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How To Run A Daily Kanban Meeting

Conduct a daily Kanban meeting by focusing on what tasks have been completed, what are in progress, and what’s next, with an update on any obstacles, to ensure seamless team communication, progress tracking, and problem-solving.

A Daily Kanban Meeting, also known as a Daily Stand-Up Meeting, is an essential part of the Kanban methodology, typically used in agile project management and software development. This meeting functions as a short daily meeting, usually 15 minutes long, where teams synchronize their work and plan for the day. Team members discuss what they accomplished the previous day, what they plan to complete that day, and identify any obstacles or issues. It promotes transparency, collaboration, and daily progress. The name “stand-up” came from the practice of team members standing during the meeting to encourage brevity. Usually, these meetings occur in front of Kanban boards, making visualizing work and workflow more manageable.

What is the purpose of a Daily Kanban Meeting?

The purpose of running a daily Kanban meeting as a leader is to ensure effective communication and coordination among team members. This meeting allows leaders to gain insights into the progress of tasks, identify any bottlenecks, and facilitate problem-solving and decision-making. It helps maintain focus, improve productivity, and promote teamwork within the organization.

How To Run A Daily Kanban Meeting: Step-By-Step

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Step 1: Preparation

Prior to the daily Kanban meeting, all team members should be prepared with updates on their respective tasks. This involves sharing details about their previous day’s achievements, current day’s task plan, and any challenges or blockers they’re encountering that might impede progress.

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Step 2: Convening the Meeting

The meeting should be held consistently, same time and place daily, to establish structure and familiarity which will enhance the efficiency. Critical to success is the necessary involvement of all relevant parties, encompassing team members and leadership, to promote holistic contribution and effective communication.

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Step 3: Review of the Kanban Board

The team initiates the meeting by surveying the Kanban board collectively. The board’s tasks, distributed from left (beginning) to right (completion), are scrutinized. The discussion revolves around the progress made, the challenges encountered with each task, and the work that still needs to be achieved. This process fosters transparency and collaboration, enabling the team to address issues and continuously improve.

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Step 4: Individual Updates

In each meeting, individual team members are expected to share a brief, comprehensive update on their current progress and future action plans. It’s essential they identify and disclose any obstacles or ‘blockers’ that could potentially hinder the smooth progression of their tasks.

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Step 5: Identifying Blockers

The team collectively identifies and categorizes various blockers that demand immediate attention in order to progress with their tasks. These could range from issues related to resource allocation, such as lack of manpower or equipment, to dependencies on other tasks that are yet to be completed. They recognize these obstacles collectively, as resolution often requires group-wide cooperation and understanding. This shared identification and resolution process helps streamline workflows and improve overall team productivity.

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Step 6: Solution Discussion

Any challenges or blockers that are identified during the meetup will be openly discussed. This fosters a transparent environment in which the team can collaboratively strategize and brainstorm to come up with innovative and effective solutions. The aim is to resolve these issues and maintain progress towards our business goals.

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Step 7: Action Items

In this process, each team member steps forward, consciously taking on new tasks for the day, owning their role in the project. Problem areas or ‘blockers’ are clearly recognized and attributed to specific team members for resolution. Defined steps are then set in place for these issues to be effectively removed, ensuring smooth progress and promoting collaboration and productivity within the team.

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Step 8: Recap and Closing

The Scrum Master or Kanban meeting leader concludes the session by summarizing all the commitments and actions planned for the day. This reinforces clarity about everyone’s assigned tasks and responsibilities. The leader then ensures that questions are answered and ambiguities are cleared before formally bringing the meeting to a close.

Questions to ask as the leader of the meeting

1. What progress has been made since the last meeting? – This question helps the leader track the team’s overall progress and ensures that tasks are being completed in a timely manner.

2. Are there any impediments blocking progress? – This question allows the leader to identify any obstacles or challenges that are hindering the team’s progress, making it possible to address and resolve them promptly.

3. Are there any additional resources or support needed? – By asking this question, the leader can determine if the team requires any additional tools, materials, or support to effectively complete their tasks.

4. Is the team on track to meet the project goals or deadlines? – This question helps the leader gauge whether the team is on schedule or if any adjustments need to be made to ensure successful project completion.

5. Are there any tasks at risk of falling behind schedule? – This question helps the leader identify any potential bottlenecks or tasks that need immediate attention to prevent delays.

6. Are there any task dependencies that need to be addressed? – This question prompts the team to discuss any tasks that rely on other tasks for completion, ensuring that dependencies are clearly understood, and potential conflicts are flagged.

7. Is there any feedback or lessons learned from completed tasks? – By asking this question, the leader encourages the team to share insights or improvements that can be applied to future tasks, promoting continuous learning and growth.

8. Are there any updates or changes to priorities? – This question allows the leader to assess and modify task priorities based on shifting project needs or new information.

9. Are there any new tasks or requests that need to be added to the backlog? – By asking this question, the leader ensures that any new tasks or urgent requests are captured and properly prioritized.

10. Does anyone need assistance or support with specific tasks? – This question enables the leader to provide assistance, guidance, or resources where needed and ensures that each team member feels supported in their work.

Learn how to prepare a Daily Kanban Meeting

As a leader, preparing a daily Kanban meeting agenda involves reviewing the progress of each team member’s tasks, discussing any roadblocks or challenges they are facing, and determining the next steps. It is crucial to prioritize tasks, set realistic goals, and ensure clear communication within the team. By providing support and guidance, a leader can facilitate effective collaboration and ensure the success of the daily Kanban meeting.

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Software tools to facilitate a Daily Kanban Meeting

Software can greatly assist leaders in efficiently running daily Kanban meetings. With the help of software, leaders can easily track progress, assign tasks, set deadlines, and monitor team performance. Additionally, software provides real-time updates, allows for easy communication and collaboration among team members, and generates reports for analysis and decision-making. Ultimately, software enables leaders to streamline the Kanban process, improve productivity, and ensure the successful completion of projects.

Conclusion

Running a daily Kanban meeting efficiently can significantly improve team productivity and project management. Once you master the simple steps of setting the agenda, visualizing workflow, limiting work in progress, and continuously improving based on the meetings’ outcomes, you will definitely notice an uptake in your team’s efficiency and effectiveness. It’s a fundamental part of agile project management that leverages real-time communication and transparency, ensuring that everyone is on the same page and heading in the same direction. So put these techniques into action, embrace the collaboration, and let the productivity of your team soar high.

FAQs

What is the purpose of a Daily Kanban Meeting?

The purpose of a Daily Kanban Meeting is to manage work by balancing demands with available capacity, and improve by identifying, analyzing and resolving work problems.

Who should attend the Daily Kanban Meeting?

It is important for all team members who work on the project to attend the Daily Kanban Meeting. This typically includes finance, development, operations, and any other relevant departments.

How long should a Daily Kanban Meeting last?

A Daily Kanban Meeting should be short and focused, typically lasting between 10 to 15 minutes. The purpose is to update the team and identify any issues or bottlenecks in the system.

What structure does a Daily Kanban Meeting follow?

The Daily Kanban Meeting usually includes what each person accomplished the previous day, what they plan to do today, and any obstacles or issues that are in their way. This format helps the team stay on track and address any potential issues early.

Why is visualization important in a Daily Kanban Meeting?

Visualization helps in understanding and managing the workflow better. It ensures transparency into the process and helps to quickly identify any bottlenecks or hurdles that could potentially slow down or halt the workflow.