Kanban vs Scrum: A Guide To Help You Choose

How Kanban Works

• Kanban tools represent tasks visually as cards, each with critical information needed to complete the task, such as a description, links to important resources, and visual aids.
• Cards are arranged on a “kanban board,” which is divided up into columns. One column could be “To Do,” the next, “In Progress,” “Review,” and “Delivered.” Each column represents a different stage of work.
• The kanban board helps teams visualize tasks, limits the amount of work in progress at any time, and makes it easy to manage flow. It also allows for easy identification of dependencies.
• Only a certain number of cards are allowed in each column at any given time. These restrictions are known as “Work-in-Progress Limits.” WIP limits help teams allocate resources effectively, maintain strict focus, and boost productivity.
• The team focuses exclusively on tasks currently in progress, and project managers can reorder tasks in the “To Do” column without disrupting ongoing work.
• Once a task is completed and moved off the board, the next task is moved in from the backlog or “To Do” column. The average time it takes for a card to move through the kanban board is known as “Cycle Time.” Reducing this metric by boosting efficiency is an important project management goal in kanban.

“Swimlanes” offer additional ways to organize work. They are horizontal divisions on a kanban board that categorize tasks by different projects, teams, or work types to enhance organization and visibility.

When to Use Kanban

Use the kanban method when:

• Dealing with ongoing, evolving projects that require continuous delivery
• Flexibility and real-time changes are priorities, and
• The focus is on efficiency and reducing bottlenecks rather than on fixed timelines or complex, long-term planning.

How Scrum Works

• Work is organized into “Sprints”: Fixed periods (usually one to four weeks) dedicated to completing a set amount of work.
• Each sprint begins with a sprint planning meeting where the scrum team selects tasks from the product backlog. This is their “Sprint commitment.”
• The “scrum board,” as with kanban boards, is a visual tool used to track progress and tasks during a sprint. It typically includes columns such as “To Do,” “In Progress,” “Testing,” and “Done,” representing the stages of task completion.
• The scrum framework emphasizes regular updates and adjustments. Daily scrum meetings ensure the team is aligned and any obstacles are quickly addressed.
• At the end of each sprint, there’s a sprint review meeting, during which the team demonstrates completed work to stakeholders and a retrospective meeting to discuss what went well and what could be improved.
• Scrum enforces time-boxed iterations and strict responsibilities such as “Product Owner,” “Scrum Master,” and “Development Team,” creating a structured project management environment that promotes focus, accountability, and continuous improvement.
• A “Sprint Backlog” holds the selected tasks for the current Sprint, allowing teams to focus solely on the sprint’s goals, enhancing productivity and clarity.
• The time from the start to the end of a sprint is known as “Sprint Cycle Time.” Reducing this metric through improved processes and teamwork is a key goal in scrum.

When to Use Scrum

Here’s when you’ll want to be choosing scrum:

• For projects that benefit from a structured approach with clear phases
• For agile teams that work well with set roles and regular milestones
• When there’s a need for frequent reviews and adjustments based on stakeholder feedback

In the kanban vs scrum debate, scrum principles are particularly useful in environments where requirements are known and stable enough to plan work in fixed cycles.