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How to use Kanban boards in Project and Portfolio Management: best practices and examples

Projects piling up. Priorities shifting from one day to the next. Teams working at full capacity to push initiatives forward, but still struggling to hit deadlines… This is the reality for any professional focused on product and project portfolio management.

And in such a scenario, achieving real visibility into the status of work can feel like an almost impossible mission: problems are spotted too late, workloads become unbalanced, and decisions are made with far too much uncertainty.

This is where Kanban boards can make a real difference. In this guide, we’ll walk you through how to use a Kanban board in a multi-project management environment, the benefits they bring, and a series of examples and best practices to help you get the most out of them.

What is a Kanban board?

A Kanban board is a visual management tool that allows teams to track work items as they move through a defined process.

Kanban boards are made up of vertical columns, each representing a stage of the workflow (for example: To Do – In Progress – Done). Every task, project, or initiative is represented by a card, which moves from left to right across the kanban board depending on its current status.

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The term Kanban, which in Japanese means “visual signal” or “signboard,” originated in the late 1940s at Toyota as part of its new Lean production system.

By using visual cues to indicate when to produce or replenish parts, and thus control inventory levels on the production line, Toyota achieved:

Optimized production flow.
Reduced waste.
Improved responsiveness.

Over time, the Kanban concept evolved. In 2007, David J. Anderson formalized the Kanban Method, expanding its application to software development and project management.

Today, Kanban boards are used in virtually every industry, whether IT, Marketing, Construction, or Product Development. Regardless of the context, their purpose remains the same: visualize the work, limit work in progress, and minimize bottlenecks so teams can deliver faster.

Benefits of Kanban boards

Now that you understand the origins of Kanban boards and how they’ve evolved over time, let’s explore what they can really do for you. From shortening delivery times to eliminating bottlenecks, Kanban is far more than just a visual tool with columns and colorful cards—it’s one of the most valuable instruments in the project management toolkit.

Here are the main benefits of using a Kanban board:

Real-time visualization of the workflow: a Kanban board provides a shared, real-time view of what’s happening, whether in a single project or across the organization’s entire portfolio. It enables teams and stakeholders to instantly see what’s in progress, what’s been completed, and what’s coming next, without relying on endless status meetings or long email chains.
Early detection of bottlenecks and workload balancing: with Kanban boards, it’s easier to spot where work is piling up and allocate resources more effectively. For example, if one column has too many cards, it’s a clear signal that there’s a blockage requiring immediate attention.
Better team focus: setting WIP limits (work-in-progress limits) is one of the most effective Kanban techniques for ensuring teams finish what they’ve started before taking on new tasks. This is especially valuable in fast-changing environments, as it keeps teams focused on what truly matters—improving both delivery times and quality.
Boosts efficiency and drives continuous improvement: by tracking metrics such as cycle time (how long it takes to complete a task) or throughput (how much work is completed in a given period), a Kanban board helps identify inefficiencies and apply targeted improvements. Over time, this focus on continuous improvement results in more stable workflows, shorter delivery times, and stronger project outcomes.
Improved collaboration and stakeholder visibility: a Kanban board acts as a single source of truth, allowing stakeholders to check the status of initiatives at any time without requesting specific reports—building trust and streamlining communication.

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Key components of Kanban boards

We’ve already mentioned that a Kanban board is made up of a series of cards that move through columns representing the organization’s workflows. But there’s much more to it than that.

Below are all the components that an effective Kanban board should include. Understanding the role of each, ranging from the most basic to the more advanced, will help you design a board that truly drives impact.

1. Columns

Columns are the backbone of any Kanban board. They represent the stages of the workflow, arranged from left to right to reflect task progress.

The number of columns can vary depending on the level of complexity:

In its simplest form, you might only need three columns: To Do, In Progress, and Done.
In a more complex PPM (Project and Portfolio Management) environment, you may require additional stages such as Backlog, Pending Approval, or On Hold.

Regardless of how many columns you use, each should be clear, unambiguous, and directly relevant to your internal processes. The goal: anyone should be able to instantly see the status of any initiative and what remains to be done.

2. Cards

Cards visually represent each work item, whether tasks, deliverables, user stories, or even entire projects. They should include key details such as:

Title.
Description.
Owner.
Due date.
Status.

In a digital board or SaaS solution like Triskell, cards can also include:

Attachments.
Links.
Checklists.
Comments.

Once created, cards move across the board’s columns as work progresses.

3. Visual signals

Visual signals are elements that make the board readable at a glance. These include:

Color codes.
Tags.
Icons.
Avatars.

For example, you could use red labels for urgent tasks, green for low priority, or specific colors for different project types. Whatever your choice, these signals help teams quickly identify priorities, dependencies, or potential risks without having to review each card in detail.

4. WIP limits

WIP limits set a cap on how many items can be in the In Progress column at any given time, forcing teams to finish tasks before starting new ones.

In a multi-portfolio management context, WIP limits help prevent resource over-allocation and ensure priority projects receive the necessary focus. They also make bottlenecks more visible: if the WIP limit is reached, it’s a clear signal to resolve existing blockers before moving forward.

5. Commitment point

The commitment point is the moment when a work item officially enters the active flow of the Kanban board. Before this, it might sit in a Backlog or Ideas column.

Defining this point is critical because it:

Signals when resources can be allocated to complete the task.
Ensures alignment on priorities.
Prevents starting work that hasn’t been approved or isn’t ready for execution.

6. Delivery point

The delivery point is the stage at which a work item is considered complete. Depending on the context, this may be when a task is finished and ready for review, or when an initiative has been deployed to production or delivered to the client.

Clearly identifying the delivery point is essential for measuring lead time—the duration from the commitment point to completion—allowing you to improve delivery predictability and timeline accuracy.

7. Swimlanes

Swimlanes are horizontal lanes that divide the Kanban board into categories. They can be used to separate different teams, projects, types of work, or priority level, making it easier to manage multiple workflows in parallel without losing visibility or clarity.

For example, in a PPM environment, you might have one swimlane for strategic initiatives, another for operational projects, and a third for support or maintenance tasks.

8. Due dates

Due dates on Kanban boards serve as constant visual reminders of urgency, helping teams plan and prioritize more effectively.

Every card on the board should have an associated due date so that work stays aligned with deadlines, milestones, and critical business priorities.

9. Backlog and priority lanes

The backlog is the space where future tasks and initiatives are stored before they reach the commitment point.

To ensure that high-value items don’t get lost among the rest, you can use priority lanes that visually highlight critical tasks within the backlog or the active workflow, guaranteeing they receive the necessary attention.

10. Blocking indicators

Finally, we have blocking indicators. These are typically displayed as labels, symbols, or brightly colored borders, and are used to highlight cards that are stuck and unable to move forward due to dependency, missing information, or another obstacle.

They are designed to immediately draw attention, enabling early problem resolution and preventing workflow disruptions.

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How to create a Kanban board

Whether you’re using sticky notes on a whiteboard or a PPM solution like Triskell Software to manage your organization’s project portfolios, building an effective Kanban board requires following a series of steps. The goal is always the same: visualize the work, optimize the flow, and bring clarity to priorities.

Step 1: Map your workflow

Before designing the board, you need a deep understanding of your processes, so the board reflects the reality of your organization, not an idealized version. Ask yourself:

Through which stages does a work item pass before being considered complete?
Where do handoffs between people or teams usually occur?
At what points do delays or bottlenecks tend to appear?

This analysis will give you a clear idea of how many columns your Kanban board needs.

Step 2: Choose your Kanban tool

The format of your Kanban board depends on your needs:

For small teams managing just a few projects each year, a physical whiteboard may be enough: simple, visual, and effective.
For larger organizations, with distributed teams and multiple project portfolios, a digital Kanban board in the cloud is essential. If it’s integrated into a PPM tool like Triskell, it’s even better.

The difference is clear: a digital board offers real-time updates, filters, reporting, and the ability to manage dozens of initiatives without losing visibility. For large-scale environments, this option is indispensable.

Step 3: Create and name your columns

Each column should represent a stage of your workflow. The way you label them should be clear and meaningful to everyone.

Avoid generic tags (like Stage 1, Stage 2). Use action-oriented names instead, such as In Development, Pending Approval, or Ready for Review.

Sometimes, less is more, and Kanban boards are a perfect example. The key is balance: your board must have enough columns to reflect the reality of your process. But overloading it with too many columns will make it confusing and difficult to manage.

Step 4: Add and format Kanban cards

Now it’s time to populate each column with work items. Each card should contain all the relevant information: title, description, owner, links, attachments, etc.

The goal: anyone should be able to open a card and immediately understand its context without searching elsewhere.

If you’re working with a digital Kanban board, configure cards to display project-level metrics such as percentage completed or budget status.

Step 5: Set WIP limits and swimlanes

Before the team starts using the board actively, agree on the maximum number of cards per column. The golden rule: if a column has reached its WIP limit, nothing new is added until the existing work progresses.

It’s also a good idea to add a swimlane for strategic initiatives. This ensures constant visibility into their progress and allows early detection of any blockers. As your teams grow more comfortable with Kanban, you can add swimlanes for project types or workload levels.

Step 6: Populate, monitor, and improve your board

The Kanban board should become the central reference point for your teams’ work. To achieve this, integrate it into your routines: from daily stand-ups to weekly review meetings to track progress, identify blockers, and redefine priorities.

In parallel, leverage board data such as lead time or throughput to continuously refine your processes. This may involve adjusting WIP limits, redefining the number of columns, or introducing new visual signals. The goal? implement incremental, sustained improvements to the board that generate cumulative impact over time.

Kanban board examples for Project and Portfolio Management

Now that you know how to create a Kanban board, let’s look at how you can put it into practice. Although Kanban was born within Agile methodologies, its flexibility has proven valuable in many other management contexts.

Below are three practical examples of how Kanban boards can be applied in project and portfolio management.

Kanban board example #1: Software development project board

This is probably the most common use case for Kanban boards. In this scenario, development teams can organize their board into four main columns:

User Story Backlog.
In Progress.
Code Review.
Done.

User stories (features) start in the backlog and move progressively through the different columns until completion. By visualizing all stories on a single board, teams can:

Coordinate work more effectively and deliver value continuously.
Detect blockers quickly.
Manage WIP limits during the development phase.
Ensure no tasks remain pending before release.

Kanban board example #2: Project Portfolio Management

When managing one or multiple project portfolios, a Kanban board allows PMOs and senior leadership to visualize and track initiatives in one consolidated space.

Unlike the previous example, where each card represented a task, here each card corresponds to a project or an epic. The column names should reflect the stages of your project portfolio lifecycle. For example:

Backlog (incoming ideas or project requests).
Under Review (evaluation or business case).
In Progress (active projects).
Done (completed projects).

This type of Kanban board makes it easier to prioritize strategic initiatives and provides a global view of ongoing work. Leadership can see which projects are already in execution and which ideas are still awaiting approval. It also helps identify cross-functional initiatives and supports strategic decision-making by clearly showing where each project stands.

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Kanban board example #3: IT Support Ticket Management

Operations and support teams often deal with a constant flow of requests and incidents. In this case, a Kanban board might include columns such as:

New Ticket.
In Progress.
Waiting for Information.
Resolved.

Each card represents a support ticket. As new requests come in, they are logged under New Ticket and moved to In Progress once a technician starts working on them. To add further structure and transparency, you can introduce swimlanes to separate tickets by priority level or by type (e.g., customer vs. internal issues).

With this approach, the benefits of a Kanban board are clear:

Provides immediate visibility into the status of each ticket.
Enables prioritization of critical incidents using visual cues such as red labels or dedicated swimlanes.
Improves communication among support analysts.
Prevents requests from being overlooked, reducing resolution times.

Conclusion: Kanban Boards and Triskell, the perfect combination

There’s no question about the value that Kanban boards bring to project and portfolio management. Whether it’s tracking a software release, managing a queue of support tickets, or planning a portfolio of strategic initiatives, a Kanban board provides the visibility, alignment, and agility teams need to deliver value.

That said, if your organization is managing multiple project and product portfolios, a Kanban board alone isn’t enough. This is where having a PPM solution like Triskell makes all the difference.

With Triskell, Kanban boards are fully integrated into your PPM processes, enabling PMOs, executives, and project teams to work with consolidated information in a single environment. This means you can make faster, more confident decisions, close the gap between strategy and execution, and ensure that work flows seamlessly—from initial idea all the way to final delivery.

Your projects deserve more than spreadsheets and sticky notes

Request a demo of Triskell today and see how it brings clarity and agility to project and portfolio management with fully integrated Kanban boards.

FAQ – Kanban boards in Project and Portfolio Management

For more information on Kanban boards and Agile Project Management, what resources can you consult?

For more information on Kanban Boards and Agile frameworks, we are sure you will find these articles useful:

What is Lean methodology? Applying Lean principles in project management
What is a Scrum Board? Examples and best practices to use them in Agile Project Management.
A 7-step SAFe implementation roadmap for your business.
What is Lean Portfolio Management? Your path to achieve business agility.
Lean Budgeting for Agile portfolios: a comprehensive guide.
Building a value-driven Agile PMO: proven strategies for success.
Agile vs Waterfall vs Hybrid project management: which approach should your PMO use?
Agile vs Stage Gate: what is the right path for New Product Development?
Hybrid Project Management – Getting the most of Agile and Waterfall.
Agile pros and cons: should CEOs embrace agility?

What’s the difference between a Kanban board and a Scrum board?

While both are visual tools used in Agile environments, they serve different purposes.

A Scrum board is tied to fixed-length sprints, where tasks are planned and completed within a specific timeframe.
A Kanban board, on the other hand, is continuous and flow-based, without fixed iterations.

This makes Kanban more flexible for PPM contexts, where work often spans multiple projects with varying timelines.

Can Kanban boards scale for large organizations with multiple portfolios?

Yes. Kanban boards are highly scalable. At the portfolio level, each card can represent an entire project or program, while swimlanes and WIP limits help structure complex workflows. With the right PPM platform, such as Triskell Software, you can manage multiple boards across different portfolios and consolidate data into one strategic view.

Do Kanban boards work for remote and hybrid teams?

Absolutely. In fact, digital Kanban boards are particularly valuable for distributed teams. They provide a single, shared view of all work in progress, regardless of location or time zone. Features like real-time updates, card comments, file attachments, and integrations with communication tools make collaboration seamless. For PPM leaders, this ensures that project and portfolio visibility isn’t lost just because teams aren’t in the same office.