Inputs

6.1.1.1 Case for Kanban*

Kanban is used across various industries to enhance productivity, minimize waste, and increase transparency. The Case for Kanban should clearly outline the specific reasons an organization is adopting Kanban, the objectives behind its adoption, key features and benefits, an implementation plan, and the expected impact on organizational performance. Organizations often adopt Kanban to address challenges such as inefficient workflows, lack of visibility, and wasted effort or time. By streamlining tasks, Kanban ensures work moves smoothly through the system. It offers real-time visibility into tasks, making it easier to manage work-in-progress (WIP) and improve team communication. Additionally, Kanban minimizes delays and overwork by identifying and addressing bottlenecks early in the process.

A core component of Kanban is the Kanban Board, which provides a visual representation of the workflow. This allows team members to track tasks in progress, identify issues, and take corrective actions promptly. Kanban also enables teams to set WIP limits, preventing overload and encouraging a focus on completing existing tasks before starting new ones. Kanban fosters a continuous flow of work, with an emphasis on ongoing improvement and adaptation based on real-time feedback. A strong Case for Kanban should highlight these key benefits, demonstrating how Kanban can help an organization achieve greater efficiency, improved collaboration, and sustained performance improvements.

6.1.1.2 Existing/Current Team Structure and Roles*

The current team structure and roles provide a foundation for establishing the Kanban Team. By analyzing existing roles, responsibilities, and the overall team structure, organizations can identify potential Kanban roles and define their corresponding responsibilities. For example, Project Managers can transition into Product Owner roles, while Developers and Testers can become part of the Development Team within the Kanban method. Understanding the team’s strengths, weaknesses, and communication styles is crucial for forming an effective Kanban Team. This analysis ensures that roles are aligned with individual skill sets, fosters better collaboration, and supports the smooth implementation of the Kanban Workflow.

6.1.1.3 Organization or Workspace Admin

When using a digital Kanban tool or SaaS product to implement Kanban, an Organization or Workspace Admin is essential for setting up and managing the organization and its workspaces. The Organization Admin typically holds a leadership role, ensuring strategic alignment and providing operational oversight across the organization. Their key responsibilities include:

1. Overseeing the Entire Organization : Managing the overall structure within Kanban tool to ensure workflows align with organizational goals.
2. Managing Workspaces, Users, and Settings: Controlling access, configuring settings, and managing users across all workspaces to maintain consistency and security.
3. Ensuring Transparency: Facilitating seamless coordination across teams and workflows by promoting visibility into workflows, tasks, and performance metrics.
4. Having a dedicated admin ensures efficient setup, smooth operations, and effective collaboration within the Kanban environment.

Figure 6-3 illustrates how an organization is set up by the admin to adopt Kanban using an AI-enabled digital Kanban tool or SaaS product:

Figure 6.3: Organization Set-Up (Source: Vabro)

Figure 6-3 above displays an interface for setting up a new organization within the software platform Vabro. The form captures essential details such as the company name, contact information, website, employee count, and industry, likely for account registration or profile creation.

A Workspace Admin is responsible for:

1. Managing specific workspaces, including workflows, users, and configurations.
2. Bridging overarching organizational strategies with day-to-day activities.
3. Ensuring smooth workflow execution within individual workspaces.

Figure 6-4 illustrates how a workspace is set up by the admin to adopt Kanban using an AI-enabled digital Kanban tool or SaaS product:

Figure 6 4: Workspace Set-Up (Source: Vabro)

Figure 6-4 above illustrates the Vabro workspace setup interface, featuring an AI tool called Vabro Genie. It guides users through selecting workspaces and templates tailored to their organization, offering options such as Customer Service, Finance, and IT, with predefined workflows like Ticket Management and Kanban Boards.