How to organise projects with a Kanban board

A Kanban board makes work visible and easy to manage. Here is how to set one up.

1. Create your columns. Start with To Do, Doing and Done.
2. Add a card for each task. Keep cards small and specific.
3. Limit work in progress. Avoid starting too many tasks at once.
4. Move cards as you go. Drag tasks across the board as they progress.
5. Review regularly. Clear finished cards and reprioritise what is next.

What a Kanban board is

Kanban is a simple, visual way to manage work: cards (tasks) move across columns (stages) from left to right as they progress. The classic setup is three columns — To Do, In Progress and Done — but you can add stages like Backlog or Review to fit your workflow. Seeing everything at a glance is what makes it click.

Set up your board

1. Create columns for each stage of your workflow.
2. Add a card for every task, with a clear, action-based title.
3. Order the To Do column by priority — most important at the top.
4. Move each card right as work progresses, and add owners and due dates.
5. Keep the board current — a board that reflects reality is the whole point.

Make it work in practice

Two habits keep Kanban effective: limit how many cards are “In Progress” at once so you finish things rather than juggle them, and review the board regularly to spot bottlenecks (columns that pile up). Trello is the classic Kanban tool and the easiest to start with; Notion, ClickUp and Asana all offer board views too.

FAQ

What is the best app for a Kanban board?

Trello is the simplest and most visual; Notion, ClickUp and Asana also offer board views. See our productivity apps guide.

How many columns should a Kanban board have?

Start with three — To Do, In Progress, Done — and add stages like Backlog or Review only if your workflow genuinely needs them.