Team Use Kanban Boards | Your Virtual Project Manager

Why Do Teams Use Kanban Boards?

As they say, an effective team knows how to visualize the big picture and also sees the project’s intricate details. Back in the day, this visualization and communication happened in word documents and excel sheets. Fortunately, these days, there are many project management applications packed with tools to effectively aid teams in project implementation.

Among the talked about is the “Kanban board” which is offered by different web-based apps like In this article, I’ll talk about its remarkable features and how it can help your team. Please read on!

What is The Kanban Methodology


The Kanban project management methodology is derived from the Japanese word “visual signal.” The method focuses on creating a visual representation of the tasks and goals necessary to complete your project. The system for project management is about breaking tasks into manageable chunks and assigning them to team members while tracking their progress through an organized visual dashboard.

Breaking down these tasks is known as Sprints, which can be further broken down into smaller tasks and activities. These Sprints allow team members to track the progress of each task, prioritize their work, and identify any issues that may arise along the way. Properly applying and using the methodology can lead to agile teams that can streamline outputs and work processes without miscommunication or confusion.

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What is a Kanban Board?

It is a visual representation of a project’s workflow. It helps teams visually organize tasks, prioritize them based on importance or urgency, and track their progress through completion.

Each task is represented by a card that is placed in three columns based on its current status:

  • To-Do List

  • In Progress

  • Completed

However, boards like those that are available on allow users to create more columns besides those listed above. The ability to customize fields and columns within a board is an essential feature to look out for.

Within each card, users can include custom fields such as:

  • Assignee

  • Due date

  • Priority

  • Documents & files

  • Comments

This allows project participants to quickly see who is responsible for a task and when it needs to be completed. It also provides task assignees access to all the necessary documents and information needed in completed said task without needing to contact the project lead or manager to get additional items.

Boards are extremely beneficial during the execution of a project, as they allow teams to quickly identify and address problems that arise right on the platform itself. With these elements in place, the methodology and the use of task management boards aid teams in organizing tasks in an efficient and easy-to-understand manner.

In effect, teams moving from one task to another experience a seamless process wherein team members can work independently and mitigate potential administrative roadblocks.

The Benefits Of Kanban Boards


Boards are more than just their ability to organize tasks. The methods used in the methodology ensure that teams can complete their projects without sacrificing quality or efficiency. Some of the benefits that come with using boards for project management include:

Increased Visibility

By using a visualization tool like a board, team members can quickly see what tasks need to be completed, who is working on which tasks, and the status of each one. Additionally, include all necessary information and data in one card for the assignee to see improved workflow and productivity since they can start the task immediately without having to reach out to managers for additional points.

Greater Collaboration

All team members can work together to prioritize and manage tasks, making it easier for them to collaborate and tackle projects quickly and efficiently. You’ll also improve collaboration by keeping all communication within the boards and cards.

With that, teams are assured that all communication is recorded in one place, making it easier to locate specific points for attention. Having everything on one platform then decreases the likelihood of misunderstandings or missed task assignments.

Risk Reduction

These boards help minimize risk by ensuring that each task is completed promptly. This eliminates the possibility of tasks in progress getting stuck and helps to finish the project within the established time frame. Reducing risks during project implementation is crucial in ensuring project success.

Ultimately, risks such as missed deadlines due to lack of communication or misinterpretation of assignments can lead to project failure. With task boards, you can eliminate such risks and focus on ensuring things are done in a timely, organized, and productive manner.

Better Control

The principles reduce the number of errors in project workflow, which allows teams to manage the efficiency and quality of their work. This also helps reduce the number of manual checks at each project stage.

Project managers and leads can easily view and monitor progress for better decision-making, while team members can stay on top of the project stages with easy-to-view boards and card assignments. With that, you can easily spot when a stage is complete or when it is time to move on to the next stage.

How To Apply The Project Management Method


Using a board for project management promotes improvements for both project managers and team members. However, when using these types of boards for project management, it is essential that you continually monitor and update the specific individual tasks and the project progresses to make sure it is up to date based on current output. Here are some core principles you should follow to prevent workflow issues.

Have a Project Roadmap Ahead of Time


Project management is a steady flow of completing specific tasks to progress to the next step. A board allows you to track progress in a simple-to-read environment, but it can only work as such if teams know their goals and objectives. Having a project roadmap prepared beforehand makes it easier for everyone to understand their roles and assignments to maximize efficiency in using the board.

Project managers can use the tool to check on each assignment that teams need to work on. Additionally, having a project roadmap makes creating boards based on project needs and cards based on individual tasks easier.

You’ll also be able to prevent issues like work-in-progress limits being reached that can ultimately hinder your ability to move forward with a project. WIP limits are tasks used to avoid overloading team members with too many tasks and help them focus on the more important ones. WIP limits in project implementation often lead to higher efficiency, better performance, and improved quality of work.

As such, keeping a consistent and well-planned roadmap before instilling this type of project management style in your business is essential.

Set Clear Deadlines On Project Management

Having boards can allow teams to plan out each task properly, but it is also important to set clear task deadlines to motivate team members to complete their work on time. Project management helps keep track of each stage and the progress made on every assignment while improving team collaboration.

Setting clear deadlines during project implementation also goes a long way in ensuring you have a solid task management system that promotes continuous improvement in your system. Setting up a board and deadlining each goal will also help improve overall efficiency since team members can focus more guilt-free when they know there are clear expectations for them to follow through.

Track Performance & Measure Efficiency

Project management works best when teams consistently measure performance over time. It is essential to regularly examine the board using a virtual project manager and track any changes or issues occurring while you manage projects.

Completing cards can inform the team and the project management administrators of each team member’s quality, speed, and efficiency based on their assigned task. The view can dictate if the work in progress can be completed ahead or behind schedule before any significant delays can occur.

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Streamline Communication With Teams

Keeping a visual board of every team member’s progress can help encourage communication and feedback from one another. Any delays or issues with completing a task within a set cycle time can be immediately communicated to help keep the production line on track.

A digital board can also allow better notifications from one team to another by ensuring that the latter can receive a ping as soon as there are queries or if the task needs to move on to the next phase based on the framework.

Automated Workflows

One of the significant issues that any business will have to face would be limited work in progress due to a specific delay or issue. A board can aid in keeping WIP limits to a minimum by ensuring that basic repetitive tasks can be automated into completion faster.

The project management system can speed up the production process of various tasks by quickly automating parts of the current workflow for the project to continue work despite any evolutionary change in the system. In addition, project management with Make (formerly Integromat) uses the process to improve automation.


In conclusion, a board can provide an efficient way of tracking project progress by using clear visual cues that are easy for everyone on the team to understand. It also helps eliminate confusion and streamline workflows by creating a simple yet effective system everyone can follow without needing extra training or resources.

Cards are an invaluable tool for any organization looking to improve workflow efficiency or maximize project performance, especially when paired with other project management software development tools such as better to track the progress of each member of the organization.

Always remember that the methodology and processes aim to keep the entire team working together as a singular unit while emphasizing shared targets even with multiple projects.

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