Practices for Implementing Kanban in a New or Existing Project?

In today’s world, teams want to work better and adapt quickly to changes. Using kanban is an easy and efficient approach to better teamwork and job management. Using Kanban can help you stay organized, prevent delays, and continuously improve your work, whether you're starting a new project or trying to make an old one better. Kanban can be implemented as a new project. Or, it can be integrated into the existing project. Knowing the right principles for both these use cases is very important for the Project Professionals.

In this article, we will dive deep into the practices for implementing Kanban in new and existing projects so that you can use it for your project. So let us start without any delay.

Understanding Kanban

Executing a Project involves a lot of tasks and activities which may also include unnecessary tasks. Thus, it will impact the execution efficiency of our Project. But Kanban, an Agile framework addresses this issue by moving ahead with the task that matters most and in a continuous manner.

1. In simple terms, the Kanban methodology defines the project workflow using a Visual Approach.
2. All continuous tasks and issues are visible on a digital board called the ‘Kanban Board.’
3. This board allows us to plan the sprint with continuous delivery, limiting the current execution progress, planning upcoming tasks using a backlog, and visualizing the project timeline.

Assessing Project Suitability for Kanban

You now understand Kanban, however, it is crucial to clearly understand that the principles defined in the Kanban Methodology are solely dedicated to Agile-based project management. So, we have to check whether Kanban is suitable for our project or not.

As we know Agile breakdowns the large projects into smaller builds, that are developed iteratively through sprint planning. Kanban follows the same principle but it has more flexibility in terms of project delivery and execution process. Following are the scenarios in which the Kanban is suitable for our Project.

• The project requires task decomposition: As an Agile Methodology, Kanban focuses on breaking down the project into smaller subtasks that are easily executable. It is based on the fact that smaller tasks are more easy to execute in comparison to taking a project as a whole. Thus, our Project is suitable for Kanban in this case.
• Existing Workflow is required: If the project was managed using some other Agile Process or workflow, it can be reused and thus, we do not need to build the workflow from scratch. Kanban allows us to use the existing workflow due to which the order of project tasks is maintained with quick implementation. So, the Project suits Kanban principles in this regard.
• Continuous Delivery is required for the project: If the Project requires delivering the Project outcomes continuously, Kanban can be a good choice. This is because the Kanban does not mandate it to deliver to the project at the end of the sprint. We can deliver them as soon as they are completed.

Getting Started with Kanban

Now, let us see how to get started with Kanban. There are multiple ways in which you can create the Kanban Board. You may use your template as per the business requirements. Or, you can use Project Management Tools such as Jira and Asana that provide the Kanban Board templates to create an interactive workflow. You can follow the below approach to get started with Kanban.

• Collaborate with transparency: Communication should be done to get the requirements of the project. This will help us to clearly understand what features to use in the Kanban board. Also, the various stakeholders of the project are involved in defining the scope of the project.
• Visualize the tasks and activities: You have to select the tool to create the Kanban Board and create all the tasks and activities along with their assignee, deadlines, and subtasks. Then, prioritize the tasks.
• Limit the workflow: Allow only the required tasks or the team can execute them. Thus, the workload of the project has to be avoided.
• Schedule the Feedback sessions: This is required to improve the performance of the workflow in terms of end-user response and stakeholder requirements.
• Prepare for Sprint Planning: Sprint is the iteration of the project that includes the incremental development of the project within the time-boxed iterations. The Kanban Sprint helps us to manage whether the team's capacity allows task execution or not. Also, the task is taken into consideration only when there is a requirement.
• Plan for the Continuous Delivery of Project Outcomes: Continuous delivery in Kanban means that the changes or updates in the projects are released continuously. This is different from other methods in which changes are planned at the end of the sprint.

After gaining insights into the Kanban basics, let us see its practical implementation.

Implementing Kanban in a New Project

This applies to you if you have just decided to initiate a new project. The various principles and practices are required be be thoroughly understood for using Kanban in a new project. Let us quickly dive into these practices.

Step 1: Creating the Kanban Board

This is a basic practice to initiate a Kanban Project. Project experts have to create a Kanban Board on their own or use the tools or platforms for creating the Kanban Board. It is important to assign a relevant name to the Kanban Board that aligns with the requirements.

Step 2: Creating Columns to Define Workflow

The project may include multiple tasks according to different categories like ‘In-progress,’ ‘Done,’ or ‘On-hold.’ Thus, create columns to represent all these task categories.

Step 3: Setting Column Limits using WIP

After creating the columns, limit them by defining the WIP (Work-In-Progress) Limit which is the maximum number of tasks for each column. It is needed so the team does not progress ahead as long as the current tasks are completed.

Step 4: Defining the Project Tasks

Now, the project experts define the issues, tasks, bugs, or subtasks. They can also create a custom issue type and assign the tasks to the appropriate team members so that they can be executed within the timeline.

Step 5: Visualizing the Timeline

The project lead can visualize the project timeline according to days, weeks, months, or quarters so that tasks can be managed as per the deadline.

Step 6: Feedback to Assess the Project

Ask the stakeholders and the project team about their feedback to identify the areas of improvement. This practice is important for assessing the project and keeping the project adaptive to dynamic requirements.

Step 7: Maintaining Backlog

As a project professional, you have to make sure only necessary tasks are taken into consideration. Thus, a backlog maintains the upcoming tasks that will be undertaken after the current tasks are executed. The upcoming tasks in the sprint can be maintained in the backlog list and can be moved into the Kanban Board when needed.

With the above basic practices, you can easily implement the Kanban in the new Project. Now let us see how to implement Kanban in the Existing Project.

Transitioning to Kanban in an Existing Project

Kanban allows us to migrate an ongoing project into the Kanban Workflow easily. We can import our existing workflow into the Kanban Board. However, the import feature depends on which Kanban Tool you are using to manage your Project. Here are the practices for using Kanban in your existing project.

Step 1: Importing and Adapting the Workflow

Use the import wizard of Kanban Board to use the existing project plan under execution along with the progress report. Then, analyze it and configure the Kanban Board as per the existing project. Thus, the order of the tasks can be well maintained.

Step 2: Configuration of WIP Limits

Older workflow might have been managed by a different team. Thus, identify the current team’s potential and set the limits for the number of tasks in each column so that the existing project can be taken forward by the team.

Step 3: Roles and Responsibilities of Project Team

It is important to schedule the sessions with the team and train them about the current project scenario, its progress, and current execution plans. Also, define the roles and responsibilities of the team so that they can take ownership of the project tasks.

Step 4: Keep a Check on the Project Plan

This will help you to keep a check on what is being executed and how it will impact the project. The Kanban method has various metrics such as Cycle Time Report, Throughput, and Cumulative Flow Diagram using which project managers identify how efficient their project plan is. Also, take timely feedback from the stakeholders to enhance project outcomes.

An important point is that the practices of the Kanban Implementation also depend on the project requirements. Thus, a proper understanding of the project along with Kanban Practices will help you to execute your project.

Overcoming Common Challenges

Implementing Kanban is easy but it always has some challenges associated with its project-specific application. Following are challenges and ways to overcome them so that you find no issue in practicing Agile using Kanban.

• Adopt flexibility for changing environments: Kanban allows us to delegate tasks without any fixed roles and responsibilities. Hence, the team which was executing some tasks may have to resolve other issues. So, be flexible in adapting to the new environment.
• Organize proper training sessions: The team might not be aware of the new trends in Agile Principles. This is can overcome by providing proper training support to the team.
• Plan the upcoming tasks to avoid disruption: If the upcoming tasks are planned, the unnecessary hindrances can be avoided. So, use the backlog list to manage the upcoming tasks.

Monitoring and Adapting

To fully utilize the advantages of the Kanban, you have to define proper rules for monitoring and adapting. Let us see how to do this:

• You should schedule Feedback sessions with stakeholders: Taking feedback from the stakeholders as well as the end-users is crucial for identifying the loopholes in the project execution. This also helps in identifying the errors before they affect the project.
• Kanban Metrics can help you to evaluate a project: In Kanban, we can easily use parameters such as Cycle Time, Lead Time, Cumulative Flow Diagram, Frequency Report, etc. You should also use these to improve the evaluation.
• Utilize visual tools for project control: Kanban allows us to use various visual charts such as Control Charts, Distribution Charts, and Block Resolution Charts to manage the scope of various project activities. It helps to align with the project requirements.

Integrating Kanban with Agile and other Methodologies

• A hybrid continuous approach helps us to manage large projects: If the project is too large to manage using Kanban, you can use both Scrum and Agile to manage the project activities.
• We can automate the workflow: Workflow Automation Tools should be used so that we do not need to waste time on repetitive tasks.
• Kanban allows integration with other Project Tools: Along with development tools such as GitHub and GitLab, we can also integrate Kanban with other tools such as Gantt Chart, Trello, Asana, etc. to utilize more advanced practices for managing the project.

Case Studies of Implementing Kanban in a New or Existing Project

Multiple case studies show how the teams achieved success using Kanban. Following are the case studies:

• Encoparts® is a renowned company for supplying spare parts for Yellow Line. It overcame the challenge of high complexity, customer satisfaction, low visibility, and automated workflow using the Kanban Principles.
• Kanban also helped BMWC, an American Construction Company to increase transparency throughout its region.
• Using the Kanban Principles, Somabe, an Industrial Engineering Company successfully adapted the dynamic workflow, without an increase in the upfront cost.

The above real-world examples show us how Kanban made projects successful.

Related Posts

• What Types of Projects or Teams are Best Suited for using
• What are the Main Benefits of Implementing a Kanban
• Kanban and its purpose in project management?

Conclusion

In Conclusion, Kanban can be used for the new Project or you can integrate it into the existing projects. The main advantage of Kanban is that it allows the project team to practice the Agile Principles without the fixed time-bounded iterations. Hence, you can plan your release continuously. Also, it saves time by reusing the existing project plan. You have gained a clear idea about the practices for implementing the Kanban in new or Existing Projects. Now, you can easily practice Agile Principles with Kanban.