{"id":12206,"date":"2019-04-23T14:42:30","date_gmt":"2019-04-23T19:42:30","guid":{"rendered":"https:\/\/blog.planview.com\/?p=12206"},"modified":"2020-02-20T14:45:24","modified_gmt":"2020-02-20T20:45:24","slug":"the-major-tenets-to-designing-a-basic-kanban-system","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/","title":{"rendered":"The Major Tenets to Designing a Basic Kanban System"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-12207\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System.jpg\" alt=\"\" width=\"800\" height=\"427\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System.jpg 800w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System-300x160.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System-768x410.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System-750x400.jpg 750w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/p>\n<div class=\"s-content\">\n<p>In our last post, we mentioned there were four tenets needed when\u00a0<a title=\"\" href=\"https:\/\/www.forbes.com\/sites\/bryancollinseurope\/2018\/07\/19\/how-to-use-kanban-to-become-insanely-productive-a-short-guide\/#1cc7862d3c16\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">designing a basic Kanban system<\/a>. We also touched on the first two tenets and how to apply them in IT Operations.<\/p>\n<p>For those who don\u2019t remember, the four tenets of Kanban are:<\/p>\n<ol>\n<li>Making the work visible.<\/li>\n<li>Limiting the work in progress.<\/li>\n<li>Measuring and improving the progress of your work.<\/li>\n<li>Communicating the work state.<\/li>\n<\/ol>\n<p>In this post, we\u2019re going to look at the final two tenets and how they\u2019re applied into a basic Kanban system. This will help you and your IT Operations become better equipped to reduce constraints and maximize collaboration, so that projects run smoothly from start to finish.<\/p>\n<\/div>\n<div class=\"s-content\">\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/#TENET_3_MEASURING_AND_IMPROVING_THE_PROGRESS_OF_YOUR_WORK\" >TENET 3: MEASURING AND IMPROVING THE PROGRESS OF YOUR WORK<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/#TENET_4_COMMUNICATING_THE_WORK_STATE\" >TENET 4: COMMUNICATING THE WORK STATE<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/#PUTTING_TOGETHER_A_BASIC_KANBAN_SYSTEM_IS_A_PIECE_OF_CAKE\" >PUTTING TOGETHER A BASIC KANBAN SYSTEM IS A PIECE OF CAKE<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"TENET_3_MEASURING_AND_IMPROVING_THE_PROGRESS_OF_YOUR_WORK\"><\/span>TENET 3: MEASURING AND IMPROVING THE PROGRESS OF YOUR WORK<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>The whole purpose of implementing a Kanban system is to improve the way projects are managed within your organization. But positive change doesn\u2019t happen overnight. Success is achieved when progress is measured and adjusted accordingly, so that tasks move smoothly down the production queue.<\/p>\n<p>Remember the Theory of Constraints? It\u2019s the idea that your team is only as effective as the weakest element in the system. Well, no matter how effective you are at managing projects, you\u2019re going to run into bottlenecks at some point. Constraints can be anything, from a struggling teammate to a miscalculation of resources and capacity, or even a glitch in your IT system. The good news is that Kanban makes it easy to pinpoint these constraints, so that you can address them and teach teammates how to avoid similar bottlenecks in the future.<\/p>\n<p>In other words, bottlenecks are part of progress, provided they\u2019re addressed accordingly. This brings us to tenet three, measuring progress.<\/p>\n<p>Progress should be measured as a journey filled with various stages between its start and finish point. As we\u2019ve mentioned, there are going to be road bumps along this journey, so focusing solely on how fast tasks are being completed is a recipe for failure. Instead, when measuring the progress of your project, ask yourself the following questions:<\/p>\n<p><b>1.<\/b><b>What\u2019s the arrival rate of our work compared to the closure rate?\u00a0<\/b>This shows whether teams are able to keep up with demand. With the help of Cumulative Flow Diagrams (CFDs), you can see whether your team has the capacity to keep up with new scheduled and unscheduled projects, in addition to measuring the amount of work in progress (WIP) in your workflow. This is important for preventing overwhelm and accurately measuring capacity.<\/p>\n<p><b>2.<\/b><b>How long does it take for work to get completed?\u00a0<\/b>Whether you\u2019re measuring success or looking at bottlenecks in your workflow, you need to know the time it takes for work to be completed from start to finish. You can measure this in histograms by looking at\u00a0<a title=\"\" href=\"\/the-lead-time-and-cycle-time-debate-when-does-the-clock-start\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">Lead Time and Cycle Time<\/a>. Lead Time looks at the amount of time it takes for a project to be completed, from the minute it was assigned, and Cycle Time gives you the amount of time it takes to finish a task once that task has actually begun. Both are useful for estimating when teams will meet deadlines, but Cycle Time is more accurate for forecasting because it doesn\u2019t factor in downtime. There\u2019s also the Mean Time to Repair (MTTR), which looks at how long it takes to repair a failed component in your workflow.<\/p>\n<p><b>3.<\/b><b>Where is the work getting stuck?\u00a0<\/b>Perfect for identifying bottlenecks, Lead Time gives you deeper insight into which tasks are taking unusually long to complete. From there, you can identify what\u2019s been sitting in the backlog and what\u2019s been inactive for an extended period of time. Armed with this information, you\u2019re able to come up with an action plan that addresses any bottlenecks that exist in your workflow, so you can resume productivity at optimal speed.<\/p>\n<p>As you can see, progress is more complex than simply reaching the finish line. Looking at these three elements doesn\u2019t only give you a better understanding of the progress your team is making, it also helps you address issues and empower workers so that you\u2019re more likely to meet your objectives within your agreed-upon timeframe.<\/p>\n<\/div>\n<div class=\"s-content\">\n<h2><span class=\"ez-toc-section\" id=\"TENET_4_COMMUNICATING_THE_WORK_STATE\"><\/span>TENET 4: COMMUNICATING THE WORK STATE<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>Nothing will prevent effective collaboration quicker than departmental silos. When teams work independently, with their own goals and objectives without thinking about how their project affects the organization as a whole, friction inevitably arises. And the easiest way to slip into the silo mentality is to stop communicating with other departments.<\/p>\n<p>Just how dangerous are departmental silos? Consider this scenario: The developer team at a software company is working on an update for their most popular mobile application, which 50% of customers use because it can be synced up with their desktop computer at home. At the same time, the IT Operations team is working on a security patch for its desktop application that addresses recent vulnerabilities. Since the two teams aren\u2019t working together, they end up eliminating the compatibility between mobile and desktop applications. Unable to sync data across their devices since the latest update, customers are now upset at the recent patch\u2014and the organization now has to work around the clock to repair the problem in a timely manner.<\/p>\n<p>Both teams are working on their own projects, thinking about their own IT roadmaps. Neither considered how their project might affect the company as a whole, and their actions could bring the company bad publicity and even affect its potential earnings. But how do we\u00a0<a title=\"\" href=\"https:\/\/www.planview.com\/resources\/articles\/start-fresh-new-it-roadmap\/\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">tear down silos and prevent this scenario<\/a>\u00a0from becoming the norm?<\/p>\n<p><strong>The key to effective collaboration is good communication.<\/strong><\/p>\n<p>Whenever teams undertake a project, it\u2019s important to communicate with other departments and see whether it\u2019s possible to adopt a cross-departmental approach. After all, every department has an area of expertise that can bring value to your project. This is especially true for IT Operations teams, as the flexible and versatile nature of their work has them tackling a number of different tasks that directly impact multiple departments within an organization.<\/p>\n<p>Fortunately,\u00a0<a title=\"\" href=\"\/5-kanban-strategies-to-help-it-operations-teams-meet-and-exceed-deadlines\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-ol-has-click-handler=\"\">Kanban makes it easy to keep an open channel of communication<\/a>\u00a0between IT Operations and other departments within your organization. Not only do digital Kanban boards make it easy to see what projects other departments are working on,\u00a0<a title=\"\" href=\"https:\/\/www.planview.com\/resources\/articles\/scaling-kanban-across-teams\/\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">your software solution<\/a>\u00a0should also come with built-in collaboration tools that promote cross-team communication. That way, stakeholders, department managers, and executives can always stay informed about the direction of projects within their organization. And that\u2019s how you prevent departmental silos from forming.<\/p>\n<\/div>\n<div class=\"s-content\">\n<h2><span class=\"ez-toc-section\" id=\"PUTTING_TOGETHER_A_BASIC_KANBAN_SYSTEM_IS_A_PIECE_OF_CAKE\"><\/span>PUTTING TOGETHER A BASIC KANBAN SYSTEM IS A PIECE OF CAKE<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p><a title=\"\" href=https:\/\/www.planview.com\/resources\/guide\/kanban-project-management-virtual-teams\/what-is-an-online-kanban-board\/ target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">Designing a basic Kanban system<\/a>\u00a0is easier than you think, and when everyone within your organization adopts the Kanban approach, you\u2019ll begin to notice a much smoother workflow. Kanban helps IT Operations teams collaborate with other departments, so everyone is working toward the same set of goals and objectives.<\/p>\n<p>Ready to learn more about Kanban and how you can use it to transform the way IT Operations teams manage work? Download our eBook\u00a0<a title=\"\" href=\"https:\/\/info.planview.com\/using-kanban-for-it-operations-_ebook_lad_en_reg.html?_ga=2.200558830.1386883700.1537196950-830353979.1479309057\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">\u201cUsing Kanban for IT Operations\u201d<\/a> to see just how effective it is at helping operations teams manage their time and capacity more effectively. If you are interested in digital Kanban, check out Planview AgilePlace and <a href=https:\/\/www.planview.com\/products-solutions\/products\/leankit\/get-leankit\/ target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">sign up for a free trial<\/a>.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>In our last post, we mentioned there were four tenets needed when\u00a0designing a basic Kanban system. We also touched on the first two tenets and how to apply them in IT Operations. For those who don\u2019t remember, the four tenets of Kanban are: Making the work visible. Limiting the work in progress. Measuring and improving&#8230;<\/p>\n","protected":false},"author":114,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[38],"tags":[511],"class_list":["post-12206","post","type-post","status-publish","format-standard","hentry","category-work-collaboration","tag-leankit"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The Major Tenets to Designing a Basic Kanban System - Blog | Planview<\/title>\n<meta name=\"description\" content=\"This will help you and your IT Operations become better equipped to reduce constraints and maximize collaboration, so that projects run smoothly from start to finish.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The Major Tenets to Designing a Basic Kanban System\" \/>\n<meta property=\"og:description\" content=\"This will help you and your IT Operations become better equipped to reduce constraints and maximize collaboration, so that projects run smoothly from start to finish.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blog.planview.com\/the-major-tenets-to-designing-a-basic-kanban-system\/\" \/>\n<meta property=\"og:site_name\" content=\"Planview Blog\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/www.facebook.com\/pages\/Planview-Inc\/89422974772\" \/>\n<meta property=\"article:published_time\" content=\"2019-04-23T19:42:30+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-02-20T20:45:24+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System.jpg\" \/>\n<meta name=\"author\" content=\"Maria Harper\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Planview\" \/>\n<meta name=\"twitter:site\" content=\"@Planview\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Maria Harper\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/\"},\"author\":{\"name\":\"Maria Harper\",\"@id\":\"https:\\\/\\\/blog.planview.com\\\/#\\\/schema\\\/person\\\/d89cfd6c5c4b1d3fa1207a2f17a54c29\"},\"headline\":\"The Major Tenets to Designing a Basic Kanban System\",\"datePublished\":\"2019-04-23T19:42:30+00:00\",\"dateModified\":\"2020-02-20T20:45:24+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/\"},\"wordCount\":1231,\"publisher\":{\"@id\":\"https:\\\/\\\/blog.planview.com\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/blog.planview.com\\\/wp-content\\\/uploads\\\/2020\\\/02\\\/The-Major-Tenets-to-Designing-a-Basic-Kanban-System.jpg\",\"keywords\":[\"LeanKit\"],\"articleSection\":[\"Work Management for Teams\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/\",\"url\":\"https:\\\/\\\/blog.planview.com\\\/the-major-tenets-to-designing-a-basic-kanban-system\\\/\",\"name\":\"The Major Tenets to Designing a Basic Kanban System - 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