{"id":17736,"date":"2025-04-21T13:00:00","date_gmt":"2025-04-21T13:00:00","guid":{"rendered":"https:\/\/twproject.com\/blog\/?p=17736"},"modified":"2025-05-21T13:34:17","modified_gmt":"2025-05-21T13:34:17","slug":"kanban-board-a-quick-and-easy-way-to-keep-everything-in-check","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/kanban-board-a-quick-and-easy-way-to-keep-everything-in-check\/","title":{"rendered":"Kanban board: a quick and easy way to keep everything in check"},"content":{"rendered":"\n<p>Some assignments are one-offs, whereas others require more planning and coordination &#8211; and that&#8217;s where the <strong>Kanban board<\/strong> steps in.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT<\/h5>\n<ul>\n<li><a href=\"#what\">Kanban board: what is it?<\/a><\/li>\n<li><a href=\"#anatomy\">Kanban board anatomy<\/a><\/li>\n<li><a href=\"#how\">Setting up a Kanban board: how to do it?<\/a><\/li>\n<li><a href=\"#physical\">A Kanban board can be either physical or digital<\/a><\/li>\n<li><a href=\"#columns\">Set up columns<\/a><\/li>\n<li><a href=\"#why\">Why is a Kanban board so effective?<\/a><\/li>\n<li><a href=\"#ensures\">1. It ensures that the correct work takes place at the right time<\/a><\/li>\n<li><a href=\"#informs\">2. It automatically informs priorities and work status<\/a><\/li>\n<li><a href=\"#easier\">3. It makes combining work in progress with current capabilities easier<\/a><\/li>\n<li><a href=\"#bottleneck\">4. It simplifies bottleneck detection<\/a><\/li>\n<li><a href=\"#todos\">5. Kanban for managing ToDos more effectively<\/a><\/li>\n<li><a href=\"#simple\">6. It is simple, flexible and scalable<\/a><\/li>\n<li><a href=\"#gantt\">Kanban and Gantt: two different approaches to project management<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p>For larger projects and goals, you need more than a mere to-do list to <a href=\"https:\/\/twproject.com\/blog\/7-tips-on-how-to-manage-winning-projects\/\" target=\"_blank\" rel=\"noopener\"><strong>manage your project<\/strong><\/a>.<\/p>\n\n\n\n<p>You need a system that allows you to see the big picture while keeping track of all the details in motion.<\/p>\n\n\n\n<p>The <a href=\"https:\/\/twproject.com\/blog\/how-to-apply-the-kanban-method-to-project-management\/\" target=\"_blank\" rel=\"noopener\"><strong>Kanban method<\/strong><\/a> is a visual workflow that provides insight into project tasks, from beginning to end, so that nothing is missed in the process.<\/p>\n\n\n\n<p>We&#8217;ll cover this topic in this article.<br><a name=\"what\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Kanban board: what is it?<\/h2>\n\n\n\n<p>The Japanese word &#8220;kanban&#8221; means &#8220;visual board&#8221; or &#8220;mark&#8221;. This is where the term &#8220;Kanban&#8221; comes from, in upper case, referring precisely to the Kanban method.<\/p>\n\n\n\n<p>The Kanban method was first introduced by Toyota in the 1950s as a way to implement &#8220;just-in-time production.&#8221;<\/p>\n\n\n\n<p>That is, production is based on customer demand rather than the standard practice of producing goods and releasing them to the market.<\/p>\n\n\n\n<p>Its main purpose is to reduce wasteful activities to a minimum without compromising productivity by creating more value for the customer and not adding more costs.<\/p>\n\n\n\n<p>Today, the Kanban method is used for virtually every type of work that you can think of.<\/p>\n\n\n\n<p>Product teams use it to <strong>manage development roadmaps<\/strong>. Human resources uses it for recruitment and hiring. Sales teams use it to keep track of their contacts.<\/p>\n\n\n\n<p>Indeed, there&#8217;s the so-called &#8220;<strong>Personal Kanban<\/strong>&#8221; for managing projects in everyday life, from job applications to home renovations.<br><a name=\"anatomy\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Kanban board anatomy<\/h2>\n\n\n\n<p>A <strong>Kanban board<\/strong> is a physical or digital space that provides a visual representation of work status with work elements, such as tabs, and workflow steps, as columns.<\/p>\n\n\n\n<p>A <strong>Kanban card<\/strong> typically represents a single work item that needs to be completed as part of the larger project.<\/p>\n\n\n\n<p>This could be a task, a bug report, an item, a candidate, or anything else that needs to pass through a process to be completed.<\/p>\n\n\n\n<p>Each board column symbolizes a step in the workflow that each Kanban card must move through from left to right.<\/p>\n\n\n\n<p>Simple Kanban boards are split into three workflow steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>To do<\/li><li>In progress<\/li><li>Done<\/li><\/ul>\n\n\n\n<p>Yet, more elaborate projects can be broken down into multiple steps and use unique labels that match the timeline within a project.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"1280\" height=\"853\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/04\/kanban-method.png\" alt=\"kanban method\" class=\"wp-image-17746\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/04\/kanban-method.png 1280w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/04\/kanban-method-400x267.png 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/04\/kanban-method-840x560.png 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/04\/kanban-method-705x470.png 705w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure><\/div>\n\n\n\n<p><a name=\"how\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Setting up a Kanban board: how to do it?<\/h2>\n\n\n\n<p>Once you understand the parts of the Kanban methodology and how it works, it&#8217;s time to set up a <strong>Kanban board<\/strong>.<br><a name=\"physical\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">A Kanban board can be either physical or digital<\/h3>\n\n\n\n<p>Obviously, a physical board is only practical for simpler projects and only for centralized teams working in the same place.<\/p>\n\n\n\n<p>Nowadays, digital methods are used most of the time, making <a href=\"https:\/\/twproject.com\/it\/gestione-progetti-agili-todo\/\" target=\"_blank\" rel=\"noopener\"><strong>whiteboard creation and management straightforward and quick<\/strong><\/a>.<\/p>\n\n\n\n<p>Particularly if a <strong>team works remotely<\/strong>, a digital Kanban board is a must.<br><a name=\"columns\"><\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1130\" height=\"419\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status-1130x419.png\" alt=\"kanban board in Twproject\" class=\"wp-image-16360\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status-1130x419.png 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status-630x234.png 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status-1200x445.png 1200w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status-705x261.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/10\/kanban-status.png 1319w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Set up columns<\/h3>\n\n\n\n<p>A board can be split into virtually unlimited numbers of columns or workflow steps; the main thing is that these should be representative of the project you are working on.<\/p>\n\n\n\n<p>Although it is important to consider what steps should represent your columns at the beginning, you can always change them as the project evolves.<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><em><strong>Create Kanban cards<\/strong>: <\/em>Kanban cards represent specific work elements that are moved through designated workflow steps. Simply put, each card symbolizes a task to be completed.<\/li><li><em><strong>Move your Kanban cards to the right<\/strong>: <\/em>When a task moves into the workflow, its corresponding Kanban paper must be moved to the right in the appropriate column.<\/li><\/ol>\n\n\n\n<p>For example, if you begin working on a Kanban card you will move it from the &#8220;To Do&#8221; column to the &#8220;In Progress&#8221; column.<\/p>\n\n\n\n<p>Just like any other task, a Kanban card might take minutes, hours, or days to complete and change columns.<\/p>\n\n\n\n<p>Follow the process until all the cards on your Kanban board are on the right.<\/p>\n\n\n\n<p>This means that all work elements have been completed.<br><a name=\"why\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why is a Kanban board so effective?<\/h2>\n\n\n\n<p><a name=\"ensures\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. It ensures that the correct work takes place at the right time<\/h3>\n\n\n\n<p>Even the best-crafted project plans experience unforeseeable roadblocks, everchanging deadlines, and external events that change priorities.<\/p>\n\n\n\n<p>A Kanban board can absorb these changes without breaking the entire project flow.<\/p>\n\n\n\n<p>Because only &#8220;in progress&#8221; elements are processed at any given time, the board owner can amend and rearrange the task backlog as new information becomes available without interrupting what is currently being worked on.<br><a name=\"informs\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. It automatically informs priorities and work status<\/h3>\n\n\n\n<p>The Kanban board provides a visual recap of your current priorities, as well as the status of each work item and what&#8217;s next.<\/p>\n\n\n\n<p>Anyone can check the board out and quickly see where and how things are. This level of transparency enhance <strong>team collaboration<\/strong> and keeps your projects flowing smoothly.<br><a name=\"easier\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. It makes combining work in progress with current capabilities easier<\/h3>\n\n\n\n<p>One of the main pros of actually being able to see work in progress is the option to limit it if necessary.<\/p>\n\n\n\n<p>Stacking up more work than you or your team can take on is a recipe for confusing priorities, stress, and overwhelm.<\/p>\n\n\n\n<p>A Kanban board makes it easy to quickly see <a href=\"https:\/\/twproject.com\/team-management\/\" target=\"_blank\" rel=\"noopener\"><strong>how busy each element of your Team<\/strong><\/a> is so you can match their workload realistically.<br><a name=\"bottleneck\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. It simplifies bottleneck detection<\/h3>\n\n\n\n<p>On a <strong>Kanban board<\/strong>, it&#8217;s easy to spot which tasks are stalling or where they&#8217;re stacking up the most.<\/p>\n\n\n\n<p>This will help you spot and address <strong>bottlenecks<\/strong> efore they halt your project.<\/p>\n\n\n\n<p><br><a name=\"todos\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. Kanban per gestire i ToDo in modo pi\u00f9 efficace<\/h3>\n\n\n\n<p>Although it was originally developed as a method for optimising production processes and complex workflows, <strong>Kanban is also perfect for managing <a href=\"https:\/\/twproject.com\/blog\/the-to-dos-the-agile-way-of-managing-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">to-do<\/a> <\/strong>lists.<\/p>\n\n\n\n<p>Each task to be performed is represented by a <strong>Kanban card<\/strong>, which can be enriched with descriptions, deadlines, assignments and tags, making organisation much more dynamic than a static list.<\/p>\n\n\n\n<p>These cards move between columns \u2014 such as <strong>To Do<\/strong>, <strong>In Progress<\/strong>, <strong>Done<\/strong> \u2014 providing a clear and immediate view of progress.<\/p>\n\n\n\n<p>This visual approach not only helps you remember everything, but also <strong>prioritise<\/strong> tasks, limit workload and adapt to changes in real time.<\/p>\n\n\n\n<p>Whether it&#8217;s individual or team tasks, using a <strong>digital Kanban board<\/strong> for your daily ToDos allows you to <strong>increase productivity<\/strong> while maintaining control over every stage of the work.<\/p>\n\n\n\n<p><a name=\"simple\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6. It is simple, flexible and scalable<\/h3>\n\n\n\n<p>Although the Kanban method does feature certain core principles, exact specifications depend on each project.<\/p>\n\n\n\n<p>This makes this methodology extremely flexible.<\/p>\n\n\n\n<p>At this point, it is natural to wonder how the Kanban method compares to other traditional planning tools, such as the <strong>Gantt chart<\/strong>.<\/p>\n\n\n\n<p><!-- START QUOTE BOX --> <\/p> <div class=\"quote-box\"> <div class=\"quote-content\"><p>\tI was looking for something that would take away the overhead of managing projects and that would help my project management experience be an easier experience. \t<\/p><\/div> <div class=\"quote-link\">Read <a href=\"https:\/\/twproject.com\/customers\/advance\/\" target=\"_blank\" rel=\"noopener\">the interview with Advance<\/a> \tand find how they simplified workflows with Twproject\t<a class=\"quote-arrow\" href=\"https:\/\/twproject.com\/customers\/advance\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/06\/quote-arrow.png\"><\/a><\/div> <\/div>\n\n\n\n<p><a name=\"gantt\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Kanban and Gantt: two different approaches to project management<\/h2>\n\n\n\n<p>A comparison between <strong><a href=\"https:\/\/twproject.com\/blog\/kanban-vs-gantt-features-and-uses-compared\/\" target=\"_blank\" rel=\"noreferrer noopener\">Kanban and Gantt<\/a><\/strong> reveals two different but complementary approaches to project management.<\/p>\n\n\n\n<p>While <strong>Kanban<\/strong> is based on a dynamic visualisation of the <strong>workflow<\/strong> in real time, focusing on the progress of individual activities through <strong>Kanban cards<\/strong>, the <strong>Gantt chart<\/strong> offers a linear view of time, ideal for planning long-term phases and deadlines.<\/p>\n\n\n\n<p><strong>Gantt<\/strong> is particularly useful in complex, structured projects where it is essential to define timelines and <strong>dependencies between activities<\/strong>. On the other hand, <strong>Kanban<\/strong> is more suitable for iterative and agile contexts where team collaboration, flexibility and immediate visibility of work status are priorities.<\/p>\n\n\n\n<p>Often, they <strong>can be<\/strong> used together: <strong>Gantt<\/strong> for strategic planning and <strong>digital Kanban<\/strong> for operational management and daily execution, providing a complete overview and helping to <strong>increase productivity<\/strong>.<\/p>\n\n\n\n<p>To wrap things up, the <strong>Kanban board<\/strong> does not require any elaborate implementation or demanding rules.<\/p>\n\n\n\n<p>The process is simple: place the <strong>Kanban cards<\/strong> where they are meant to be and move them around as your project progresses.<\/p>\n\n\n\n<p>Even if your project scope expands, this methodology does not become more difficult.<\/p>\n\n\n\n<p>Your Kanban board will become bigger, but its management will not become any more challenging.<\/p>\n\n\n\n<p>If you understand the basic principles of Kanban methodology, the actual implementation will seem logical and perhaps even inevitable.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"How to use To-Dos&#039; Kanban &amp; Planner\" width=\"840\" height=\"473\" src=\"https:\/\/www.youtube.com\/embed\/uO1d8s-abkE?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Discover how easy it is to set up your work with <a href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Twproject<\/strong><\/a>: its Kanban board is one of the most flexible and comprehensive on the market, but it also has a very simple interface!<\/p>\n\n\n\n<p>We offer you a <a href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>15-day free trial<\/strong><\/a> to see if it is right for you. Put us to the test!<\/p>\n\n\n\n<div id=\"blog-promo-box\">\n<div class=\"flex_column_table dark pattern-2\">\n<div class=\"flex_column text_column\">\n<div>\n<h3>Transform your strategy in action with Twproject!<\/h3>\n<div class=\"avia-button-wrap avia-button-left\"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\" rel=\"noopener\"><span class=\"avia_iconbox_title\">Try it now<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<div class=\"flex_column photo_column\" style=\"background-image: url('https:\/\/cdn.twproject.com\/blog\/wp-content\/uploads\/2021\/09\/blog-banner-2.jpg');\">&nbsp;<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Some assignments are one-offs, whereas others require more planning and coordination &#8211; and that&#8217;s where the Kanban board steps in. CONTENT Kanban board: what is it? Kanban board anatomy Setting up a Kanban board: how to do it? A Kanban board can be either physical or digital Set up columns Why is a Kanban board &hellip; <a href=\"https:\/\/twproject.com\/blog\/kanban-board-a-quick-and-easy-way-to-keep-everything-in-check\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Kanban board: a quick and easy way to keep everything in check&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":26570,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[61],"tags":[],"class_list":["post-17736","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-agile"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Kanban board: a quick and easy way to keep everything in check - Twproject.com<\/title>\n<meta name=\"description\" content=\"Manage projects and activities in a simple and visual way with Kanban boards. 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