If you’ve ever used a Kanban board, then you’ve interacted with its most essential element: the Kanban card.
These simple, movable units are far more powerful than they look. They represent work, capture critical information, and facilitate flow across a team’s workflow. Whether digital or physical, Kanban cards are the heartbeat of any Kanban system.
In this blog, we’ll explore what a Kanban card is, what it should include, how to use it effectively, and how it helps Agile and Lean teams visualise and manage their work.
A Kanban card is a visual representation of a work item or task in a Kanban system. Each card moves across columns on a Kanban board, typically labelled To Do, In Progress, Testing, and Done, to reflect its current status in the workflow.
Cards can represent anything:
A user story in software development
A procurement task in operations
A bug fix, change request, or legal review
Any other unit of work that needs to be tracked and completed
What should a Kanban card include?
A well-structured Kanban card should provide just enough detail to track and complete work without overloading the team with information. Whether on a whiteboard or in a tool like Jira, Trello, or Azure Boards, a good Kanban card includes:
Field |
Purpose |
|---|---|
| Title/Task Name | Brief description of the task |
| Unique ID | Reference number or link to related item |
| Assignee | Who is responsible for the work |
| Priority | High, Medium, or Low |
| Due Date | Deadline (if applicable) |
| Status | Auto-inferred from board column |
| Task Description | Key details or acceptance criteria |
| Checklists/Subtasks | Steps to complete the task |
| Attachments/Links | Files, screenshots, or external references |
| Labels/Tags | For filtering and categorisation (e.g., “Bug,” “UX,” “Backlog”) |
| Comments/Notes | Running updates from team members |
To make this more tangible, here’s an example of a Kanban card that could be used in a software development sprint:
|
Title: Add Password Reset Feature Subtasks:
Labels: Authentication, Sprint 21 |
Kanban cards provide more than just a visual marker for tasks. They play a critical role in helping teams deliver work more effectively. Some of the key benefits include:
Visualise workflow by allowing teams to see bottlenecks and idle work
Improve focus by limiting WIP (Work in Progress) and showing active tasks clearly
Facilitate communication so everyone knows what’s being worked on
Support metrics by enabling tracking of cycle time, throughput, and blockages
Empower accountability since each card is owned and moved by team members
To get the most out of Kanban, many teams use digital tools that make it easy to create, update, and customise cards. Popular options include:
Trello: Drag-and-drop simplicity, great for small teams
Jira: Ideal for Agile software teams, with integration to epics and sprints
Azure DevOps: Excellent for technical work items and workflows
ClickUp: Flexible views with advanced automation
pmo365: Embedded Kanban boards within project portfolio management context
These tools often allow custom fields, automation, reporting, and cross-linking with other boards or systems.
Kanban cards are most effective when used consistently and with discipline. To get the best results, follow these best practices:
Keep titles short but descriptive
Avoid generic names like “Fix issue.” Be specific.
Limit WIP
Do not overload columns. Encourage team members to finish before starting more.
Update cards regularly
Cards should reflect real-time progress and changes.
Use colour or labels wisely
Do not overdo it. Use them to differentiate card types meaningfully.
Review in daily stand-ups
Use the board as the source of truth during team syncs.
Even with the best intentions, teams often misuse Kanban cards. Here are some of the most common mistakes and how to fix them:
| Mistake | Impact | Fix |
|---|---|---|
| Cards with vague titles | Confusion or rework | Use clear, actionable titles |
| Ignored cards | Loss of visibility or delays | Review board daily |
| Too many cards in progress | Bottlenecks, context switching | Enforce WIP limits |
| Not linking related cards | Lack of traceability for related tasks or features | Use tags or references |
Kanban cards are deceptively simple but incredibly powerful. When structured well and used consistently, they help Agile and Lean teams gain clarity, reduce waste, and accelerate delivery.
Whether you’re building software, managing marketing campaigns, or improving workflows, Kanban cards keep work visible, accountable, and moving. One card at a time, you’re building momentum.