Kanban in project management: advantages and disadvantages at a glance

The Kanban system has established itself as one of the most effective methods in project management. However, as with any method, there are both advantages and disadvantages. In this guide, you will learn about the strengths and weaknesses of Kanban and how you can best leverage them in your daily work.

Main Insights

• Kanban is easy to integrate and promotes transparency.
• It allows for a continuous improvement of work processes.
• Shows weaknesses in large, non-divisible tasks.
• Requires cross-functional team competencies.

Advantages of Kanban

1. Easy Integration

Kanban can be easily implemented in various work environments. Instead of complex software solutions, you can simply use a whiteboard, cards, and name tags. With minimal effort, you can integrate Kanban into your team or operation.

The flexibility to use Kanban in various areas such as doctor's offices, schools, or factories is a significant advantage. Especially in situations where multiple tasks need to be completed simultaneously, Kanban offers an excellent solution.

2. Continuous Improvement of Work Processes

Another advantage of the Kanban system is the opportunity for continuous improvement. By regularly observing tasks and workflow, you can identify bottlenecks and determine which tasks take up the most time.

Once you know the weaknesses in your workflow, you can actively work on eliminating them or better planning them. This keeps your team up to date with time management and allows for better setting of priorities.

3. Increased Transparency

With Kanban, you always have a clear overview of the current state of tasks. Whether visible digitally or in the office, the Kanban board shows each team member what tasks have been completed, which are in progress, and which are pending.

This transparency promotes both responsibility and collaboration within the team. This way, you can offer timely support and avoid leaving many tasks unfinished.

Disadvantages of Kanban

1. Divisibility of Tasks

A central drawback of Kanban is the requirement that tasks must be divided into multiple steps. If you are working with large, complex tasks that cannot be segmented into smaller subtasks, Kanban quickly loses its usefulness.

In such cases, it may be more sensible to choose a different approach or at least apply additional methods to keep track of the tasks.

2. Cross-Functional Competencies

Implementing the Kanban system algorithmically requires a certain level of cross-functional competencies within the team. In environments where team members are highly specialized in their field and cannot flexibly respond to different task areas, Kanban may offer little support.

For example, if marketing and IT team members only work in their respective areas and there is no overlap, the effectiveness of Kanban is greatly limited.

3. Lack of Time Planning

Another disadvantage is the need to keep an eye on time planning. If tasks are not correctly estimated and team members' time management skills are lacking, bottlenecks and delays can occur.

To avoid issues with deadlines, it is essential to make realistic estimates of the required time and regularly evaluate progress.

Summary

The Kanban system offers numerous advantages, including easy integration, promotion of transparency, and continuous improvement of work processes. Nevertheless, it is important to keep in mind the associated challenges such as the need for task divisibility, special skills within the team, and careful time planning. Overall, Kanban can be an extremely effective solution for well-coordinated teams.