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Why two teams using the same tools got opposite results — one saved a sprint with Kanban, the other fixed chaos by ditching it — and what this reveals about how your brain (and your workflow) actually works.

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The quiet shift happening inside modern PMOs — and why choosing the wrong workflow today can cost you more than an entire sprint tomorrow.

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The Buffer Growth team shared publicly (on their YouTube channel) that in 2022 they almost lost an entire sprint because they were managing everything in long lists with no clear visibility of flow. They switched to Kanban.

The result?

On the other hand, in an Asana interview, a B2B sales team revealed the opposite: When they used Kanban, their pipeline became chaotic. After returning to structured lists, with priorities and dates, they improved forecasting and predictability by 30% in just three months.

These stories happen every single day.

And not just at work.

In real life, the brain works the same way.

For organizing a barbecue? A list. Buy the meat, prep the marinade, check the charcoal. Everything sequential.

Driving through city traffic? Kanban mode. Continuous flow, constant adaptation, hard WIP limits (no one can do 5 things at once behind the wheel).

Managing the morning routine? A hybrid: List for waking up, getting ready, organizing yourself. Mental Kanban to handle surprises: spilled coffee, urgent mail, unexpected call.

Work and real life follow the same logic.

The difference is that, at work, tools, integrations, and reporting complicate the game — and a bad choice between Kanban vs list vs all-in-one can cost weeks of productivity.

Kanban comes from Toyota Motor Corporation's production lines in the 1940s. The principle is simple:

Visually? Cards in columns: To Do → In Progress → Done.

But advanced teams don’t care about the theory. They care about this:

Kanban accelerates teams working in continuous flow and slows down teams that rely on rigid priorities.

It’s like cooking:

When teams match the method to the type of work, the impact is immediate.

Lists shine when there is:

That’s why traditional PMOs, sales teams, compliance, finance operations, and audit-heavy teams prefer lists: Order matters. Timing matters. Sequence matters.

While Kanban shows flow, the list shows structure.

Platforms like Notion, trello , Asana ClickUp promise the best of both worlds — Kanban, lists, calendar, database, automations and dashboards in one system.

And yes, they work.

But only when governance exists.

Without it, advanced teams create:

According to the 2025 UK Public Sector Efficiency Survey, employees lose around 5 hours every week to inefficient processes — roughly 20 hours per month — highlighting how governance gaps directly drain productivity.

The problem isn’t the tool. It’s the lack of direction.

Teams that master this decision — Kanban vs list vs all-in-one — move months ahead of everyone else.

The others? They stay stuck in the eternal loop of “changing views” without changing results.

And the risk is real:

A bad method costs sprints.

A good method frees entire teams.

Teams that match their method to their work scale effortlessly. Teams that don’t end up drowning in complexity. A good workflow multiplies progress; a bad one multiplies chaos.

I was explaining this during a session, showing the difference between a Kanban board and a structured list, when suddenly…

A TikTok notification pops up: a 4‑year‑old at dinner, praising her mum as the best chef in the world, loving the pasta — and then, out of nowhere, asking for a completely unexpected Christmas present.

That moment was the perfect example of a fluid, conversational, mental Kanban in action. 😂

If you want to take this further, feel free to reach out.

I help teams and SMEs:

If your team uses Trello, Asana, ClickUp, Notion — but you know there’s far more potential — then it may be worth working together.

Let’s collaborate and win together.

And let’s get your productivity machine running at full power.

Managing projects doesn’t need to be a headache — you just need the right tool working for you.

Feel free to reach out. Take care and make sure you remember that you’re in for a win.😎

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