{"id":12484,"date":"2019-05-22T09:26:58","date_gmt":"2019-05-22T14:26:58","guid":{"rendered":"https:\/\/blog.planview.com\/?p=12484"},"modified":"2022-04-05T13:19:19","modified_gmt":"2022-04-05T18:19:19","slug":"general-guidelines-for-kanban-board-design","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/","title":{"rendered":"General Guidelines for Kanban Board Design"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone  wp-image-12485\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design.jpg\" alt=\"\" width=\"836\" height=\"446\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design.jpg 800w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design-300x160.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design-768x410.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design-750x400.jpg 750w\" sizes=\"auto, (max-width: 836px) 100vw, 836px\" \/><\/p>\n<div class=\"s-content\">\n<p>By now, you\u2019ve probably already heard how Kanban can transform the way IT Operations teams manage tasks. From delegating roles to prioritizing assignments, Kanban makes it easier for IT Operations to meet deadlines and\u00a0<a title=\"\" href=\"https:\/\/www.cio.com\/article\/2439918\/six-sigma-for-better-it-operations-and-customer-satisfaction.html\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">deliver customer satisfaction<\/a>. But in order to enjoy the\u00a0<a title=\"\" href=\"https:\/\/www.planview.com\/resources\/articles\/use-kanban-boards\/\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">benefits Kanban has to offer<\/a>, you need to follow a few guidelines regarding Kanban board design, so that they work as intended and improve the user experience. In this post, we\u2019re going to look at some of those guidelines and how you can implement them into your project management strategy.<\/p>\n<\/div>\n<div class=\"s-content\">\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 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\/general-guidelines-for-kanban-board-design\/#REMEMBER_KANBAN_ISNT_A_ONE-SIZE-FITS-ALL_SOLUTION\" >REMEMBER, KANBAN ISN\u2019T A ONE-SIZE-FITS-ALL SOLUTION<\/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\/general-guidelines-for-kanban-board-design\/#LIMIT_YOUR_WORK-IN-PROGRESS\" >LIMIT YOUR WORK-IN-PROGRESS<\/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\/general-guidelines-for-kanban-board-design\/#HOW_TO_PREVENT_YOUR_WORKLOAD_FROM_PILING_UP\" >HOW TO PREVENT YOUR WORKLOAD FROM PILING UP<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/#RECAPPING_THE_IMPORTANT_INFORMATION\" >RECAPPING THE IMPORTANT INFORMATION<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"REMEMBER_KANBAN_ISNT_A_ONE-SIZE-FITS-ALL_SOLUTION\"><\/span>REMEMBER, KANBAN ISN\u2019T A ONE-SIZE-FITS-ALL SOLUTION<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>Arguably one of the most important guidelines for designing Kanban boards is custom tailoring Kanban to meet the needs of your team. Even when you\u2019re\u00a0<a href=\"https:\/\/blog.planview.com\/road-alignment-guide-planning-prioritizing-projects\/\" data-ol-has-click-handler=\"\">working with different departments<\/a>\u00a0within the same organization, every team has different goals and objectives. What works for one department isn\u2019t going to help another, a fact that\u2019s important to understand when designing Kanban boards. For this reason, you should never duplicate a board from another department and integrate it into your project management solution. Instead, stick to the following guidelines when designing your Kanban boards:<\/p>\n<ul>\n<li>Allow the workers to contribute to the design of the board, not just the IT Operations managers. They\u2019re the ones with the practical knowledge and experience, and they know what resources are needed to complete a project in a given timeframe.<\/li>\n<li>Design a board that reflects how your team works, making sure to incorporate their strengths and weaknesses. After all,<strong>\u00a0the number one goal of Kanban is to identify ineffective and inefficient elements.<\/strong><\/li>\n<li>Make sure your board is well structured and\u00a0optimized for transparency, so that idle or blocked work is easy to pinpoint.<\/li>\n<li><a href=\"https:\/\/www.planview.com\/resources\/guide\/resource-management-software\/cost-poor-resource-management\/\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">Minimize scope creep<\/a>\u00a0by restricting beginning and end states of your board to only team members.<\/li>\n<\/ul>\n<p>Also, make sure that your board isn\u2019t overly complex. Keep it short, sweet, and to the point, especially in the beginning phases. You can always flesh your Kanban board out later on, if needed. This will help you reduce time coordinating the\u00a0<em>who, what, and where<\/em>\u00a0of your project, allowing you to get started sooner than you would have otherwise.<\/p>\n<\/div>\n<div class=\"s-content\">\n<h2><span class=\"ez-toc-section\" id=\"LIMIT_YOUR_WORK-IN-PROGRESS\"><\/span>LIMIT YOUR WORK-IN-PROGRESS<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>Successful IT Operations teams are able to manage their time and capacity effectively by\u00a0<a title=\"\" href=\"https:\/\/www.planview.com\/resources\/articles\/wip-limits\/\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">setting a limit for the ongoing tasks<\/a>\u00a0they have at any given time. Having too many active tasks in the workflow can lead to overwhelm, fatigue, and unnecessary confusion when it comes time to delegate and prioritize assignments. That\u2019s why many operations teams turn to Kanban, because it makes it easier to visualize a workflow, so you can identify stalled works in progress and pause non-essential tasks for the time being.<\/p>\n<p>Limiting your work-in-progress (WIP) also gives you and your team the opportunity to devote attention to important tasks with minimal interruption. This reduces setbacks caused by context switching and overwhelm by making the workload manageable and approachable.<\/p>\n<p>Other problems you can expect when having a large number of works-in-progress include:<\/p>\n<ul>\n<li><strong>Missed deadlines:\u00a0<\/strong>IT Operations teams juggling too many tasks at once have a harder time tracking and completing assignments.<\/li>\n<li><strong>Poor customer feedback:\u00a0<\/strong>Heavy workloads affect response times, making it harder for operations teams to address customer concerns promptly.<\/li>\n<li><strong>Suboptimal work quality:\u00a0<\/strong>Multitasking prevents teams from devoting their full attention to one single project, increasing the likelihood of making careless mistakes.<\/li>\n<\/ul>\n<p>We recommend that IT Operations teams pay close attention to tasks stuck in the \u201cValidate\u201d phase on the Kanban board. That\u2019s because one of the more common mistakes is leaving tasks open in this stage rather than completing them. This, in turn, causes tasks to accumulate and become potential problems down the road at an inconvenient time. The good news is that you can limit this from happening with the help of an\u00a0<a href=\"https:\/\/info.planview.com\/product-innovation-_demo-on-demand_pi_en_reg.html?_ga=2.154347256.1525904074.1552081231-2113552736.1550527223\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">ITSM tool or other project management solution<\/a>\u00a0which lets you automate certain elements of the workflow, like flagging inactive assignments that haven\u2019t been completed after a set number of days\u2014for example, tasks sitting idle in \u201cValidate\u201d for 60 days or more.<\/p>\n<p>Now that we\u2019ve looked at the problems caused by multitasking, let\u2019s see how you can manage your assignments more efficiently.<\/p>\n<\/div>\n<div class=\"s-content\">\n<h2><span class=\"ez-toc-section\" id=\"HOW_TO_PREVENT_YOUR_WORKLOAD_FROM_PILING_UP\"><\/span>HOW TO PREVENT YOUR WORKLOAD FROM PILING UP<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>As an IT Operations manager, it\u2019s your job to empower your team so they\u2019re able to complete tasks to the best of their abilities. One way to do that is by limiting the number of tasks that accumulate in the workflow, so that your team doesn\u2019t have to deal with a large number of works-in-progress at any given time. Here, we\u2019re going to look at some actionable solutions that minimize multitasking and give team members the tools needed to succeed.<\/p>\n<ul>\n<li><strong>Communicate with your team:\u00a0<\/strong>Before making any drastic changes, talk with your team and make sure they\u2019re not taking on too many tasks at once. Stress how important it is for them to minimize WIP and make sure that they\u2019re actually completing their tasks and not leaving them open in the validation (or whatever second-to-last step) phase.<\/li>\n<li><strong>Query expedites:\u00a0<\/strong>Look at how many top-priority tasks occurred over the past 60 days, taking note of the Mean Time to Repair (MTTR). This will help you predict how many expedites you\u2019re likely to encounter in the next 60 days, which is useful for setting accurate WIP limits (more on that below) that empower workers without slowing down progress.<\/li>\n<li><strong>Set WIP limits:\u00a0<\/strong>One of the best features of digital Kanban boards is\u00a0<a href=\"https:\/\/success.planview.com\/Planview_LeanKit\/Boards\/Managing_Boards\/Set_Work-In-Process_(WIP)_Limits\" target=\"_blank\" rel=\"noreferrer noopener\" data-ol-has-click-handler=\"\">being able to limit WIP<\/a>. With a few clicks of a mouse, you can limit the number of tasks your team is allowed to undertake at once. You can even customize WIP limits further, assigning them to individual users or to everyone in a specific lane on your Kanban board.<\/li>\n<\/ul>\n<p>This will help you better manage your tasks, resources, and capacity. That way, you can make informed decisions about whether it\u2019s time to start a new project, rather than saying \u201cyes\u201d haphazardly.<\/p>\n<p>If you\u2019re still unsure how to set your WIP limits, here are four examples you can use for ideas:<\/p>\n<ol>\n<li><strong>If setting limits per person:<\/strong>\u00a0Restrict everyone to two open work items.<\/li>\n<li><strong>If setting limits per team:\u00a0<\/strong>Look at how many members are on the team and allow double the number of open work items. (i.e. 10 team members, a WIP limit of 20)<\/li>\n<li><strong>If setting limit by work state:\u00a0<\/strong>Set a WIP limit of three for members working in Design, four for people working in Implement, and a WIP limit of five for members working in Deliver.<\/li>\n<li><strong>If setting limit by work item:<\/strong>\u00a0Restrict WIP to one for big projects, two for smaller projects, three for maintenance-related assignments, and so on.<\/li>\n<\/ol>\n<p>Keep in mind that these examples may not work optimally for your project. Remember the first guideline for designing a Kanban board: Every project and Kanban board are different, so make sure to play around with your WIP limits, tweaking them so they work best for you and your team.<\/p>\n<\/div>\n<div class=\"s-content\">\n<h2><span class=\"ez-toc-section\" id=\"RECAPPING_THE_IMPORTANT_INFORMATION\"><\/span>RECAPPING THE IMPORTANT INFORMATION<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<\/div>\n<div class=\"s-content\">\n<p>Multitasking is one of the biggest enemies of progress for project managers. Having a large number of works-in-progress doesn\u2019t only create stress for you and your team, it can also cause friction as team members are pressured to rush through multiple high-priority tasks at once. The good news is that this can be easily prevented with custom-tailored Kanban boards and measures to reduce teams from taking on too many projects in one sitting.<\/p>\n<p>That way, you and your IT Operations team will be working at maximum efficiency.<\/p>\n<p>Want to learn more about how you can design the right Kanban board for your IT Operations team? Download our eBook,\u00a0<a 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>\u00a0for more information on that and many other helpful Kanban-related tips. If you are interested in checking out Planview AgilePlace <a href=\"https:\/\/www.planview.com\/products-solutions\/solutions\/enterprise-agile-planning\/enterprise-kanban\/\">enterprise Kanban<\/a>,\u00a0<a title=\"\" 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 30 day trial today<\/a>.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>By now, you\u2019ve probably already heard how Kanban can transform the way IT Operations teams manage tasks. From delegating roles to prioritizing assignments, Kanban makes it easier for IT Operations to meet deadlines and\u00a0deliver customer satisfaction. But in order to enjoy the\u00a0benefits Kanban has to offer, you need to follow a few guidelines regarding Kanban&#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":5,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[38],"tags":[511],"class_list":["post-12484","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 v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>General Guidelines for Kanban Board Design - Blog | Planview<\/title>\n<meta name=\"description\" content=\"In order to enjoy the\u00a0benefits Kanban has to offer, you need to follow a few guidelines regarding Kanban board design, so that they work as intended and improve the user experience.\" \/>\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\/general-guidelines-for-kanban-board-design\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"General Guidelines for Kanban Board Design\" \/>\n<meta property=\"og:description\" content=\"In order to enjoy the\u00a0benefits Kanban has to offer, you need to follow a few guidelines regarding Kanban board design, so that they work as intended and improve the user experience.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/\" \/>\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=\"2019-05-22T14:26:58+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-04-05T18:19:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design.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\/general-guidelines-for-kanban-board-design\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/\"},\"author\":{\"name\":\"Maria Harper\",\"@id\":\"https:\/\/blog.planview.com\/#\/schema\/person\/d89cfd6c5c4b1d3fa1207a2f17a54c29\"},\"headline\":\"General Guidelines for Kanban Board Design\",\"datePublished\":\"2019-05-22T14:26:58+00:00\",\"dateModified\":\"2022-04-05T18:19:19+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/\"},\"wordCount\":1334,\"publisher\":{\"@id\":\"https:\/\/blog.planview.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/02\/General-Guidelines-for-Kanban-Design.jpg\",\"keywords\":[\"LeanKit\"],\"articleSection\":[\"Work Management for Teams\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/\",\"url\":\"https:\/\/blog.planview.com\/general-guidelines-for-kanban-board-design\/\",\"name\":\"General Guidelines for Kanban Board Design - 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