Kanban
Methodologies & Frameworks
Definition
Kanban is a pull-based workflow visualisation method. Work items (tasks, features, bugs) are represented as cards on a board with columns representing workflow stages. Work is pulled into the next stage when capacity allows — not pushed by a schedule.
The term comes from Japanese: kan (看, visual) + ban (æ¿, board or sign). Toyota developed it in the 1940s for manufacturing; software teams adopted it in the 2000s.
A concrete example
A 5-person agency running a content pipeline might use a Kanban board with these columns:
| Backlog | In Progress | In Review | Published |
|---|---|---|---|
| 14 tasks | 2 tasks | 1 task | — |
The WIP limit on “In Progress” is set to 2. This means a writer cannot start a third article until one of the current two is completed. The WIP limit is the load-bearing constraint — without it, Kanban is just a to-do list with columns.
Why it matters for tool selection
Kanban is the most-adopted methodology in non-engineering teams because it requires no new ceremonies (no daily standup, no sprint planning, no retrospective) and no estimation. You can implement Kanban on day one without a methodology coach.
Every major collaboration tool supports a Kanban view: Trello is purpose-built for it, Asana has a “Boards” view, Monday.com has a “Board” view, ClickUp has a Board view with WIP limit support. Notion databases support a Board view but lack native WIP limit enforcement.
The most common misconception
“Kanban is just tasks on a board.”
It isn’t. The WIP limit is the load-bearing constraint that makes Kanban a flow management system, not just a visualisation. Teams that implement “Kanban” without WIP limits are using a to-do board, not Kanban. The difference matters: without WIP limits, teams pile up “In Progress” items and flow breaks down.
The correct implementation: set a WIP limit per column based on team capacity (typically 1.5-2Ã- the number of people working that stage), and enforce it — if the column is full, finish something before starting something new.
Related tools
- Trello — purpose-built Kanban; WIP limits via Power-Up (paid)
- Asana — Boards view; no native WIP limit enforcement
- Monday.com — Board view; WIP limit via automation (Business+)
- ClickUp — Board view; native WIP limits on Business plan
- Notion — Board database view; no WIP limit feature
- Linear — Cycle boards for engineering; opinionated Kanban for development workflows