Prozanta Template
Kanban board
Visual flow management with WIP limits, blockers and lead time
Team / Dept:
Week:
Sprint / Period:
How to use this template
Kanban is a visual flow-management system: tasks move physically (or digitally) from left to right, and WIP limits (Work In Progress limits) prevent build-up. Kanban comes from Toyota and is about making flow visible, identifying blockers and pulling forward instead of pushing from behind.
WIP limit
Max number of tasks in one column. Exceeding it stops new starts — solve the blocker instead. Start with WIP = number of team members + 1.
Pull principle
Tasks are pulled forward by the next person when they have capacity — never pushed by the previous one. Respect the WIP limit unconditionally.
Lead time
From a task starting ("In progress") to it being delivered ("Done"). Measure weekly and show the trend — falling lead time = better flow.
Step by step — the first time
- Define your columns based on the actual work sequence — not ideal phases.
- Set WIP limits: start with number of team members × 1.5 and adjust from experience.
- Write all in-progress tasks on cards and place them in the correct column.
- Hold a 15-minute stand-up at the board every day — move cards, identify blockers.
- Treat blockers as critical: the whole team helps remove them before new tasks start.
- Measure lead time and WIP breaches weekly and discuss trends in the team meeting.
Watch out
- WIP limits that are never exceeded are a sign of limits set too high — they don't really constrain.
- Kanban makes problems visible; it doesn't solve them. Blockers require active action.
- Avoid having tasks in "In progress" that haven't been actively worked on for the last 2 days — it hides the real WIP.
Example
A team of 4. WIP limit on "In progress": 3 tasks. A 5th person tries to start task 4 — instead they help a colleague finish an existing task first. Lead time: 3 days (average, week 12).
Method: Taiichi Ohno / Toyota Production System; further developed by David J. Anderson, “Kanban: Successful Evolutionary Change” (2010).
Kanban board
Backlog
Not started
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Ready to start
Prioritised and ready
WIP max: ___
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In progress
Actively being worked
WIP max: ___
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Review / Check
Awaiting approval
WIP max: ___
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Done
Delivered and closed
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Blockers — solve before the next iteration
| Blocked task | Reason for the block | Who solves it | Deadline | Status |
|---|---|---|---|---|
| □ Open □ Solved | ||||
| □ Open □ Solved | ||||
| □ Open □ Solved | ||||
| □ Open □ Solved |
Lead time (avg)
days
Completed (week)
tasks
WIP breaches
times
Blockers (week)
Prozanta · prozanta.dk
Kanban board
Week: · Team: