When it comes to workflow management processes, most people think that it can be used by businesses only. Although the workflow management processes have originated from firms only, this doesn’t mean that it can be implemented only when there is a giant project, a bigger team, and a firm. You will be surprised to know that even while doing a job in any industry, you can use the power of workflow management processes like Kanban to become more productive.
One of the best things about the updated workflow management processes like Kanban is that they can be easily customized to fit the needs of a small or medium-sized firm and of an individual as well. Many experts have recommended the use of Kanban methods for staying productive at the workplace without putting in a lot of effort and without being bogged down.
But you can’t just download any Kanban board from the internet and start using it to become more productive in the firm. There are few considerations before using Kanban for staying productive, and this is what we will discuss in this blog post.
What is Kanban?
Kanban is a concept that was made in the Toyota production unit in 1940. This was developed as a lean production method, and it later transformed into a workflow management process. Since humans process visuals thousands of times faster than text, Kanban relies on visual elements to make things clearer to the user.
The visual representation of the tasks involved in the process allows the user to manage workload efficiently, and it also aids effective communication with other team members.
What are the advantages offered by Kanban?
Kanban offers a long list of benefits in terms of your productivity and quality of work, and we have listed some of those advantages here;
- Offer quick resolutions to issues
- Enhance teamwork
- Shrug-off stress
- Improve the effectiveness of communication
- Improve the rate of output
- Improve the quality of the outcomes
- Get rid of the bottlenecks by identifying them easily
How can Kanban be used in IT and ITSM?
The best part about Kanban is it can be used in almost all the ITSM and IT projects along with planned activities, and we have discussed some of those usages below;
A Kanban project dashboard can be used for showing the display of release through the entire lifecycle. The visual board used in the case of Kanban shows all the releases and their status as well. For example, you can know the different stages for every release like ‘Building,’ ‘Testing,’ In-progress,’ and ‘Done.’
You just have to customize these columns so that you can use them on an individual level. It doesn’t matter whether you are using Kanban on the individual or organizational level; the principles will remain the same.
Major incident management
If you have a significant incident to manage on the desk level, then a Kanban project dashboard can prove to be helpful, especially when all such incidents require simultaneous involvement of different people and teams, each with different tasks.
You can use the Kanban board in such a situation to avoid any type of overlapping. In addition to this, the Kanban board can also help you to stay away from black holes where tasks are lost. The Kanban board even gives you updates about the status of different tasks without any delay, which also aids in better incident management.
A kanban board can also be used for visualizing all the changes. Every change happening at the desk or organizational level is shown on the Kanban board as a unique task. Thus you can have a quick look at the status of the change without getting confused with the existing tasks and processes.
Some of the most common columns used in change management are ‘Under Review,’ Received,’ ‘Approved,’ ‘Implemented,’ and ‘Awaiting Approval.’ In addition to this, other details about the release can also be used like ‘Require more information’ and ‘Rejected.
Every problem has its own unique task on the Kanban board, and therefore, Kanban boards can be efficiently used for problem management. Just like change management, there are typical columns used in project management as well. Some of these columns are Pending, Under Investigation, Fix Under Development, Root Cause Identified, and Done.
With all the detailed insights about Kanban boards and their usage, it must have become clear why the Kanban board is recommended by experts on the individual level. As mentioned at the outset of the article, you just have to make a couple of changes in the different aspects of the Kanban board, like the column, WIP limit, etc., as it will make the Kanban board fluid as per your needs.