Improving Workspace Workflow with the Kanban Method

Kanban’s main function is the effective elimination of overproduction. Therefore, Kanban is basically a means of taking control over all the steps of production by indicating all needs from every aspect of production. This helps maintain the smooth flow of production, allowing the process to go on efficiently.

According to David Anderson, author of Kanban - Successful Evolutionary Change for your Technology Business, Kanban has five core properties. First, it makes the workflow visual. As Kanban literally translates to “signboard”, the system identifies and makes the workflow visible by indicating the all processes and real-time needs of these processes. This allows the project manager to immediately “see” when an order has been made and production should start, and if all steps of production are clear and ready, allowing them to address needs right away.

Second, it limits work in progress or WIP. Kanban is a key element of a process’ pull system. Pull system denotes that production is only set in motion when there is a demand or order in place. This system eliminates scraps, and requires only the energy and raw materials needed for a certain project or order.

Third, it manages flow. It ensures that the flow of work through each stage and aspect of the workflow is monitored, measured and recorded. It then allows management to effectively identify future improvements and continuously develop the system. Fourth, it makes process policies explicit. The “visibility” attained through Kanban allows managers and employees to discuss new explicit policies, allowing them to understand further and to make improvements through a more rational approach as all bases are put on record.

Finally, it allows collaborative improvement. Kanban encourages Kaizen, or the practice of identifying and applying small but tangible improvements that result in evolutionary changes. These properties are the result of effective implementation. Effective implementation, on the other hand, can be achieved initially through training. Trainings are typically conducted through the use of a Kanban presentation.

Kanban presentation typically provides a comprehensive explanation of the basics and concepts of Kanban, including a discussion on the difference of Push and Pull systems, as the Kanban method strongly pushes the Pull system as logistically ideal.

A Kanban presentation should also include simulation exercises and a game to simulate the experience of implementing Kanban, therefore making employees experience them “firsthand” without the dangers of real mistakes affecting the actual production floor.