LEITWERK Consulting: Kanban

More focus with the Kanban principle

The invisible disruption in everyday working life

Estimated reading time: 10 minutes
CAN YOU JUST...?

In the modern working world with open-plan offices, shared desks and a digital meeting culture, we are constantly surrounded by noise - be it the typing of colleagues, the humming of the coffee machine or distant conversations. This background noise is often accompanied by small everyday requests: ‘Can you just...?’, ‘It will only take 10 minutes’ or ‘Do you know where...?’. The small, seemingly harmless interruptions that accumulate throughout the day have a significant impact on concentration and productivity.

It is becoming increasingly important to create an environment that minimises distractions and allows you to focus fully on the task at hand. Strategies such as setting clear goals, creating routines and utilising time management techniques can be helpful. This is where the Kanban method comes into play. As a proven agile framework, the Kanban principle offers many tools and approaches that promote concentration on the essentials and thus support efficient and focussed collaboration.

The challenges and consequences of constant distraction

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    In our fast-paced working lives, we often don't realise how often we are torn from our concentration: Be it through pop-ups, a newly arrived email or a chat message in Teams or Slack in which our favourite colleague tells us about their funny encounter in the corridor. Or by glancing at the private smartphone lying temptingly on the desk and inviting us to take a quick look at the social media account. Then the dishwasher beeps and wants to be emptied and colleagues walking past mention your name in a conversation and you prick up your ears. At the same time, a head appears above the edge of the screen and asks for a few minutes of sparring on a challenge and then Outlook reminds you that the next meeting or phone call is due in five minutes.

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    This constant and varied distraction in our working day has far-reaching consequences. When we are frequently torn from our concentration, we find it difficult to enter the so-called flow state - the state in which we are completely immersed in our work and our productivity reaches its peak. This state is crucial for completing complex tasks and creative activities. The constant interruptions not only lead to a loss of productivity, but also to an increase in stress levels. The feeling of constantly having to be on call and always being pulled out of work creates permanent internal pressure. Employees feel overwhelmed because they have the feeling that they will never really finish a task before the next interruption comes. This can lead to a general decline in job satisfaction and work performance.

The effects of constant distraction have also been scientifically investigated. A study published in 2022 by the think tank New Work Innovation describes that ‘at least 15% of the actual processing time’ is required to refocus on an interrupted task. ‘As the complexity of the task increases, the time our brain needs to refocus rises to up to 24%.’ And that's with an average interruption of 15 times per hour (based on German companies).

Introduction to THE KANBAN PRINCIPLE

The Kanban principle is an agile framework for optimising work processes and is based on the basic principles of visualising work processes, limiting the number of tasks processed simultaneously (WIP limits) and continuous improvement. These principles make it possible to recognise bottlenecks at an early stage, focus on the essentials and work more efficiently, thereby reducing overload and stress.

INCREASE YOUR OWN PRODUCTIVITY THROUGH THE Kanban principle

Over the years, teams working with Kanban have established a number of approaches that can help with focussing:

  • Icon Visualisation of the work quantity

    Visualisation of the work quantity

    A core principle of Kanban is to ‘visualise’ the work. This is possible with a classic Kanban board, for example. What do I still have to do today? What am I currently working on? What has already been completed? This overview reduces complexity and helps to get back to the tasks more quickly.

  • Limitation of parallel tasks through work-in-progress (WIP) limits

    Limitation of parallel tasks through work-in-progress (WIP) limits

    Kanban encourages you to limit the number of tasks running simultaneously. This minimises multitasking and the associated loss of productivity. Concentrating on just a few tasks at a time promotes faster completion.

  • Icon Improved time management

    Improved time management

    Setting deadlines on cards and tracking turnaround times (how long a task takes from ‘Pending’ to ‘Completed’) improves time management. Participants get a clear overview of the progress of their tasks, which promotes accountability. If a task stalls, this can be recognised quickly and responded to immediately.

  • Continuous improvement and flexibility

    Continuous improvement and flexibility

    By regularly checking the Kanban board, bottlenecks and inefficient processes can be quickly recognised. This transparency makes it possible to continuously work on optimising workflows - in line with the Kanban principle, which aims for continuous improvement. In addition, a Kanban board can be reorganised very flexibly and with little effort at any time and adapted to current needs or priorities.

Improved collaboration and productivity with THE KANBAN PRINCIPLE

Kanban increases productivity by creating clear structures and transparency, reducing multitasking, identifying bottlenecks and enabling continuous improvement. The method is easy to understand and flexible, promotes self-organisation and team commitment and can also be used individually for your own structuring. With the help of visual boards and the work-in-progress (WIP) limit, the focus is placed on more efficient processing of tasks. Kanban is particularly useful in dynamic environments that require rapid adjustments.

The principle of Kanban concentrates on the processing of currently relevant tasks and creates clear priorities. Clearly defined focus times help to minimise distractions and unplanned requests.

Free LWC Kanban board template

We have designed a LEITWERK Kanban board template in the online collaboration platform Miro. It is suitable for teams of any size and can be used universally.

Please contact us if you would like to use the free LEITWERK Kanban board template.

LWC template

TOOL TIPS 

Trello is a web-based project management tool based on the Kanban principle. It allows users to organise tasks in the form of cards, prioritise them and move them to lists that represent different phases of a project in order to manage the workflow visually and efficiently. Trello is also available in a free version.
Do you have any questions on this topic or are you interested in a consultancy service?
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LWC: Sonja Neubauer
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Sonja Neubauer
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References:

  • Kevin J. Eschleman, Jamie Madsen, Gene M. Alarcon, Alex J. Barelka (2014): Benefiting from creative activity: The positive relationships between creative activity, recovery experiences, and performance-related outcomes; Journal of Occupational and Organizational Psychology 
  • S. Nagayoshi, Jun Nakamura (2021): Creative Activity Outcomes and Optimal Task Scheduling; International Conference on Industrial Engineering and Engineering Management (IEEM) 
  • Starker, V.; Roos, K.; Bracht, E. M.; Graudenz, D. (2022): Kosten von Arbeitsunterbrechungen für deutsche Unternehmen. Auswirkungen von Fragmentierung auf Produktivität und Stressentwicklung; Link: https://nextworkinnovation.com/studie-arbeitsunterbrechungen/  
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