Kanban

Kanban is a visual workflow management method that uses boards divided into columns representing stages of work. Tasks or items move through columns from left (to do) to right (done), creating a visual representation of workflow and progress. Unlike sprint-based agile, Kanban emphasizes continuous flow—work moves through the system as capacity allows rather than in time-boxed batches. The method originated in Toyota's manufacturing system and has been adapted for knowledge work, including agency project management. A typical Kanban board has columns like "To Do," "In Progress," "Review," and "Done." Some teams use more granular columns—"Backlog," "Ready," "Design," "Development," "QA," "Done"—matching their actual workflow. Work items (cards) move through the columns as they progress. Key Kanban practices include visualizing the workflow (the board), limiting work in progress (WIP limits prevent overloading any stage), managing flow (smooth movement of work), making process policies explicit, and continuously improving. Kanban suits agency work well in many contexts. It's flexible—you don't need to commit to sprints or ceremonies. It provides visibility—everyone can see what's in progress and where bottlenecks are. It works for varied work types—different projects and tasks can flow through the same or different boards. And it encourages flow—WIP limits prevent teams from starting too much and finishing nothing. For agencies, Kanban can be used at the project level (one board per project), the client level (one board per client with multiple projects), or the team level (one board for all work). Tools like AgencyPro, Trello, and Asana support Kanban-style boards. The key is designing the board to match how work actually flows. Common mistakes include too many columns (over-complicating the workflow), no WIP limits (defeating one of Kanban's key benefits), boards that don't match reality (columns that don't reflect how work actually moves), and not using the board (creating it but not updating it). The most successful agencies that use Kanban keep boards simple, enforce WIP limits to improve flow, and make the board the source of truth for work status.