Kanban in Agile (2025): How to Improve Flow & Efficiency

Agile teams across industries are striving to deliver faster results with minimal waste. One of the most effective ways to achieve this balance is through Kanban in Agile. This approach helps teams visualize their work, track progress, and identify bottlenecks without disrupting existing workflows.

As digital transformation accelerates in 2025, more organizations are adopting flexible systems that drive measurable efficiency. According to Atlassian’s 2024 State of Agile Report, over 65% of Agile teams now use some form of Kanban methodology to streamline delivery.  Alongside Scrum, Kanban is one of the most widely practiced Agile frameworks. Read our Scrum Framework Guide to see how Scrum compares. This blog explores what Kanban is, how it works, and why it continues to reshape Agile practices today.

What is Kanban?

Kanban is a visual workflow management system that helps teams deliver continuously while improving efficiency. The word “Kanban” is Japanese for “visual signal” or “card.” In simple terms, a Kanban board displays work items as cards that move across columns representing stages of progress, such as To-Do, In Progress, and Done.

Unlike rigid frameworks, Kanban is highly adaptable. Teams can use it for software delivery, marketing, or even personal productivity. The main goal is to limit work in progress (WIP), reduce multitasking, and improve flow. In Kanban in Agile, teams use it to enhance transparency, reduce delays, and maintain a steady pace of delivery.

Learn how Kanban fits within the broader Top 7 Agile Frameworks

Kanban Origins from Lean Manufacturing

The origins of Kanban date back to Toyota in the 1940s when Taiichi Ohno introduced it as part of Lean Manufacturing. Toyota used Kanban cards to signal demand on the production line, ensuring that parts were produced only when needed. This helped reduce overproduction and inventory waste.

In the early 2000s, software development teams began adopting the Kanban methodology to handle dynamic workflows. Unlike manufacturing, software projects face constant changes, shifting priorities, and evolving customer requirements. Kanban provided a flexible solution by enabling teams to visualize workflows and adapt quickly without formal iterations.

Today, Kanban is one of the most widely used Agile practices across industries. Reports show that more than 58% of Fortune 500 companies have implemented some form of Kanban (Source: Gartner 2024). This proves that the roots of Kanban in Lean Manufacturing still hold strong relevance in digital project delivery.

If you want to dive deeper into Lean principles, check our Lean in Agile blog

Kanban Principles

Before applying Kanban, teams need to understand its core principles. These principles guide how the system should be introduced and adapted:

• Start with what you do now: Teams do not need to overhaul existing processes. They can overlay Kanban on current workflows.
• Agree to pursue incremental change: Kanban avoids sudden changes. Teams adopt minor improvements over time.
• Respect current roles and responsibilities: Kanban does not require new roles. It works with what already exists.
• Encourage leadership at all levels: Everyone is responsible for improving flow, not just managers.

These principles ensure that Kanban methodology is both flexible and sustainable.

Kanban Practices

While principles set the foundation, practices help teams implement Kanban effectively:

• Visualize the workflow: Map tasks on a Kanban board to make work visible and easier to track.
• Limit work in progress (WIP): Control the number of tasks in progress to avoid bottlenecks.
• Manage flow: Track how work moves from start to finish to identify delays.
• Make process policies explicit: Define clear rules for moving tasks between stages.
• Implement feedback loops: Hold regular reviews and retrospectives to refine the system. Scrum teams also use feedback loops extensively. See our Scrum Framework Explained blog for comparison.
• Improve collaboratively, evolve experimentally: Use data-driven insights to make decisions rather than assumptions.

Together, these practices help teams maintain balance, ensure predictability, and adapt to evolving demands.

How Kanban Boards Work (with WIP Limits)

A Kanban board is the heart of the Kanban system. It is a simple but powerful tool that helps teams visualize work. A typical board has three columns: To-Do, In Progress, and Done. However, many teams customize it to include stages such as Review, Testing, and Deployment.

The key element of a board is the Work In Progress (WIP) limit. This restricts the number of tasks allowed in a column. For example, if the WIP limit for “In Progress” is three, the team cannot start a fourth task until one of the existing tasks is completed.

WIP limits prevent multitasking, reduce overload, and keep the team focused. According to a 2024 report by Kanban University, teams that enforce WIP limits improve delivery times by up to 37%. This makes Kanban not just a visual tool but a performance driver.

Curious how Kanban differs from backlog-driven frameworks? Explore Feature Driven Development (FDD).

In practice, teams may use physical boards with sticky notes or digital platforms like Jira, Trello, and Notion. Digital boards are particularly popular in 2025 since they allow for automation, real-time updates, and distributed team collaboration. Regardless of the format, the focus remains the same: visualize work, limit WIP, and improve flow.

Benefits & Challenges

Benefits of Kanban

• Improved transparency: Work is always visible on the Kanban board, reducing confusion.
• Flexibility: Teams adapt workflows without fixed iterations.
• Reduced cycle times: WIP limits keep delivery times predictable.
• High scalability: Works for individuals, teams, and entire organizations.
• Data-driven insights: Metrics like lead time and throughput help in decision-making.

Challenges of Kanban

• Overreliance on boards: Without discipline, boards may become outdated.
• Resistance to WIP limits: Teams may initially struggle to restrict tasks.
• No defined roles: Some teams struggle without the structured roles seen in Scrum. This is where Scrum has an advantage with well-defined accountabilities. See Scrum vs Kanban comparison
• Requires cultural buy-in: Success depends on everyone’s participation, not just leaders.

These challenges highlight why careful adoption and training are key to long-term success.

Kanban Tools & Templates in 2025

The rise of remote and hybrid teams has fueled demand for advanced Kanban tools. Some of the leading platforms in 2025 include:

• Jira: Widely used by software teams with strong reporting features.
• Trello: Simple and intuitive with drag-and-drop functionality.
• Notion: Growing fast due to flexibility in creating customized boards.
• Asana: Combines Kanban with project tracking and team communication.

Templates are equally important. Popular options in 2025 include:

• Project Delivery Template: Tracks tasks from planning to release.
• Bug Tracking Template: Organizes defects for faster resolution.
• Marketing Campaign Template: Helps non-tech teams visualize workflows.

These tools and templates make it easier to apply Kanban in Agile without designing systems from scratch.

Kanban vs Scrum

Both Kanban and Scrum fall under Agile, but they differ in structure and focus.

This comparison shows that Kanban vs Scrum is not about one being better but about choosing based on team needs.

Explore Scrum in depth in our Scrum Framework Explained

Key Takeaways

• Kanban in Agile improves flow and efficiency by making work visible.
• WIP limits reduce multitasking and improve delivery by up to 37%.
• The Kanban methodology has roots in Lean Manufacturing but thrives in modern Agile environments.
• Tools like Jira, Trello, and Notion make adoption easy in 2025.
• Choosing between Kanban vs Scrum depends on team culture and goals.

Conclusion

Kanban remains one of the most practical ways to improve Agile delivery in 2025. Its flexibility, focus on flow, and ability to adapt make it relevant for modern teams. Whether you are new to Agile or scaling at the enterprise level, applying the principles of Kanban can help reduce waste and maximize efficiency.

FAQs

1. What is a Kanban board in Agile?

A Kanban board is a visual tool used to manage workflows. It displays tasks as cards moving across columns.

2. How is Kanban different from Scrum?

The main difference lies in structure. Kanban vs Scrum highlights that Kanban is continuous while Scrum uses sprints.

3. What are WIP limits in Kanban?

WIP limits restrict the number of tasks in progress. This prevents overload and keeps delivery consistent.

4. Is Kanban only for software development?

No, the Kanban methodology can be used in marketing, HR, design, and even personal productivity.

5. Which Kanban tools are best in 2025?

Jira, Trello, Notion, and Asana are among the top-rated tools, each offering templates for quick adoption.

Reference:

https://www.atlassian.com/agile/project-management/kanban-principles