Frequently Asked Questions (FAQ)
As a coach, I hear many of the same questions from people starting with visual planning. Here are answers to some of the most common ones.
1. Is a physical or digital board better?
Neither is inherently better; they just serve different needs. A physical board is great for its visibility and the tactile satisfaction of moving cards. It’s excellent for solo work or a co-located team. A digital board is superior for its portability, searchability, and ease of collaboration with remote team members. My advice: start with the tool that has the least friction for you. If you have a whiteboard, start there. If you live in your browser, start with a free digital tool. The best tool is the one you use consistently.
2. How many tasks should I have ‘In Progress’ at once?
As few as possible. For most people, the ideal limit is one or two. The entire purpose of this constraint is to force you to finish what you start and to reduce the mental tax of context switching. If you find yourself consistently working on three, four, or more tasks simultaneously, you are likely just creating a new, more organized to-do list, not a true Kanban flow. Start with a strict limit of two. If you find that too restrictive (e.g., you have one task compiling while you can work on another), you can raise it to three, but be very cautious. The magic is in the limit.
3. What if a task is too big for one card?
If a task feels too big or vague, it’s a sign that it’s a project, not a task. You need to break it down. A card that says “Plan vacation” is a project. It should be broken down into smaller, actionable cards like “Research flights to Italy,” “Book hotel in Rome,” “Create daily itinerary,” and “Apply for travel visa.” A good rule of thumb is that any single card should represent a task that can be completed in one work session, ideally from 30 minutes to a few hours. This makes progress feel faster and avoids procrastination.
4. How is this different from a simple to-do list?
A to-do list is a static list of things to do. A Kanban board is a dynamic system for getting things done. There are three key differences. First, the Kanban board visualizes the entire workflow, not just the list of tasks. You can see what’s planned, what’s in progress, and what’s completed. Second, it enforces a limit on your work-in-progress, which a to-do list does not. This is the crucial element that promotes focus and completion. Third, it provides a structure for continuous improvement through the weekly review, helping you optimize your process over time.
5. Can I use this for team projects?
Absolutely. Kanban originated as a team-based system. A shared Kanban board is one of the most effective tools for team project management. It provides transparency, as everyone can see the status of every task. It improves communication, as the board becomes the single source of truth. It also helps in balancing the workload, as you can see if one team member is overloaded while another has capacity. Digital tools are especially powerful for team collaboration.
