Productivity apps: KanbanFlow

App Review Kanban Flow


I love productivity apps and sites and I have tried dozens over the years. I will share with you only apps I personally tried and found useful, starting with the ones I’m currently using and adding actionable strategies.

Today I want to introduce you to KanbanFlow. As you may guess from the name, it uses the Kanban method and let you plan your activities through a series of boards. It comes with a free and a paid plan ($5/month, with annual discounts), I am using the free version.

Why do I like it?

I must say it is far from being the best (I have yet to find the perfect app), but it has a bunch of useful features included in the free version that I really like, colour coding and pomodoro timer above all. Does it sound appealing? Let’s find out more!

How does it work?

The standard format when you create a new board is 4 columns:

  • To-Do
  • Do Today
  • In Progress
  • Done

They can be collapsed with a simple click on the title, the number at the top will then show you how many tasks each column has:

KanbanFlow interface

You can of course change the name and number of columns, and also set limits to the number of tasks you can add, to avoid overloading.

Main benefits

I am a visual thinker and colour coding is always a big plus for me, KanbanFlow has a whopping ten colours to choose from!

Moreover, when you have a crowded schedule and need a strict timing, the pomodoro timer really comes in handy. You can set the time span, notification sounds and even note down interruptions (e.g. calls) to better monitor your workflow. If you don’t like the pomodoro technique, you can choose the stopwatch mode instead. You can check time entries for both from the log menu and have additional pomodoro statistics in the reports section.

Starting the timer is as simple as right-clicking on a task and from the same menu you can perform other actions like changing colours, moving, duplicating or deleting the task.

KanbanFlow can be used from mobile, too. You won’t find any app in the store, but you can go to from your mobile browser and then send it to your smartphone home.

How do I use it?

I have two approaches: week planning and day planning, depending on how much control I need.

For the week planning, I use a “Task Dump” column, and then seven columns for each day of the week. I use white (you have to enable it from the administration panel) to make “To do“, “Checkpoint” and “Done” tasks and then move tasks from the dump column to each day (you can duplicate recurring tasks):

Sample - KanbanFlow - Google Chrome2

For particularly busy days, I use the day planning approach, with three columns:  “To-Do“, “Timetable“,”Task Dump“. Most of my tasks are repeating ones, so I put them all in the third column and then move the tasks for the day in the first one. I use one hour blocks (again, in white) in the Timetable column to have a better grip of my schedule:

Today - KanbanFlow - Google Chrome3

Final remarks

KanbanFlow is a nice tool to help you plan your activities, and it also has one of the cheapest premium plans compared to other services, so if you are on a tight budget you should give it a try.

As a free user, I switched to it from Trello (which I still use for other projects, I will talk about it in another post), because the only way to have a similar setup was to use a couple of extensions (like Pomello, for the timer). Still, you may find some missing features if you want to use it as a project management tool, so be sure to check the site to find out if it has all you need.

Stay tuned for more reviews!

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