Execution: A Day and Week with Your Kanban Board
A system is only as good as its execution. Here is a walkthrough of how to use a kanban board on a daily and weekly basis to create a smooth, productive rhythm. This is where your visual planning turns into tangible results.
The Daily Flow
Your day should start at your Kanban board. This replaces the morning panic of checking emails and trying to figure out what’s most important. This quick, two-minute ritual sets the tone for a focused day.
First, look at your “In Progress” column. Is there anything there from yesterday? If so, that is your first priority. Your goal is to finish what you started. If it’s empty, you get to make a choice. Scan your “To Do” column. Based on your energy levels and your schedule for the day, pull one card into “In Progress.” Just one. This is your commitment. It’s the most important task you will complete next.
Now, get to work on that single task. Because you’re not trying to juggle multiple priorities, you can give it your full attention. This is the essence of avoiding harmful context switching. Once you complete the task, you get the reward. Physically or digitally move the card from “In Progress” to the “Done” column. Take a moment to acknowledge the accomplishment. This small win builds momentum.
Then, repeat the process. Look at your schedule, check your energy, and pull the next card from “To Do” into “In Progress.” Your day becomes a steady rhythm of pulling, executing, and completing. This is far more effective than trying to follow a rigid, minute-by-minute schedule that falls apart after the first unexpected phone call.
The Weekly Rhythm
Your weekly process is about planning and reflection. Set aside 30 minutes at the end of your work week (like Friday afternoon) or before it begins (Sunday evening). This is your Weekly Review.
First, look at your “Done” column. Celebrate your wins. This is a visual record of everything you accomplished. It’s a powerful antidote to feeling unproductive. After you’ve acknowledged your work, archive the cards. On a physical board, you can take a picture before erasing it. On a digital board, you can move them to a “Done – Week of X” list.
Next, review any cards still in “To Do” or “In Progress.” Do they need to be carried over? Are they still relevant? This is your chance to adjust. Some tasks may no longer be necessary.
Finally, look at your “Backlog” column—that master list of everything you *could* do. Based on your goals and priorities for the upcoming week, pull a selection of cards from the “Backlog” into the “To Do” column. Don’t pull everything. Be realistic. You are curating a manageable list of tasks for the week ahead. This ensures you’re working on the most important things, not just the most recent or the loudest.
This weekly rhythm of clearing the board and reloading it keeps the system fresh and prevents it from becoming a cluttered task graveyard. It transforms your board from a static list into a dynamic project management tool.
