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.
A typical Kanban Board consists of multiple columns and rows, representing various aspects of an initiative. Columns on the Kanban Board represent the various stages a Task Group, Task, or work item goes through from start to completion. For example, columns on a Kanban Board might include ‘To Do’, ‘Committed’, ‘In Progress’, and ‘Done’. Rows on the Kanban Board typically represent the categorization or grouping of work or tasks based on features, categories, assigned persons, priority levels, and/or task types. For example, categorizations could include Initiation, Requirements Gathering, Planning, Implementation, Review, and Closing.
Kanban Boards should allow the Kanban Manager and/or Kanban Team Members to directly add work items, Task Groups, or Tasks to the board. A work item can be an activity, a set of activities, a feature, or another piece of work that Kanban Team Members, collectively or individually, need to execute to fulfill a request or order. A Task Group includes a set of related Tasks to deliver a product, service, or feature. Task Groups can optionally be saved as Task Group Templates, allowing team members to easily create similar Task Groups or Tasks in the future. Tasks can be continually added to Task Groups by the Kanban Manager or team members. Tasks can also be broken down into subtasks, which are typically in the form of a checklist of activities that need to be completed to finish the entire Task.
Target dates can be added to the Task Groups and Tasks created on the Kanban Board. However, there are no target dates associated with subtasks. By default, Task Groups and Tasks do not require approval and can be managed and completed by the Kanban Team Members themselves. However, if needed, the Kanban Team Member implementing a Task can request approval from the Kanban Manager to confirm that the Task is complete. The Kanban Team Members can also specify any dependencies between the Kanban Tasks and other Tasks (from the same or another Task Group).
3.5.3.1 Task Groups and Tasks in Kanban Board:
- Creation :The default owner of Task Groups or Tasks is the Kanban Manager or Kanban Team Member who creates them. Note that Task Groups and Tasks are not prioritized and are created directly on the Kanban Board by the Kanban Manager and/or Kanban Team Members.
- Work Status :Columns on the Kanban Board are used to track the work status and completion of Kanban Task Groups and Tasks. Typically, a standard Kanban Board consists of six columns; however, the board can be modified to suit the information needs of the stakeholders. The Kanban Board can be adjusted by adding, editing, or removing columns.
The following six columns are recommended for use on a standard Kanban Board:
- To Do :This consists of new Tasks when they are initially added to the board. These are Tasks that need to be completed but have not yet been started.
- Committed :This consists of Tasks selected for implementation. These are Tasks for which the team has clarity about the work to be done. These Tasks will be selected for implementation in the near future.
- In Progress :This consists of Tasks that team members are currently working on.
- On Hold :This consists of Tasks that are temporarily paused or delayed due to various reasons, such as external dependencies, resource constraints, or pending decisions.
- Review :This consists of Tasks that are completed but are under review or evaluation by the team (or the Kanban Manager) to confirm if they meet the agreed-upon criteria.
- Done :This consists of Tasks that have been completed by the team. Task Groups/Tasks are considered complete when the team moves them to the "Done" column of the Kanban Board.
By default, approval upon Task completion is not required for Task Groups or Tasks. If approval is needed, the Kanban Manager or Kanban Team Members who created the Task Groups or Tasks should specify that approval is required from the Kanban Manager or Product Owner before a Task Group or Task is marked as complete.
Figures 3-16, 3-17, and 3-18 illustrate a digital Kanban Board with a Task Group and associated tasks.
Figure 3.16: Kanban Board with Task Groups and Tasks (Source: Vabro)
Figure 3-16 above shows a "Design Requests" board in Vabro, with tasks categorized as "New," "In Progress," and "Complete," displaying workflow details, deadlines, and assigned team members, indicating workflow management.
Figure 3.17: Illustration of Sample Kanban Board from Digital Tool (Source: Asana)
Figure 3-17 above shows a "Design Requests" board with tasks in "New," "In Progress," and "Complete" columns, displaying workflow details, deadlines, and assigned personnel, illustrating a workflow management system.
Figure 3.18: Sample Kanban Board (Source: Jira)
Figure 3-18 above shows a Jira Kanban Board for "Beyond Gravity" software initiative, displaying tasks categorized by status (To Do, In Progress, In Review, Done), with assigned team members and issue details.
Figure 3.12: Digital Kanban Backlog with associated Kanban Boards (Source: Vabro)
Figure 3-19 illustrates the step of sending a completed Task Group for approval:
Figure 3.19: Steps in Task Group Review and Approval Process (Source: Vabro)
Figure 3-19 above shows a Vabro Kanban Board with a pop-up window asking to "Send Task Group for Approval" for "Maintenance," indicating a task management workflow process.
3.5.3.2 Swimlanes in Kanban Board
A swimlane is a visual aid used in various workflows and processes to categorize and organize Task Groups or Tasks based on specific criteria. Swimlanes are represented as horizontal sections within workflow management tools. In a Kanban Board, swimlanes are the horizontal sections that separate different Task Groups and Tasks. This is done by representing various dimensions, such as assigned person, process stage, priority level, or work type.
Swimlanes Example:
In a small software development initiative, swimlanes in the Kanban Board might be used to represent different stages of team activities, such as initiation, requirements gathering, planning, implementation, and closing.
Figures 3-20 and 3-21 depict a standard digital Kanban Board with swimlanes containing a Task Group and the associated tasks:
Figure 3.20: A Digital Kanban Board with Swimlanes (Source: Vabro)
Figure 3-20 presents a Kanban Board, displaying tasks categorized by status. It shows task details, progress, assigned team, and allows filtering/grouping, facilitating product management and workflow visualization.
Figure 3 21: Digital Kanban Board (Source: ClickUp)
Figure 3.21 presents an HR recruitment dashboard showing a "Candidate Status Board." It visualizes the hiring pipeline stages (Prospect, Screening, Interviewing, Skills Assessment, Job Offer, Hired/Rejected) with candidate counts, enabling recruiters to track applicant progress and manage the recruitment workflow efficiently