KANBAN IN AGILE MODEL

Introduction

Kanban, a Japanese term meaning "signboard" or "visual signal," is a popular methodology used in Agile software development. Originating from lean manufacturing and the Toyota Production System, Kanban has been adapted to software engineering to enhance efficiency, transparency, and workflow management. It provides a visual framework for teams to manage tasks and projects, ensuring continuous delivery and improving the overall process.

What is Kanban?

Kanban is a visual management method designed to help teams efficiently manage work processes and tasks. Originating from lean manufacturing, it has been adapted for software engineering and other industries to streamline workflows, reduce waste, and optimize productivity. The core idea of Kanban is to visualize work, limit work in progress (WIP), and maximize flow. This approach helps teams see what needs to be done, what is in progress, and what has been completed, thereby improving communication, efficiency, and flexibility.

Where It Is Used?

Kanban is widely used across various industries, including software development, IT operations, marketing, and more. In the realm of software engineering, Kanban is particularly effective for:

1. Development and Operations (DevOps): It helps in managing continuous integration and delivery pipelines.
2. Maintenance and Support: Ideal for handling incoming support requests and bug fixes.
3. Agile Development: Often used alongside other Agile methodologies like Scrum, Kanban helps in managing work in progress (WIP) and maintaining a steady flow of tasks.
4. Project Management: It aids in visualizing project progress and identifying bottlenecks.

How to Use Kanban?

Kanban can be implemented using a physical board with sticky notes or a digital tool like Trello, Jira, or Microsoft Planner. The board is divided into columns, each representing a stage in the workflow. Here’s a typical setup:

1. Backlog/To Do: Tasks that need to be completed.
2. In Progress: Tasks currently being worked on.
3. Review/Testing: Tasks that are being reviewed or tested.
4. Done: Completed tasks.

Kanban Boards

A Kanban board is a visual tool used to represent the flow of tasks through various stages of a process. It can be physical, such as a whiteboard with sticky notes, or digital, using software tools like Trello, Jira, or Azure DevOps. The board is typically divided into columns that represent different stages in the workflow, such as "To Do," "In Progress," "Review," and "Done."

Components of a Kanban Board:

1. Columns: These represent different stages of the workflow. The simplest boards have three columns: To Do, In Progress, and Done. However, more complex workflows can include additional stages like Review, Testing, and Deployment.

2. Cards: These are the individual tasks or work items that move through the columns. Each card typically contains details about the task, such as a description, assignees, deadlines, and any relevant attachments.

3. WIP Limits: Work in Progress limits are constraints set on the number of cards that can be in a specific column at any given time. This helps prevent overloading and ensures that the team focuses on completing existing tasks before starting new ones.

4. Swim lanes: These are horizontal lanes on the board that can be used to categorize tasks. For example, swim lanes can be used to differentiate between different projects, teams, or priority levels.

Kanban Charts

Kanban charts are visual representations of data and metrics related to the workflow managed by the Kanban board. They provide insights into the team's performance and the efficiency of the process. The most commonly used Kanban charts include:

1. Cumulative Flow Diagram (CFD):

   • A CFD visualizes the flow of tasks through different stages of the process over time. It shows the quantity of work items in each stage, helping teams identify bottlenecks and trends. The area between the lines in a CFD represents the amount of work in each stage.

2. Control Chart:

   • A control chart tracks the cycle time or lead time of work items, displaying the time taken to move from the start to the completion of the process. It helps in monitoring process stability and variability, and in identifying outliers that may indicate issues.

3. Throughput Chart:

• This chart measures the number of work items completed over a specific time period. It provides insights into the team's delivery rate and helps in capacity planning.

Fig.1 Kanban Chart

What are the 4 Kanban principles?

1. Start with what you do know.

2. Agree to pursue incremental, evolutionary change.

3. Respect the current process, roles, responsibilities, and titles.

4. Encourage acts of leadership at all levels in your company.

Process of Doing Kanban

1. Visualize the Workflow: Create a Kanban board and define the stages of your workflow. This helps in identifying and organizing the tasks that need to be completed.

2. Limit Work in Progress (WIP): Set a maximum number of tasks that can be in progress at any given time. This prevents overloading team members and ensures focus.

3. Manage Flow: Track the flow of tasks from start to finish. Identify and address bottlenecks to maintain a steady workflow.

4. Make Process Policies Explicit: Clearly define the rules and guidelines for moving tasks between stages. This helps in maintaining consistency and understanding across the team.

5. Implement Feedback Loops: Regularly review and assess the workflow. Hold meetings, such as daily stand-ups or retrospectives, to discuss progress and identify areas for improvement.

6. Improve Collaboratively, Evolve Experimentally: Continuously refine and improve the process based on team feedback and observations.

Merits of Kanban

• Visual Workflow: Offers a clear, visual representation of tasks, making it easy to manage.
• Flexibility: Adaptable to various team structures without requiring specific roles or time-bound iterations.
• Continuous Delivery: Supports a steady flow of tasks, enabling faster delivery.
• Improved Efficiency: Limits WIP to reduce multitasking and boost productivity.
• Transparency: Enhances visibility, allowing stakeholders to monitor progress and spot issues.

Demerits of Kanban

• Lack of Timeboxing: Absence of time-bound iterations may reduce urgency, potentially delaying delivery.
• Overemphasis on Visuals: Focus on visuals can sometimes overshadow underlying issues.
• Scalability Challenges: Managing Kanban can become complex with growing team and project sizes.
• Team Discipline Dependency: Requires strict adherence to WIP limits and processes for success.

Conclusion

Kanban is a powerful Agile tool that enhances visibility, flexibility, and efficiency in software engineering projects. Its visual nature and focus on continuous delivery make it a valuable methodology for managing workflows and improving team productivity. However, like any methodology, it requires careful implementation and adherence to principles to realize its full potential. By continuously refining the process and embracing a culture of continuous improvement, teams can leverage Kanban to deliver high-quality software efficiently.