Kanban Board Template PowerPoint Free Download

Kanban is a simple but yet a very powerful tool for management workload of a team. Using Kanban board provides visibility and structure to the way a team manages  its workload.


Kanban Template PowerPoint Free Download
Kanban Template PowerPoint Free Download

Advantages of using Kanban Boards

  • Provide visibility to the current team workload including the backlog.
  • Each of the team member know what others in the team is working on and the status of task.
  • You can use the express lane to prioritize items which are urgently required.
  • Provides a structure and enforces the process using which the team handles tasks

  • As all the columns will have rules associated with them team will ensure they follow them.
  • For examples if someone is working on a task which they should not be then the team can call it out.
  • As the backlog is clearly visible manager can take actions to handle the work load.
  • Increased productivity as team is more focused on tasks.

How to use the Kanban Board

The Kanban board has 5 sections -

  • Backlog - will contain list of all the task pending.
  • To Do - will contain tasks which are already prioritized.
  • WIP - Work In Progress. Tasks which  are currently in progress. This also a max number which indicates the max number of tasks which can be in in-progress.
  • Done - Section which should have all the tasks which are complete.
  • Express Lane - all urgent tickets should be put on this lane so that can move faster.

Kanban Columns
Kanban Columns
Every task on the board is represented by a "Task card". The task card contains name of the task, Initials of the person working on it and current status - red, green and amber.

Define max threshold levels for each column. For example Backlog can have a max of 20 tasks, To Do a max of 5 etc.

Rules to make the Kanban Board Effective

Having a Kanban board is great but if you do not have effective processes and rules around the boards it will not be as effective.
  • Update the Kanban everyday with a 15 minutes meeting with the team. This is mandatory and has to be done everyday without fail.
  • Encourage the team to move their tasks during the meeting.
  • Only one person can add tasks to backlog. This will ensure control over backlog.
  • Always discuss the task in Express Lane first and give top priority to it.

  • Always adhere to max number defined for each of the columns.In our example we have a set a limit of 4 tasks for the WIP column.
  • Ensure you have translation rules for each column.Check out below for some sample rules.
  • Do not immediately delete the tasks in the done section. Keeping the tasks there makes the team and others see what was accomplished recently.
Kanban Task Card
Kanban Task Card

Sample Rules for "Backlog"

  • All the items on the backlog should be approved by key stakeholders.
  • Before any item is added to the backlog it must have the requirements defined.
  • All the tasks should come with an end date or time.
  • All the tasks should come with priority.

Sample Rules for "To Do" 

  • Add items only after assigning them a owner and is prioritized for work.
  • Ensure the right status of the task is reflected in other tracking systems like MS Project, Team Backlog or JIRA.

Sample Rules for "WIP"

  • Move tasks only when they can be worked on.
  • Ensure the card has name of the person working on that task.
  • Adhere to the max columns strictly so that team is not over loaded.
  • Ensure the team updates the task status on a daily basis.

Sample Rules for "Done"

  • Move tasks only when all the aspects of it are complete. Example no defects outstanding, code review complete, task closed in JIRA etc.
  • Mark all the tasks as complete - which is green.

Sample Rules for "Express Lane"

  • Add tasks here only when they are urgent. 
  • Ensure there is a valid reason for the emergency.
  • The person working on the express lane items should not be assigned any other tasks.

Swapnil Wale

Written by

Swapnil Wale is an IT Professional based in Sydney, Australia with over 10 years of experience in technology and project management. He is a passionate blogger and focuses on project management and BRMS articles.

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