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How To Run A Kanban Review Meeting

A Kanban Review Meeting should be run by presenting the Kanban board to all team members, discussing progress, identifying bottlenecks and potential solutions, and updating the board for future tasks.

A Kanban Review Meeting, also known as a Kanban replenishment meeting, is a regular team gathering focused on updating and managing the Kanban board. The team collectively reviews the status of tasks, identifies bottlenecks, prioritizes work based on business requirements, and decides what should move into the ‘To Do’ column from the backlog. It is a key component of the Kanban methodology as it ensures transparency, effective workflow management, and continuous improvement while fostering collaboration and communication in the team.

What is the purpose of a Kanban Review Meeting?

The purpose of running a Kanban review meeting as a leader is to assess the progress of ongoing projects, identify bottlenecks, and make necessary improvements. It helps in tracking the team’s efficiency, ensuring tasks are completed on time, and fostering continuous improvement within the organization.

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


Step 1: Preparation for the Meeting,

In this stage, it’s vital to update the Kanban board, ensuring all tasks reflect current statuses – either to-do, underway, or completed. Additionally, gather and prepare all pertinent data or analytics that may assist in the objective evaluation of the project’s progress, ensuring an accurate representation of work flow and project delivery timelines.

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Step 2: Review the Kanban Board,

During the review of the Kanban board, each project team member is obligated to examine the current status of all tasks meticulously. This in-depth review illuminates tasks that are complete, ongoing, or have yet to commence. It’s during this review that any blocks or issues suppressing progress can be identified, discussed and a course of resolution pinpointed. This active discussion aids in task prioritization and fosters team collaboration, ensuring smoother project execution and team synchronization.

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Step 3: Discuss Completed Tasks,

Post board review, the team deliberates over accomplished tasks, fostering a collective comprehension of achievements thus far. It also opens the floor for team members to spotlight any hurdles encountered during task execution, sharing learning experiences or asking for help to overcome continuing difficulties. This interactive dialogue sustains team cohesion, dynamism and promotes future task efficiency.


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Step 4: Discuss Current and Future Tasks,

In continuation, the conversation should primarily be centered around ongoing tasks and the ones yet to be initiated. This approach will provide clarity on the team’s subsequent activities. Importantly, anticipated challenges ought to be talked over, and backup plans should be devised to counteract potential hurdles. Team members should be encouraged to provide input on both, identifying potential issues and crafting suitable contingency plans, creating a more secure and collaborative work environment.

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Step 5: Review Key Metrics,

The assessment of key performance indicators and metrics related to the project’s advancement is crucial. It provides valuable insights into team performance and identifies areas that might need enhancement. This systematic evaluation helps ensure that project objectives align with execution, maximizes productivity and guides strategic decision-making process for future undertakings.

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Step 6: Generate Action Items,

Drawing from our meeting discussions, it’s crucial that we create tangible action steps for our team’s future progress. This might involve updating our Kanban board, fostering novel collaboration methods stimulated by evaluated metrics, or launching innovative projects. It’s necessary to turn these resolutions into real-world tasks to ensure effective team functioning.

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Step 7: Conclude the Meeting,

At the finale of the Kanban review meeting, the status of tasks, various performance metrics, and future steps should be clear to all. It’s crucial to ensure that team members comprehend their duties and necessary actions. Additionally, plan and set the date for the impending review meeting, promoting regular communication and cohesion within the team.

Questions to ask as the leader of the meeting

1. What was successfully completed since the last meeting? – This question helps assess the team’s progress and accomplishments, allowing the leader to acknowledge and celebrate the achievements.

2. What obstacles or challenges were encountered? – This question encourages team members to identify and discuss any issues they faced, enabling the leader to understand potential roadblocks and provide necessary support.

3. What is the current status of work in progress (WIP)? – This question provides visibility into the overall state of ongoing tasks, aiding the leader in understanding the team’s workload and ensuring work is balanced.

4. Are there any bottlenecks or areas where work is piling up? – This question helps identify areas where work might be getting stuck or delayed, allowing the leader to address constraints and optimize the workflow.

5. Are new concerns or risks identified? – This question prompts the team to consider potential risks or uncertainties, assisting the leader in mitigating potential issues and ensuring proactive risk management.

6. Have any new ideas or improvement suggestions arisen? – This question encourages team members to share innovative ideas or possible process improvements they may have thought of, fostering continuous improvement within the team.

7. Are there any changes or updates in customer requirements? – This question ensures that any changes in customer expectations or priorities are quickly communicated, helping the leader adjust the team’s focus accordingly.

8. Are there any dependencies or cross-team coordination needed? – This question helps identify any dependencies or collaborative efforts required between different teams, allowing the leader to facilitate effective coordination.

9. Is the team on track to meet the set goals and deadlines? – This question assesses the team’s progress towards the desired outcomes, enabling the leader to address any deviations from the plan and take necessary actions.

10. What lessons can be learned from the current cycle? – This question encourages reflection and knowledge sharing within the team, helping the leader promote a learning culture and avoid repeating past mistakes.

Learn how to prepare a Kanban Review Meeting

As a leader, preparing a Kanban review meeting agenda requires careful consideration. Start by setting clear objectives for the meeting and identifying the key metrics to review. Include time for team members to share updates and discuss any challenges or roadblocks they are facing. Finally, allocate time for brainstorming and problem-solving to ensure the team remains focused and productive.

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Software tools to facilitate a Kanban Review Meeting

Software plays a crucial role in assisting leaders to conduct a Kanban review meeting efficiently. With the help of software tools, leaders can easily visualize and track the progress of tasks, identify bottlenecks, allocate resources effectively, and make data-driven decisions. These tools enable real-time collaboration, facilitate communication, automate workflows, and provide valuable insights, ultimately streamlining the overall Kanban review process.


Running a Kanban review meeting is an essential process that ensures the smooth operation and success of your projects. The process may seem complicated initially. However, once it’s implemented, it can significantly increase the team’s productivity, foster better communication, keep everyone involved in the project aligned, and facilitate continuous improvement. The crucial elements such as setting a clear agenda, using a Kanban board effectively, promoting collaboration, and taking regular feedback make these meetings productive and beneficial for all. Don’t forget, the primary goal is not just to complete tasks but to extract value from them and boost your team’s performance. So get started, conduct Kanban review meetings consistently, and witness the positive transformation in your project outcomes.


What is a Kanban Review Meeting?

A Kanban Review Meeting, also known as a Kanban replenishment meeting, is a regular event where team members review their board, discuss the status of ongoing work, identify blockages and bottlenecks, and decide what work should be taken up next.

How often should a Kanban Review Meeting take place?

The frequency of a Kanban Review Meeting can vary depending on the team’s needs, but it generally happens on a regular basis, such as weekly or bi-weekly. Some teams may choose to hold these meetings more or less frequently.

Who should attend a Kanban Review Meeting?

Generally, all team members involved in the workflow are encouraged to attend a Kanban Review Meeting, including anyone who contributes to or is impacted by the work being discussed. This can include project managers, team leads, and individual contributors.

What is the typical format of a Kanban Review Meeting?

A typical Kanban Review Meeting consists of reviewing the current work on the board, discussing any blockages or issues, and deciding which items to move forward. The goal of the meeting is to ensure a smooth workflow and continuous progress.

What are the benefits of a Kanban Review Meeting?

A Kanban Review Meeting helps teams manage their workload effectively, identify and eliminate bottlenecks, prioritize tasks based on real-time needs, and foster collaboration and communication. It keeps everyone aware of the ongoing work and the challenges faced.