The basic kanban: Waiting, Working, Done

A quick trip through personal kanban design patterns demonstrates how they can be created using any number of materials. This tutorial illustrates how to build the most common personal kanban.

Step One: Establish Your Value Stream

Value Stream (vly strm): The flow of work from the moment you start to when it is finished. The most simple value stream possible is Backlog (work waiting to be done), Doing (work being done), and Done (yes, that’s right, work that’s done).  While you can set this up on a white board or even a piece of paper, a white board is preferable. Why? Because as you grow to better understand your value stream, you will want to change your kanban. You will add steps, or refine how you think about work. A white board provides permanence, yet allows ultimate flexibility: you can always erase and draw something new.

Step Two: Establish Your Backlog

Backlog (bklg, -lôg): The work you haven’t done yet. All that stuff you need to do that you haven’t done – that’s your backlog.  Everything you need to do, start writing it down onto Post-its. Big tasks, small tasks, get them all down. Write them onto post-its and start populating your backlog. Don’t sweep things under the rug. Don’t lie to yourself. Your first backlog-fest should be a painful experience. You should, at some point say, “god, there’s way too much of this.”

Step Three: Establish Your WIP Limit

WIP (hwp, wp): Work in Progress Limit – The amount of work you can handle at one time.  We have a tendency to leave many things half-done. Our brains hate this. Part of what makes kanban work is finding the sweet spot, where we are doing the optimal amount of work at the optimal speed. Set an arbitrary number in the beginning, let’s say no more than 5 things.  Add this number to your Doing column.

"Pull" tasks from one kanban stage to the next

Step Four: Begin to Pull

Pull (pl): To take completed work from one stage of the value stream and pull it into the next. You’re ready to go! That’s right – step four is Begin Working.

Beyond Step Four: Prioritize, Refine, and Reduce

Past step four, it’s all about prioritization of work, refinement of the value stream, and reduction of waste.