Kanban Tutorial: A Fun & Effective Productivity Tool that can Change your Life

Kanban Tutorial: A Fun & Effective Productivity Tool that can Change your Life


I’m going to show you guys a productivity tool that you can use in your home or in your office that’ll hopefully change your life Hey guys, my name is Ed Tchoi. Thank you for joining me today If you’re new to this channel, please consider subscribing. In this channel I talk about everything to do with the office and today we’re going to be talking about the Kanban board and how that can be used both for your home and office productivity Here’s what a Kanban board looks like but before I get into what the board does let me give you a bit of background. In the early 1940s Toyota was under a lot of pressure to produce Just-in-time vehicles. They’re going up against the mass production style in the US and the Japanese style was just in time and in order to catch up they had to be super super efficient and that’s where the Kanban system came about Now as things morphed there are different applications today There’s a lot of applications for these type of Kanban boards in something called scrum, which is used a lot with software development I’ve kind of taken that model and adapted it to my own life both on my business life and my personal life and I hope you guys enjoy it. Now, this is what the board looks like It’s divided into three different grids. And for the grids I can use either colored masking tape in this case I use colored masking tape, but if you have any washi tape you can make it a little bit fancier and use washi tape to mark out these gridlines over here. Now very easy to set up What you want to do is create three different columns The first column is your to do the second one is in progress and the third one is completed. Now how do you go about filling this table, This Kanban board? Well, first off think about an activity that you need to do So if you’re a regular on my channel, you’ll know that every Thursday I come up with videos. In order to do my videos I need a lot of ideas What I do in my Kanban board is I have a section under my to do for all the different videos I come up with. As the videos are in progress…so actually, let me move one of these things back here So today we’re doing Kanban and this was among the ideas that I had. Now that I know I’m working on my Kanban video I’ll take my Kanban post-it where I wrote down the original idea and put it in my “In Progress” section now once I finish editing the video and everything is completed, it goes into this section over here, which is my completed section So it’s a just a great way to visualize a project that goes from your to-do and in-progress and completed It’s super super satisfying to see their progress. Now, this is a very simple way of using a Kanban board You could add a little bit more complexity to these Kanban boards for example if you’re working on a group or a team project and everybody had different roles at the beginning of that project you can identify people’s roles by their colors. The individuals can also be say departments So the people or the departments can be color-coordinated. For example, let’s say you’re ready to launch a new product So in that case if you’re launching a new product There’s probably a lot of moving parts and you have deadlines that you need to meet So here’s how this would work out if I’m launching a new product Before we actually go about launching it I would get everybody in the room and we discuss what things that we need to address For that week or for that month In order for us to obtain our goal once we identify all the different steps that we need to take to obtain the goal then we would divvy up the tasks between the individuals or the teams that have to address those tasks Now once those tasks are in play they go into this in progress section and if you’ve got some deadlines you can also put some post-it flags on here to mark off areas that require a little bit more urgency or areas, where people are stuck and once that task is completed, then you’re gonna move that from your in progress finally to their completed and that’s how you can track your project. It’s just a such a simple way And I know there’s a lot of software tools out there that do similar things But it’s not quite the same because I feel that when you have something physically tangible on a board it gives a little bit more a sense of a reality and it’s a lot more tangible and you can see the progress this type of system doesn’t rely on me having to open up my computer open up the software project management tool. This is in my face every time I walk into say my war room and also I feel puts a lot of accountability on the people because they see their tasks and they can see their fellow teammates kind of moving tasks along so if they’re feeling a little bit behind then they might be a little bit more apt to calling out for help and it’s also a great way for project managers to see the progress of their project on a board now. How does this type of project management tool apply to your home? It’s really easy actually. Let’s say we’re going on a big family journey and there’s a lot of things that need to be done both in the house and in terms of packing, logistics, booking hotels. There’s so many moving parts really when you go away on vacation. In that case you may want to identify some tasks that your kids need to do your wife or your husband needs to do different tasks around the house that everybody perhaps needs to do collectively So to organize your lodging you can maybe color coordinate to that one color Another one could be household tasks that need to be completed before you leave the house The other ones you can actually assign your children different colors and your children can be responsible for their own tasks. And as their tasks are being completed you can actually get them to move their tasks from the to-do column so the in progress are completed. This way instead of nagging your children and telling them you remember to do this or like always asking them if they’re doing the tasks that they need to be doing as a parent or as a project manager in this case you can actually physically see when your child has actually picked up the to do tasks and is actually working on it And if you see the tasks sitting there in the in progress for an extended amount of time you can then maybe ask your child or your team member what the holdup is and how you can help alleviate it. So Kanban boards where I find they work very well is in short term projects. So one tip for the Kanban board, if you can try to be as specific with your task as possible and collectively as a team or as a family you may want to have what we call a daily standup So a daily stand-up doesn’t have to happen every day but maybe once a week depending on the length of your project You can stand up with your team or in a case when you’re organizing a family trip with your family members and just go over your campaign board and see how everybody’s progressing This would be the time where if there’s somebody stuck in a task in there in progress section to raise her hand and ask for help So just a great way to empower your teammate great, way for project managers to observe the progress of their projects and an overall simple and easy-to-use tool that doesn’t cost a lot of money and is a lot of fun to use. So there you go, give it a try Let me know what you think. Leave a comment down below I’d love to hear from you in terms of what other project management tools you use and if you’ve ever used a Kanban board before and of course if you like this video and you found it useful give me a big thumbs up down below Also remember to subscribe because your support is much appreciated and I look forward to seeing guys next time!

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