Building a home means juggling dozens of decisions and loose ends at once: tile selections, a variation you're waiting on a price for, a question the site supervisor hasn't answered, and later a defects list. A simple Kanban board lets you see at a glance what's waiting on you, what's waiting on the builder, and what's finished.

You don't need any special training or software. A whiteboard and sticky notes will do.

What is Kanban?

Kanban is Japanese for "signboard". The system came out of Toyota's factories after the Second World War, where Taiichi Ohno used cards to signal when parts were needed, so nothing was made or ordered until it was actually required.

Today a Kanban board is simply a board split into columns, with each task written on a card. As the task progresses, you move the card from left to right. That's it.

The ideas behind it are just as simple:

  • Make the work visible. If it's on the board, it can't be forgotten.
  • Limit work in progress. Don't start ten things at once. Finish things.
  • Watch the flow. If cards keep piling up in one column, that's where you're stuck.

A board for your build

Here's a set of columns that works well for homeowners:

  1. To decide. Selections and decisions you haven't made yet.
  2. Waiting on builder. Questions asked, quotes requested, variations submitted.
  3. To approve. Prices or drawings that have come back and need your sign-off.
  4. Approved. Signed off, in writing, and filed.
  5. Done. Installed or completed and checked on site.

Each card should have a short description, the date it went into that column, and who's responsible. For anything involving money or the contract, note where the written record is (an email, a signed variation form).

What goes on the cards

  • Selections: tiles, tapware, benchtops, paint colours, appliances, light fittings
  • Variations: each change to the contract, with the price and whether it's signed
  • Questions: anything you've asked your builder or supervisor and are waiting to hear back on
  • Inspections: stage inspections you want to do, and the issues each one finds
  • Defects: items from your practical completion inspection and your maintenance period list

Setting it up

  • Physical or digital? A whiteboard on the fridge works well if you're both at home. If you and your partner want to update it from your phones, a free tool like Trello works well. Asana and Monday.com also offer board views.
  • Keep the columns few. Five is plenty. More columns just means more places for things to hide.
  • Set a limit on "To decide". If you've got 20 undecided selections, pick the five with the earliest deadlines and get them done first. Your builder will usually give you a selections deadline, and late selections can hold up the job or trigger extra costs.
  • Review it weekly. Ten minutes on a Sunday night is enough. Chase anything that's been sitting in "Waiting on builder" for more than a week.

Why it helps

A board won't build your house, but it does stop things falling through the cracks. In my experience the problems homeowners have with builders usually come from things that were assumed, forgotten or agreed verbally. Seeing every open item on one board, with a date and a written record, makes those conversations much easier.

It's also handy at the end. When you get to practical completion and then your defects period (12 months from practical completion under a Queensland standard contract), the defects cards become your list to track until each one is fixed.

My checklists slot straight into this. Each stage inspection gives you a list of items to check, and anything that needs fixing becomes a card on your board.

Further reading

Agile in Homebuilding: A Game-Changer or NotEver wondered if agile project management could enhance your homebuilding experience? While agile thrives in software development, its application in house construction offers both challenges and opportunities. Dive in to discover if agile’s iterative approach suits residential construction.The Importance of Contract Administration in Home BuildingBuilding a dream home? An experienced contract administrator is your advocate, ensuring that every detail aligns with your vision. From overseeing plans to resolving issues, discover how they can turn your construction journey into a smooth adventure.Construction Project Management ExplainedDiscover the intricate dance of construction project management, where coordination and control bring structures from plans to reality. Dive into the phases and roles that shape the skyline.