Why copying the existing Kanban systems from the others even pioneers is not a good idea?

Why Copying Existing Kanban Systems, Even from Pioneers, is Not a Good Idea

Have you ever thought, "We should just copy team X's Kanban system—it looks perfect"? It’s a common idea, but it might not be the best approach. Here’s why.

Understanding the Fit for Purpose

In agile coaching and discussions with peers, I often hear the sentiment, “We may copy the existing system from team X as it looks perfect.” Well, it may be perfect for them; however, it doesn’t have to be perfect for you. In this article, I will explain why copying even a perfect Kanban system is not a good idea.

Ask the Right Questions

Before adopting any system, you need to answer critical questions:

1. Is our system fit for purpose?

2. Do we really perform the same service?

3. Do we truly understand the service we provide?

Team Exercise to Understand Your Service

To understand the service you provide, I recommend performing the following exercise with your team. This will help you tailor a system that fits your unique needs.

Ask Your Team Three Key Questions:

1. WHAT do we do? What do we produce?

   • In a few words or sentences, write down what your team does, what it delivers, or what it produces.

2. WHO are you doing it for?

   • Clarify who your most important stakeholders are. Answering this question will help identify your customer. Even if you don’t have a direct relationship with the company’s end customer, it doesn't mean you don’t have internal customers. Within your organization, you may fulfill someone’s requests or needs. Those people are your internal customers, and you serve them by fulfilling their requests. It would be great if you could name these customers.

3. WHY are we doing what we do?

   • Consider the final impact on the end-user of your product or service. This helps create a clear connection between your work and its importance to the customer.

Create a Clear Understanding:

With these answers, format them to ensure the team’s understanding is aligned:

• As [who we are]

• We provide [what we do]

• For [customer]

• In order to [reason the customer comes to us]

Results:

By performing this exercise, your team will gain a clearer understanding of the services you provide, who your customers are, and their expectations. This clarity will help define your team’s identity and focus, highlighting how your work differs from others and why using a unique Kanban system is essential.

Final Thoughts:

I hope this article clarifies why copying an existing system is not ideal. I would love to hear your feedback and see your perspective.

Feel free to share your thoughts in the comments or connect with me directly. Let’s discuss how we can build systems that truly fit our unique needs.

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