Kanban: A Lean

Approach to Digital
Innovation

Presented By:
• Yash Chaudhary
• Rohit M. Agale
• Nayan Sonawane
What is kanban

• Developed by Toyota in 1940s .“Kan”

means visual, and “Ban” means card.
• Is a visual project management system
which has originated from lean
manufacturing principles.
• Lean Manufacturing Principles:
• Eliminating waste
• maximizing efficiency
• Continuous improvement process
• Over time, Kanban effectiveness in
managing workflows and improving
efficiency led to its adaptation in various
industries .
 Visualize Work

Limit Work in Progress (WIP)

Principles
Manage Flow
of Kanban
Make Process Policies Explicit

Improve Collaboratively
 Lead Time

Cycle Time

Metrics of Throughput
Kanban
Work in Progress (WIP)

Queues
 Lead Time:

• The total amount of time it takes for a single work item or

task to pass through the system from the commitment
point to completion.
• Low lead time indicates high process efficiency; high lead
Lead Time time shows that your team has problems.

and Cycle Cycle Time:

Time • Refers to how much time is spent working to deliver a

task.
• This metric is measured from when your team starts
working on the task.
• Low cycle time means your team is working efficiently,
while high cycle time indicates your process is not as
perfect as it can be.
• Keeping your cycle times down keeps your lead times
down, and leads to high customer satisfaction.
 Analysis of Lead
Time and
Cycle Time
•Lead Time and Cycle Time:
• The average cycle and lead time, can
be measured with the use of
Cumulative Flow Diagram.
• It is one of the most advanced data
sources for your workflow.
• The CFD can show you the average
cycle time and lead time, as well as
the number of work in progress
items. This way, you can see how
stable your workflow is and where
you need to improve.
2. Throughput
• Throughput is the number of tasks finished
per time unit.
• For example, completed work items per day.
• Throughput can be named a team
productivity metric. It represents the
productivity level of your team in the past.
• The throughput is an important metric to
track because it shows you the impact of
your workflow on the total business
performance.
• It help us to make important business
decisions, such as to expand work capacity,
to speed up production.
• Throughput can be analyzed using
the Throughput Histogram to see the average
throughput per day or what percentage of all
days had a certain throughput. It will give you
a better understanding of your team’s
capacity.
3. Work in Progress
• Work in Progress plays a crucial
role in monitoring and analysing
your workflow’s capacity.
• It is important to track work items
that are in progress but not
finished yet. By doing so, not only
can you determine your team’s
capacity, but you can also improve
the value flow.
• Using an Aging Work in Progress
chart, we can analyze the sum of
all work items that are being
processed and how much time has
passed since they were started.
This way, you can spot tasks that
have been in progress for too long
and why.
4. Queues (Cost of Waiting)

• Queues appear in your workflow while tasks await further action.

• For example, a queue stage can be ”waiting for review”.
• Often queues accumulate a major part of tasks’ cycle time because work
items are interrelated, and they depend on different team members.
• This is why it is important to track queues and understand how they can
impact your overall performance.
• It is reasonable to limit the number of work items in queues and try to move
them as fast as possible.
• As shown in the chart of WIP, Queues can also be tracked and analysed
from the chart or Heat Map can also be used to track the Queues.
 Effective use of
Kanban in Projects
Step 1 Map The Existing Workflow

Step 2 Visualize The Work

Step 3 Concentrate On the Flow

Step 4 Limit WIP

Step 5 Manage And Measure

 Enhanced visibility into work processes

Improved task prioritization and focus

Advantages of Increased adaptability to changing requirements

Kanban:

Efficient resource utilization

Better collaboration and communication

How AI can improve
your KANBAN System

• AI has numerous advantages when it comes to

Kanban planning but only if properly implemented.
• We will explore how machine learning algorithms
help track task progress and identify bottlenecks
before they become an issue; discuss the potential
benefits that come with automation; lastly introduce
ways through which informed decision-making can
be improved based on data from completed tasks and
future risks.
1. Introducing AI to Kanban -
What is Kanban and how can
AI improve it
• Kanban is an approach to managing and improving
production processes that originated in Japan.
• The system is characterized by the use of cards or
visual signals to represent the flow of work in
progress.
• By using Kanban, teams can better manage their
resources and reduce waste. However, as
technology evolves, so do the ways in which we
manage our processes. Enter AI, or artificial
intelligence.
• we can further optimize our production processes
by making them more predictive and agile.
• For example, AI can analyze data on past
production cycles and predict future demand to help
us better allocate resources. It can also detect
potential bottlenecks in real-time, allowing us to
course-correct before problems arise.
• The possibilities are endless, and the potential
benefits to our bottom line cannot be ignored.
2. Adopting AI into your
Kanban workflow - How to
use AI to optimize your
process
• Incorporating artificial intelligence (AI) into
your Kanban workflow can optimize your
process, eliminating inefficiencies and
enhancing productivity.
• The use of AI tools enables the automation of
laborious tasks that would otherwise require a
considerable amount of manual effort. With
the ability to analyze data, predict trends, and
make informed decisions, AI contributes to
supporting continuous improvement,
delivering more accurate insights for
decision-makers.
• Integrating AI not only increases efficiency
but also helps to reduce human error by
offering invaluable assistance in decision-
making With the right approach of using AI,
Kanban teams can achieve a noticeable
overall improvement in their workflow.
3. Real-time insights with AI -
How to use data collected
from AI for better decision-
making
• As technology continues to advance, the use of
artificial intelligence (AI) in business is becoming
increasingly popular.
• One of the key benefits of AI is the ability to collect
vast amounts of data in real-time, providing
businesses with valuable insights that can be used
to make better-informed decisions.
• Utilizing the data collected from AI can lead to
significant improvements in areas such as customer
engagement, production efficiency, and cost
reduction.
• The process involves collecting and analyzing data
in real-time, identifying patterns and trends, and
converting that information into actionable
intelligence With the right tools and knowledge,
businesses can leverage the power of AI to
transform their decision-making processes, stay
ahead of the competition, and achieve their goals
more efficiently.
 4. Improved
customer service • With the help of AI, companies are now able to streamline their
through customer service processes like never before.
automation - • This has resulted in a significant improvement of customer
Streamlining satisfaction rates By automating certain tasks, such as answering
frequently asked questions and transferring calls to the correct
processes and department, businesses can allocate more time and resources
towards providing personalized service to customers who truly
improving need it.
customer • Additionally, AI can analyze data from previous interactions,
satisfaction with allowing companies to proactively address issues and anticipate
customers' needs. As more businesses adopt AI technology, it's
the help of AI clear that improved customer service is just the beginning of
what's possible.
5. Advanced analytics & forecasting -
Using AI for predictive planning,
forecasting and analytics

• The world of business is constantly evolving, and staying ahead

of the game requires innovation and adaptation.
• One area that has seen tremendous growth and potential is in the
field of advanced analytics and forecasting, specifically utilizing
artificial intelligence for predictive planning, forecasting, and
analytics. With the ability to process vast amounts of data in real-
time, AI-powered tools can make predictions and provide
insights that were previously impossible to attain.
• Whether it’s predicting market trends or forecasting demand for
a particular product, advanced analytics and forecasting tools
offer businesses the ability to make informed decisions with
confidence.
• As AI continues to evolve, the possibilities for its application in
the world of business are nearly endless, providing organizations
with a powerful competitive advantage.
 6. Tips for
• As Kanban planning becomes increasingly prevalent in
getting started project management, businesses are turning to artificial
with AI in intelligence to help streamline their processes. However,
implementing AI in the Kanban system can be daunting.
Kanban • The key to success is to start small and make incremental
planning - changes. Begin by identifying a few areas where AI can add
value, such as predicting demand, reducing lead time or
Strategies for a improving quality.
successful • Next, select a vendor who has experience with
incorporating AI in Kanban planning and who can provide
implementation tailored solutions to meet your business needs.
• It’s also essential to involve your team in the
implementation process and train them in the use of new
tools. With the right strategies and approach, incorporating
AI into Kanban planning can help businesses achieve their
goals and increase their competitiveness.
Conclusion:

• The processed-based management system of Kanban enables teams to

visualize the entire workflow thoroughly.
• It also helps improve communication and enhance overall productivity and
efficiency.
• Organizations can use Kanban to improve their teams’ efficiency, whether a
global giant or a small start-up. Whether manufacturing, fashion, technology
or even finance, Kanban is house full. Some of the world’s most renowned
names, such as Toyota, Pixar, Spotify, Zara, and Apple, have revolutionized
their workflow processes using Kanban.
Questions?
References:

• https://www.cprime.com/resources/blog/kanban-metrics-how-to-track-metrics-for-a-kanban-team/#
• https://businessmap.io/kanban-resources/kanban-analytics
• https://kanbanzone.com/2023/how-to-implement-kanban-for-collaborative-project-management-in-small-tea
ms/
• https://www.ejable.com/tech-corner/methodologies/kanban-a-project-management-approach/#Steps_To_Foll
ow
• https://digitalleadership.com/blog/kanban/
•https://projectmanagementacademy.net/resources/blog/4-important-kanban-principles-to-remember-whe
n-leading-an-agile-team/#:~:text=What%20are%20the%20Kanban%20Principles,on%20Flow%2C%20a
nd%20Continuous%20Improvement
.