{"id":5484,"date":"2023-05-11T09:00:21","date_gmt":"2023-05-11T07:00:21","guid":{"rendered":"https:\/\/getnave.com\/blog\/?p=5484"},"modified":"2023-05-11T14:15:08","modified_gmt":"2023-05-11T12:15:08","slug":"set-up-kanban-system","status":"publish","type":"post","link":"https:\/\/getnave.com\/blog\/set-up-kanban-system\/","title":{"rendered":"How to Set up a Kanban System to Begin Tracking Metrics Effectively (Step-by-Step Guide)"},"content":{"rendered":"
<\/div>\n

Today, we’ll explore a structured approach to setting up a Kanban system. It follows five simple, essential steps that, together, ensure you get the most out of your data.<\/p>\n

As you\u2019re working through these steps, keep in mind this isn\u2019t a sequential approach \u2013 it\u2019s iterative. As you go through the steps, you\u2019ll naturally collect more information.<\/p>\n

When that happens, I encourage you to revisit the previous steps. Ask yourself, \u201cDoes anything need to change? Is there anything you\u2019ve uncovered that better informs those previous steps?\u201d That iterative process will make your foundation stronger and ensure clarity and consistency from start to finish.<\/p>\n

Let’s dive into this process and learn how to set up a Kanban system to track metrics effectively.<\/p>\n

The 5-Step Process to Setting Up a Kanban System<\/h2>\n

Before we dive into the specifics, one final note: this process should be applied on a team level. Outcomes will differ from team to team, so apply the same steps for each team you manage.<\/p>\n

With that in mind, let\u2019s go through the steps in more detail.<\/p>\n

#1 Understand Your Motivation for Change<\/h3>\n

The first step to setting up a Kanban system is understanding your motivation for change. What isn\u2019t<\/em> working right now? What\u2019s causing stress or friction? What\u2019s slowing you down?<\/p>\n

In running through these questions, you\u2019ll be able to quickly identify impediments. We\u2019ll return to these findings later with an eye on eliminating them \u2013 or, at the very least, reducing them to a level that no longer hinders your performance. Ultimately, your Kanban system should be set up to help your teams improve the flow of work.<\/p>\n

This step is critical, so be sure and give it the time and focus it deserves. By understanding your motivation for change, you\u2019ll reveal the why<\/em> behind your improvement efforts. Whenever your motivation wanes, return to that why<\/em> to help keep yourself accountable and your improvement process going.<\/p>\n

#2 Map Your Knowledge Discovery Process<\/h3>\n

With your why<\/em> in place, the next step is to model your workflow as a knowledge discovery process<\/a>. To do this, you\u2019ll need to visualize it on a Kanban board and map the activities your work is moving through.<\/p>\n

As you dive in, keep your focus on results \u2013 specifically, to identify the steps your team follows to deliver those results. Those activities become columns on your board.<\/p>\n

It\u2019s important to remember that your columns don\u2019t represent handoffs, disciplines, team members, departments, or software environments. They represent your activities. Activities are about collaboration \u2013 how people naturally self-organize together and, as a result, get the work done.<\/p>\n

Depending on your background and Kanban experience, this may feel a bit awkward \u2013 traditionally, organizations look at workflows as a series of handoffs between teams or individuals. That\u2019s the reason why work usually moves back and forth on the board<\/a> (which, you guessed it, is a bad practice!)<\/p>\n

Your Kanban board should visualize how work progresses through the stages of gaining more knowledge as you shift concepts into tangible deliverables.<\/p>\n

This step, ultimately, sets the basis for your Kanban system \u2013 one that will continuously improve over time.<\/p>\n

#3 Define Your Commitment Point<\/h3>\n

Now that you have a foundation in place, clarifying your commitment point is essential \u2013 how do you define the beginning of your workflow?<\/p>\n

The goal of step three is to determine the point in time when you confirm you\u2019re ready to initiate your work and commit to delivering it.<\/p>\n

Remember that a commitment point is not the point when a customer request arrives. It is the moment when you and your team have gathered enough knowledge about the work to confidently say you\u2019re ready to get started.<\/p>\n

Think of a commitment point as the line between your \u201cto-do\u201d column and your first work-in-progress column. When the work moves from \u201cto-do\u201d and crosses the commitment point, your work is no longer considered optional, it is now \u201cofficially\u201d committed.<\/p>\n

\"Define<\/a><\/p>\n

While this may sound redundant, defining your commitment point brings immediate transparency, clarity, and alignment across all team members. Here, you\u2019re creating greater predictability around the work and ensuring teams know exactly what they need to work on next. Visually, you\u2019re moving from Discovery to Delivery.<\/p>\n

<\/div>\n

#4 Classify Your Work Items by Type and Class of Service<\/h3>\n

By this point, your Kanban system should be taking shape \u2013 and in this fourth step, we\u2019ll focus on how you organize the work that will move through it.<\/p>\n

Here, it\u2019s important to classify your tickets by type and urgency.<\/p>\n

As you\u2019re going through this classification, be sure you\u2019re thinking about the nature of the requests your team handles \u2013 the bugs, features, improvements, user stories, production issues, and maintenance requests, just to name a few.<\/p>\n

Furthermore, classes of service<\/a> define the urgency that comes with these requests.<\/p>\n