Your First Analogue Kanban Board
A kanban board is a wall with three columns: To Do, Doing and Done. Put each piece of work on a sticky note and move it across as it progresses. All you need is a marker and some sticky notes.
Think of it as a guide to visualising your work: once the work is on the wall, the arguments about it get shorter.
What you need:
A whiteboard, flip-chart or clear wall space
Sticky notes (any colour; different colours work too) /. alternatively you can customise and use these Kanban Cards.
A marker / Sharpie
(Optional) Painter’s tape or washi tape to outline columns
1. Draw Three Simple Columns
Use your marker (or tape) to divide your surface into three vertical sections:
| To Do | Doing | Done |
Label each at the top / alternatively use the headers provided in this Kanban Cards deck.
Tip: Tape makes tidy lines and helps you stay within the board’s “swimlane.” A swimlane is the horizontal lane a Kanban board uses to separate different types of work.
2. Add Your First Cards
Grab a sticky note / or a Kanban card.
Write one task per note (e.g. “Buy groceries”), add minimal details as needed.
Stick it under To Do.
Repeat for “Clean kitchen” and “Call plumber.”
3. Move Cards as You Work
Doing: Only 2 notes here at once (your WIP limit).
When you start “Buy groceries,” move that note to Doing.
When it’s done, move it to Done, and celebrate that visible win.
4. A Weekend To-Do Example
Move “Buy groceries” → Doing → Done.
Then pick “Clean kitchen,” and repeat.
You’ll see the flow, To Do to Doing to Done, in just three sticky-note moves.
5. When You’re Ready for More
Once you’ve got the hang of three columns, you can add:
Blocked (for stuck items)
Review (for feedback loops)
Altitude view (group cards under big themes or projects)
Add them only when you need them. Keep it simple first.
Kanban board questions
What if I end up with five notes in Doing?
Reset your WIP limit. Move extras back to To Do or finish one before adding another.
How often should I update the board?
Immediately. Move a note as soon as its status changes. A daily glance is all you need to keep momentum.
Can I use index cards or paper scraps?
Yes. Anything you can write on and stick or move will work. The goal is visual flow, not the medium.
What about the altitude?
At a leadership level think strategy, at an operational level think tasks. Keep the card title to 5 to 7 words (focus). In a sentence, summarise the why, add the name of the lead (accountable), a start date and a deadline.
6. Keep going
Ready? Clear a wall, grab your sticky notes, and make your first To Do card now, then watch your progress come to life.
When you are ready to go digital, see the Microsoft Teams Planner kanban guide. To decide which items deserve a card at all, try the Topic Triage Matrix or a Lean Coffee.
A Personal Kanban Board
How things flow on a Kanban board
Need to set up a Digital Kanban Board, see this guide.