer-and-visitor/children-and-young-people-experiencing-sensory-processing-needs/explore-our-senses/visual/

[4] K. Williams, “Learning Organization: Definition, Characteristics & Examples,” Study.com, 2022. Accessed: Oct. 23, 2024. [Online]. Available: https://study.com/learn/lesson/learning-organization-overview-examples.html 

[5] “Kanban,” Wikipedia, Oct. 27, 2024. Accessed: Oct. 29, 2024. [Online]. Available: https://en.m.wikipedia.org/wiki/Kanban

[6] J. Calabrese, “A Short History of Kanban (and Lean) (Part 3),” Helping Improve LLC, May 18, 2020. Accessed: Oct. 23 2024. [Online]. Available: https://helpingimprove.com/a-short-history-of-kanban-and-lean/

[7] “Development and Deployment of the Toyota Production System,” Toyota Motor Corporation, 2019. Accessed: Oct. 23, 2024. [Online.] Available: https://www.toyota-global.com/company/history_of_toyota/75years/text/entering_the_automotive_business/chapter1/section4/item4.html

[8] P. Lanza-León, L. Sanchez-Ruiz, and D. Cantarero-Prieto, “Kanban System Applications in Healthcare Services: A Literature Review,” The International Journal of Health Planning and Management, vol. 36, no. 6, Jul. 2021, doi: https://doi.org/10.1002/hpm.3276.

[9] C. to, “Kanban (Development),” Wikipedia.org, Sep. 24, 2010. Accessed: Oct. 28, 2024. [Online]. Available: https://en.m.wikipedia.org/wiki/Kanban_(development)

[10] “Kanban – What Is it?,” Lean Enterprise Institute, 2024. Accessed: Oct. 28, 2024. [Online]. Available: https://www.lean.org/lexicon-terms/kanban/

[11] “What Is Kanban? A Simple Guide to Improve Efficiency,” Businessmap, 2024. Accessed: Oct. 25, 2024. [Online]. Available: https://businessmap.io/kanban-resources/getting-started/what-is-kanban

[12] I. Carroll, “What is a Kanban Board? Real World Examples And Tips,” Solutioneers, Jan. 15, 2020. Accessed: Oct. 25, 2024. [Online]. Available: https://www.solutioneers.co.uk/what-is-a-kanban-board/

[13] “Heijunka,” Lean Enterprise Institute, 2024. Accessed: Oct. 25, 2024. [Online]. Available: https://www.lean.org/lexicon-terms/heijunka/

[14] R. Collins, “Two Bin Kanban System – Complete Guide for Setup and Use,” Simplastics.com, Feb. 20, 2017. Accessed: Oct. 25, 2024. [Online]. Available: https://simplastics.com/blog/post/two-bin-kanban-system

[15] P. Landau, “Kanban Cards: A Quick Guide (Examples & Templates Included),” ProjectManager, Apr. 11, 2024. Accessed: Oct. 25, 2024. [Online]. Available: https://www.projectmanager.com/blog/a-quick-guide-to-kanban-cards

[16] “Large Digit Displays – Production,” Access Control Sales, 2024. Accessed: Oct. 25, 2024. [Online]. Available: https://accesscontrolsales.com/production.html

[17] P. Malik, “The McKinsey 7-S Model Framework, Explained (2022),” Whatfix Blog, Feb. 17, 2022. Accessed: Oct. 22, 2024. [Online]. Available: https://whatfix.com/blog/mckinsey-7s-model/

[18] A. Zaluski, “The Complete Guide To The McKinsey 7-S Model,” Roadmunk, 2024. Accessed: Oct. 22, 2024. [Online]. Available: https://roadmunk.com/product-management-blog/mckinsey-7s-model/

[19] W. CatOps, “A Complete Guide to Kanban: Visualizing Work and Enhancing Efficiency,” Medium, Jul. 18, 2024. Accessed: Oct. 23, 2024. [Online]. Available: https://medium.com/@williamwarley/a-complete-guide-to-kanban-visualizing-work-and-enhancing-efficiency-5d25d47e1897

[20] E. Harrin, “Psychological safety: The Bedrock Of Team Performance,” Projectmanagement.com, Sep. 10, 2024. Accessed: Oct. 25, 2024. [Online]. Available: https://www.projectmanagement.com/blog-post/77302/psychological-safety–the-bedrock-of-team-performance#_=_ 

[21] “10 Challenges That Kanban Tool Solves,” Kanbantool.com, 2024. Accessed: Oct. 28, 2024. [Online]. Available: https://kanbantool.com/10-challenges-kanban-tool-solves

[22] “Artificial Intelligence in Project Management PMI,”Project Management Institute, Inc., 2024. Accessed: Oct. 29, 2024. [Online]. Available: https://www.pmi.org/learning/ai-in-project-management

[23] F. Cuenca, “Who Uses Kanban?,” SquirrelNorth, Jan. 31, 2019. Accessed: Oct. 17, 2024. [Online]. Available: https://www.squirrelnorth.com/post/who-uses-kanban

[24] “Streamlining Production: A Case Study on Kanban in Lean Manufacturing,” Gemba Concepts, Dec. 20, 2023. Accessed: Oct. 17, 2024. [Online]. Available: https://gembaconcepts.com/blog/streamlining-production-a-case-study-on-kanban-in-lean-manufacturing/

[25] R. Hakoune, “Everything you need to know about Kanban project management,” monday.com, Oct. 24, 2023. Accessed: Oct. 21, 2024. [Online]. Available: https://monday.com/blog/project-management/kanban-project-managment/

[26] B. Schwartz, “Kanban History: Origin & Expansion Across Industries,” ProjectManager.com Inc., Apr. 25, 2024. Accessed: Oct. 16, 2024. [Online]. Available: https://www.projectmanager.com/blog/kanban-history

[27] “The A3 Method: What It Is And How It Works,” SoftExpert Blog, Oct. 11, 2021. Accessed: Oct. 29, 2024. [Online]. Available: https://blog.softexpert.com/en/the-a3-method/

[28] P. Lewiski, J. Drzazga, and M. Biedro, “Illustrated Essential Kanban (Condensed) Notebook,” Kanban University Press, USA, Mar. 2021. Accessed: Oct. 29, 2024. [Online]. Available: https://kanban.university/wp-content/uploads/2021/04/Illustrated-Essential-Kanban-Condensed-.pdf

[29] “The Agile Lean Leadership Framework,” Agile­Lean­House, 2024. Accessed: Oct. 28, 2024. [Online]. Available: https://agileleanhouse.com/en/agile-lean-leadership-the-overview

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7. KANBAN-7S CHEATSHEET

As discussed throughout the article, Kanban is a practical method for implementing incremental growth within the seven ‘S’ dimensions of your company. In your search for Continuous Improvement opportunities, use the following table to identify which dimension would benefit the most from a Kanban upgrade, and see which of the tools and procedures can be great starting points to get you on the path to Operational Excellence:

 

Table 2: Kanban-7S Implementation Cheatsheet.

THE KANBAN CONNECTION

ASSOCIATED TOOLS

IMPLEMENTATION TIPS

1: STRUCTURE

Promote a flattened structure by making task progression visible across organizational layers, which supports decentralized decision-making. This leads to increased workflow visibility, reduced hierarchy, faster decision-making, and more responsive operations.

Digital Kanban Boards (e.g. Trello, Jira): Visualizes workflows and decision points.

WIP Limits: Controls bottlenecks and manages task flow.

Daily Stand-Ups: Supports decentralized communication and rapid decision-making.

Metrics for Workflow Efficiency: Track lead time, throughput, and task completion to assess effectiveness.

1. Map Current Workflows: Use a Kanban board to map out existing workflows and task dependencies, making key decision points visible.

2. Set WIP Limits: Apply WIP limits to stages of the workflow where bottlenecks typically occur, ensuring that tasks progress smoothly through the system without overloading specific roles or teams.

3. Decentralize Task Assignments: Empower teams to autonomously pull tasks from the board based on real-time capacity rather than relying on top-down task allocation.

4. Establish Metrics for Workflow Efficiency: Use KPIs such as lead time, task completion rate, and throughput to monitor and measure the effectiveness of structural changes.

5. Conduct Regular Structural Reviews: Implement feedback loops every month to assess decision-making speed and adjust workflows as needed based on performance data.

2: SYSTEMS

Integrate into existing systems by creating visual workflows, enhancing process efficiency, and driving continuous improvement through feedback loops. This leads to better system adaptability, timely bottleneck identification, and increased workflow efficiency.

Electronic Kanban Boards (e.g. LDD’s): For real-time workflow tracking.

WIP Limits: To balance system capacity and prevent overload.

Cycle Time and Downtime Metrics: To measure system performance.

Feedback Loops: To monitor system health and make iterative improvements.

1. Integrate Kanban into Existing Systems: Implement digital or physical Kanban boards across key operational systems, such as production or logistics, to visualize workflows and process flows.

2. Set WIP Limits Based on Capacity: Determine WIP limits for each workflow stage by analyzing the system’s capacity and identifying critical bottlenecks.

3. Monitor System Performance Using Metrics: Track key metrics like cycle time, downtime, and task completion rates to measure the impact of Kanban on overall system efficiency.

4. Establish Feedback Loops: Set up regular review cycles (e.g., weekly) to monitor system performance and identify areas for improvement based on real-time data.

5. Adapt Kanban to Environmental Conditions: Ensure that Kanban boards and tools are resilient to environmental conditions (e.g., temperature, humidity) and scalable for different system sizes.

3: STRATEGY

Align strategic initiatives by enabling visual tracking of priorities and progress, improving responsiveness to market shifts, and allowing teams to adjust initiatives based on real-time data. This leads to better alignment with strategic goals, faster pivots, and proactive decision-making.

Strategic Kanban Boards: For tracking high-level strategic initiatives.

Classes of Service: To prioritize tasks based on their strategic impact.

WIP Limits: To prevent task overload and ensure strategic focus.

Initiative Success Metrics: Track success rates, completion times, and resource utilization to measure progress.

Feedback Loops: For regular adjustment of strategic priorities based on real-world data.

1. Visualize Strategic Projects: Create a dedicated Kanban board to map out strategic initiatives, breaking them into smaller tasks that can be easily tracked.

2. Set Prioritization Criteria: Use classes of service to categorize tasks based on their strategic importance, ensuring that high-priority tasks receive the necessary focus.

3. Establish WIP Limits on Strategic Projects: Prevent strategic projects from becoming overwhelmed by operational tasks by setting WIP limits that prioritize focus on high-impact tasks.

4. Monitor Strategic Metrics: Track key performance indicators such as initiative success rate, time-to-completion, and resource allocation efficiency to evaluate the effectiveness of strategic alignment.

5. Adapt to Real-World Conditions: Adjust strategic goals and Kanban workflows based on changes in market conditions, product demand, or unforeseen operational challenges.

4: SHARED VALUES

Promote transparency, collaboration, and continuous improvement, aligning with shared organizational values like openness, accountability, and teamwork. This alignment leads to stronger collaboration, transparent workflows, and enhanced team cohesion.

Team-Based Kanban Boards: For visualizing shared goals and tracking team contributions.

Engagement and Collaboration Metrics: To measure task completion rates, team participation, and alignment with shared values.

Regular Feedback Loops: To encourage open communication and continuous improvement based on shared values.

Check-in Meetings: For reviewing value alignment and team performance.

1. Visualize Shared Goals: Use Kanban boards to display shared organizational or team goals, making them visible and accessible to all team members.

2. Track Engagement and Collaboration: Incorporate team-based metrics such as task completion rates, cross-functional collaboration frequency, and participation in feedback loops to monitor how well shared values are being upheld.

3. Promote Team Ownership: Assign ownership of tasks and goals to specific teams or individuals, fostering accountability and encouraging alignment with shared values.

4. Conduct Regular Value Alignment Check-ins: Hold bi-weekly or monthly meetings to assess how well the team’s behaviors and decisions reflect shared values, using data from the Kanban boards and engagement metrics.

5. Adapt to Team Dynamics and Environments: Adjust workflows and communication methods based on team structure, environmental challenges, or operational pressures to ensure values are upheld in dynamic situations.

5: STYLE

Support a collaborative and flexible leadership style by promoting team autonomy, open communication, and shared ownership of tasks. This leads to improved leadership flexibility, better team engagement, and enhanced decision-making efficiency.

Kanban Boards for Team Autonomy: Enable teams to self-manage and reduce reliance on top-down decision-making.

Coaching and Feedback Sessions: Use Kanban performance data to guide leadership development and team coaching.

Team Engagement and Communication Metrics: Track leadership effectiveness through engagement scores, communication effectiveness, and task completion rates.

Regular Feedback Loops: Adapt leadership styles and workflows based on real-time feedback from the team.

1. Foster Collaborative Leadership: Use Kanban boards to allow teams to take ownership of task prioritization and decision-making, reducing top-down directives.

2. Encourage Coaching and Mentoring: Shift leadership roles towards coaching team members on process improvement and performance, using feedback loops and task progression data from Kanban boards.

3. Measure Leadership Effectiveness: Track metrics such as team engagement scores, communication quality, and task completion rates to assess how well leadership styles align with operational efficiency.

4. Adapt Leadership Styles Based on Feedback: Use regular team feedback sessions to adapt leadership approaches based on team needs and performance data, fostering an environment of continuous improvement.

5. Adjust for Environmental and Team Variability: Modify leadership styles and Kanban workflows to suit different project types, team structures, or operational environments (e.g., high-pressure manufacturing settings or project-based teams).

6: STAFF

Make tasks and workflows visible, empowering staff to take ownership of their roles and maintain balanced workloads. This results in higher staff engagement, reduced burnout, and improved task ownership and productivity.

Visual Task Management Displays (e.g. LDD’s): For clear display of tasks and responsibilities.

WIP Limits for Workload Balance: To prevent overload and maintain sustainable productivity.

Productivity and Engagement Metrics: To track task completion rates, error reduction, and staff engagement.

Regular Feedback Loops: To continuously adjust task distribution and workload management.

1. Visualize Individual and Team Tasks: Use Kanban boards to clearly display individual and team tasks, ensuring transparency around responsibilities and workload distribution.

2. Set WIP Limits to Manage Workload: Establish WIP limits tailored to staff capacity to prevent task overload and maintain sustainable productivity levels.

3. Measure Staff Productivity and Engagement: Track metrics such as task completion rates, error rates, and staff engagement scores to evaluate workload balance and productivity.

4. Adjust Workflows Based on Team Feedback: Use regular feedback sessions to adapt workloads, task assignments, and Kanban board setups to match staff capacity and real-time needs.

5. Support Staff in Challenging Environments: Modify Kanban workflows and task assignments to suit high-demand environments (e.g., production floors or tight deadlines), ensuring staff roles remain clear and workloads manageable.

7: SKILL

Encourage skill development in areas like problem-solving, process optimization, and workflow management. This fosters a culture of continuous learning, leading to faster skill acquisition, improved problem-solving capabilities, and enhanced task efficiency.

Skill-Based Kanban Boards: Include training tasks alongside regular workflows to make skill development routine.

Skill Progress Metrics: Track improvements in task efficiency, error reduction, and problem-solving skills.

Feedback Loops for Coaching: Use real-time feedback to guide skill growth and identify areas for further training.

Adaptive Workflows: Adjust workflows to integrate skill training under varied operational conditions.

1. Identify Key Skill Gaps: Use Kanban performance metrics to identify skill gaps (e.g., bottleneck analysis, task prioritization) that need improvement within teams.

2. Integrate Skill-Building into Workflows: Add skill-building tasks to Kanban boards (e.g., training sessions, process reviews), making skill development a visible and routine part of daily workflows.

3. Track Skill Acquisition Metrics: Measure skill development through metrics like task completion rates, error reduction, and time-to-completion for skill-based tasks.

4. Use Feedback for Skill Growth: Implement feedback loops that not only focus on process improvement but also offer coaching on specific skills (e.g., workflow management or technical problem-solving).

5. Adapt Skills to Real-World Conditions: Modify Kanban workflows to incorporate skills training that accounts for real-world challenges (e.g., training under time constraints, high-pressure scenarios).