The Kanban system is the easiest-to-use tool of an agile framework, utilized by both Kanban board templates and Kanban-based project management software. It helps visualize work; thus, project managers can easily measure and analyze project progress, identify bottlenecks, and make sure the whole team stays on the same page. It's most often used to organize work and ease the complexity of the software development process, but it's also used to create automated workflows for marketing campaigns - the Kanban system is highly adaptable and supports all agile teams, even those with the most specific needs.

A Kanban board is made of cards assigned to the appropriate column. Kanban cards are individual tasks with due dates and team members participating in them. They can also include a progress bar for reporting the current status or a comments section to discuss the job details within the task view.

A single board usually consists of three columns (in the most basic version of the Kanban process):

to do - a to-do list of upcoming tasks,
work in progress - work items a team has already started working on,
done - for completed work.

All tasks within kanban columns are descending by the priority level.

A Kanban board can be easily extended with additional stages like:

backlog - task cards of ideas to implement in a project plan,
on hold - individual tasks from various stages that can't be finished because of insufficient resources (workforce, materials, money, etc.),
review - tasks that need additional supervision before they get implemented and marked as done,
research - helpful to separate tasks that require longer stages of collecting knowledge,
drafts - for tasks with completed specifications and waiting for approval to move them to the "to do" column.

You can also include an extra column at the beginning of a board for educational, branding, or other graphic materials essential for a specific project. Use our free Kanban board template and adjust it to your team's process of project management.

Add as many columns to your Kanban boards as the projects require, and that matches the way your team works. However, be careful not to overcomplicate the entire process - the results may turn out to be counterproductive.

Download a free Kanban board template by Planner

Why use a Kanban board template?

Smarter project planning. Using a free template or a free project management tool, project managers can easily prepare an achievable project plan based on the currently available resources. It helps break a complex project into simple tasks, identify skills essential to successfully complete them, and then assign proper team members to the tasks they can perform.

Easier progress analysis. Thanks to the visual layer, Kanban boards are the ideal tool to create a smooth workflow for each project and keep an eye on the team's progress. It gives teams a clear overview of tasks' current status and supports project managers in creating a decluttered workflow that doesn't feel overwhelming.

Smooth prioritization. A transparent view of the board template that consists of separate columns representing different stages of work progress helps organize and prioritize tasks. It adjusts to the workflow of even the most complex projects,

Greater control over WIPs. A team that uses Kanban board templates sees clearly how many tasks are currently marked as work in progress, so the members are more aware of how essential it is to finish the open work before introducing more tasks to their workflow.

Accurate resource planning. A well-organized Kanban board template clearly communicates to team members how many tasks they're assigned to, how many tasks are currently marked as work in progress or what the due date is, and how many Kanban cards are still waiting for their turn. Proper team communication makes employees more motivated and significantly affects productivity improvement.

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How to easily implement Kanban methodology?

The Kanban method works fine for both larger and smaller teams. It also significantly improves the flow of distributed teams, keeping each team member up to date with current work progress.

Here are a few useful steps for how to implement Kanban boards into the team's workflow:

Learn and communicate how Kanban methodology works: the fact that you, as a project manager, understand the way to use a Kanban board template doesn't mean it's easily crystal clear for your team. Spare some time to explain the Kanban basics, show how a Kanban board template works, and write down clear instructions that sum up the training. Leave them in an easily accessible place, e.g., in a separate column for educational resources.
Visualize the workflow of your team: do it with free Kanban board templates prepared by our team (or choose Planner itself, since it works perfectly as a Kanban template). Create as many columns as your workflow requires (including a separate Kanban card in the backlog or the entire column for links with essential materials).
Reduce the WIPs: the Kanban method doesn't like clutter - Kanban supports more organized project management. That's why setting a limit of "work in progress" tasks is that much important. It helps manage work items and match the resources to them more efficiently and, thus, avoid situations when there are not enough people to handle the scheduled work.
Measure to improve: at the beginning, teams may find Kanban processes a little bit complicated. Luckily, once they get used to the new flow and learn how to use a board template, they will surely realize that this way of project management is no rocket science. However, it doesn't mean the status quo is final, and there's no better way to squeeze even more from Kanban board templates and manage work more efficiently. Measure the tempo of progress, learn from failures, and listen to your employees' feedback - there's always room for improvement!

Use free customizable Kanban templates