A Kanban Workflow represents the sequence of steps that Task Groups or Tasks go through, from initiation and planning to delivery and completion. Keeping the workflow transparent and lean is essential for successful and efficient work completion.
A key principle of Kanban is the visualization of the workflow, which aids in its continuous improvement. Visualization is facilitated using the Kanban Board, which helps teams identify bottlenecks, optimize processes (e.g., by eliminating waste), and improve overall team efficiency and productivity.
Figures 3-4, 3-5, 3-6, and 3-7 illustrate the selection and use of workflows in various digital Kanban tools:
Figure 3 4: Illustration of a Learning and Development Workflow (Source: Vabro)
Figure 3-4 above shows Vabro Genie AI's workspace setup interface, highlighting recommended templates and workflows for various departments, particularly Learning & Development.
Figure 3 5: Selection of a Workflow and its Components (Source: ClickUp)
Figure 3-5 displays template center, from ClickUp showcasing the templates for common HR tasks, such as employee development plans, directories, engagement surveys, and expense reports, aiming to streamline HR processes.
Figure 3.6: Use of Workflow in Kanban (Source: Kanbanchi)
Figure 3-6 presents a Kanban-style task management board with columns like "To Do," "In Progress," "On Hold," and "Questions." It helps teams organize tasks, categorize work items using labels, and streamline their workflow.
Figure 3 7: Workflow in Kanban (Source: Wrike)
Figure 3-7 above shows the workflow settings for "Expense Management" within a "Kanban Workflow management" system, detailing the various stages.
Using Kanban Workflows to Manage Escalations
Using Kanban Workflows to manage escalations in product management and project delivery can be highly effective for visualizing, tracking, and resolving issues as they arise. Escalations on a Kanban Board enable teams to transfer tasks to specialized teams for quicker resolution. This ensures that bottlenecks are efficiently addressed, and workflows stay on track. Escalations can be created at a Kanban Board level and exposed to team members working on the board. Escalations can be set up by the Kanban Manager for any Kanban Team.
Visualizing the Escalation Workflow:
- Create or Mark an Escalation Column :Add a dedicated column on the Kanban Board for escalations or create specific swimlanes for escalated issues on the primary Kanban Board. This enhances visibility and allows the team to prioritize escalated tasks immediately.
- Select Destination Workspace and Board :If a column is marked for escalation, the destination workspace and the associated Kanban Board need to be selected. Escalations are sent with proper comments for context.
- Set Severity Levels and SLAs: Once the destination workspace and Kanban Board are selected, define severity levels and associated Service Level Agreements (SLAs) for escalations to ensure timely resolution.
- Escalation Setup and Approval: After the escalation request is configured from the source Kanban Board, the destination Kanban Board receives an escalation setup approval request. Upon approval, tasks from the source board can be escalated to the destination board.
- Triggering Escalations: Kanban Team Members can escalate tasks to the destination Kanban Board by moving tasks to the Escalated column. This action triggers the escalation, and an instance of the task is created on the destination board.
- Status Updates and Notifications: Once the Kanban Team Member at the destination board completes the escalated task, a status update notification is triggered to the source Kanban Board. This ensures that the originating team stays informed about the task's progress and resolution.
This structured approach to managing escalations through Kanban Workflows helps maintain process efficiency, reduces delays, and fosters accountability across teams.
Figure 3 8: Sample Kanban Board (Source: Smartsheet)
Figures 3-8 and 3-9 illustrate a sample Kanban Board used in an AI-enabled digital Kanban tool. These figures demonstrate how tasks are visually organized and tracked across different workflow stages, enabling teams to manage work efficiently and identify bottlenecks effectively.
Figure 3-8 above shows a digital dashboard for IT request management in Smartsheet. It displays various IT-related requests categorized by their status, such as Received, Assigned, In Progress, and Completed. The dashboard provides key metrics, including the average submissions per day, average days to assignment, tasks in progress, and completed requests, along with detailed information for individual requests.
Figure 3 9: Sample Kanban Board (Source: Nifty)
Figure 3-9 above shows Nifty’s workflow management board for the "Q2 Marketing Campaign", with tasks organized by status columns such as Campaign 1, Campaign 2, Editor Review, and Completed. It displays various marketing activities, including deadlines and assigned team members, illustrating a collaborative workflow for efficient campaign execution.
Figure 3.10: Kanban Backlog Set-Up Process (Source: Vabro)
Figure 3-10 illustrates the process of setting up a Kanban Backlog by a Kanban Manager or Product Owner using a digital Kanban tool or SaaS product.
Figure 3-10 above shows the Vabro software interface displaying a ticket management backlog. It lists various tasks with details such as assigned team members, status, and priority, indicating a system for tracking and managing support tickets or tasks.
Figure 3-11 illustrates another sample Kanban Backlog in a digital Kanban tool:
Figure 3 11: Sample Kanban Backlog (Source: ClickUp)
Figure 3-11 above shows a candidate tracking system in ClickUp with two open positions: Project Manager and Operations Manager. Each position lists applicants and their progress in the hiring process.
The system displays details such as contact information, current hiring stage, salary expectations, and application status, enabling efficient management of the recruitment pipeline.
3.5.1.1 Definition of Workflow (DoW) Criteria
The Definition of Workflow (DoW) is a set of criteria that describes the various stages a work item must go through, from initiation to completion. DoW criteria can also include conditions that work items must meet to enter the workflow and move from one stage to another. Examples include having a clear definition of tasks that can be added to the 'To Do' column and ensuring the availability of testers to move a work item to the 'Testing' column. The criteria can also specify conditions under which a work item will be considered 'Done’.
DoW Criteria Example:
Compliance with agreed-upon Acceptance Criteria, concessions by the Product Owner in case of non-compliance with an agreed-upon criterion, and so on.
DoW criteria provide visibility into each stage of the workflow, ensuring that all team members and other stakeholders have a common understanding of the process, as well as a consensus on how a work item will be considered complete. Using DoW criteria ensures that all teams involved in the initiative adhere to the agreed-upon process or flow, track progress effectively, streamline the process, and continuously analyze and refine the workflow with improvements.