The use of forms is another key means of collaboration in Kanban. In a Kanban system, forms are essential tools that help capture, track, and communicate various aspects of the workflow, enhancing collaboration among team members and even extending to external customers. These forms ensure that information flows smoothly between tasks and teams, making it easier to identify and resolve issues quickly. Here are a few key types of forms used for collaboration in Kanban Workflows:
Task/Work Item Request Forms: These forms are used to request new work items or tasks to be added to the Kanban Board. They typically capture essential details such as task description, priority, assignee, expected completion time, and dependencies. By using standardized request forms, teams can ensure that all necessary information is available when a task is added, reducing confusion and improving transparency. These forms can be used internally within the company or can also be used to gather information from external sources, such as actual customers.
Form Request Example 1:
An HR leave request form streamlines the submission process. Employees fill out fields such as Name, Department, Leave Type (sick, vacation, etc.), Start/End Dates, and Reason. Upon submission, the digital Kanban tool automatically generates a card in the "New Requests" column of the HR board. HR reviews the card, moves it to "Under Review", and then to "Approved" or "Rejected" based on the decision. Comments enable clarifications, while the tool’s automation triggers notifications to employees when the status is updated.
Form Request Example 2:
A customer support form captures details such as Customer Name, Email, Issue Type, Description, and Attachments. Upon submission, the digital Kanban tool automatically generates a card in the "New Tickets" column of the support board. Support agents assign tickets and move them to "In Progress", adding comments for updates as needed. Once resolved, tickets are moved to "Closed", with the tool’s automation sending status notifications to customers. This process ensures organized tracking, efficient assignment, and clear communication.
Review/Feedback Forms: These forms are used to collect feedback on completed tasks or work items, such as performance reviews or post-delivery assessments. Feedback forms can identify areas for improvement, which helps teams refine their processes and collaboration strategies over time.
Using forms in a Kanban environment ensures that crucial information is captured consistently, reducing the risk of miscommunication, improving visibility, and ultimately fostering better collaboration across teams.
Figures 5-1, 5-2, and 5-3 illustrate samples of forms used in various AI-enabled digital Kanban tools:
Figure 5.1: A Variant of Forms used in Kanban (Source: Smartsheet)
Figure 5-1 above shows a Smartsheet form titled "New Campaign Request Form" being edited. The form includes fields for campaign details such as name, description, channels, and dates, allowing users to input information for new marketing campaigns. The interface also provides options to add or remove fields and customize the form's appearance.
Figure 5.2: Variant of Forms used in Kanban (Source: Notion)
Figure 5-2 above shows a Kanban Board interface in Notion with a form titled "Report Bug." The form includes fields for description, name, and email, and is accessible to anyone at VMFoods via a shared link, indicating a system for internal bug reporting.
Figure 5.3: A Variant of Forms used in Kanban (Source: Wrike)
Figure 5-3 above shows a chat interface in Wrike. It suggests various actions such as drafting, brainstorming, summarizing, and coding assistance, indicating an AI assistant designed to support diverse tasks. A text input box at the bottom allows users to enter their requests.