Kanban software: How to choose the right Kanban project management tool?

Kanban software: How to choose the right Kanban project management tool?

The days of project managers keeping track of projects from start to finish with sticky notes and whiteboards are long gone. Today, many teams use online Kanban software tools which can use from anywhere at work to plan and track the progress of projects.

Moving real cards down the Toyota assembly line was the initial inspiration for the Kanban tool. This made it easier for management to spot production bottlenecks and streamline the workflow by reassigning workers to keep the automobiles moving down the assembly line without any problems.

Similarly to this, Kanban technologies assist teams in eliminating bottlenecks by assigning the proper amount of time, talent, and resources to advance projects. They aid people in keeping track of tasks and project completion phases. Simple Kanban boards with three columns can display jobs that have been requested, are being worked on, or have already been completed. If followed correctly, you receive real-time information on the project’s progress and any problems causing delays, resulting in a more effective workflow.

What Is Kanban Software?

Kanban software is a great solution that helps you gain better work visibility and foster team collaboration. It will assist you in achieving continuous process improvement because of its new functions including tracking, restricting work in progress, reporting, and more. Due to its numerous useful built-in capabilities, digital Kanban board ultimately provides a far more practical and time-saving solution than traditional boards.

You can visualize, categorize, and manage work in the most effective way with the use of kanban software solutions. A Kanban application makes it simple to eliminate wasteful operations, automate work processes, create projections based on past data, and concentrate on tasks that truly benefit your clients.

You should only have a manageable amount of work-in-progress tasks active at once when using the Kanban approach. Your staff will determine what is manageable for your business, but this prevents you from trying to take on too much at once. Since multitasking is less effective than most people think, the Kanban project management software system aims to discourage it. You can start a new task after the previous one is finished.

kanban software

How to choose the right Kanban project management software?

The following inquiries will help you get a general concept of the specifications you should have when selecting the Kanban software solution that best suits your company’s requirements:

Does the software’s design enable you to clearly see your workflow in the way that suits you the best?

Is it adaptable enough to allow you to modify your processes to suit your needs?

Can the work in progress (WIP) be limited in a number of ways using the kanban project management tools? WIP caps for individuals, WIP caps per cell, and continuous limitations (CONWIP).

What capacities does the program have for controlling the flow? visualization of various job categories, roadblocks, due dates, and dependencies.

Is there a clear method to illustrate your process policies in the tool?

How is the use of feedback loops supported by the software? @mentions, email integrations, and comments.

Does it enable the creation of dashboards with resizable designs and the presentation of reports with crucial performance and flow data across several boards?

Does the solution include workflow analytics features so you can evaluate the effectiveness of your workflows, increase process efficiency, and make continual improvements? As an illustration, consider charts, histograms, and Monte Carlo simulations.

Does the software provide a mechanism to record or monitor the time spent on activities and projects by people or teams so that capacity planning may be done more effectively?

Now that you understand how to make a decision, let’s explore what the market has to offer.

Kanban project management toolskanban software

1. ClickUp

A kanban board’s visually straightforward way of conveying task status is one of its major advantages. Without writing a single line of code, users may fully customize the task management boards in ClickUp. With a few clicks, dependencies, task connections, and more can be added to Kanban boards, and the resulting project views are tidy and simple to understand at a glance.

The online Kanban board and other features of ClickUp are covered in further detail in our comprehensive review. ClickUp provides a completely configurable solution for both small-business startups and complex corporate entities.

2. Scrumwise

The best kanban board connections are available in the agile project management software Scrumwise. It is designed for teams to track progress during sprints using card and board representations, making dependencies and time limitations obvious.

Connect to the software’s API to alter and update data remotely, or integrate the program with your GitHub account to add Scrumwise data to your contributions. Your staff won’t have to spend a lot of time refreshing websites to keep current because all data changes in real-time.

3. Kanbanery

You may turn your customized boards into templates to replicate workflows and tasks for upcoming new projects, and Kanbanery comes with a ton of templates. You have several options for tracking progress on each task card, including comments, due dates, and lists. Updates occur instantly, and notifications won’t take your attention away from your main tasks.

Data is sent across tools via GitHub, apps, and API interfaces, and your Kanbanery boards are instantly updated. With integrated reporting tools that follow the workflow from beginning to end, you can monitor your workflow and spot bottlenecks. Even while Kanbanery offers a variety of price options, it can be too expensive for smaller organizations.

4. Bitrix24

Project planning is made simpler and more effective with the help of the communication and project management application Bitrix24, which integrates task management, a CRM, and conferencing facilities. Team members may communicate about tasks, share documents, and check the workflow in the software’s online project workspace to make sure everything is going according to plan. You may track your progress using Gantt charts, a project calendar, and customized project phases in tools for Kanban boards.

Bitrix24 offers a free subscription for unlimited users that provides a basic version of several capabilities, including the CRM and project management tools, making it ideal for tiny enterprises or teams on a short budget. There are five premium options available if you decide you want to upgrade because you like the program.

5. Planview Leankit

Planview Leankit improves the standard Kanban tool by adding horizontal “swim lanes” that make the concurrent project goals clearer. Leankit allows you to examine dependencies and concurrent projects in one view, unlike other Kanban solutions that maintain the traditional vertical rows to represent phases in the process. You may adjust each project stage to suit the requirements of your particular project since they are all adjustable.

Leankit’s native mobile app offers all capabilities, including the ability to view overviews and metrics for each of your team’s projects. Leankit offers a variety of user-based pricing tiers for its programs. Although there is a 30-day free trial offered without requiring a credit card, you might need to compare shop to get the features, integrations, and pricing you desire.

6. ZenHub

Zenhub seamlessly interacts with your GitHub account and was designed with software engineers in mind. Multiple repositories are accessible through the Kanban project boards, making it simpler to monitor bugs and pull requests. ZenHub will employ well-known agile development elements like epics, user stories, and burndown charts to speak to your engineers’ native tongue. ZenHub is also able to follow changes and development in real time because of its direct connection to GitHub.

On their user dashboard, each developer may construct a unique to-do list, and Slack integration and APIs keep the entire team updated. Pricing scales up to the enterprise level and is depending on the number of users.

7. Yodiz

Yodiz, a platform designed for agile project management, uses what they refer to as “Scrumban” perspectives, a fusion of scrum and kanban techniques. These enable your team to follow parallel operations in swim lanes while getting a broad perspective of the project and focusing on specific tasks.

Yodiz’s connectors with Zendesk, GitHub, Atlassian products, and other platforms are what give it its true strength. By allowing you to work together with your UX and support teams on a single product, these connectors offer Yodiz a potent tool for creating new products, doing QA testing, and tracking bugs.


Following its acquisition, JIRA completely included the GreenHopper agile project management tool into its bigger software and project development solution. JIRA gives your team access to the 10,000 and 1-foot perspectives of your projects by allowing you to construct Kanban tools within the greater context of projects and workflows. JIRA offers pre-built workflows for your team, but after you get the hang of it, you can create your own and use them as templates.

9. Trello

Atlassian purchased Trello at the start of January 2017. The tool’s usability hasn’t undergone any significant modifications, although certain improvements and integrations have been made. Due to its simplicity, Trello continues to be the preferred Kanban software for many corporate teams and individuals. Trello is a purely Kanban platform where team members may view, update, and save documents on task-related boards.

Although Trello does support Slack connectors and other add-ons like JIRA, Bitbucket, and Confluence which they refer to as Power-Ups, its simplicity is what makes it so popular. Because of this, corporate users may upgrade for extra Power-Ups and security while keeping the fundamental tool free.

10. Asana

This software program for managing workflows is adaptable. On an online Kanban board, you may adjust your workflow based on the unique requirements of your team and keep track of what’s most crucial. Additionally, you may define task dependencies and your team will be able to observe real-time modifications. Asana also interfaces with a number of practical online apps.

Key Features:

  • Activity stream
  • Automatic inbox/email updates
  • Design your own calendars and perspectives.
  • Sections of a Project and Search Views
  • List of my tasks and Focus Mode
  • Monitor your work and acquire followers.
  • View the duties and priorities of the team members.

11. Smartsheet

Spreadsheets are a common tool used by businesses to keep tabs on their finances, goals, and inventory. The Kanban board software from Smartsheet provides a revolutionary approach to work together on tasks and procedures. It successfully integrates visual timeline management, collaborative file sharing, and spreadsheet usability. The platform’s goal is to increase teamwork. While comprehending the value of data-driven knowledge, it expedites decision-making.

Key Elements:

  • Single dashboard
  • Different Views Reports
  • Automated Actions and Alerts
  • Activity logs 
  • G Suite and Office 365 integrations

12. ProofHub

ProofHub is a useful Kanban project management software with a wealth of task management features. Each job has the option to have additional information, completion dates, or attachments. You may collaborate by adding comments to each work, using the Discussions area, or using the extra chat boxes.

Key Features:

  • Task Management
  • Board View
  • Calendar View
  • Custom reports
  • Time tracking
  • Discussions

13. Azure DevOps

Azure boards provide a variety of functions if you’re wanting to use the Kanban software for workflow management. From recording work-in-progress on Kanban boards to extracting KPI data to analyze and optimize your processes, the tool is a potent project management tool.

Key Elements:

  • Project management
  • Inventories view
  • Status reports
  • Prioritization of tasks
  • KPI Tracking
  • Analytics findings

14. Flow-e

This latest generation of Kanban project management software is excellent for use by individuals or small teams. With Flow-e, you can organize and carry out projects without ever leaving your inbox. The program lets you manage emails and tasks much more effectively by turning your Outlook mailbox into a Kanban board. You may also assign work to others, make and manage projects, and do many more things.

Why should we use digital Kanban board instead of physical boards?

Kanban software solutions could help you apply the Kanban method in a whole new way and develop it further. Let’s find out why we should use Kanban board instead of physical boards.

kanban software

All information stored in a central place

The fact that all the information is kept in one location is one of the biggest advantages of utilizing a Kanban board online. With a physical one, it is not feasible to achieve. Each card’s description and any accompanying files will be saved and will always be accessible without taking up too much room.

Real-time status updates

A card can be generated, moved, or finalized in real time on everyone’s boards without any delays or the need for synchronization. You may cut back on inefficient meetings by eliminating the requirement for status reporting because all the information you need for the various tasks is only a click away.

Remote team members may easily access the digital Kanban board. By using an online Kanban board, you may simply access them from any device using your unique login information. This enables team coordination and the tracking of crucial circumstances even when they occur outside of the office.

Increased levels of security

Cards can become misplaced when using physical boards. Additionally, a physical board might not be able to maintain an acceptable level of secrecy if a team is working on a project that contains sensitive data or proprietary information.

On the other hand, role-based access may be a possibility for Kanban online boards, and each user might have unique privileges and limitations there. Most online services also provide two-factor authentication and single sign-on to ensure security, even at the workplace level.

Flow Analytics

By using a digital Kanban board, you may analyze the work process in great detail. Some crucial indicators must be monitored but are unseen on a physical board. The cumulative flow diagram, which enables you to monitor the stability of your process, is one of the most helpful.

You may measure cycle times more precisely by using histograms and a cycle time scatter plot. The predictive Monte Carlo simulations can even forecast when or how many work items your team will be able to produce if you’re interested in delving deeper into statistics.

Integrations with other tools

An additional beneficial benefit of having an Agile board online is that it is simple to link with other currently in use systems. Tasks might automatically appear on the board rather than having to be manually created since the board can be coupled with email. Additionally, you may save a ton of time by consolidating with CRMs and other software solutions.

Business rules automation

Process automation is a possibility that should absolutely be looked into. With a policy set up as an if-this-then-that dependence, you have the opportunity to select the combinations that will work best for you.

Reminders may be set off, cards can change columns when a deadline is approaching or an email is received, cards can be blocked if a subtask is not completed, and much more. You now have a cause to convert to a digital solution, which is the online Kanban board, if your team has run into any problems with a physical Kanban board.


Kanban software is a workflow technique that allows you to concentrate on one job at a time and is intended to help you manage projects or activities more successfully. With Kanban, you may anticipate increased productivity and the reduction of time wasted moving between tasks. Remember the key features of noticeable Kanban tools for the most suitable choice.

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