Core KanBo Concepts, Features, and Capabilities

Processes in KanBo – Turning Procedure into Execution

Processes in KanBo – Turning Procedure into Execution
Overview

A Process in KanBo defines how work is expected to flow within a Space. It is the operational logic that guides Cards from the initial idea to final completion. While BPM systems produce static diagrams and policies, KanBo provides a living execution environment, where processes are not only designed — but actually run, monitored, and continuously improved.

Processes make work:

Predictable — everyone follows the same path

Transparent — all work is visible in context

Controllable — progress, delays, and responsibility are traceable

Repeatable — teams can run the same process again and again with consistent results

How a Process Is Built in KanBo

Process ElementKanBo ComponentPurposeStages / StepsStatusesDefine the phases of workMeaning of each stageStatus RolesClassify statuses into Information, Not Started, In Progress, Completed, CancelledFlow of workTransitions (movement between statuses)Cards move across statuses to advance the processOwnershipCard RolesDefine who drives, supports, or observes the workReal-time visibilityViewsMonitor and manage the flow (Kanban, Gantt, Calendar, Forecast, Time Chart)

How Processes Behave in Execution

Work in KanBo flows as Cards move through statuses. At every stage:

owners are clear (Responsible Person)

context is visible (documents, comments, activity)

progress is measurable (status, to-dos, charts)

risks are transparent (blockers, dependencies, delays)

This allows managers to steer work, not chase updates.

Difference Between Process Maps and KanBo Processes

Traditional Process MapKanBo ProcessStaticLivingDescribes workExecutes workRequires interpretationSelf-explanatory through statuses and rolesUpdated periodicallyUpdated continuously through real workOwned by analystsOwned by teams

KanBo does not replace BPMN — it replaces the gap between diagrams and reality.

Visualization of Processes

The same process can be visualized through multiple views without changing its structure:

Kanban View — day-to-day execution and flow management

Gantt View — timeline and dependency planning

Calendar View — date-driven scheduling

Forecast View — predictability and delivery confidence

Time Chart — process efficiency and continuous improvement

Templates and Standardization

A Process can be stored as a Space Template. This ensures that every new Space starts with the same statuses, roles, views, and structure — enabling:

process governance

compliance alignment

scalability across departments or subsidiaries

Best Practices

One Space = One Process — the most important clarity rule

Use business language in statuses — no jargon

Assign one Responsible Person per Card — accountability drives flow

Use Views for insight, not control — transparency reduces management overhead

Continuously evolve — small process improvements compound over time

Outcome

Processes in KanBo transform organizations from reactive coordination to proactive flow management. Work becomes visible. Responsibility becomes concrete. Improvement becomes continuous.

Structured Diagram — Process in KanBo

 ┌─────────────────────────┐

 │       Workspace         │   (Strategic area, e.g., Finance, R&D)

 └─────────────┬───────────┘

               │

 ┌─────────────▼───────────┐

 │         Space           │   (Project, operation, or team domain)

 └─────────────┬───────────┘

               │

 ┌─────────────▼───────────┐

 │        Process          │   (Flow of work in this Space)

 │  (Statuses + Roles)     │

 └─────────────┬───────────┘

               │

   ┌───────────┼────────────┬───────────────┐

   ▼           ▼            ▼               ▼

Status 1 → Status 2 → Status 3 → … → Status N

(Not Started) (In Progress) (Review)      (Completed)

               │

               │   Cards move through statuses

               ▼

         ┌───────────┐

         │   Cards   │   (Units of work)

         └─────┬─────┘

               │

               ▼

     Visual Views (Kanban, Gantt, Forecast, Time)

Overview

A Process in KanBo defines how work is expected to flow within a Space. It is the operational logic that guides Cards from the initial idea to final completion. While BPM systems produce static diagrams and policies, KanBo provides a living execution environment, where processes are not only designed — but actually run, monitored, and continuously improved.

Processes make work:

Predictable — everyone follows the same path
Transparent — all work is visible in context
Controllable — progress, delays, and responsibility are traceable
Repeatable — teams can run the same process again and again with consistent results

How a Process Is Built in KanBo

Process Element	KanBo Component	Purpose
Stages / Steps	Statuses	Define the phases of work
Meaning of each stage	Status Roles	Classify statuses into Information, Not Started, In Progress, Completed, Cancelled
Flow of work	Transitions (movement between statuses)	Cards move across statuses to advance the process
Ownership	Card Roles	Define who drives, supports, or observes the work
Real-time visibility	Views	Monitor and manage the flow (Kanban, Gantt, Calendar, Forecast, Time Chart)

How Processes Behave in Execution

Work in KanBo flows as Cards move through statuses. At every stage:

owners are clear (Responsible Person)
context is visible (documents, comments, activity)
progress is measurable (status, to-dos, charts)
risks are transparent (blockers, dependencies, delays)

This allows managers to steer work, not chase updates.

Difference Between Process Maps and KanBo Processes

Traditional Process Map	KanBo Process
Static	Living
Describes work	Executes work
Requires interpretation	Self-explanatory through statuses and roles
Updated periodically	Updated continuously through real work
Owned by analysts	Owned by teams

KanBo does not replace BPMN — it replaces the gap between diagrams and reality.

Visualization of Processes

The same process can be visualized through multiple views without changing its structure:

Kanban View — day-to-day execution and flow management
Gantt View — timeline and dependency planning
Calendar View — date-driven scheduling
Forecast View — predictability and delivery confidence
Time Chart — process efficiency and continuous improvement

Templates and Standardization

A Process can be stored as a Space Template. This ensures that every new Space starts with the same statuses, roles, views, and structure — enabling:

process governance
compliance alignment
scalability across departments or subsidiaries

Best Practices

One Space = One Process — the most important clarity rule
Use business language in statuses — no jargon
Assign one Responsible Person per Card — accountability drives flow
Use Views for insight, not control — transparency reduces management overhead
Continuously evolve — small process improvements compound over time

Outcome

Processes in KanBo transform organizations from reactive coordination to proactive flow management. Work becomes visible. Responsibility becomes concrete. Improvement becomes continuous.

Structured Diagram — Process in KanBo

┌─────────────────────────┐

│ Workspace │ (Strategic area, e.g., Finance, R&D)

└─────────────┬───────────┘

│

┌─────────────▼───────────┐

│ Space │ (Project, operation, or team domain)

└─────────────┬───────────┘

│

┌─────────────▼───────────┐

│ Process │ (Flow of work in this Space)

│ (Statuses + Roles) │

└─────────────┬───────────┘

│

┌───────────┼────────────┬───────────────┐

▼ ▼ ▼ ▼

Status 1 → Status 2 → Status 3 → … → Status N

(Not Started) (In Progress) (Review) (Completed)

│

│ Cards move through statuses

▼

┌───────────┐

│ Cards │ (Units of work)

└─────┬─────┘

│

▼

Visual Views (Kanban, Gantt, Forecast, Time)