I went home that evening and drew two lines on my whiteboard, dividing it into three sections labeled To Do, Doing, and Done. With the kanban method, it was easy to keep track of my tasks. I optimized how I spent my time every day and made progress toward my goals.

It didn’t take me long to adopt kanban boards as a project management tool at work. I adapted the board layout to meet my professional needs, which involved adding a few more columns. Then, I built one for my team that we could all use to collaborate. We used sticky notes and moved them around as we completed tasks.

What Is a Kanban Board?

Kanban is a Japanese word often translated as “sign,” “visual signal,” or “billboard,” and that’s what a kanban board is. It falls under the umbrella of agile methodology frameworks. You can use it to organize tasks or work items and visualize the workflow from one stage to another.

The kanban methodology has its roots in lean manufacturing, which can be traced back to the Toyota Production System. David J. Anderson’s 2010 book Kanban was instrumental in its migration to the wider world of project management, and now, it’s often a feature of the software development process.

The method uses a simple board and card system, allowing an entire team to see the big picture as well as individual tasks that need to be accomplished.

What’s the difference between kanban and scrum boards?

Kanban and scrum boards are often referenced together, and they both serve as ways to track and visualize a series of tasks. While the kanban method is usually flexible, scrum tends to be stricter. It’s designed to encompass something called a sprint rather than evolving throughout a project as a kanban board would.

When planning a sprint, a team decides on a specific set of tasks to do and a time limit in which to complete them, typically less than a month. Scrum boards also include clearly defined team roles, like that of product owner, scrum master, and development team, whereas kanban boards don’t require assigned roles.

How to Start Using Kanban Boards

The flexible nature of kanban boards means they’re useful in marketing, sales, customer support, engineering, and other fields. Before you and your team can unlock the full potential of the kanban framework, you need to know how and when to use a kanban board.

To begin designing the board, map out the stages of your project from ideation to completion. Simple boards look the way my first one did, with three columns: to do, doing, and done. You may have many more columns depending on your project. A software development project, for example, might divide the “doing” category into development, testing, and deployment.

Kanban boards are simple tools. If you lay out a project and find the visualization overwhelming or hard to follow, you have either included too much nonessential information, you need to break the project into several smaller projects, or a kanban board isn’t the right tool for the job.

Many people find it helpful to limit the number of tasks in each column. This is called a work-in-progress (WIP) constraint. Too many in-progress tasks can cause a project to become unwieldy, and the workflow may slow as a result. WIP constraints also prevent a backlog from forming at any point in the process because in-progress tasks must be finished before new ones are started.

You may want to make exceptions to your WIP constraints. Within the planning and ideation stage, I like to add a buffer column where I can filter and temporarily store tasks.

Once you have designed your kanban board, you need to define the rules your team will follow when using it. I like to use a hybrid framework, with some tasks either assigned fixed deadlines or expedited as needed. The remaining tasks follow the first-in, first-out rule. With this hybrid system, you can make unanticipated scope changes quickly.

A kanban board is a work in progress. There’s no permanent configuration. Having to make the occasional change is a sign that it’s working, not that it has failed.

Kanban boards are at the heart of most modern project management tools. Take a look at all the options available with TechnologyAdvice.com’s Product Selection Tool.

Managing Project Flow With Kanban Boards

Kanban boards can help address many of the challenges that arise when managing workflows between stages and team members. Collaboration across different project stages becomes easier with an accessible and clearly presented plan.

Planning and ideation

The first part of a kanban board is dedicated to planning and ideation. The first column of the board usually acts as a to-do list. Every time a team member has an idea, make a note of it there. An optional second column at this point is the buffer stage, where the ideas can be filtered and screened based on priority, budget, resources, and other factors.

Let’s say, for example, that we’re creating a website for a new business. Interviewing stakeholders, drafting a page hierarchy, choosing a color scheme, and designing a logo are all work items on our to-do list, but interviewing stakeholders may be the only item in the first column. Everything else might be in the buffer stage because the next steps depend on the stakeholders’ wants.

Often, you may have several projects running concurrently, or one project so large that it necessitates multiple kanban boards. When that’s the case, I typically use a master board to keep track of all the projects, with an individual board for each project.

Resource allocation

Because you have all the tasks and subtasks ready after the planning and ideation stage, you can assign resources more easily to each of them. With the clear visualization kanban boards allow, you’re able to see if a particular task lacks the resources it needs if it’s going to be completed by the given deadline. Balancing deadlines, time commitments, money, supplies, and other resources becomes simpler.

While physical kanban boards are helpful visual tools, they’re not useful if some team members work from different locations. An online kanban board tool can help everyone keep track of the details of each task, even when they’re traveling, part of a remote team, or located in a different office.

Continuing our website design example, at this point, you might budget money to hire a graphic designer to make a logo while dividing your team into subgroups. You might tell one group to create an app, another to create forms, and another to write copy or produce video content for the site.

Tracking progress

When using a kanban board, you can follow a task’s progress as it moves from the planning stage through to completion. You can also see the progress made toward finishing the entire project.

When you’re able to visualize progress by moving sticky notes or whatever you’re using as a kanban card between stages, it’s easier to keep track of metrics like cycle time, lead time, and throughput.

As the hypothetical website design project progresses, you could monitor how quickly tasks like designing a logo or creating a homepage are being completed based on the speed with which they move from column to column on the kanban board. You should be able to tell whether the project is on schedule and have the information necessary to provide detailed progress reports to stakeholders.

Identifying bottlenecks and inefficiencies

Carefully tracking your progress means you can quickly identify any parts of your process where tasks are getting stuck. If there’s a column on your kanban board that is full, then you know that area is a bottleneck. That stage may need more team members dedicated to it, or the time requirements could have been underestimated. Either way, the sooner bottlenecks are recognized, the faster they can be addressed.

For our website design example, let’s say that one of your team members moved a kanban card labeled “ensure site meets accessibility standards” from the to-do section to the in-progress section weeks ago. It has been languishing there since. When you notice the slow-down, you can approach them to see what’s happening.

Maybe they haven’t had the time to ensure the videos on the site have accurate closed-captioning or there are product diagrams for which they’re struggling to provide alt-text. It’s also possible they need someone else to complete a task before they can finish theirs. Whatever the case, you can reorganize deadlines, tasks, or personnel to ensure it’s no longer an issue.

Kanban is a powerful yet surprisingly simple framework that can help you stay on top of all your projects. It’s an easy first step to take when transforming a traditional development team into an Agile team. No matter the size or scope of your project, a kanban board could be what you need to boost productivity, product quality, and customer satisfaction.

Access thousands of articles and reviews of project management solutions at project-management.com.

The post Transform Your Day-to-Day Project Management with Kanban Boards appeared first on TechnologyAdvice.

Computers make many things easier, especially tasks that involve collecting and sorting through vast quantities of data. Gone are the days of searching locally hosted spreadsheets or even digging through filing cabinets in search of the information you want to access. Now, there are databases. If computers are making everything simpler, a quick query should result in everything you need, right?

If your company uses a customer relationship management (CRM) system like Salesforce, the data you are looking for is probably somewhere in their cloud storage. To access it, you will likely need to use an API. 

APIs are useful for more than accessing information for data-driven decision-making. You can also build programs that run searches on the data the server is hosting and transform that information into a different, usable format. Think about the Google Maps API. Rather than building a web mapping platform, companies like Uber can use the API to incorporate Google’s. 

While using an API may seem like unnecessary added work, they are meant to improve information security and the ease with which you can access the data you need to make well-informed business decisions. Unfortunately, ease of use is relative. If you aren’t an IT professional, the prospect of learning how to use an API can seem daunting at first. 

Top API management tools

If you already know how to use an API and are looking for tools manage them, check out this list of the top API management tools.

How Do APIs Work?

You might not realize it, but you may already be using an API regularly. When was the last time a website gave you the option to log in with your Google or Facebook account? What about having the option of paying with Paypal? Have you used a travel booking site recently? Did you look at the weather app on your phone this morning?

If you answered yes to any of those questions, you have used an API. They are communication tools. You can think of the process of using one as consisting of three parts:

• User: the person who makes a request
• Client: the computer that sends the request to the server
• Server: the computer that responds to the request

Your part in this as the user is simple. You want to do something, whether that is checking the weather or pulling historical sales data from your CRM system. 

You open the CRM system or another application—the client—and request that information. The way you make that request will depend on the API you’re using. In the weather app example, you tell the API which city you want to look at, and it pulls the most up-to-date weather information for you. You might tell the CRM system that you want all of the sales of a particular product from the past five years at your Chicago, Atlanta, and Dallas locations. 

The server is where the information you’re looking for is stored, and it’s what responds to your request. Information about the server appears in the documentation. The documentation will include the endpoints where specific data can be found as well as the structure of the data on the server. 

APIs can be divided based on their architecture, or how they’re constructed. Let’s look at two of the most common types of API architecture. 

SOAP APIs

SOAP stands for Simple Object Access Protocol. With this architectural style, the client and the server communicate with each other using XML. This type of API is popular due to its rigid structure and independence from any specific programming language. While less common than they once were, many organizations still use SOAP APIs.

Examples of SOAP APIs include…

• Salesforce SOAP API
• Workday SOAP API
• Sabre SOAP API

REST APIs

The acronym REST stands for Representational State Transfer. With a REST API, the client and server may communicate with one another using XML, but they aren’t limited to that specific language. This type of API is also more flexible. Think of it as a style guide rather than a strict standard. 

If you have been researching APIs, you may have seen the term RESTful API used, often interchangeably with REST API. The differences between the two are slight, but important. A RESTful API has all of the features of REST architecture, but it differs slightly in that it has a transport protocol and makes cached information accessible at any time rather than displacing it if left unused. The unique features of a RESTful API tend to make it more flexible but less secure. 

Examples of REST APs include:

• Amazon Product Advertising REST API
• Flickr REST API
• YouTube REST API

What Does an API Do?

An API is how two computers talk to each other. The server has the data and sets the language while the client uses that language to ask for information from the server. Servers do not send data without a client requesting it, although developers have found some ways around this with webhooks. 

For as foundational as they are to many technical operations, the language and syntax of APIs are quite limited. There are four types of actions an API can take:

• GET: requests data from a server
• POST: sends changes from the client to the server; think of a POST request as adding information to the server, like making a new entry
• PUT: revises or adds to existing information
• DELETE: deletes existing information

When you combine the endpoints with these actions, also called HTTP verbs, you can search or update any available information over an API. You’ll need to check the API documentation to find out how to code these actions, as they’re all different.

API Calls

An API call has three parts: the request the client submits, the retrieval of the requested information, and the delivery of that information from the server to the client. As an API user, you only need to worry about making the initial request.

To do so, you will use the HTTP verbs we just covered, as well as the Universal Resource Indicator (URI) of the server from which you want to request information. Think of the URI as being like the server’s address. To email someone, you need their exact email address or your message will not find them. The same is true of the server. 

Once you know which server you’re making a request to and what that request is, it’s best practice to tell the server about the request and the response you’re looking for with something called a header. This step is important because if the computer doesn’t understand what you’re asking, it can’t give you a response. 

Finally, you will likely need an API key. Think of it as a password that tells the server you’re allowed to access both it and the information you’re requesting. You’ll get a unique string of letters and numbers to use when accessing the API, instead of just adding your email and password every time. If you want to learn more about authorizations and authentications, read this.

Status codes

After you submit your request, you will receive a status code. This number will tell you whether or not your request worked. The status code will also give you information about either the response or what the problem was.

Typically, a status code will start with a 2 or a 4. If it starts with a 2, your request was likely successful. A 4 usually means something went wrong. 

Start Using an API

Many of the APIs you’ll see in your daily business life are meant to move information from one program to similar form fields in another program. This is especially useful when you’re trying to share information that you would otherwise have to enter repeatedly, like sharing leads between your marketing automation platform and your CRM.

The easiest way to start using an API is by finding an HTTP client online, like REST-Client, Postman, or Paw. These ready-to-use tools help you structure your requests to access existing APIs. You will still need to know some of the syntax laid out in the documentation, but there is very little coding knowledge required. If you don’t have a pre-existing coding knowledge base, that’s probably a relief. 

The next best way to pull data from an API is by building a URL from existing documentation. This YouTube video explains how to pull location data from Google Maps via API, and then use those coordinates to find nearby photos on Instagram.

Overall, an API request doesn’t look that much different from a normal browser URL, but the returned data will be in a form that’s easy for computers to read. Here’s what happened when I requested information from the OpenWeather database in my web browser:

Example URL from documentation — request weather for a particular city:

api.openweathermap.org/data/2.5/weather?q={city name}

Type into your browser:

api.openweathermap.org/data/2.5/weather?q=Nashville,TN&APIID={numberslettersnumbersletters}

Be sure to replace “numberslettersnumbersletters” with your API key, or you will receive a 401 status code telling you that your API key was invalid. Without a valid key, your authentication fails. 

Not all APIs will require a key. Many public APIs don’t, like the ones included on this list. If you want to explore APIs without signing up for a free trial or mailing list, a public API like that is the way to go. 

Learn More About APIs

An API is useful for pulling specific information from another program. If you know how to read the documentation and write the requests, you can get lots of great data back. Parsing it, however, can feel overwhelming. That’s where developers come in. They can build programs that display data directly in an app or browser window in an easily consumable format.

This article barely scratches the surface of API technology. I did a lot of research to learn more about APIs. These are the articles and videos that I found most helpful:

• What is an API?
• API Calls: What They Are & How to Make Them in 5 Easy Steps
• How To Use an API with JavaScript (The Complete Beginner’s Guide)
• What is an API integration? (for non-technical people)
• LinkedInLearning’s API courses
• W3Schools tutorials for XML and JSON
• REST API Concepts and Examples
• Why are APIs so important?

Want to connect your programs, but don’t have the time to build a client? There are plenty of companies out there that will connect existing APIs or create custom connections for you. These can range from simple data-triggered apps to full-scale business intelligence integrations that pull huge amounts of data from multiple sources for analysis. Knowing how an API works is the first step to building great integrations.

The post How to Use an API: Just the Basics appeared first on TechnologyAdvice.

The market size has increased and is expected to continue to do so as the software options develop further. According to Business Wire, the medical practice management software industry is expected to grow at an annually compounded rate of 9.65% between now and 2025. The demand is primarily driven by the need to increase efficiency and productivity.

When burdened with fewer administrative concerns, healthcare professionals can devote more time to examining and treating patients. Making better use of available chair time will ideally lead to better patient outcomes as well as general experiences in the healthcare industry for employees and patients alike.

DrChrono Has Emerged as a Strong Option for Medical Practices

In such a dynamic and fast-growing industry, it’s no surprise that competition among medical practice management software providers is fierce. Each of them attempts to stand out from the crowd.

With solutions for practices of all sizes and specialties, DrChrono has set itself apart. From independent practitioners to much larger practices involving several different specialties, DrChrono aims to help healthcare providers practice medicine rather than administration.

DrChrono is also useful for practices providing telehealth services or looking to expand to meet the meteoric rise in demand for telehealth services stemming from the COVID-19 pandemic.

3 Key Solutions Every Practice Needs

Every practice is unique. Still, there are three solutions a medical practice management software like DrChrono can provide that each of them needs: electronic medical record (EMR)/electronic health record (EHR), billing, and practice management.

Integrating each of these three solutions into the same software program reduces potential redundancies and saves time for busy providers.

At a minimum, medical practice management software should allow for convenient access to electronic medical records, the ability to manage all billing needs, and a smoother workflow.

Read more about EHR-EMR Software

DrChrono Electronic Medical Records

The DrChrono EMR aims to limit screen time in favor of more face-to-face interactions with patients. The module is cloud-based and designed with mobility in mind. Physicians can order labs, prescribe medications, and enjoy the convenience of speech-to-text dictation all from a highly portable iPad.

Skeptical about the speech-to-text feature? In the past, the inaccuracy of dictation tools created extra work rather than streamlining anything. DrChrono’s tool, however, is adaptive and is designed to adjust to an individual’s speech patterns and accent.

Being cloud-based, DrChrono EMR allows healthcare providers to access the information they need from anywhere and at any time. Physicians get access to the most up-to-date records, so essential information won’t be lost or repeated.

DrChrono EMR’s prebuilt medical forms are available for multiple specialties. At the same time, customization options allow users to build forms unique to their practices’ needs.

Sign up for a free trial to evaluate DrChrono EMR.

DrChrono Medical Billing Services

Billing is one of the most challenging aspects of medical practice administration because there are so many places where something could go wrong. Delays, denials, and problems with payment collection all contribute to the difficulties that negatively impact a practice’s revenue stream. DrChrono’s medical billing service (MBS) is designed to streamline the process.

DrChrono MBS is fully integrated with DrChrono EHR. Any information in the EHR is automatically passed to the billing system, saving time and reducing the likelihood of typos and other errors.

Outsourced medical billing is another feature of DrChrono MBS. Certified billing specialists often produce a clean claims rate of 96%, with a 48-hour turnaround time for denials. Analysis tools and insights are available without leaving the platform, allowing healthcare administrators to monitor improvements to their practice’s profitability.

Automation is a big theme for DrChrono MBS. HCFA 1500 forms are automatically generated, and there is a setting that allows automatic updates to a bill’s status when electronic remittance advice is received. Reports can be submitted with the click of a button.

By utilizing a combination of cutting-edge technology and certified billing professionals, DrChrono’s goal is to increase clean claim rates and payment collection while decreasing denial rates.

Evaluate DrChrono MBS with a free trial.

DrChrono Medical Practice Management

DrChrono does not limit customization options to medical forms. All of the services it offers are designed with the knowledge that there is no one-size-fits-all solution to medical practice management.

With that said, there are certain tools that most practices would find useful.

Some of the services DrChrono MPM offers for front-end management include online appointment scheduling, real-time eligibility checks of a patient’s health insurance, automated appointment reminders, and a kiosk mode useful when a receptionist isn’t present. All of these features contribute to a frictionless first experience for patients, lowering no-show rates and increasing the ease of making payments.

Staff also benefit from DrChrono’s practice management tools. Scheduling and day-to-day business operations become easier, and less time is wasted on sorting through paperwork, sending out reminders, and other administrative tasks.

DrChrono offers extensive support for new clients. When a practice purchases DrChrono’s services, they are assigned an implementation specialist to help ease the transition between systems, which lessens confusion, uncertainty, and the brief dip in productivity that follows any major change in workflow processes. Support remains available long after an organization makes the switch.

Try DrChrono (MPM) free.

Ready to Try DrChrono?

DrChrono is a leading name in the EHR industry, and it’s the only official Apple Mobility Partner for healthcare. It has received numerous other awards and accolades since its founding in 2009. To this day, it maintains its commitment to innovation and building a world in which both providers and patients can thrive.

In addition to offering the EMR, billing, and practice management solutions necessary for maintaining business operations, DrChrono is also highly customizable. It’s HIPAA-compliant and offers a range of pricing options depending on your practice’s needs.

For more information on the best medical practice management software, or to compare other options, visit TechnologyAdvice’s Guide to Practice Management Software.

The post DrChrono Delivers Three Must-Have Features for Running Your Practice appeared first on TechnologyAdvice.