11 Kanban Software to Streamline Your Workflow

Feeling overwhelmed by a mountain of tasks? Struggling to get a clear picture of your workflow? Kanban tools might be the solution you've been searching for!

This comprehensive guide dives into the world of kanban software, revealing the top 11 tools designed to boost your productivity, enhance team collaboration, and revolutionize your project management.

Explore the key features of each tool, learn how to choose the right Kanban software for your needs, and understand why online kanban boards outperform their physical counterparts. Discover why Kanban is essential for effective project management and bring order to the chaos in your work life.

What Is Kanban Software?

Kanban software is a work management solution that uses kanban boards and cards to visually manage tasks and analyze and improve workflows based on Lean principles and the Kanban method. These digital tools enhance work visibility, foster team collaboration, and offer features like tracking, limiting work in progress, and reporting to support continuous process improvement.

Kanban software tools allow you to visualize, organize, and manage work efficiently. By using a kanban tool, you can:

• Eliminate wasteful activities
• Automate work processes
• Make accurate forecasts based on historical data
• Focus on tasks that deliver real value to customers

What Are the Essential Features of Good Kanban Software?

Finding the best kanban tools to meet your needs can be time-consuming. To simplify your search, here are the key features to look for in top kanban apps:

• Customizable Boards: Add swimlanes, limit work in progress, edit columns, sort cards, and apply filters.
• Task Management: Attach files, assign tasks, and create links between cards.
• Data Analysis: Analyze workflow data, visualize metrics, and extract reports.
• Automation and Alerts: Automate processes, create notifications, and set project/task deadlines.
• Integration Capabilities: Seamlessly integrate with other tools.
• Scalability: Create multiple kanban boards and visualize work across various teams.

11 Best Kanban Apps

Find a brief overview and most notable features of some of the top Kanban project management software solutions available today. Keep in mind that some are more suitable for personal use, while others can also be applied to a team and project portfolio level.

1. Businessmap (formerly Kanbanize)

Businessmap is a powerful project and portfolio management software based on the Kanban method. The platform is equipped with multiple features that allow you to plan, organize, and track work on a team and portfolio level. You can take advantage of the powerful analytics module and automate your processes thanks to the business rules engine. The software is extremely flexible and supports almost any use-case, plus it integrates with some of the most useful digital tools such as Power BI, Microsoft Teams, Slack, Google Drive, GitHub, Gitlab, and more.

Key Features

• Project Timeline 
• Kanban boards  
• Time-tracking  
• Workflow automation 
• Project forecasting 
• Automated project status reporting 
• Dependency management  
• Powerful Analytics Module

2. Jira Software

With Jira, you can easily organize and track tasks. You can use the software to capture issues, assign work, and follow team activity. You can also generate different reports with Jira. However, most of them are Scrum-oriented, such as Burndown charts, Burn Up charts, sprint reports, etc. Even though limited, you can also use a couple of rules to streamline your team's workflow and automate some activities. 

Key Features

• Scrum boards 
• Roadmaps 
• Agile reporting 
• Custom filters 
• Process automation 
• Bugs and defect management 
• Search and filtering

Check our detailed Businessmap vs. Jira comparison.

3. ClickUp

When it comes to creating a custom-fit user experience, ClickUp delivers that and so much more. The Board View is separated by status columns so you can visualize where you are in your workflow with each task. Minimize your clicks by grouping and sorting your Board View so you can hone in on assignees, due dates, or priority. With work in progress limits enabled, you can easily identify which columns require immediate attention from your team. Creating new tasks, changing filtering options, or adjusting due dates is easy to do all in the same place.

Key Features

• Automations
• Boards with Custom Grouping
• Calendar Syncing
• Docs
• Gantt View
• Goals & Milestones
• 1,000+ Integrations
• Time Tracking & Estimate

4. Asana

This is a flexible software solution for workflow management. You can customize your workflow on a kanban board, depending on your team's specific needs, and keep track of what's most important. Your team can also see real-time updates, plus you can create task dependencies. Additionally, Asana integrates with various useful digital tools.

Key features

• Activity feed 
• Automatic updates to email/inbox 
• Create custom calendars and views 
• Project Sections and Search Views 
• My Tasks list and Focus Mode 
• Track tasks and add followers 
• See team members’ tasks and priorities

5. Trello

Trello is known for being user-friendly, allowing visitors to start and understand its functionalities within a few minutes. Teams can structure and customize Trello to fit their specific requirements and work processes. Probably one of the most significant benefits of Trello is that it integrates with over 100 digital tools. This kanban project management software is suitable for individual users or small teams that are new to Kanban.

Key Features

• Kanban boards
• Activity logs
• Built-in automation
• Dashboard, Timeline view
• Workspace, Calendar view
• Single board guests
• Google Apps sign-on

6. Smartsheet

Many companies use spreadsheets for tracking their plans, finances, and inventories. Smartsheet’s kanban board software offers a groundbreaking way to collaborate on projects and processes. It effectively combines the usability of a spreadsheet with visual timeline management and collaborative file sharing.  The platform is designed to boost collaboration. It speeds up decision-making while understanding the importance of data-driven information. 

Key Features

• One Dashboard
• Multiple Views
• Reports 
• Alerts and Automated Actions  
• Activity logs 
• G Suite and Office 365 integrations

7. ProofHub

With its rich task management functionalities, ProofHub offers a valuable kanban project management solution. You can add details and deadlines for when a task is to be completed or attach documents to each task. In terms of collaboration, you can add comments to each task, use the Discussions section or use the additional chat boxes.

Key Features

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

8. Azure DevOps

If you’re looking to implement the Kanban method to workflow management, Azure boards offer various functionalities. The tool represents a powerful project management tool, from tracking the work in progress on kanban boards to extracting KPI reports to monitor and improve your processes.

Key Features

• Task management
• Backlog view
• Status updates
• Work prioritization
• KPI Monitoring
• Analytics reports

9. NTask

nTask offers kanban boards that track workflows of any project, both simple and complex ones. Users can use default columns or set custom columns based on their needs. You can use nTask Boards to get work done faster and with full transparency by giving due dates, creating to-do lists, giving status updates, assigning tasks to co-workers, and using pre-built industry templates.

Key Features

• Project Management 
• Gantt Charts 
• Meeting Management 
• Task Management 
• Team Collaboration Tool 
• Bug Tracking 
• Kanban Board 
• Time Tracking & Timesheet 
• Risk Management 

10. Monday

Monday is a project management software that helps you plan, track and manage your projects. It allows you to manage your projects by using visuals, text, and data from different sources. It also offers tools for collaboration with other people on a project or team, as well as tools for managing tasks and resources. Unlike a standard kanban board, Monday doesn't let you drag and drop lists and cards like you usually would. Instead, it gives you the same insight without dragging and dropping, with a bit more detail than a standard kanban board. 

Key Features

• Gantt Charts 
• Docs 
• Integrations 
• Automation 
• Dashboard 

11. Paymo

Paymo isn't a technical kanban software per see - it's a project management software that allows users to visualize their workflows in any way that's best for them, including Kanban boards. Each workflow can be customized to fit various work styles and needs. Paymo shines thanks to Paymo Track, a 3-in-1 automatic time tracker for desktop. There are collaboration and communication features in Paymo, such as in-app, email, and Slack notifications and reminders, etc., for feedback loops which can help clarify work requirements and define Kanban policies. Reporting is done two-fold – by time logged or tasks completed. 

Key features

• Manual and automatics time tracking capabilities
• Multiple project views like Kanban and Gantt
• Timesheets & reporting
• Estimate and invoice generation
• Team scheduler and planner

These are just a few examples that can help you build the perfect Kanban board. With Kanban software tools, you can create many different kanban boards examples that cover different teams' needs. Let’s uncover some of the most profound advantages of online Kanban solutions and foster your decision when it comes to choosing between a digital and a physical board.

Top Benefits of Using Digital Kanban Boards for Efficient Workflow Management

Switching to digital kanban boards can revolutionize your workflow management. Here are the top benefits that make online kanban tools an essential upgrade for your team.

1. All Information Stored in a Central Place

Visualizing connected team and strategic project boards

One of the most significant benefits of using an online kanban board is that all information is stored in one central location. Unlike physical boards, every card description and attached file is readily available, ensuring nothing gets lost and keeping your workspace clutter-free.

2. Real-Time Status Updates

Actions such as creating, moving, or completing cards are instantly reflected on everyone’s boards. This eliminates delays and the need for status reporting, reducing the need for wasteful meetings and keeping everyone updated in real-time.

3. Easy Access for Remote Team Members

Online kanban boards are accessible from any device with individual login credentials, allowing team members to track urgent tasks even when they're not in the office. This ensures seamless synchronization and collaboration.

4. Increased Levels of Security

Physical boards can lead to lost cards and pose security risks, especially with sensitive information. Digital Kanban boards offer role-based access, single sign-on, and two-factor authentication, providing robust security even for enterprise-level data.

5. Flow Analytics

Visualization of a cumulative flow diagram including all the stages of a work process

Kanban software enables sophisticated analysis of your work processes. Key kanban metrics and analytics like cumulative flow diagrams, cycle time scatter plots, and predictive Monte Carlo simulations help you track stability, measure cycle times, and predict future performance.

6. Integrations with Other Tools

Online kanban boards can integrate seamlessly with other systems like email and CRM software, streamlining task creation and saving time by consolidating various tools into one efficient platform.

7. Business Rules Automation

Automation rules capabilities in Businessmap

Kanban software offers automation capabilities, such as setting up if-this-then-that policies. You can trigger reminders, automate card movements based on deadlines, and block cards until subtasks are completed, enhancing efficiency and workflow management.

Why Use Kanban Software for Project Management?

Let’s also mention a few of the benefits a digital kanban system can bring to project management field and find the most convenient one for your needs.

• Immediate project and task status updates
• Connect planning to execution
• Track work across multiple teams
• Collect and measure workflow data
• Enhanced flexibility
• Better collaboration
• Increased productivity
• Improved visibility and transparency into work's progress

Step-By-Step Guide to Choosing the Right Kanban Tool

Choosing the right kanban tool for your organization can be simplified by answering these key questions. This will help you identify your requirements and find the perfect fit for your needs.

1. Workflow Visualization: Does the software design allow you to visualize your workflow clearly and effectively?
2. Customization: Is the tool flexible enough to customize workflows according to your specific needs?
3. Work In Progress (WIP) Limits: Does the tool offer various ways to limit WIP, such as personal WIP limits, WIP limits per cell, and constant WIP (CONWIP)?
4. Flow Management: How well does the software manage the flow of work? Can it visualize different types of work, blockers, deadlines, and dependencies?
5. Process Policies: Does the tool provide a clear way to visualize your process policies?
6. Feedback Loops: How does the software support feedback loops? Look for features like comments, email integrations, and @mentions.
7. Dashboards and Reports: Can you create dashboards with customizable layouts and display reports with key flow and performance metrics across different boards?
8. Workflow Analytics: Does the tool offer workflow analytics capabilities to analyze performance, optimize efficiency, and support continuous improvement? Examples include cumulative flow diagrams, charts, histograms, and Monte Carlo simulations.
9. Time Tracking: Does the software allow for time tracking on tasks and projects for better capacity planning for individuals or teams?

Making the Right Choice

Think of the right kanban software as the perfect co-pilot for your productivity journey. Just like a skilled co-pilot, it helps you navigate smoothly, avoids turbulence, and ensures you reach your destination efficiently. Ready to take off? Find your ideal kanban tool today and watch your projects soar!