The method can be adopted by organizations in a wide range of sectors, however, it is most useful in Information Technology (IT) and software development companies.
Want to know how to solve management problems and improve your company's results? Then keep reading and see how the Kanban method can help you!
The method, also known as Just in Time from the Toyota production system, originated in Japan with the idea of reducing losses and waste. The goal was to synchronize the production of parts with their demand.
The practice was simple: cards signaled how much was consumed in the process, indicating the number of parts needed to be replaced by the previous process. This generated a more efficient work schedule, ensuring that factories only produced the car parts that were requested, without shortages or excesses.
Today, the Kanban method uses the same dynamic, and can be implemented using software or even post-it notes on boards and walls. Its effectiveness lies in the fact that the technique manages production, ensuring that nothing is produced, transported, or purchased before the right time.
It is a form of management in which cards help to quickly visualize the status of processes, how the steps are being developed and whether there are bottlenecks, idleness or possible delays.
The Kanban method, when used properly, offers numerous benefits. Below, we've listed the main ones!
The Kanban method structure gives development teams more freedom and flexibility. There are no bureaucratic documentation requirements. The team can focus on solving problems, gaining greater independence. The result is reduced process execution time and improved management efficiency.
The task board used in Kanban is made available to the entire team. This way, everyone is aware of what's in development and what needs to be worked on to achieve goals. This improves team communication.
Additionally, feedback is an important part of the Kanban method, providing constant learning opportunities during development.
Constant team dialogue creates a broad vision of the business. This makes it easier to define a goal for the team to achieve. All project solutions are discussed by the team, and feedback is shared both internally and externally.
Kanban allows the team to better adapt to the context of the project. With a broader perspective, it's possible to address project changes throughout development.
One of the most important guidelines of the Kanban method is personal appreciation rather than following rigid, intangible processes. In other words, the team is committed to delivering quality projects and constantly communicating with the client.
This way, the team is always seeking the necessary feedback to ensure the project is suitable for the client. This ongoing communication brings the client and the team closer together and establishes a mature and productive relationship for both parties.
The Kanban method can be used in a variety of industries, including design, software development, IT management, finance, food production, and more. Its use helps improve team agility, task organization, and communication between teams. But how do you do this?
Before implementing the technique, you need to train and inform your employees about Kanban's functions. Talk to them about the benefits and try to engage them.
It's important to provide some examples and also list what the team can gain from using the tool correctly. If your employees feel confident in the method and understand its benefits, its operation will be more transparent, and fewer errors will arise during activities.
In general, companies list the stages as: "To Do," "Work in Progress," and "Completed." However, the stages can be customized according to your company's activities, and can be more detailed if necessary. The important thing is to include the processes that will be part of the project.
Now that you have all the stages of your project, prioritize them at the top of your Kanban. This will help your team quickly deliver on the most urgent tasks.
Another advantage of prioritizing steps is that it's easier to identify the need to change the order or add new cards for fast and efficient delivery.
Once you've implemented Kanban, it's time to create a system for monitoring what still needs to be done and what has been done so far.
It's also important to simulate any risks inherent in completing the project, product, or service. Understanding bottlenecks and potential failures helps improve results.
Ideally, after adopting a system, you should gradually adapt it to your company's routine. Only then will you and your employees find the best way to organize processes.
Both can be considered complementary methodologies. Therefore, it's possible to use them together if the manager deems it necessary. However, it's important to highlight the differences between these methodologies to avoid conflicts.
Kanban has a continuous flow of development as long as there are tasks on the board. In Scrum, the flow is determined by sprints, which have start and end dates.
In Kanban, there are no team roles. Anyone involved in the project can take on a task on the board. In Scrum, there are the development team, the Product Owner, and the Scrum Master. Each role has a different scope of action.
Kanban deadlines are determined by the project team. They decide how to deliver a project according to their needs. In Scrum, deadlines are defined by the end of the Sprint and require approval from the Product Owner.
Kanban allows project changes to be made at any time, precisely because it doesn't have a rigid deadline. In Scrum, however, changes aren't recommended within a sprint.
Kanban doesn't restrict team size, and teams can be formed as needed for the project. Scrum, on the other hand, requires the formation of multidisciplinary teams.
The Kanban method can transform your company and optimize its processes. Want to learn more? Also, check out our article on the Scrum methodology and how to apply it to your company's marketing.
Until next time!
On March 11, 2026, Vasilios Syrakis received the email that many senior engineers have received: eight years at Atlassian, infrastructure...
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