{"id":160840,"date":"2017-06-27T10:41:01","date_gmt":"2017-06-27T08:41:01","guid":{"rendered":"https:\/\/zenkit.com\/blog\/how-to-be-productive-a-guide-to-personal-kanban\/"},"modified":"2025-10-10T11:37:39","modified_gmt":"2025-10-10T09:37:39","slug":"how-to-be-productive-a-guide-to-personal-kanban","status":"publish","type":"post","link":"https:\/\/zenkit.com\/ru\/blog\/how-to-be-productive-a-guide-to-personal-kanban\/","title":{"rendered":"How to Be Productive: A Guide to Personal Kanban"},"content":{"rendered":"

\"<\/p>\n

Kanban is well known in the world of project management and, thanks to the proliferation of Kanban-centered tools<\/a> on the market (ahem, like Zenkit<\/a>), it\u2019s filtering into the world of personal productivity too.<\/p>\n

As it\u2019s gained popularity, it\u2019s deviated somewhat from the strict rules that Taiichi Ohno, the inventor of Kanban, implemented at Toyota in the late 1940s. In this article, we\u2019ll explore how Kanban came about, how it\u2019s evolved to suit the modern workplace, and how you can tweak it to make it work for you.<\/p>\n

\n

Traditional Kanban vs. Personal Kanban<\/strong><\/h2>\n

Traditional Kanban was invented purely as a way to manage inventory levels and control the rate of production in factories. Before Kanban was invented, factories relied on a \u201cpush\u201d system, where demand was forecast and scheduled in advance. The trouble with that is that often demand is almost impossible to forecast accurately, and companies would waste resources and potentially lose sales.<\/p>\n

Kanban to the rescue! Traditional Kanban is a lean scheduling and delivery method, most often used in car manufacturing. It\u2019s based on a \u201cpull\u201d system, whereby actual <\/em>demand for a product creates a \u201cpull\u201d through the supply chain. Producers could therefore act faster to match demand and manage their stock better.<\/p>\n

\"gif<\/figure>\n

Now, that may all sound pretty abstract, maybe even boring, and definitely<\/em> not at all related to the work you do yourself (unless you manufacture cars).<\/p>\n

But if you think about it, we are all producing something with our work, whether it be creating content, analyzing figures, writing lesson plans, or filming a movie. We each have a process to follow and an end goal or result to reach.<\/p>\n

\n

\"women
We\u2019re not robots. Keeping up with work is hard\u00a0work!<\/figcaption><\/figure><\/figure>\n

Personal Kanban is inspired by the Kanban system but isn\u2019t quite the same thing (thank goodness). Personal Kanban is simply a system you can use to manage your to-do\u2019s. What it takes from traditional Kanban is the \u201ccard\u201d, \u201cbin\u201d, and \u201cboard\u201d concept.<\/p>\n

\n

How Personal Kanban\u00a0Works<\/strong><\/h2>\n

Personal Kanban hasn\u2019t been around that long. The concept was developed by productivity experts Jim Benson<\/a> and Tonianne DeMaria Barry<\/a> in their book Personal Kanban: Mapping Work | Navigating Life<\/em><\/a>, published in 2011.<\/p>\n

There are two core principles in personal Kanban:<\/p>\n

    \n
  1. Visualize your work<\/strong><\/li>\n
  2. Limit \u201cWork in Progress\u201d<\/strong><\/li>\n<\/ol>\n

    Visualize your\u00a0work<\/h3>\n

    According to the authors,<\/p>\n

    \u201cVisualizing work allows us to transform our conceptual and threatening workload into an actionable, context-sensitive flow. (We see what we are doing.)\u201d<\/p><\/blockquote>\n

    All that means is that you should be able to look at your workload at any time and see at a glance what needs to be done next. There should be other visual cues that help you determine the priority of tasks and deadlines, and it should be easy to re-organize, edit, or add to. Visualizing work in this way helps you to tackle tasks in a focused way, and easily track your progress over time.<\/p>\n

    Limit your work in\u00a0progress<\/h3>\n

    \u201cLimiting our work-in-progress helps us complete what we start and understand the value of our choices. (We cannot do more work than we can handle\u200a\u2014\u200achoose work wisely!)\u201d<\/p><\/blockquote>\n

    This is one area that really makes Kanban stand out among other personal task management<\/a> systems. A work-in-progress limit is just a limit on the number of tasks that you can be working on in a set amount of time. You define your own WIP limit. By limiting work in progress in this way, you avoid the pitfalls of multitasking. Kanban helps you to manage your workflow by forcing you to prioritize and focus on only a small number of tasks at a time. This ensures that your highest priority tasks are completed before you start on anything else.<\/p>\n

    \n

    Setting Up Your Kanban Board<\/strong><\/h2>\n

    So now that we know why<\/em> personal Kanban works, it\u2019s time to dig into the how<\/em>.<\/p>\n

    Setting up a Kanban board is easy. You can use anything from a wall covered in post-it notes, to a personal Kanban board in Excel, to an app or software with a Kanban board feature (you\u2019ll never guess which app we recommend!). Here\u2019s how you can get it working in Zenkit:<\/p>\n

      \n
    1. Create a new collection and open the Kanban view. Create three lists or columns called \u201cTo-Do\u201d, \u201cDoing\u201d, and \u201cDone\u201d.<\/li>\n
    2. Create an item for each task on your To-Do list, and add any extra visual aids you might need. Labels to show priority are a good example.<\/li>\n
    3. Set an arbitrary number as your WIP limit, let\u2019s say 5 tasks (you can always adjust as you get used to the system). When you start working on a task, move it along to the \u201cDoing\u201d list. Make sure that you never go over the number of items you set in your WIP limit.<\/li>\n
    4. When a task is complete, drag it over to the \u201cDone\u201d list, and move another task from \u201cTo-Do\u201d into \u201cDoing\u201d. Congratulations, you\u2019re now a personal Kanban expert!<\/li>\n<\/ol>\n
      \n

      \"moving
      Your very own personal Kanban board online & free!<\/figcaption><\/figure><\/figure>\n

      You may have noticed that you didn\u2019t actually have to do anything for step 1. That\u2019s because we so thoroughly believe in personal Kanban that it\u2019s set as a default in Zenkit!<\/p>\n

      \n

      Personal Kanban Review: Why it Works<\/strong><\/h2>\n

      The \u2018To-Do\u2019 list helps you see how much you have on your plate, and is a great place to put down those thoughts niggling at the back of your mind. It helps you assess whether or not you need more time or manpower for a project, or whether you should start saying \u2018no\u2019 a little more often.<\/p>\n

      The \u2018Doing\u2019 list is the focus of the Kanban board. It should never contain too many items because it\u2019ll ruin the whole system if you start overloading yourself with tasks. Ideally, it\u2019ll contain one main task, and then one or two smaller tasks that can be done alongside that main task or are complements to it. If you start adding too many tasks to \u2018Doing\u2019, you\u2019re likely being quite unrealistic about how much work you can manage, and falling into the multitasking trap. As I mentioned earlier, keeping a limit on \u2018Doing\u2019 tasks forces you to focus.<\/p>\n

      The \u2018Done\u2019 column barely needs explanation. Moving an item over to \u2018Done\u2019 is a fantastically satisfying feeling. Plus, seeing a collection of tasks you\u2019ve completed keeps you motivated to keep going.<\/p>\n\n\n\n\n \n

      \n

      Making Personal Kanban Work for You<\/strong><\/h2>\n

      So now you have the basics down, it\u2019s time to start customizing. After all, rarely does one-size-fits-all truly fit all!<\/p>\n

      \n
      \"dog
      Don\u2019t squeeze yourself into a system that doesn\u2019t work for\u00a0you!<\/figcaption><\/figure>\n<\/figcaption><\/figure>\n

      Because the rules of personal Kanban are so simple\u200a\u2014\u200akeep your eyes on your workload, and don\u2019t do too much at once\u200a\u2014\u200ait\u2019s really easy to change it up to suit your work style or situation. Here are a few adaptions you could make to your personal Kanban:<\/p>\n

      Different WIP Limits<\/strong><\/h3>\n

      Not all tasks take an equal amount of time, so setting a WIP limit on the number<\/em> of tasks is pretty arbitrary. A more effective way to set a WIP limit is to limit the amount of time<\/em> you spend on tasks. In Zenkit, you can use a number field containing the estimated time to complete a task, and the aggregation badge at the top of the list to show the total number of hours in the items in a particular list.<\/p>\n

      \"how<\/figure>\n

      Add More Lists<\/strong><\/h3>\n

      Especially when working in a team, the stages a task goes through might be different or more granular. Adding a \u2018To Verify\u2019 list in a development collection would be helpful for checking that a bug fix works before loading it onto a live version. A \u2018To Edit\u2019 or \u2018On Hold\u2019 list would be helpful when the projects revolve around writing or blogging<\/a>.<\/p>\n

      Make it a Matrix<\/strong><\/h3>\n

      Personal Kanban swimlanes can be used i<\/span>n Zenkit to view lists and rows to set up a matrix. You could set up your own Eisenhower matrix, sorting your tasks by Importance on one axis and urgency on another. If you work in a team<\/a>, you could sort progress by team member so you have a solid overview of each team member\u2019s work and can see if someone is struggling.<\/p>\n

      Mix and Match<\/strong><\/h3>\n

      It\u2019s also super easy to match with other productivity systems like the Pomodoro technique<\/a>, time blocking<\/a>, or GTD.<\/p>\n

      \n

      So there you have it! While personal Kanban sounds like a bunch of productivity jargon, it\u2019s actually a very simple and flexible system that can work for anyone, anywhere.<\/p>\n

      How do you stay productive? Leave us a comment or send an email with your own personal productivity system to hello@zenkit-production.local<\/a>. Just want to give us some feedback on how we\u2019re doing with the blog?<\/p>\n

      Cheers,<\/p>\n

      Siobhan and the Zenkit Team<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

      Kanban is well known in the world of project management and, thanks to the proliferation of Kanban-centered tools on the market (ahem, like Zenkit), it\u2019s filtering into the world of personal productivity too. As it\u2019s gained popularity, it\u2019s deviated somewhat from the strict rules that Taiichi Ohno, the inventor of Kanban, implemented at Toyota in […]<\/p>\n","protected":false},"author":5,"featured_media":87882,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"yasr_overall_rating":0,"yasr_post_is_review":"","yasr_auto_insert_disabled":"","yasr_review_type":"","sub_heading":"Learn how you can use personal Kanban system to take control of your work","time_to_read":7,"zenkit_blog_star_rating_disabled":false,"zenkit_blog_ad_has_sticky_bottom_bar":true,"zenkit_blog_ad_sticky_bottom_bar_text":"Take control of your personal tasks with a Zenkit Kanban board!","zenkit_blog_ad_sticky_bottom_bar_link_text":"Create my free account","zenkit_blog_ad_sticky_bottom_bar_link_url":"https:\/\/app.zenkit.com\/register","zenkit_blog_ad_sticky_bottom_bar_custom_class":"","zenkit_blog_ad_has_sticky_top_bar":false,"zenkit_blog_ad_sticky_top_bar_text":"","zenkit_blog_ad_sticky_top_bar_link_text":"","zenkit_blog_ad_sticky_top_bar_link_url":"","zenkit_blog_ad_has_modal_popup":false,"zenkit_blog_ad_modal_popup_image":0,"zenkit_blog_ad_modal_popup_heading":"","zenkit_blog_ad_modal_popup_subheading":"","zenkit_blog_ad_modal_popup_link_text":"","zenkit_blog_ad_modal_popup_link_url":"","zenkit_blog_ad_modal_popup_close_text":"","zenkit_blog_ad_has_slidein":false,"zenkit_blog_ad_slidein_heading":"","zenkit_blog_ad_slidein_link_text":"","zenkit_blog_ad_slidein_link_url":"","zenkit_blog_ad_has_google_banner":false,"zenkit_blog_ad_google_banner_heading":"","zenkit_blog_ad_google_banner_subheading":"","zenkit_blog_ad_google_banner_button_text":"","zenkit_blog_ad_google_banner_button_link":"","zenkit_blog_ad_deactivate_global_ad":false,"super_override_sticky_bottom":false,"toc__deactivate":false,"toc__show_carets":false,"toc__expand_all":false,"zenkit_blog_override_update":"","de_activate_sitebar_cta_on_this_post":false,"zenkit_blog_sidebar_cta":"","super_override_sidebar_cta":false,"de_activate_end_cta_on_this_post":false,"zenkit_end_cta_type":"","zenkit_blog_exit_cta_type":"","footnotes":""},"categories":[16661,16665],"tags":[21,62,65],"class_list":["post-160840","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-how-to","category-productivity","tag-how-tos","tag-kanban","tag-productivity"],"yoast_head":"\nHow to Be Productive: A Guide to Personal Kanban | Zenkit<\/title>\n<meta name=\"description\" content=\"Use Zenkit to create your own personal Kanban! 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