Kanban software: What to consider when choosing your

o help you choose the kanban software that best fits your company’s needs, we detail what should be taken into account when evaluating market options.

The kanban board is one of the most used task management tools today. It is based on the principles of agile management and visual management, two methodologies that assist in managing the tasks of teams that have a very intense workload. Given its importance, nowadays there is a vast kanban software market to choose from and start doing this management with the help of technology.

But first: it is very important that you know the concept of kanban. Therefore, if you still have any questions on the topic, we recommend that you read our post Project management tools: use the Kanban methodology before proceeding.

To begin, let’s review the basic principles of kanban.

Taking up some basic kanban principles

The kanban board is a tool designed to facilitate the management of projects and processes in teams that develop products at an accelerated pace, in a market surrounded by competitiveness and emergency.

It appeared in 1953, at Toyota, as a system to balance production and stock. At that time, it worked physically (with paper cards and boxes as columns).

However, following the trends of the technological market, today most companies use it electronically, through software.

Regardless of how it is represented, we must remember that the kanban system:

  • It speeds up the management of task statuses, since changing this status only depends on moving the column on which the card is.
  • It provides independenceto the team that uses it, since everyone can follow the progress of the deliveries, move the cards through the columns and check the progress of the projects with just a quick view.
  • It allows the monitoring of the number of tasksthat the team needs to deliver and compare with what has already been delivered, allowing the manager to take actions in cases of delay or lack of productivity.
  • It is based on visual management, following the current trend of using images, videos and colors to transmit information. Therefore, one of its main advantages is being easy to view.

Bearing in mind these main characteristics, let’s go to the list of aspects that must be observed when choosing a kanban software:

What to take into account when choosing the best kanban software?


Number of people who will use the kanban software

When you pre-select some kanban software you may encounter the following scenarios:

  • Product that segments plans according to the number of people who will use the software.
  • Product that simply does not support the simultaneous use of the same kanban by several people.

So it is very important that you ask yourself the following question: how many people will use kanban?

After that you need to keep that number in mind to hire the ideal tool for your team.

Number of simultaneous projects that will be managed in the kanban software

Another very common scenario: teams that manage one more project at the same time and, for that, use a different kanban for each project.

That is why it is important to check if the kanban software you choose will manage more than one kanban, according to the needs of the team.

Column customization

The kanban, in its basic structure, has three columns: “do”, “doing” and “done”. However, some teams have the need to add other columns, depending on the area of ​​expertise, such as: “approval” ” Sprint ” or “pending”. Therefore, the kanban software of your choice must adapt to this demand and allow the creation of customized columns.

Productivity management

Kanban can also serve as a productivity indicator! This is because each card must be linked to a person, so it is possible to track deliveries in real time and at the end of a project it is possible to balance which team member had the best performance related to productivity.

Delivery date assignment for each card

It is very important that your kanban software allows you to assign delivery dates on the cards, this allows team members to have control over delivery times and to be notified of delays and pending issues.

SaaS or On-Premises?

Weigh what is best for your company: a SaaS system (Software as a Service), or an On-Premises (software as a product).

In a SaaS, your team will be able to access the entire kanban through the browser, as if it were a common website, which has some advantages: it facilitates remote access, does not require much of the machine and more flexibility for everyone involved.

In the On-Premises software, your team will have to install the system on the computer to be able to access it, which ends up demanding a lot from the machine and making simultaneous participation difficult.

To learn more read our text on The Benefits of Cloud Project Management !

Artia, our SaaS kanban software, has these and many other features, in addition to having a simple and intuitive interface for managing cards and columns, as we can see below:

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