Kanban: what it is and how to use it for high performance
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Have you ever found yourself jumping from one task to another, feeling like you're stuck? Does your to-do list seem to grow by itself, while your productivity goes down the drain? Don't worry, you're not alone—and the solution may lie in something visual, simple, and profoundly effective: Kanban.
More than a task management technique, Kanban is an invitation to mental reprogramming. It combines focus, clarity, and conscious action. In this article, we'll explore how this ancient productivity tool can be your ally in achieving high performance with ease and presence.
What is Kanban?
Let's start with the basics: Kanban is a visual system for managing tasks and workflowsThe word comes from Japanese and literally means "visual card" or "signal." Created in the 1940s by Toyota, the method helped production teams visualize what needed to be done, what was in progress, and what had already been completed.
The traditional Kanban structure is divided into columns:
- To Do
- Doing
- Done
Simple, right? And it's precisely in this simplicity that the method's power lies. Each task becomes a card and is moved from one column to another as it progresses. The board can be physical (with Post-it notes on a wall) or digital (using tools like Trello, Notion, ClickUp, etc.).
But be careful: Kanban isn't just a pretty board. It's a cognitive strategy for reorganizing how you manage time, focus, and mental energy.
“Kanban is a visual method of organizing tasks that uses columns to represent the stage of each activity — usually divided into “To Do,” “Doing,” and “Done.””
Why does Kanban work so well for the brain?
This is where things get interesting. When you use Kanban, you're not just organizing tasks—you're retraining your brain.
According to neuroscience, the brain responds enthusiastically to visual stimuli. In this sense, seeing a task move from "doing" to "done" activates the reward system, releasing dopamine—the neurotransmitter of motivation. It's like patting your brain on the back and saying, "Good job, keep it up!"
Furthermore, Kanban helps combat the Zeigarnik effect—a psychological phenomenon that makes us remember unfinished tasks more than completed ones, generating anxiety. Thus, by visualizing progress, the brain perceives movement, and this reduces mental overload.
In other words: Kanban transforms chaos into order, and disorganization into clarity. It's like a GPS for your mind.
Kanban and high performance: clarity is power
Want to achieve high performance? Then forget about trying to do everything at once. Multitasking is a trap. Kanban helps you stay focused and shows that being present on one task at a time is more effective than rushing through several at once.
When you limit the number of tasks in progress (the famous Work in Progress), begins to respect your energy. In this way, it creates space for the flow state, that moment when time disappears and you merge with the activity. That's where high performance resides.
And what's more: Kanban helps create micro-victories. Thus, with each completed task, a new impulse of accomplishment arises. This fuels self-confidence and a sense of progress—two powerful fuels for those seeking to evolve without burning out.
Types of Kanban: Industrial and Modern
When we talk about Kanban, it's important to understand that there are different ways to apply it—and each serves a purpose. The term originated in industry but has evolved to encompass personal organization and knowledge work.
Production Kanban and Movement Kanban (original model)
In its classic form, used in the Japanese automotive industry, especially by Toyota, Kanban was literally a physical card that guided the flow of materials. Thus, within this model, there are two main types:
- Production Kanban: signals when and how much to manufacture a given item. It is used to trigger the start of production at a specific station on the line.
- Movement Kanban (or Withdrawal Kanban): indicates when and how much to transfer of an item between areas — for example, from inventory to the assembly line.
These two types make up the pull production system (pull system), in which nothing is done before there is real demand, avoiding waste and excess inventory.
“The two original types of Kanban are production Kanban, which signals when to manufacture something, and movement Kanban, which signals when to move an item between production steps.”
Modern Kanban: task management and personal productivity
Over the years, Kanban has been adapted to contexts outside the factory — especially in project management, personal productivity, and agile methodologies such as Scrum and Lean.
In this scenario, we speak of a second, broader type:
- Task or Knowledge Kanban: Used to organize intellectual workflow, such as marketing team tasks, study planning, or daily demands. Here, Kanban is implemented through visual boards (physical or digital), with columns such as "To Do," "Doing," and "Done."
It is not used to control inventory or physical processes, but rather to bring mental clarity, focus, and fluidity to creative or strategic work.
“In modern usage, Kanban has evolved into a task organization tool used to increase productivity through focus, clarity, and reduced mental overload.”
How to use Kanban in practice?
Now let’s move on to the “how to do it”, because theory without practice is just lost information.
You can use Kanban physically, with a whiteboard and colorful Post-its, or digitally, with tools like Trello, Notion, ClickUp, Jira, and many others. The important thing is to adapt it to your lifestyle.
- Set up your basic board with three columns: To Do | Doing | Done.
- List all your tasks on separate cards.
- Move cards as you progress through tasks.
- Set a limit on the number of tasks in progress—this avoids the overload trap.
- Review your board daily or weekly: Kanban is a living organism, it needs attention.
However, if you want to go further, you can add columns like "High Priority," "Waiting for Third Parties," or "Under Review." Kanban is as flexible as bamboo: it adapts without losing its strength.
“To use Kanban, create a board with three basic columns (To Do, Doing, Done), write each task on a separate card, and move them around as you go. Kanban can be applied both on physical boards with post-its and on digital platforms like Trello, Notion or ClickUp.”
Kanban and Mindfulness: a mindfulness ritual
What if I told you that organizing your tasks can be a practice of mindfulness?
When you create your Kanban board, you're observing yourself. You're identifying where you are, what you're doing, and where you want to go. This is presence. It's attention in the now.
Furthermore, Kanban invites you to step out of autopilot mode. Instead of reacting to the chaos of the day, you consciously choose where to direct your energy. You become the master of your routine.
Want a practical example? When you start your day, take 5 minutes to look at your board. Take a deep breath. See what's pending, what can be delegated, what really matters. This can become a ritual of mental clarity, a moment of alignment between your intention and your action.
Kanban and NLP: Reprogramming Internal Standards
Within Neuro-Linguistic Programming (NLP), there is a powerful principle: the way in which we organize the information influences our behavior. Kanban is the visual representation of this idea.
This way, by getting tasks out of your mind and onto the board, you interrupt repetitive thought patterns and gain control over them. It's as if you're telling your brain, "I'm in control now."
More than that, Kanban favors the creation of positive visual anchorsEach task moved to the “Done” column reinforces an internal state of achievement, which can be used to create more productive emotional states throughout the day.
Reprogramming your mind for success involves small, conscious actions—and Kanban is one of those actions that seem simple but transform the way you operate in the world.
Kanban as an antidote to self-sabotage
You know when you start a thousand things and don't finish any of them? When you get lost in perfectionism or procrastination? That's self-sabotage — and Kanban can be an ally in overcoming it.
By visualizing tasks, you become aware of what's stuck. This way, you can name, organize, and prioritize. Clarity combats fear, and movement breaks stagnation.
Furthermore, Kanban allows you to see your own progress. This fuels motivation in a sustainable way. After all, there's nothing more frustrating than working hard and feeling like you're not making any progress. Kanban shows you that you are indeed progressing—and that changes everything.
“Kanban is a simple yet powerful tool for aligning productivity with emotional well-being.”
Kanban in everyday life: productivity with well-being
Is it possible to be productive without sacrificing well-being? Absolutely. And Kanban is one of the bridges between these two worlds.
By using Kanban with emotional intelligence, you begin to honor your limits, value your deliverables, and cultivate focus with ease. It allows you to say "no" to excess and "yes" to what's essential.
Want an example of practical application?
- For students: use Kanban to organize studies, projects and reviews.
- For self-employed professionals: view client commitments, proposals and deliveries.
- For those who take care of the house: divide household tasks clearly, creating more harmony.
- For teams: align responsibilities and increase transparency without micromanagement.
Simple, practical, human.
In short: Kanban is more than productivity
If there's one thing Kanban teaches, it's that life can be organized with presence, lightness, and purpose. In this way, it wouldn't just be a productivity tool, but a way of thinking, feeling, and acting with greater awareness.
In this sense, you don't have to live in survival mode, jumping from task to task without taking a breath. Kanban offers you a map. In other words, a clear path where each step is visible, each achievement is celebrated, and each decision is made with intention.
If you want to achieve high performance, start small. One board, three columns, and the courage to observe yourself. The rest will come with the flow.
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Image: Freepik
Marcel Castilho is an expert in neuromarketing, neuroscience, mindfulness and positive psychology. In addition to being an advertiser, he also has a Master's degree in NLP – Neurolinguistic Programming. As the owner and founder of the communications agency VeroCom and also of the digital agency Vero Contents, he has been studying human behavior for over 30 years.
