LSKLean Starter Kit
Guide

Kanban boards, explained

A kanban board shows, at a glance, what needs doing next. There are two kinds: one for materials (common in factories and stores) and one for tasks (common in offices and teams). Here is how each one works.

Factory boardTeam boardSet one upPrint headersDigital boards

1. Factory kanban board (for materials)

Each kanban card stands for one container of parts. When a container is used up, its card goes on the board. So the board shows how much needs making or ordering, for every part, without anyone counting stock.

KANBAN BOARD · LINE 2 BRK-2210HSG-0417SCR-M6PKG-B4CLP-090 OKORDER NOWURGENTOKOK Red: urgent Yellow: order or make now Green: fine KANBANPOST BOX Empty a container?Card goes in here.
Cards fill each column from the bottom. Part SCR-M6 has reached red, so it is urgent. HSG-0417 is in yellow: order or make it now.

How it works each day

  1. Someone empties a container. They put its card in the kanban post box.
  2. At set times, for example every 2 hours, the cards are collected and put on the board in their part's column.
  3. The more cards in a column, the more of that part is needed. When the cards reach yellow, make or order a batch. Red means you are close to running out.
  4. When the new parts arrive, the cards go back with the full containers, and leave the board.

A heijunka box is a close cousin: a board of slots, one for each time of day, that spreads the work out evenly. The Lean Enterprise Institute explains it here.

Make your cards with the free kanban card designer, and hold them with the free 3D printed card pockets and rails.

2. Team kanban board (for tasks)

Each card or sticky note is one piece of work. The columns show where it is: waiting, being worked on, or finished. The team can see the whole workload, and who is stuck, in a few seconds.

TO DO DOING DONE MAX 3 Invoice backlogDue Fri Update standard workDue Mon 5S audit, storesDue Tue Order label printer Customer reportAB Fix scrap on Line 4SP BLOCKED Train new starterJH Shadow board✓ Done Mon Kanban cards printed✓ Done Tue
“Doing” has a limit of 3. The team finishes or unblocks work before starting more. The red tag shows a stuck card, so the team can help.

The 4 simple rules

1. Make all the work visible

Every job the team does goes on the board as a card. No hidden work.

2. Limit work in progress

Put a maximum on “Doing”. Fewer jobs at once means each one finishes faster.

3. Pull, don't push

Only take a new card when you have room. Finish first, then start.

4. Talk at the board daily

A 10-minute stand-up: what is blocked, and who can help? Work right to left, finishing comes first.

3. Set one up in 30 minutes

  1. Pick the wall. Where the work happens and where the team meets.
  2. Choose the columns. Start simple. Factory: one column per part. Team: To do, Doing, Done.
  3. Set the limits. Factory: how many cards mean yellow and red. Team: the most cards allowed in “Doing”.
  4. Print the headers (below) and stick them up. Use magnets, card pockets or sticky notes for cards.
  5. Agree the routine. Who collects cards, when, and when the team meets at the board.

Common mistakes

4. Print board headers

Big, clear labels for your board. Two per A4 sheet. Cut along the dashed line.

Board type

5. Digital kanban boards

If your team works in different places, a digital board can help. These are the best known. All have a free plan or come with tools many companies already have.

TrelloSimple and visual. The easiest place to start. Microsoft PlannerAlready included with many Microsoft 365 plans. JiraPowerful. Best for software and project teams.

Our tip: start with a physical board. It is cheaper, everyone can see it, and it gets people talking. Move to a digital board only when you need to.

Want to go deeper? Kanban University covers kanban for office and knowledge work, and the Lean Enterprise Institute's lexicon covers factory kanban. More books and sites are on our Learn page.