Steps to Managing Successful Business Innovation using Kanban

Introduction

In a world where innovation is key to business success and sustainability; Innovation management has become a fundamental discipline for companies. Combining its visual management approach with incremental improvements and flexibility, the Kanban method has proven to be a powerful tool for driving business innovation.

What is Kanban?

Kanban originated in manufacturing, specifically at Toyota (where it supported their just-in-time production process), and was developed by Japanese industrial engineer Taiichi Ohno. The term itself means “billboard” or “sign” in Japanese, emphasizing its visual nature, whose workflow management drives continuous improvement and observable representation.

At its core, Kanban revolves around demand-driven development and waste minimization. Unlike other methodologies, Kanban does not require a complete overhaul, as opposed to its structured counterpart, Scrum, Kanban thrives on flexibility. A distinctive feature is that it can be superimposed on existing processes, gradually introducing incremental changes. The heart of Kanban lies in the Kanban Board, a visual representation that categorizes work into columns.

Imagine a dashboard with columns representing different stages of work (e.g., To Do, Ready, In Progress, Done) for managing specific tasks.

Kanban Board Example

Basic columns include:

• To do: When new tasks or functions enter the system.

• Work In Progress WIP/Doing: Active work in progress.

• Done: Completed items.

Additional columns can be added for greater granularity, such as "Design", "Development", and "Tests". Kanban's strength lies in its flexibility as it adapts to your existing workflow without interruption.

Basic Kanban Practices: The Essential Tools in Your Agile Toolbox

Kanban Board: The heart of Kanban, the board serves as a visual representation of the workflow.

Kanban Cards: These cards represent individual tasks and contain essential details such as task description, priority, and stage. Sticky notes or digital cards represent tasks that move around the board as they progress.

WIP Limits: Defined maximum number of tasks allowed in each stage of the workflow. Kanban Meetings: Regular (often daily) meetings to discuss progress, identify obstacles, and continually improve the process.

This methodology provides a clear understanding of the workflow, allowing teams to:

Visualize work: The dashboard reveals the current status of projects, promoting transparency and team collaboration.  

Limit work in progress (WIP): By setting WIP limits for each stage, bottlenecks are identified, preventing teams from becoming overloaded and ensuring on-time delivery.

Focus on flow: The main goal is to optimize the flow of work through the system, ensuring that tasks progress smoothly from one stage to the next.

Steps for the Tactical Management of Business Innovation Objectives using the Kanban methodology 

1. Define the objective

What do you want to achieve with the innovation initiative?

2. Create a Kanban board

-Columns: "Ideas", "In progress", "Under review", "Ready"

-Tasks: They represent ideas, projects or tasks related to innovation.

3. Limit work in progress (WIP)

-Define a limit for each column.

-Prioritize the most important tasks.

4. Implement the Kanban method

-Move tasks from one column to the next as work is completed.

-Visualize progress and bottlenecks.

-Celebrate successes.

5. Monitor and improve

-Measures cycle time, delivery and quality.

-Gather feedback from the team.

-Make adjustments to the process.

Kanban in Action: Real-World Examples of the Power of Visualization

Over time, Kanban has transcended manufacturing and found a home in agile product development.  

Software Development: A software team uses Kanban to manage feature requests, bug fixes, and improvements. The dashboard visualizes the progress of each task, ensuring efficient collaboration.  

Marketing campaigns: A marketing department adopts Kanban to optimize campaign planning, execution, and analysis. The columns represent stages such as “Ideation,” “Design,” and “Launch.”

Customer Service: Monitor and prioritize customer service tickets. a support team keeps track of customer queries using Kanban. Requests go from "Received" to "In Progress" and then to "Resolved."  

Content Marketing: Manage the content creation process, from ideation to publication.  

Human Resources: Visualize the hiring process, tracking applications through various stages.

Advantages of Kanban

Ease of use: Kanban's simplicity makes it practical for any team. You don't need to be an expert to implement it effectively. Improved Visual Clarity: Kanban board provides instant visibility into work status, preventing overloads and bottlenecks. Promotes transparency and team collaboration. Continuous improvement: Kanban encourages small continuous improvements across functions. Encourages continuous evaluation and refinement of the process. Flexibility: Scope modifications are possible during active work, unlike some rigid methodologies. adapts to changing priorities without derailing your entire workflow. Focus on efficiency: WIP limits prevent overload and ensure timely completion of tasks.

In which cases Kanban works

Environments where there is a continuous flow of work: Kanban is ideal for managing projects with tasks that can be divided into small units of work.

Teams that need flexibility: Kanban allows you to adapt to changes in priorities and customer feedback.

Businesses looking to improve efficiency: Kanban helps identify and eliminate workflow bottlenecks.

Kanban success stories in business innovation

Toyota: Implemented Kanban to optimize its production, allowing it to increase efficiency and quality. Spotify: Uses Kanban to develop its music streaming platform, allowing it to quickly adapt to market needs. Netflix: Uses Kanban to manage its content and software development, allowing for continuous and efficient delivery.

Limitations of Kanban Lack of structure: Some teams may miss the structured framework provided by other methodologies such as Scrum. The flexible nature may not be suitable for projects that require a more structured approach. Reliance on self-organization: Kanban relies heavily on the autonomy and self-management of the team. It requires discipline to maintain the board and meeting WIP limits requires dedicated effort. Risk of overload: Without limits, too many items in progress can exhaust resources. Over-reliance on visual cues: Complex projects with intricate dependencies can be difficult to manage on a physical dashboard. 

Causes of Kanban failure in business innovation Lack of management commitment and leadership: If senior management is not committed to the Kanban method and if there is no leader to drive the change, Kanban will likely not be successful.

Lack of training:  It is important that the team has proper training to use Kanban effectively.

Not adapting the method: Kanban is not a one-size-fits-all solution. It must be adapted to the specific needs of the company.

Lack of Communication: Communication is key to Kanban success. The team must be aware of progress and changes.

Not measuring results:  It is important to measure the impact of Kanban to ensure that it is working correctly.   

Conclusions and lessons learned about Kanban: a valuable asset in your agile arsenal, as a tool in dynamic project management

Kanban is both a philosophy and a method.  Kanban's adaptability and focus on continuous improvement make it a valuable tool for agile teams. 

Remember the following

Start small: Implement Kanban incrementally, respecting your team's existing processes.  

Focus on flow, not just completion: Continuously strive to optimize the flow of work through the system.

Embrace continuous improvement: Periodically evaluate your process and identify areas for improvement.

Visualize everything: Transparency is crucial. Use the Kanban board to keep everyone informed.

Transparency is key: Encourage open communication and collaboration within the team.

Embrace flexibility: Kanban thrives on adaptability. Be open to necessary adjustments.

Kanban is a journey, not a destination. Adopt the mindset of continuous learning and adapt the method to your specific needs. Whether you're a seasoned practitioner or a curious newcomer, consider adding this technique to your toolbox; used correctly, it will help you increase the speed of innovation, improve the quality of solutions, and adapt to market changes.