Kanban & Lean Principles

Kanban and Lean are closely related approaches that originated in manufacturing (Toyota Production System) and have been widely adopted in software development and project management. While Scrum prescribes roles, events, and timeboxes, Kanban is more evolutionary — it starts with what you have and improves continuously.

Kanban: Visualize, Limit, Flow

Kanban (Japanese for "visual signal" or "card") is a method for managing work by visualizing the workflow, limiting work in progress, and maximizing flow. Its core practices are:

1. Visualize the Workflow

Map your process into columns on a Kanban board. Each work item is represented as a card that moves from left to right as it progresses:

2. Limit Work in Progress (WIP)

Each column has a WIP limit — the maximum number of items allowed at that stage at any time. For example, "In Progress" might have a WIP limit of 3. This prevents the team from starting too many things at once, which leads to context-switching and delays. The rule: stop starting, start finishing.

3. Manage Flow

The goal is to achieve a smooth, predictable flow of work through the system. Key metrics include:

• Lead Time: Total time from when a request is made to when it's delivered.
• Cycle Time: Time from when work actually begins on an item to when it's completed.
• Throughput: Number of items completed per time period.

4. Make Policies Explicit

Define clear rules for how work moves between columns. For example: "An item moves to Review only after unit tests pass." This eliminates ambiguity and makes the process transparent to everyone.

5. Implement Feedback Loops

Regular cadences for reviewing the system — such as daily standups, delivery planning meetings, and service delivery reviews — help the team identify bottlenecks and continuously improve.

6. Improve Collaboratively, Evolve Experimentally

Kanban encourages small, incremental changes rather than dramatic overhauls. Teams experiment, measure the impact, and keep what works.

Lean Principles

Lean thinking originated from the Toyota Production System and focuses on maximizing value while minimizing waste. When applied to project management, Lean provides the philosophical foundation that Kanban operationalizes.

The Five Lean Principles

• Identify Value: Define what the customer actually values — everything else is potential waste.
• Map the Value Stream: Visualize every step in your process from request to delivery. Identify which steps add value and which don't.
• Create Flow: Remove bottlenecks and interruptions so work moves smoothly without waiting.
• Establish Pull: Only start new work when there is demand (capacity) for it — don't push work downstream just because it's ready.
• Pursue Perfection: Continuously improve. No process is ever "done" being optimized.

The Seven Wastes (Applied to Knowledge Work)

Lean identifies seven types of waste. Originally defined for manufacturing, they translate well to project management:

Kanban vs. Scrum