It is so easy to get distracted! I have a tendency to start work on a task, such as this blog post, and then along the way to get sidetracked by an interesting article I come across while researching, by a must-answer-at-once email that pops up, or by an unpredictable family interruption.

I have tried all kinds of ways to improve my stick-to-it-ness, such as only looking at my email at set times during the day, and by adding interesting articles to my bookmarks. In addition, I maintain a daily journal on which I list my tasks for the day in big, bold letters. It feels good to check them off when done. But sometimes the same task ends up being migrated to the next day, over and over, so it never gets done.

Despite my efforts, none of these excellent practices seem to be enough to stop my wandering off task or help me get back on task after an interruption. I needed something more. That’s when I discovered the Kaban Board.

The Marvelous Kaban Board

The word kaban is Japanese for “visual sign or billboard.” A Kaban Board uses visual elements to create a task management system or board that keeps you on track, prevents you from taking on too many tasks at once, and provides a visual reward when a task is completed. While the system grew out of manufacturing autos at Toyota and is very popular for handling work flows in all kinds of companies, it is flexible enough to be applied to almost any tasks including a writer’s. (Read more about its history here.)

A Kaban Board is easy to make and to use. It is basically three columns drawn on a large paper or board, and headed: To Do, Doing, and Done. or some variation of these terms.

Under each column are placed moveable cards, or more often today, sticky notes listing the tasks needed to complete a project. For a writer, this would be a finished draft. or if the draft is finished, revision tasks, or if the manuscript is polished and done, marketing tasks. Of course, you can add any tasks you wish to your board.

At the start, all tasks are in the To Do column. When a task is started, it is moved to the Doing column. When it is completed, it is placed in the Done column.

How I Use my Kaban Board

I use a slightly cut-down manila folder as my board. The reason for this is that when I am actually working on a task, having all those undone tasks in front of me is a bit stressful. With a folder, I can close it up while working and open it again when I get off track.

I am instantly reminded of what I should be working on, and how much I have already completed.

Physically moving the task note to completed is intrinsically rewarding for me. However, it could also be accompanied by a small reward such as a healthy snack or a walk or a stretching session.

Digital Kaban Boards

There is something about physically moving the tasks across the board that makes it self-satisfying. However, if you prefer something digital, there are programs you can use. While most are expensive and designed for corporate teams, the following two are free.

Trello is a digital index card system that lends itself perfectly to a Kaban Board.

Notion is a organizer system that is free for individual use. It has a Task List function that is in Kaban format.

My Tips for Using a Kaban Board

Recycle Monthly Tasks. I have a number of tasks that I do every month. I find that I can just recycle the sticky notes by moving them back to the To Do column at the start of the new month.

Color Code. I also like to use different color notes for different types of tasks. So on my example above the blue notes are for the book I am outlining and the yellow are for my monthly tasks. Since I work on my book in the AM and the other tasks in the PM, I can have two of them in the Doing column at a time.

Do Them in Order. Another idea to try is to put a date on the sticky note and do the tasks in the order your added them so nothing gets to sit under To Do for forever.

Weed Out the Chaff. If something is languishing under the To Do column, maybe you need to rethink why you have to do it in the first place. Any task you keep putting off over and over, either has a personal issue you need to address first or seems overwhelming.

Ask yourself: Why don’t I want to do this? How can I make it easier or more pleasant to do? Sometimes breaking a task down into smaller parts can help. Use as many sticky notes as needed for you to get it done. For example, instead of Revise a Chapter, break it down into several smaller tasks (Note: You could recycle these as you complete each chapter):

• Rewrite the transition in sentence.
• Rewrite the hook at the end.
• Prose up any clichés.
• Substitute power verbs and specific nouns for ordinary ones.
• Search and replace overused and misused words.
• Check character names and facts.
• Edit grammar.
• Edit spelling.
• Put it through an online editor.

[Note: if you want more revision To Dos, see my book Revise Your Draft and Make Your Writing Shine or take my workshop 30 Days of Revision Tips.]

Have Separate Kaban Boards for Different Parts of Your Life. If you try to put everything you do on one board, you may feel inundated with work. Instead, make one for your writing project, and create others for any other projects you have to do – such as work tasks or craft projects or family activities. In fact, a Kaban Board since it was designed for teams, can help make tasks shared in a family more likely to be completed.

Be Flexible. There is no one right way to Kaban. Play around with the concept until you find what works for you. I am still adjusting mine after using the system for over a year. (I keep making mine simpler!]

So Give Kaban Boards a Try

For me, a Kaban Board is a super simple way to keep myself focused on a task or two, rather than trying to do everything at once. I love the satisfaction of seeing the Done column fill up. I will definitely be using it to keep me moving on my new novel, a romantic suspense set in a Nova Scotia fishing village.

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Have you tried Kaban Boards?

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