Play your Kanban Cards right

Last Updated on 13 September 2023

An integral component of the Kanban system, these visual cues drive efficient workflow within and between different processes. Kanban cards signal when it’s time to bring more materials into a process, move materials to the next process, or produce more products, thereby ensuring a smooth flow of work. In essence, these simple laminated cards help to prevent inventory overload and ensure resources are available exactly when needed, thereby eliminating waste and promoting efficiency – two critical aspects of Lean Six Sigma.

What are they?

Kanban cards are physical or digital cards used to visualize and manage workflow in a Kanban system. Each card represents a specific work item, whether it’s a task in a project or materials in an inventory system. The cards are moved through a series of columns on a Kanban board, representing different stages of the process.

These cards form the backbone of the Kanban system, which aims to balance demand with available capacity and eliminate waste. They help in tracking the progress and status of tasks or items, identifying bottlenecks, and ensuring resources are available when needed.

Origins and evolution of Kanban Cards

Kanban – translating to “billboard” or “sign” in English – is a concept born in Japan. It was first implemented by Toyota in their manufacturing process in the late 1940s. Inspired by the ‘just-in-time’ delivery model of supermarkets, Toyota adopted a similar approach to handle their production system more efficiently.

The foundation of this system is the Kanban Card. Each card represented a particular quantity of specific parts in Toyota’s production line. When inventory of a specific part would run low, the corresponding card would be sent upstream, signaling the need to produce or bring more of these parts. This successful implementation significantly boosted Toyota’s efficiency and productivity, and soon the approach found its way into different sectors around the globe.

Core principles governing the use of Kanban Cards

There are a few core principles that govern their in any process:

1. Visualize the Workflow: The main purpose of a Kanban card is to offer a visual representation of the work process. Every card represents a work item, and moving the cards across a board provides a clear and easy-to-understand picture of progress.
2. Limit Work in Progress (WIP): To ensure efficiency and avoid overloading any part of the process, it is important to limit the number of active tasks or work items. If there are too many active cards on the board, it indicates WIP overload, signaling a need to address bottleneck issues.
3. Manage Flow: One of the main benefits is effective flow management. By monitoring how cards move (or don’t move), teams can identify bottlenecks or slowdowns and take corrective action.
4. Continuous Improvement: By providing a clear picture of the workflow, they make it easier to identify areas of waste or inefficiency. Teams can continually tweak and improve their processes based on this real-time information, truly embodying the spirit of Lean Six Sigma.

Common applications

Kanban cards can be used in a variety of situations to streamline the workflow and improve efficiency. Some common scenarios where they come in handy are:

• Inventory Management: In a material-centric environment, they can be used to track inventory levels and signal when it’s time to replenish stocks.
• Project Management: For non-material processes like software development or service tasks, electronic Kanban cards can be used on digital boards to manage projects and track their progress. If you use to do list apps / websites you may use these there.
• Balancing Workloads: They can be employed to ensure a balanced workload across various stages of a process, minimizing bottlenecks and maximizing resource utilization.

Benefits of using them in your business

There are numerous benefits when it comes to improving processes and achieving Lean Six Sigma goals.

• Visualizing Workflow: Kanban cards provide an easy way to visualize and understand the progress of work items through a process. This helps teams and individuals stay on track and prioritize tasks effectively.
• Minimizing Waste: By signaling when more materials are needed or when production should begin, they prevent overproduction, excess inventory, and resource underutilization, all of which contribute to waste reduction.
• Identifying Bottlenecks: As cards move through the stages in a Kanban system, teams can easily spot bottlenecks and areas of congestion, enabling them to address issues and smoothen the workflow.
• Fostering Continuous Improvement: With real-time insights into the workflow, opportunities for improvements are identified and implemented more easily, supporting the Lean Six Sigma philosophy of continuous improvement.

Step by step approach to crafting effective Kanban cards

Step 1: Understand the Work Item

Before you create a Kanban card, you need to thoroughly understand the work item it will represent. Use all available information, interact with relevant teams or individuals, and ensure you have a comprehensive knowledge of the task or item.

Step 2: Identify Key Information to Be Included

Adding necessary information card is crucial; this information typically includes:

• Title or name of the work item
• Brief description of the task
• Person or team responsible for it
• Start date and estimated end date
• Current status of the task

Step 3: Choose Your Card Type

Depending on your process and preferences, you can use a physical card, such as a sticky note or an index card, or a digital card in a software tool. Make sure the card is large enough to contain the information you need but not so large that it overwhelms your board.

Step 4: Write or Type the Information

Now, write or type the necessary information onto the card. If you’re using a physical card, ensure the writing is legible and the card is durable enough to last the duration of the task. On a digital card, take advantage of features like tags, labels, or other visual indicators to help categorize and quickly identify tasks.

Step 5: Place the Card in the Appropriate Column

Once your Kanban card is ready, it’s time to put it on the Kanban board. Put the card in the initial column (usually “To-Do” or “Backlog”) unless the task is already in progress.

Creating well-crafted cards is crucial for a smooth and efficient workflow. With each card being a visual representation of a work task, the right approach in their creation can simplify many complexities. So, ninja, it is time to wield your ninjato (Ninja sword), slice through the chaos, and forge ahead on your Lean Six Sigma journey towards excellence.

Tips for using Kanban Cards effectively

When employed efficiently, they can streamline workflows and boost productivity. Let’s look at some tips to maximize their benefits:

1. Use Detailed Information: Include all necessary information on your cards such as the card’s task, who’s responsible, and deadlines. The more detailed your card, the less room there’ll be for misunderstandings or uncertainty.

2. Update in Real-Time: Keep your Kanban cards updated to reflect the real-time status of the tasks. This practice ensures a realistic representation of your workflow and promotes accountability.

3. Limit Work in Progress (WIP): Set limits for the number of cards that can be in each process stage at one time. This minimizes the risk of bottlenecks and ensures the efficient progression of tasks.

4. Use Colors and Tags: In digital Kanban tools, leverage colours, labels, or tags to categorize and quickly identify tasks. This way, one can glance at the board and instantly catch vital information.

Potential Issues you may face

Despite their many benefits, Kanban cards can also present some issues if not used correctly. Here are some common challenges:

1. Outdated Information: If cards aren’t regularly updated, they reflect a false state of the process and can lead to misinformed decisions.

2. Overloading of Tasks: Without proper WIP limits, a process stage might become overloaded, causing delays and inefficiencies in downstream stages.

3. Misinterpretation of Cards: Inconsistencies in how information is recorded on the cards, or ambiguities in card details, can lead to misinterpretation and errors in task execution.

4. Over-reliance on Tools: While digital Kanban tools have advantages, over-reliance on them can be problematic. For instance, technical issues with the tool might disrupt workflow.

Future developments?

Kanban cards, like any tool in our Lean Six Sigma armory, will continue to evolve. A large proportion are still very manual, so there is definite scope for improvement. With developments in technology, digital Kanban tools are bound to become even more intuitive and versatile, incorporating features such as machine learning to predict workflow patterns and identify bottlenecks. Furthermore, we might see more integrated systems where Kanban tools work seamlessly with other project management platforms, enhancing the overall project execution.

Conclusion

In conclusion, Kanban cards have proven to be a versatile and effective tool in the realm of Lean Six Sigma, promoting efficiency and waste reduction. By incorporating robust information and continuously updating card content, users can ensure effective workflows and streamlined processes. However, it’s vital to avoid potential pitfalls, such as outdated information, task overloading, and confusion in card interpretation. As the future of Kanban cards continues to evolve with the help of technology, we can anticipate more sophisticated applications and increased integration with other project management tools.