Getting organised

Method: Kan Ban board

I am hosting an ‘Introduction to Permaculture’ workshop at my home in a few months. So I best get cracking to set up everything we need.  

Rather than write (and rewrite) a list, I am using a method called: Kan Ban or a visual task management board.

I made mine on a big sheet of paper (or use a whiteboard) with sticky notes that I can move from ‘to do’ to the next sections ‘doing’ and then ‘done’.

I like the physical feeling of moving the notes. It’s part of the design of Kan Ban to motivate you and help you feel like you are accomplishing something.

You can also do this method digitally on many of the ‘planner’ apps or use a whiteboard app like Miro. That’s handy if it’s a team effort or you are collaborating on a project.

Here is what mine looks like after a ‘brain dump’ listing out all the tasks I could remember I need to do — each of these ideas went onto a sticky note.  I find putting a ‘scope’ or ‘why am I doing this?’ note at the top helps to keep other ‘to do’ ideas from drifting into your board.

What is Kan ban?

A visual signal (or ‘sign board’) created under the ‘Toyota system’ (by Taiichi Ohno 1963) and now used in the LEAN /AGILE approaches to projects or operations.  

Visual work flow management is the context being applied in my example for kan ban (the flow of the tasks from ‘idea’ to ‘done’). The method can also be used for inventory control e.g. cards placed in a shelf/ storage box for when to trigger re-ordering.

The value of Kan Ban

• Visual reminders of tasks – easily communicate what needs to be done and where a task is at.
• Really good for team collaboration projects.  
• You can see progress easily which is motivating.
• You can capture improvements ideas as well.
• You can trust that a team will self organise and see the task through (or the task card is moved back onto the ‘to do’ section) — this trust helps with project or operational management and job satisfaction.

Here is an example of how to use the method on a farm to track produce (as inventory).

What to remember when using Kan Ban?

• Limit work-in-progress,  — for example I only have 3 tasks to focus on (as circled on 4 cards in the photo of my board) – I only move up to 3 tasks into the ‘doing’ section at a time— remember multi-tasking is a myth, really you are just switching your attention and too much of that exhausts your brain. 
• If you get blocked on a task, stop and talk it through with yourself or the team. If still blocked, confirm if it is still critical to do? Remove from the board if it isn’t. If it is critical to do, put the task card back into the ‘to do’ section (for attention later or to be picked up by another team member).  
• Break it down — one action per note is a good way to start. I have combined mine into a bigger action (what I want to work on) with task steps.  That can get messy so I recommend for you to keep it simple to one task per note.
• Continuous improvement – As ideas come up (and they will), you add a side section ‘ideas’ — only if they are important to act on e.g. after a few days of thinking about them or talking with your team, do you create tasks to action the idea and put those notes into the ‘to do’ list. This approach gives everyone a voice on the team for ideas to be generated.  Other projects or better ways to do things might arise if you listen to ideas.
• I put in date details if the task is time constrained (i.e. there is a deadline) 
• You can use symbols or colours for the notes to indicate different qualities about the tasks to the team. I put the note with the really critical task (other things flow them that task being done) at the top of the ‘doing’. I suggest that you confirm everyone understands and uses the same coding legend. 
• If using sticky notes, peel them from the side (not pulling up from the bottom to the glue side) so they don’t curl!

How to get started with Kan Ban

Consider using the Kan Ban methods and see if it helps you accomplish your permaculture project. My advice is to start simple – use 3 columns (with sections labelled ‘to do’, ‘doing’ (or ‘now’), ‘done’). Think and talk about how the work is being done. Have fun with it.

Writing this article has been excellent procrastination so now that I am looking organised I best get started on those tasks!