Artifacts are visual or management aids that help teams visualize workflows and determine the best ways to optimize them in order to deliver high business value in the shortest time possible. Some typical artifacts used in Kanban include the Kanban Workflow, Kanban Backlog, and Kanban Board.
A Kanban Workflow represents the sequence of steps that tasks or task groups follow from initiation to completion. Maintaining a transparent and lean workflow is essential for efficient work management. A key principle of Kanban is visualization, which helps identify bottlenecks, eliminate waste, and enhance productivity. This visualization is primarily facilitated through the Kanban Board, allowing teams to monitor progress and continuously improve processes.
The Kanban Backlog is a dynamic repository of Task Groups or Tasks to be completed by the Kanban Teams involved in an initiative. It provides a clear understanding of what needs to be done and facilitates flexibility and adaptability among the Kanban Teams to respond to changing circumstances. Each Kanban Team will have its own Kanban Backlog.
A Kanban Board is a key component of workflow. A workflow represents the sequence of steps that Task Groups or Tasks go through, from initiation and planning to delivery and completion. However, a workflow may involve multiple Kanban Boards, Task Groups, Tasks, or activities that support service delivery or product development. A Task is a set of action items or activities to be completed by a Kanban Team Member to whom the task is assigned. For example, designing the layout or creating a wireframe. A Task Group consists of multiple related tasks required to deliver an output or result in a product development iteration.
When applying the Kanban method within an organization, reports can be used to generate insights into workflows and communicate work progress, issues, and risks to stakeholders. Metrics are used alongside reports to help an organization understand the current state of workflows and processes, which, in turn, assist the team in making informed decisions about changes that can bring improvements. Using metrics can also help an organization commit to and efficiently meet the service or product obligations of its customers, including factors related to time, cost, quality, risk, and scope. Some of the key metrics on which reports are based in Kanban include Work in Progress (WIP), Aging Work in Progress (or Work Item Age), Cycle Time, Throughput, Lead Time, Takt Time, Queue Length, and Flow Efficiency.