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It doesn’t matter whether you are working in a team or leading a team; knowing how to get the work done can make things a lot easier. If you know what is pending, what is in progress, and what needs to be done, assigning tasks and completing a project becomes a cakewalk. This is where a workflow design comes into the picture.
The primary purpose of a workflow design is to map out all the sequential tasks so that the processes and functions associated with the project move seamlessly in a step-by-step process. With a workflow in a team, words like overlapping, misunderstanding, and confusion become meaningless since everyone gets a clear picture regarding the status of the work.
There might be various workflow designs out there used by different types of teams, but an outstanding team workflow should offer the following:
- Keep everyone aligned and on the same path.
- Develop crucial routines to be followed by the team members
- Automate specific routines.
- Helps team members in learning how to avoid wasting resources and time.
- Help team members to keep tabs on the prioritized tasks.
Designing a workflow design based on Kanban
Kanban is a popular workflow method used for defining, improving, and managing all the services that deliver work. But the traditional Kanban is no more relevant since the board used in the Kanban method has moved to the digital platform. You can use the Kanban method for designing an impeccable workflow design as it works for every size and type of team.
So, let’s learn more about the Kanban method. We’ll help you understand how it assists design an impeccable workflow design for every team.
All that you need to know about Kanban
The name Kanban comes from a Japanese term that means visual signs. The name is perfect for this method since in Kanban, a board and cards are used to visualize the progress of tasks. If used impeccably, the Kanban Board can help a team avoid bottlenecks and enhance productivity; This explains why many firms use this method as a basic framework for implementing the agile methodology.
The working of the Kanban method
An easy-to-understand visual representation of work in order and process is used in the Kanban method for identifying and correcting all the bottlenecks. Everything related to the project is represented on the visual board, and with everything moving on the digital platform, the Kanban board has also become a virtual tool for teams.
The basic principles of the Kanban board that helps in better workflow design-
Visualizing the workflow
You have to keep the entire board highly visible and be consistent with updating the board. With an updated and accurate visual representation of your board, spotting issues and getting rid of bottlenecks becomes easy. In addition to this, the visual representation also helps your team in improving communication.
Limiting work in progress
While using a Kanban board, you have to set a WIP (work in progress) limit for every column and follow it. This type of limiting helps the team get misdirected because of multitasking, and it helps keep the team focused on one task at a time. But you have to use a trial and error method for finding an ideal WIP limit for your team.
The entire Kanban method is based on the basic principle of Kaizen, which means improving continuously. You must use the board for finding problems and make changes accordingly to make the process seamless. Many people even say that Kanban is a process refinement system but also a project management system.
The benefits of using the Kanban method
Ease of use
Since everything is present visually, it becomes easy for the team members to keep track of their processes. This means you won’t have to spend time explaining the roles and tasks to every team member. Likewise, the simplicity of the board makes it easy to use even for newcomers in the industry.
The best part about the Kanban board is that it works for a wide array of teams and various processes. Many teams even use Kanban systems with other systems like the waterfall project management system. The board’s flexibility makes it highly adaptable, and therefore, you don’t have to worry about your specific needs before choosing the Kanban method.
Using the Kanban board ensures that your team doesn’t lose efficiency since there is always a WIP limit for every column. Multitasking might be good for getting things done quickly but compromising efficiency in the name of multitasking is not a good approach at all.
The versatility and flexibility of the Kanban method make it ideal for designing a perfect workflow for every type of team. From allowing you to get rid of bottlenecks to keeping the project’s progress clear in everyone’s mind, Kanban method can help you improve the performance of your team in many ways.