Kanban Board Template
Visualize your work in columns from to do to done. A Kanban board shows at a glance what your team is working on, what comes next and where work gets stuck.
Free to start · Swiss-made · GDPR compliant
Managing tasks on a Kanban board
The Collaboard template has five columns with colored lines, from Backlog to Done, plus a panel with instructions, board rules and a weekly check-in rhythm. Tasks are added from the left toolbar with an owner, a due date and an optional priority tag. A sticker area with reactions such as Bravo, Help or Party time lets the team give quick feedback directly on the board.
Create a task
Add a task to the Backlog column from the left toolbar, one task per card.
Assign an owner
Every task gets one owner, plus a due date and any details the team needs.
Set priorities
Optionally add a priority tag, so the most important tasks stand out.
Move tasks along
Move each task one column to the right as its status changes, from Planned to In Progress, Review and Done.
Follow the weekly rhythm
Plan and prioritize on Monday, deal with blockers every day and review progress on Friday.
Archive and celebrate
Archive completed tasks once a week, as the board rules suggest, and use stickers to celebrate progress or ask for help.
What is a Kanban board?
A Kanban board makes work visible. Each task is a card that moves from left to right through the stages of a workflow, so the whole team can see at a glance what is waiting, what is in progress and what is done. Kanban comes from lean manufacturing and works without fixed sprints, which makes it easy to introduce in existing teams.
The five columns of the template
The examples follow one illustrative scenario: a marketing team preparing a product launch.
- Backlog Tasks that are not yet planned. Example: ideas for a launch video.
- Planned Tasks that are scheduled and ready to start. Example: write the press release.
- In Progress Tasks someone is working on right now. Example: design the landing page.
- Review Tasks waiting for feedback or approval. Example: the newsletter draft, under review by the product team.
- Done Completed tasks. Example: launch date confirmed with partners.
If your team wants to estimate tasks before adding them to the board, Planning Poker is a good first step.
Teams that work well with Kanban
- Team task management See who works on what and where work gets stuck.
- Marketing and content Track campaigns and content from idea to publication.
- IT and support teams Manage incoming requests without fixed sprints.
- Personal productivity Organize your own work visually.
Limiting work in progress and spotting bottlenecks
- Limit work in progress Agree on a maximum number of tasks in In Progress and add it to the board rules. Fewer open tasks get finished faster.
- Watch the Review column Tasks often pile up while waiting for feedback. Make reviews a daily habit.
- Write your own rules The board rules field has room for your team's agreements, for example when a task counts as done.
- Use stickers as signals A Help sticker on a card is faster than a message and visible to everyone.
Why Collaboard
A Swiss-made online whiteboard for teams that care where their data lives.
Your data stays in Europe
Choose hosting in Switzerland, Germany or the EU, fully GDPR compliant. Or run Collaboard on your own servers.
Invite anyone with a link
Guests join your board for free, right in the browser. Nothing to install, no extra licenses for participants.
Made in Switzerland, with real support
Collaboard is developed in Switzerland. When you need help, you talk to people who know the product.
Frequently asked questions
Is the Kanban board template free?
Yes, the Kanban board template is free to use with a Collaboard account. The free plan includes up to 3 boards and five people per session.
What is a Kanban board used for?
A Kanban board visualizes tasks and workflows, so a team can see the status of its work, set priorities and spot bottlenecks early.
What is the difference between Kanban and Scrum?
Scrum works in fixed sprints with defined roles, while Kanban is a continuous flow without fixed iterations. That makes Kanban easier to introduce in existing teams.
Can I add my own columns to the Kanban board?
Yes, the Kanban board template starts with five columns, from Backlog to Done. You can rename them or add new stages, and categorize tasks with colors or priority tags.
Can I share a Kanban board with others?
Yes, a Kanban board in Collaboard can be shared by inviting people to the board or by exporting it as an image or PDF.
What is a WIP limit on a Kanban board?
A WIP limit, short for work in progress limit, sets the maximum number of tasks allowed in a Kanban column at the same time. It keeps the team focused on finishing tasks instead of starting new ones.
Start your next whiteboard now
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