Kanban System

The Kanban system is not just a management methodology but a business philosophy that promotes agility, responsibility, and adaptability. Kanban is one of the most widely used Lean systems, literally meaning "visual card". It was introduced in the 1950s in the Toyota Just-in-Time system. Conceived by Taichi Ohno, inspired by the functioning of a supermarket, it uses a card system (Kanban) to manage production in response to demand. It is a way of managing flows through pull logic, based on visual control, replacing the need for communication. It is easy to implement, does not eliminate what was done previously but integrates it with the aim of changing the mindset and methods of inventory storage.

For product development, you can create a Kanban board, very similar to a Scrum board. However, unlike the Scrum board, it requires more time for organization, with a limited number of tasks that can be done simultaneously. The advantage is that it doesn't cause interruptions in production during its implementation, thanks to its timely nature, which prevents stock depletion.

Based on visual control, it is of fundamental importance to use a visual signaling device, such as a sign, for example, which aims to promptly identify stock depletion. Recently, digital versions, called e-kanban, are also gaining popularity, offering the advantage of reducing manual errors through the use of digitized cards.

Why Use the Kanban System

1. Waste reduction: it contributes to a more efficient use of resources by eliminating excess inventory, waiting times, overproduction, producing only what is required.
   
   
2. WIP and cycle time reduction: it regulates work in progress (WIP), limiting activities and reducing the average production cycle time, ensuring a more uniform, consistent, and predictable production flow. It helps avoid congestion or blockages in production processes. A principle that can be utilized to understand how workflow and cycle time influence the amount of work in progress is Little's Law, which emphasizes that WIP is proportional to the arrival rate, i.e., the average amount of work entering the system in a given period, multiplied by the average cycle time, i.e., the average duration needed to complete a single unit of work through the system. Solving these issues leads to more efficient production and lower costs.
   
   
3. Quality improvement: to minimize wait time and enhance process responsiveness, it is necessary to limit the number of items or tasks that accumulate in a queue or await processing in the production sequence. By keeping low amounts of work in progress, the chances of errors and defects are reduced, fostering a work environment where issues are detected and addressed promptly.
   
   
4. Visibility improvement: visual Kanban boards enable teams to have a clear overview of ongoing activities, facilitating the timely identification of obstacles or delays.
   
   
5. Operational flexibility: the flexible nature of Kanban allows businesses to adapt quickly to changes in customer needs or market conditions.
   
   
6. Continuous improvement: achieved through constant performance analysis and process optimization.

Implementation of Kanban

1. Understanding fundamental principles such as WIP, continuous flow, and the pull system.
   
   
2. Identifying the work system that can be improved.
   
   
3. Defining process stages: To clearly identify the workflow and phases involved in the production process, it is necessary to break down the process into various stages, with each representing a significant portion of the work.

4. Definition of individual process stages: identification of individual activities within each stage, meaning the identification of "tasks".

5. Creation of a Kanban board: allocate a column for each stage of the process, for example, "to do", "in progress", "completed". Through clear visualization of the workflow, it is possible to monitor progress in real-time.

6. Use of a card or post-it to represent tasks, including essential information such as description or deadlines.

7. Limiting Work in Progress: it's possible to restrict the number of tasks in the column corresponding to work in progress, managing only a few at a time.

8. Implementation of the pull system: ensure that work moves through the system in a pull manner, shifting when there is available space in the next column.

9. Conducting Kanban meetings to review the board together with the team and discuss the state of tasks for improvements and identification of blocking elements.

10. Training and engagement: it's essential for the team to have a clear understanding of Kanban's goals and principles to ensure proper adoption.

With improved visibility into the status of activities, the Kanban system provides significant benefits, including a smoother production flow, better work quality, and cost reduction through the elimination of waste.