A good visualization is the key to effective collaboration and to identify improvement opportunities. Visualizing that work and the flow of that work greatly improves transparency.

It allows us to absorb and process a great deal of information in a short time. In addition, visualization supports cooperation, as everyone involved has the same picture. 

Additionally , it helps to expose bottlenecks.

Material and guidelines to setup the Kanban board: As a preference use JIRA Kanban board where  everyone can add cards. Ensure that everyone has access to the tool.

Encourage use of simple, clear column names – not every detail, just key steps (to avoid over-complicating the first board). Goal is to get comfortable visualizing work, not to have a perfect process design.

Kanban boards are the most common means of visualizing a Kanban system. Common to all boards is pulling work from left to right through the board: on the left, new work items enter the board. When they exit on the right, value is delivered to customers.

In a Kanban system, there is at least one clear commitment and delivery point as well as a representation of the permitted amount of work (Work in progress, WIP). 

Work items can be of different types and sizes, from tasks to requirements. 
Work items are typically displayed  as post-its usually called cards or tickets.

The series of activities/steps these work items go through are referred to as workflow. The individual steps in the workflow are shown in columns.

The simplest way to represent a Kanban board is shown below.

The Kanban backlog shows work items in both the Backlog(=Backlog column) and Selected for Development (to Do column) sections. This makes it easy for you to drag work items from one section to the other. Drag work items from the Backlog section when the team is ready to work on them. Ready in this context means that the work item has enough information and has been clarified with the team through a "refinement meeting".

See the session on "Definition of Ready"  at Definition of Ready

The column on the right means the work item is delivered as expected , the team will need to agree on its meaning , for examples : is done released in production or is done developed by the team?   A

See the session on the "Definition of Done" at 6. Definition of Done

Kick off facilitator meeting

1. Explain how the Board works (link, states and types of cards), have people create a card of all types.
   1. How to create an issue/cards/tickets and what for
   2. How to create an epic and what for
   3. How to ensure all issues/cards/tickets are associated with an epic
2. Present a Common Language
   1. Kanban, state, ticket/card
3. Create & Populate the Board together 
4. Set Way-of-Working Policies and working agreement
   1. Create backlog freely
   2. Who classifies the work in the backlog to be read to be worked on
   3. Agree on a work approach based on priority
   4. The types of cards
   5. Agree when the column moves can be updated and which should be done live or not
   6. Agree which updates on the tickets need to be done (Example: as soon as a dependency is detected)
   7. Agree on Definition of Done. Basis available in this space.
5. Set Limit WIP Policies 
6. Agree and setup the meetings on the calendar
   1. Setup of the daily (15m per day recommended)
   2. Setup of the tickets clarification (one how per week recommend)
   3. Setup of an I&A team meeting (in Kanban once per month recommend)

Kick off template example/ Kanban minimum setup

Example of a working agreement