Kanban methodology is very popular for all the right reasons. The approach to project management allows for better monitoring of tasks and projects. It also enables more detailed task assignments and team management. When combined with activities like project planning, the use of a Kanban board generates more insights and enables continuous improvement.
The days of using physical boards and post-it notes, however, are certainly over. Today, organizations turn to online Kanban boards for project management. There are more tools to choose from and better features to utilize as well. Digital Kanban boards are making more things possible, but before you can enjoy the added benefits, you need to implement the Kanban board correctly.
Choosing the Right Online Kanban Board
Table of Contents
Switching to a Kanban online tool such as Kanbanize starts with choosing the right one to use. While there are plenty of options to go through, not all online Kanban boards are the same. Some are distinguished by their ease of use and visual appeal. Others offer more features, better integration, and advanced analytics.
The right Kanban online tool to use depends highly on the needs and requirements of your organization. A tool that works for a team doesn’t necessarily work for another. In fact, it is not uncommon for teams within the same company or organization to use different Kanban tools for different purposes.
If you are looking for the best in everything, however, consider Kanbanize as an option. Kanbanize is designed to offer all the features and third-party integrations without cluttering the user interface. The tool is easy enough to use, but you still maintain access to advanced features when needed.
Considering the Factors
Before you finalize your decision to use a particular online Kanban tool, there are several additional factors to consider, starting with your requirements. As mentioned before, you want to be certain that the Kanban tool you are reviewing has the features and capabilities to meet those requirements.
Next, consider ease of access. Some Kanban tools are available only as a web application, making it difficult for team members that use an iPad or other mobile devices to use the available features fluidly; dragging and dropping Kanban cards isn’t always easy when you are using a touchscreen.
You also have to consider access to the Kanban board. Browse through reviews and testimonials to learn more about how reliable the Kanban tool is as an online solution. Delays caused by the Kanban board being inaccessible is certainly unacceptable.
Don’t forget to check the pricing for the features you need as well. Rather than paying for the features, you don’t need you can find a cheaper online Kanban tool that better suit the needs of your team. The money you save may not be much, but it adds up to a substantial amount in the long run.
Migrating to Kanban Online
The next hurdle to overcome is migrating to the online Kanban board. If you are moving from a physical board, this is a complex task to handle. You have to manually move cards to the correct parts of the board. To make the process more manageable, enlist the help of all team members; you can certainly speed up the migration process when everyone is involved.
Migrating from one online Kanban board to another is usually easier. Many tools now support importing cards from different platforms, so you don’t have to manually set up cards when migrating got a new Kanban board. That said, you still need to configure the board to match the old one for the migration process to run smoothly.
Make sure you double-check everything before using the new Kanban board to manage projects. In fact, now is the perfect time to review how the board is configured since you can usually find ways to improve how the system is implemented.
An Ongoing Process
Setting up and using an online Kanban tool is more of a continuous process than a one-time thing. The initial setup process is still important, but it is not the only time you need to take a look at the way the board is set up. After several projects, you may find ways to improve the phases on your board and the way cards are organized.
For example, you can use
Some online Kanban tools even support filtering of cards based on different metrics. Filtering tasks based on who they are assigned to, for instance, is useful for monitoring workload and managing your team in general.
Begin Integrating Other Services
The last part of the process is integrating other services. Depending on the specific needs of your organization, additional services can be used to elevate the Kanban board further. Integrating Google Drive or Dropbox for storing files is a good start. Cards can have attachments and team members don’t need to manually upload them before adding attachments to cards when the services are fully integrated.
Some Kanban tools also come with built-in automation tools. For example, you can automate dependencies and make sure that parent cards get updated automatically by setting up parameters for the automatic updates. It is even possible to automate the addition of colors and tags based on predefined parameters.
You want inputs from other team members to further streamline the use of an online Kanban tool. Discuss ways to improve the workflow and make adjustments to the board. With insights from everyone involved, you will end up with a Kanban board that adds to the workflow instead of making it more complicated.
Switching to a digital Kanban board brings a long list of benefits. When you move your Kanban online, you have more information to use, more project management tools to utilize, and more possibilities when it comes to integration. It will not be long before you begin seeing improvements in how team members manage tasks and projects using the online Kanban tool.