Imagine the following situation:
You are a project manager in a marketing agency and need to develop a media plan for a big client that generates a lot of money for your company. If you are doing traditional project management, you will most probably plan a series of activities and prepare a sequence with a specific timeline for each task. In other words, you will be using the good ol’ Gantt Chart.
Another standard approach that you might decide to follow is to start inputting data about your work in endless Excel sheets and tables.
However, this is a project of large scale which means that there is a bigger need for workflow visualization to achieve more clarity of the process. This is where the visual task management board comes into play.
In the following paragraphs, let’s explore more about the importance of visualization for modern-day task management and how you can achieve it in the Kanban way!
Importance of Visual Management
When talking about visualization, we need to start off from the more general stuff. For example, as suggested by a study from 3M, human beings process visuals 60,000 times faster than text. In addition, the average person remembers 20% of what they read compared to 37% of visual images. This means that we rely heavily on our senses to bring ideas to life.
When managing projects, the goal is to bring our conceptualizations to life too. You will have a hard time doing that unless the information that you rely on for decision-making, is memorable which makes it actionable too.
For example, let’s take the media plan from above. When your team members can easily understand and access all the ingredients of the project, they will be able to collaborate between each other more effectively and this way complete what is expected of them.
An effective way to achieve the above is to rely on the integration of a visual management board within your process. This represents a communication tool where you visualize your work and track its path towards completion.
With its help, you will be able to immediately spot issues in your workflow, which can be in the form of bottlenecks, defects, delays, etc. When you know this, you will be more flexible in the management of your individual tasks so you can go ahead and optimize your work process where necessary.
Definition and Implications of a Visual Kanban Board
To integrate visual management within your work process, you need to have a specific tool in your arsenal. Here, the visual Kanban board steps in. This is either a physical or digital management board, characterized by the separation of vertical columns and horizontal swimlanes. The former represent different work stages (ex. “To Do”, “In Progress”, “Done”) that the development of one product goes through while the latter – various types of activities.
The main use of the Kanban board is to make the work process more transparent. This way, project managers can act accordingly whenever a problem appears which impedes the work from moving down the line. In addition to that, they are able to track as the workflow matures over time and take optimal decisions to constantly improve it.
With the help of the board, managers can also keep a close eye on specific tasks that risk not meeting a concrete SLA (Service Level Agreement) that has been set up or place higher priority on those work items that are more important than others.
There are also a number of other things that you can use the Kanban board for, which you can read more about here.
Benefits of a Visual Kanban Board
As we have an idea of what a Kanban board is including some of its implications, now let’s dive in deeper and see what are its benefits specifically for visual task management. As a general rule, they can be summarized in the list below:
- Saving Time
- Faster Problem-Solving
- Improved Work Efficiency
- Better Accountability
- Improved Team Performance
If you ask yourself how much time your team spends on delivering status updates through meetings, messaging, reporting, etc., I bet that your answer will be: “A lot”. All of this slows down your colleagues, making them inefficient in the actual work that they need to get done.
In general, on the original Kanban board, tasks were in the form of sticky notes and contained only the most important information. However, with the emergence of the digital Kanban board, team members are able to share everything between themselves in one central place.
This makes the information more accessible which reduces the time that someone on your team would otherwise spend going back and forth asking questions, attending meetings or delivering status reports to senior management.
Solving problems in your business as fast as possible is something that every manager strives to achieve. That is why you need to be able to spot issues in your workflow as soon as they appear.
This is where the visual Kanban board comes into play. Due to the creation of a more transparent workflow, you will be able to see if any of your tasks are not moving forward the way they should be. Once roadblocks, delays, bottlenecks, etc. are visible and shared, it will be easier for you to seek help if necessary and eventually act accordingly to solve them as quickly as possible.
Improved Work Efficiency
Improvement in work efficiency is a central part of evolving the work process of any business. Fortunately, the visual management board in Kanban has something to offer in this area too.
On it, you can set up Work In Progress (WIP) Limits to restrict the number of items that are in progress at a specific moment in time. This helps your team members focus their attention on completing their current work before starting a new one, which reduces the problem of context switching (multitasking).
As a result, you will experience higher throughput levels as well as an improvement in the quality of work that reaches the end customer’s hands.
Kanban, as a method for Lean management, encourages acts of leadership at all levels of the organization. The reason behind that is to give more freedom to the people who, in reality, are the drivers of the work process. The desired result of this is to increase your team’s motivation so they can deliver a greater amount of value in the shorter amount of time to the end customers.
This can happen with the help of the Kanban method and more specifically the visual Kanban board. On it, every member of your team can pull their own tasks and be accountable for their progress through the workflow.
This will make them more engaged in your company’s work processes which results in their higher productivity as well as increased profitability for your business.
Improved Team Performance
One of the biggest benefits of implementing a Kanban board for visual task management is that it can serve as a basis for continuous improvement.
For instance, through the visual representation of your workflow, internal and external feedback is much more easily provided and shared between team members. This way, everybody will be able to continuously learn from one another and become better and better with the execution of their individual tasks over time.
As a result, your team’s performance will increase, which will gradually lead to more refined products/services and happier customers.
Managing your tasks and overall projects requires more than just placing them in a sequence and attaching specific timelines to them. You need to adopt a better way to make your workflow transparent so you can continuously optimize your process and evolve it to create superior value to your customers – AKA the Kanban way.
To dig in further down the advantages of using the Kanban method as a whole to manage your complex projects, make sure that you download our free ebook: “The Project Manager’s Guide to Kanban”!