Kanban project management: How to use Kanban in your projects

Kanban is a visual workflow method that manages work by displaying tasks on a board and using work in progress (WIP) limits to improve the flow of work. Originally developed within Toyota's manufacturing system, it is now one of the most widely used agile approaches for both project delivery and ongoing operational work. Kanban helps teams identify bottlenecks so work flows more efficiently through the delivery process.

What is Kanban?

Kanban is a method for managing work visually so teams can see the status of every task as it moves through the workflow. By making work visible, it becomes easier to identify delays and improve the overall flow of delivery.

The approach originated within Toyota's lean manufacturing system before being adopted across software development and many other industries. Today, Kanban is recognised as one of the major approaches within the Agile family, alongside frameworks such as Scrum and AgilePM.

Unlike some Agile frameworks, Kanban does not prescribe specific roles or fixed iterations. Instead, it provides principles and practices that teams are able to adapt to suit the way they already work.

The Kanban methodology: Core principles and practices

Kanban is built around a small number of practices that encourage continuous improvement.

Visualise work

Represent every piece of work on a Kanban board so the whole team can see current priorities and progress. Making work visible highlights delays that might otherwise remain hidden.

Limit work in progress

WIP limits restrict how many items can be worked on at the same time. This encourages teams to finish existing work before starting new tasks, improving flow and reducing bottlenecks.

Manage flow

Monitor how work moves through the board rather than focusing solely on how busy individuals appear. A smooth, predictable flow generally leads to faster delivery and more consistent outcomes.

Make policies explicit

Agree how work enters the board and define the conditions that must be met before an item moves to the next stage. Clear policies reduce misunderstandings and create consistent ways of working across the team.

Improve continuously

Review how work progresses and look for opportunities to improve the process. Small, regular improvements often produce better long-term results than occasional large-scale changes.

How to set up a Kanban board

Creating a Kanban board is straightforward when you follow a structured approach.

1. Define your workflow stages
2. Add work items to the backlog
3. Set initial WIP limits
4. Agree working policies
5. Review and improve the board regularly

Choosing your columns

Most teams begin with simple columns such as To Do, In Progress and Done. As your understanding of the workflow improves, you might introduce additional stages that reflect how work actually moves through your project rather than how you would like it to flow.

Setting WIP limits

A WIP limit defines the maximum number of work items allowed within a particular stage at any one time. This is one of the defining features of Kanban because it prevents teams from starting excessive amounts of work while leaving existing tasks unfinished.

Begin with realistic limits based on current capacity, then adjust them over time as you understand how work flows through the system.

Using swimlanes

Swimlanes divide the board horizontally to separate different categories of work. They may represent different categories of work, allowing teams to separate activities without creating additional boards.

Only introduce swimlanes when they provide a genuine benefit. Too many categories sometimes make the board harder to understand and reduce its value as a visual management tool.

Using Kanban for project management

Although Kanban is often associated with operational work, it also supports projects with clearly defined objectives and completion dates. Project teams use Kanban boards to manage delivery while maintaining visibility of priorities throughout the project lifecycle.

Rather than relying on fixed sprint schedules, Kanban teams often use regular replenishment meetings to review incoming work and delivery reviews to assess completed items. This creates predictable opportunities to adjust priorities without interrupting work already in progress.

Progress is measured using flow metrics instead of traditional status reporting. Cycle time measures how long work items take to complete, while throughput shows how much work is delivered over a given period. Cumulative flow diagrams then provide a visual picture of how work is moving through the system and highlight developing bottlenecks.

Kanban vs Scrum: which fits your project?

Kanban and Scrum are both Agile approaches, but they organise work differently. Kanban focuses on continuous flow, whereas Scrum delivers work through fixed-length sprints with defined events and roles.

Kanban is often the better choice where priorities change regularly or teams support ongoing operational work alongside projects. Scrum works particularly well for stable, cross-functional teams delivering products through regular iterations.

For a broader comparison of Agile approaches, see our guide to Agile vs Scrum. If you'd like to understand how sprints work in more detail, our article on what a sprint is in Agile explains the process.

Common Kanban mistakes to avoid

One common mistake is creating a board without introducing WIP limits. Without them, the board becomes little more than a visual task list and loses one of Kanban's greatest strengths.

Another issue is designing columns that do not reflect the team's actual workflow. The board should represent reality rather than an idealised process that nobody follows consistently.

Finally, remember that Kanban supports continuous improvement. Teams should review how the board is working and make adjustments as their processes evolve.

FAQs

Is Kanban Agile?

Yes. Kanban is one of several Agile approaches. It applies Agile principles by encouraging collaboration and continuous improvement through a visual approach to managing work.

Can Kanban be used outside software development?

Absolutely. Organisations use Kanban across marketing, HR, finance, manufacturing and many other functions. Any team managing a flow of work benefits from greater visibility and improved prioritisation.

What is a WIP limit?

A work in progress (WIP) limit sets the maximum number of tasks allowed within a stage of the workflow. Limiting work in progress helps reduce bottlenecks and encourages teams to complete existing work before taking on additional tasks.

Does Kanban use sprints?

No. Unlike Scrum, Kanban does not require fixed-length sprints. Work moves continuously through the workflow as capacity becomes available, allowing teams to respond more easily to changing priorities.

Whether you're introducing visual workflow management for the first time or refining an existing process, Kanban provides a flexible approach that improves visibility and delivery across projects. To develop your Agile knowledge further, explore AgilePM® Foundation and Practitioner training or PRINCE2® Agile Foundation and Practitioner to learn how Agile approaches can be applied in a wider project management context.

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