Glossary of Kanban Project Management Terms
Complete list of Kanban terms, definitions, and concepts for teams implementing Kanban methodology
Glossary of Kanban Project Management Terms
This comprehensive glossary covers all the key terms and concepts you’ll encounter when learning and implementing Kanban methodology. Use this as a reference guide to understand Kanban terminology.
A
Agile
A project management approach that emphasizes flexibility, collaboration, and continuous improvement. Kanban is one of several Agile methodologies.
Aging
The amount of time a work item has spent in a particular column or stage. Aging helps identify bottlenecks and work that may be stuck.
Automation
Rules and triggers that automatically move cards or send notifications based on certain conditions or events.
B
Backlog
A collection of work items that are waiting to be started. In Kanban, the backlog contains items that have been identified but not yet pulled into active work.
Blocker
An obstacle that prevents a work item from progressing through the workflow. Blockers are typically marked on cards and need to be resolved before work can continue.
Board
The visual representation of your workflow, typically consisting of columns and cards. Can be physical (whiteboard) or digital (software).
Bottleneck
A stage in the workflow where work accumulates because the stage cannot process work as fast as it receives it. WIP limits help identify bottlenecks.
Burndown Chart
A chart that shows how much work remains over time. While more common in Scrum, some Kanban teams use burndown charts to track progress.
C
Cadence
The regular rhythm or frequency of events in your Kanban system, such as how often you hold retrospectives or release work.
Capacity
The amount of work a team or individual can handle within a given time period. Used to set appropriate WIP limits.
Card
A visual representation of a work item on a Kanban board. Cards contain information about the work, such as title, description, assignee, and due date.
Change Management
The process of implementing and managing changes to your Kanban system. Kanban emphasizes evolutionary change over revolutionary change.
Classes of Service
Different categories of work that have different handling rules based on their priority or business value. Examples include expedite, fixed delivery date, standard, and intangible.
Commitment Point
The point in your workflow where work is considered “committed” and will be completed. This is typically when work moves from the backlog to active work.
Continuous Improvement
The ongoing effort to improve your process, products, and services. A core principle of Kanban.
Cycle Time
The time it takes for a work item to move from the commitment point to completion. A key metric in Kanban.
D
Definition of Done (DoD)
The criteria that must be met for a work item to be considered complete. Each column or stage may have its own definition of done.
Definition of Ready (DoR)
The criteria that must be met for a work item to be ready to start work. Ensures work is well-defined before it enters the workflow.
Delivery Rate
The number of work items completed per time period (e.g., per week or per month). Also called throughput.
Done Column
The final column on a Kanban board where completed work items are placed. Typically has no WIP limit.
E
Efficiency
A measure of how well your process converts inputs to outputs. Kanban helps improve efficiency by reducing waste and improving flow.
Epic
A large work item that can be broken down into smaller stories or tasks. Epics are typically tracked separately from regular work items.
Expedite Lane
A special swimlane or column for urgent work that needs to bypass normal workflow rules. Used sparingly to avoid disrupting normal flow.
F
Feedback Loop
A mechanism for gathering information about your process and using it to make improvements. Kanban uses multiple feedback loops.
Flow
The smooth movement of work through your system. Good flow means work moves steadily without getting stuck or creating bottlenecks.
Flow Efficiency
A metric that measures the percentage of time work is actively being worked on versus waiting. Higher flow efficiency indicates better process.
G
Gantt Chart
A project management chart that shows project tasks and their timelines. While not typically used in Kanban, some teams combine Kanban with Gantt charts for planning.
H
Handoff
The transfer of work from one person or team to another. Kanban helps minimize handoffs and their associated delays.
Historical Data
Information about past performance that can be used to make predictions and improvements. Kanban tools often provide historical metrics.
I
Improvement Kata
A structured approach to continuous improvement that involves setting goals, understanding current conditions, and making small experiments.
In Progress
Work that is currently being actively worked on. In Progress items are subject to WIP limits.
Inventory
The amount of work in your system at any given time. Kanban helps manage inventory to prevent overproduction.
J
Just-In-Time (JIT)
A production strategy that produces items only when they are needed. Kanban originated from JIT principles in manufacturing.
K
Kaizen
A Japanese term meaning “continuous improvement.” A core principle of Kanban and lean methodologies.
Kanban
A visual project management method that helps teams work more efficiently by making work visible and limiting work in progress.
Kanban Board
A visual tool that represents your workflow using columns and cards. The primary tool for implementing Kanban.
Kanban Cadence
The regular meetings and events that support your Kanban system, such as daily standups, retrospectives, and service delivery reviews.
Kanban Method
The complete set of principles and practices for implementing Kanban, developed by David J. Anderson.
L
Lead Time
The total time from when work is requested until it is delivered. Includes both waiting time and active work time.
Lean
A methodology focused on eliminating waste and improving efficiency. Kanban is based on lean principles.
Little’s Law
A mathematical relationship between cycle time, WIP, and throughput: WIP = Throughput × Cycle Time.
M
Metrics
Quantifiable measures used to track and improve performance. Common Kanban metrics include cycle time, lead time, and throughput.
Muda
A Japanese term for waste. One of the three types of waste in lean methodology (along with mura and muri).
Mura
A Japanese term for unevenness or variation in work flow. One of the three types of waste in lean methodology.
Muri
A Japanese term for overburden or unreasonable demands. One of the three types of waste in lean methodology.
N
Non-Value-Added Work
Work that doesn’t directly contribute to delivering value to the customer. Kanban helps identify and reduce non-value-added work.
O
One-Piece Flow
A lean principle where work moves through the system one piece at a time, reducing batch sizes and improving flow.
Overproduction
Producing more work than is needed or before it is needed. WIP limits help prevent overproduction.
P
Pareto Chart
A chart that shows the frequency of different types of problems or issues. Useful for identifying the most common bottlenecks.
Personal Kanban
The application of Kanban principles to individual productivity and personal work management.
Policies
The rules and guidelines that govern how work moves through your Kanban system. Policies should be explicit and visible.
Pull System
A system where work is pulled into the next stage only when there is capacity, rather than being pushed through. A core principle of Kanban.
Push System
A system where work is pushed through the system regardless of capacity. Traditional project management often uses push systems.
Q
Queue
A collection of work items waiting to be processed. Kanban helps manage queue sizes to prevent bottlenecks.
Queue Time
The time work items spend waiting in a queue before being processed. Part of lead time.
R
Replenishment
The process of adding new work items to the backlog or pulling work into active stages. Should be done regularly to maintain flow.
Retrospective
A regular meeting where the team reflects on their process and identifies improvements. A key feedback loop in Kanban.
Risk Management
The process of identifying, assessing, and managing risks in your workflow. Kanban helps manage risk through visualization and WIP limits.
S
Service Delivery Review
A regular meeting focused on reviewing delivery performance and identifying improvements to the delivery process.
Service Level Agreement (SLA)
A commitment between a service provider and customer about the level of service to be provided. Kanban helps teams meet SLAs.
Service Level Expectation (SLE)
The expected time for work to be completed, often expressed as a percentage (e.g., 85% of work completed within 5 days).
Swimlanes
Horizontal rows on a Kanban board used to organize work by categories such as priority, work type, or team member.
System
The complete workflow and process that your Kanban board represents. Includes people, processes, and tools.
T
Throughput
The number of work items completed per time period. A key metric for measuring team performance.
Timebox
A fixed time period for completing work. While Kanban doesn’t use timeboxes like Scrum, some teams use them for planning.
Touch Time
The actual time spent actively working on a task. Part of cycle time.
Triage
The process of quickly assessing and prioritizing incoming work items. Important for managing workflow and maintaining flow.
U
Upstream Kanban
Kanban systems that manage work before it reaches the main workflow, such as idea management or portfolio management.
Utilization
The percentage of time resources are actively working. While important, Kanban focuses on flow rather than utilization.
V
Value Stream
The complete sequence of activities required to deliver value to a customer. Kanban helps visualize and improve value streams.
Value Stream Mapping
A technique for visualizing and analyzing the flow of work through a system to identify waste and improvement opportunities.
Velocity
The rate at which work is completed. While more commonly used in Scrum, some Kanban teams track velocity.
Visualization
Making work and workflow visible through the use of Kanban boards and other visual tools. A core practice of Kanban.
W
Waiting Time
The time work items spend waiting to be processed. Part of lead time and cycle time.
Waste
Any activity that doesn’t add value to the customer. Kanban helps identify and eliminate waste.
Work In Progress (WIP)
Work that has been started but not yet completed. WIP limits help manage the amount of work in progress.
Work Item
A single piece of work represented by a card on the Kanban board. Can be a task, story, bug, or any other type of work.
Workflow
The sequence of stages that work moves through from start to finish. Represented by columns on a Kanban board.
Workflow Policies
The rules that govern how work moves through each stage of the workflow. Should be explicit and visible.
X
X-Matrix
A tool for aligning goals, measures, and actions in continuous improvement efforts. Sometimes used in advanced Kanban implementations.
Y
Yield
The percentage of work items that are completed successfully without defects or rework. A quality metric in Kanban.
Z
Zero Defects
A quality management approach that aims to prevent defects rather than detecting and fixing them. Aligns with Kanban’s focus on quality.
Common Acronyms
CFD
Cumulative Flow Diagram - A chart that shows the amount of work in each stage over time.
DoD
Definition of Done - The criteria that must be met for work to be considered complete.
DoR
Definition of Ready - The criteria that must be met for work to be ready to start.
JIT
Just-In-Time - A production strategy that produces items only when needed.
SLA
Service Level Agreement - A commitment about the level of service to be provided.
SLE
Service Level Expectation - The expected time for work to be completed.
WIP
Work In Progress - Work that has been started but not yet completed.
Conclusion
This glossary covers the essential terms and concepts you’ll encounter when learning and implementing Kanban. As you become more familiar with Kanban, you may encounter additional terms specific to your industry or organization.
Remember that Kanban terminology is meant to be practical and accessible. Don’t get overwhelmed by the terminology - focus on understanding the core concepts and principles that make Kanban effective.
For more detailed explanations of these concepts, refer to the other guides in this Kanban series, particularly the core concepts guides on What Is Kanban? and Kanban Principles.
Ready to put your Kanban knowledge into practice? Check out our Kanban Templates and Examples to get started quickly.