Government agencies at all levels are challenged to deliver services efficiently and transparently. To meet these demands, many agencies are turning to agile project management services like Kanban Tool. By adopting Kanban, your governmental organization can streamline operations, enhance collaboration, and - ultimately - provide better services to citizens.
Kanban Tool is a user-friendly online service offering visual Kanban boards for real-time team collaboration. There is no learning curve when using the service, and each of your team's boards can be customized to meet the project's unique requirements.
Adopting Kanban does not demand a radical change in your existing processes or culture - it builds on what you already have. Start by mapping your current workflow onto a Kanban Tool board. Identify the process steps and make them into board columns, find out each team member's role to assign tasks accordingly, and analyze any rules involved in delivering value to your customers, making room for them in the board policy, WIP limits, or task hierarchies.
Decide on a workable WIP limit for the working stages of the board - the maximum number of tasks that can be in those stages at any given time. Adhering to these limits will help you prevent overloading the system and workers, improve the flow, and focus on quality.
Kanban encourages inspecting and improving the process flow continuously. The best way to do it is to prioritize tasks according to customer value and urgency and deliver the final products in small batches while requesting customer & stakeholder feedback at regular intervals. The digital Kanban Tool also lets you measure your performance with automatically gathered metrics like lead and cycle time, cumulative flow, and time reports. Together with stakeholder comments, the metrics can guide what changes are needed for your process efficiency to continue growing.
Once you have a single team's hands-on experience with the Kanban Tool, suggest the method for other departments' work. Although Kanban doesn't require much change from a traditionally managed project, going one team at a time is more manageable. When several branches in the agency rely on their designated Kanban Tool boards, reviewing and analyzing their combined efforts, cross-referencing work items, and collaborating with other departments will be much simplified.
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