Kanban processes are iterative and adaptive activities that visualize work, limit work in progress (WIP), and optimize efficiency for workflow management. However, Kanban processes are generally not sequential but are rather iterative in nature and may overlap with one another. For ease of understanding, Kanban processes are grouped under three phases as shown in Table 1-1. Details on each phase and its corresponding processes are presented in chapters 6 through 8 of the KBOK™ Guide.
| Chapter | Phase | Kanban Processes |
|---|---|---|
| 6 | Set-up Kanban Implementation |
1. Form Kanban Team 2. Optimize Workflows |
| 7 | Execute |
1. Get Work Done 2. Reporting and Analytics 3. Release |
| 8 | Review and Improve |
1. Review Completed Deliverables (optional) 2. Conduct Retrospectives |
Table 1 1: Overview of Kanban Processes
The chapters that focus on each phase describe each process in detail including their associated inputs, tools, and outputs. In each process, some inputs, tools, and outputs are mandatory (those with an asterisk [*] after their names), while others are optional. Whether to include the optional inputs, tools, and/or outputs depends on the particular workflow, organization, or industry. Inputs, tools, and outputs denoted with an asterisk are considered mandatory or critical to the successful implementation of Kanban in any organization.
1.6.3.1 Set-up Kanban Implementation Phase
The Set-Up Phase in Kanban includes processes related to initiating a workflow or initiative. The key processes in this phase are as follows:
- Form Kanban Team: This process involves identifying and assembling the core team responsible for managing the Kanban Workflow. Key roles typically include the Product Owner, Kanban Manager, and team members who actively contribute to workflow execution and continuous improvement.
- Optimize Workflows The team evaluates existing workflows (if applicable) or designs a new one to enhance efficiency. The objective is to identify areas for improvement, define process policies, and establish clear work-in-progress (WIP) limits to maintain a smooth, balanced flow of work.
1.6.3.2 Execute Phase
The Execute Phase in Kanban includes processes related to managing work within a Kanban Workflow and facilitating the deployment of completed deliverables. The processes are as follows:
- Get Work Done In this process, the Kanban Team identifies new tasks or features, prioritizes them, and creates visual representations with essential details. The Kanban Board maps the workflow, helping teams limit work in progress (WIP), manage flow, and make process policies explicit.
- Reporting and Analytics Metrics and reports generate insights for workflow improvement. Kanban reports provide a structured way to visualize and analyze key performance metrics.
- Release This process marks the culmination of work items transitioning through the workflow, ensuring deliverables meet quality and readiness criteria before deployment.
1.6.3.3 Review and Improve Phase
The Review and Improve phase includes processes related to reviewing completed deliverables, evaluating the team’s performance, identifying bottlenecks, and implementing changes to optimize flow and efficiency. The processes are as follows:
- Review Completed Deliverables In this optional process, the Kanban Team demonstrates the completed deliverables to the Product Owner and relevant stakeholders to secure their acceptance.
- Conduct Retrospectives Regular retrospectives enable the team to reflect on recent work cycles, fostering open discussions about what went well, areas for improvement, and actionable steps for future enhancements.