From Multi-Project Chaos to Sustainable Flow!
With Kanban. With Businessmap.

Immediately. Seriously. Teams often identify their biggest bottleneck within days of visualisation. Real coordination improvements happen within weeks. Sustainable flow typically develops over several months.

But unlike traditional transformations, you don't wait months to see value – it starts on day one.

Remember, Kanban is evolutionary, not a big bang. It may not be an overnight miracle, but you’ll likely feel things getting better every week.

Even subjective results count: many teams report less stress and better focus “almost immediately” once they visualise work and establish some basic policies. These early positive signals build confidence and momentum. We’ll help you track key metrics from the start (like lead time, tasks completed per week) so you can clearly see the trajectory of improvement.

And if you’re concerned about ROI, we often aim for a pilot area where we can demonstrate results fast – often within 6–8 weeks – before scaling broader changes.

Rest assured, this isn’t the kind of initiative where nothing happens for a year; you’ll see the needle move quickly and consistently.

Traditional PM focuses on detailed planning and local optimisation. Kanban starts with your current reality and improves incrementally. Instead of theoretical schedules, you get real-time visibility.

Instead of pushing work onto overloaded teams, you pull based on actual capacity. Most importantly, Kanban creates natural coordination across departments without adding overhead.

Start where the pain is highest and the potential for visible improvement is greatest.

For most, that's either our free multiproject simulation to see what's possible, or a Businessmap trial to visualise your actual projects. Both are low-risk ways to experience immediate value.

From there, your specific situation guides next steps. We'll help you choose the path that fits.

Pick what fits. Every service stands alone and delivers value independently.

Some clients solve their problems with just Businessmap. Others need the full transformation journey. Many start with one service and add others as they evolve.

There's no prescribed path – your needs determine your journey.

Our services are modular by design. We’ve had clients who only did the Multi-Project Simulation to educate their team and then ran with their own implementation. Others have engaged us just for the Kanban Bootcamp to jump-start their system, with no immediate need for Hypercare or Mastermind. And some already had a decent system and only wanted a set of Review Sessions to validate it. 

We’re very happy to support you a la carte. We know every organisation is at a different stage – maybe you already have Kanban boards and just need advanced help (so, perhaps skip straight to Review Sessions or some Bespoke Consulting). Or maybe you’re starting from zero but prefer a small pilot first (the Simulation or a DIY Businessmap pilot project) rather than a big commitment.

Each service provides standalone value, and we emphasize that at every step – for example, the Kanban Bootcamp leaves you with a self-sufficient Kanban system, even if you decide not to continue with formal coaching afterwards.

Of course, there’s a reason we offer a range of services: they can build on each other for even greater effect. But there is absolutely no “lock-in” or requirement to do them all. You might also mix external/internal efforts – e.g., some clients do Bootcamp with us but handle ongoing improvement internally, or vice versa.

We’ll advise you honestly on what we think will help based on your situation, but you remain in control of the journey. If you just need a quick win to convince stakeholders, start there. If you’re convinced and want comprehensive support, we can map out a full programme. And if circumstances change, you can pause or stop at any time. We’re flexible.

Our goal is to meet you where you are – you can enter the journey wherever it fits best, and exit when you’ve gotten what you need. No hard sells for “the whole package.”

We’ll be here if and when you need further help down the line.

Absolutely. In fact, it's ideal.

Engineering and manufacturing deal with physical constraints, dependencies, and coordination challenges that Kanban makes visible and manageable.

Our clients include chemical processing (BASF), electronics R&D and manufacturing (TDK-Lambda), aerospace engineering and manufacturing (Aerosud), and many more.

Kanban works wherever multiple projects compete for shared resources.

We understand that concern – many of our clients come from highly specialised fields (aerospace engineering, pharmaceutical R&D, custom manufacturing) where no two projects are the same and change is frequent.

The good news is that Kanban is designed to handle variability and uniqueness. It’s not a rigid methodology; it’s a set of principles that we tailor to your context. If your work is specialised, we take that into account when designing your system. If priorities shift often due to, say, regulatory updates or customer change requests, we incorporate explicit policies for how to re-prioritise on the fly (rather than causing chaos).

In fact, Kanban shines in dynamic environments because it’s flow-based and adaptive – you’re continuously re-evaluating and delivering in small increments, which makes handling change easier than in a big-plan methodology.

We have yet to find an environment where these principles couldn’t be applied (truly – we’ve worked from software teams to chemical plants).

If your concern is that Kanban might oversimplify something like research or complex design, remember it’s not about forcing uniform tasks – it’s about visual control and flow. We’ll ensure the implementation respects the intricacies of your domain. And our approach always starts with your existing process (“start with what you do now” is a core principle), so we won’t break what makes your work special – we’ll support and improve it.

Bottom line: Kanban is a flexible toolkit, and with our experience, we will customise it to your unique environment so that it feels natural and yields results, no matter how special or unpredictable your work is.

Upper management buy-in is critical for organisational transformation.

However, we can start at process / team coordination level to demonstrate value. We need committed change agents willing to experiment and invest time in improvement. Xuviate helps these champions build the case for broader adoption through quick, visible wins. 

Many successful transformations started with one frustrated manager who said "there must be a better way."

In general, no, you shouldn’t need to hire new full-time roles specifically for this.

One of the beauties of Kanban is that it can be managed as part of everyone’s existing job, once they’re trained. Unlike some frameworks (that might demand, say, a full-time Release Train Engineer or Agile Coach per team), Kanban at the portfolio level is often handled by existing project managers or a PMO with some re-skilling.

We will help identify and mentor internal change agents – people in your organisation who can champion and sustain the practices. Sometimes it’s a project manager, sometimes an ops leader, sometimes a naturally enthusiastic team member.

Our Hypercare and Mastermind services are actually geared towards empowering your internal folks to lead continuously. As Johan Pretorius from Aerosud noted, having a change agent who understands people and relationships is crucial – but that change agent can be an existing team member (like him) whom we coach.

Many of our clients successfully embed Kanban into their culture without adding headcount; the “Kanban champions” often do this alongside their regular role, and as things smooth out it actually saves them time (less firefighting, etc.).

If your organisation is large or you are aiming for a comprehensive transformation, you might decide to form a small “Lean/Agile PMO” or assign a part-time "Core Team" to monitor and optimise the system – but it’s not a requirement to see benefits. Many companies nominate internal persons to be the “Flow Manager” for their respective team or process. We often shadow-coach them until they’re confident.

We, Xuviate, serve as your expert resource during the transition so you don’t have to hire an expensive internal expert from day one. Over time, as your people gain expertise (perhaps through our Mastermind or advanced training), they become the experts. Also, tools like Businessmap reduce the admin effort – e.g., automated metrics and visual management mean you don’t need an analyst compiling reports manually.

One more angle: If you’re worried “who will maintain this process?”, rest assured that Kanban’s maintenance is mostly about periodic reviews and tweaks, which we teach your team to do. Many clients incorporate that into existing meetings or the PMO’s duties. And if you ever feel short on expertise, you can always tap us for a Review Session or ad-hoc consulting – which is far more cost-effective than a full-time hire.

In summary, you won’t need a new department for Kanban. It integrates into how you work, and we’ll help your current team develop the skills to sustain it. We often say: we work to make ourselves unnecessary – meaning by the time we step back, your people will be the Kanban experts (some even go on to get certified, etc.).

So, no, you don’t have to budget for new permanent roles. Focus on empowering your existing talent.

This is a great question, and we hear it a lot. It’s unfortunate but true that many companies attempt “Agile transformations” or dabble in Kanban without lasting success. Here’s why our approach is different and how we avoid the common pitfalls:

• Systems Thinking vs. Team-Only Focus: Many Agile attempts focus only at the team level (Flight Level 1) – like a few Scrum teams – without addressing cross-team coordination. That often fails in multi-project environments because the real issues live at the portfolio/coordination level. Xuviate’s approach explicitly starts at Flight Level 2 (coordination across teams) for visualising and managing all projects or a full process. We’re not just doing isolated agile teams; we’re connecting the dots. So we won’t suffer the common fate of Agile pilots that “worked in one team but didn’t improve overall outcomes.” We target the integrated system from day one.
• Evolutionary Change, Not Big Bang: Some Agile transformations push drastic changes (new roles, completely new processes) overnight, which causes resistance and eventual rollback. We use Kanban’s evolutionary change philosophy – start with what you do now and improve gradually. This means we don’t provoke the immune system of the organisation as strongly. Changes stick because they are incremental and proven as we go, rather than a sweeping mandate that people silently wait to “blow over.”
• Tailored to Your Context: Failed attempts often come from applying a canned framework or generic approach without tailoring. We do the opposite – everything is customised to your specific context, as we’ve discussed. That ensures relevance and buy-in. Your Kanban system will feel like your process (just a better version), not a foreign methodology imposed.
• Data-Driven and Transparent: We emphasize measuring impact. Many past attempts falter because no one really tracked if things improved, so momentum died. We will establish metrics (lead time, throughput, etc.) and show transparently how they change. When people see data that “hey, this is working – e.g., our first response to client requests is 2x faster now”, it creates positive reinforcement to continue. If something isn’t working, we see it and adapt. It’s a scientific mindset.
• Management Engagement: Perhaps your previous try was an “IT initiative” or something isolated. We actively involve management and align with business goals from the start (for example, we might link Kanban to improving on-time delivery or customer satisfaction explicitly). We often find prior attempts fail due to lack of management support or understanding. By educating and involving leadership (through briefings, showing how Kanban addresses their pain points, etc.), we ensure this isn’t a side-project but a supported strategic initiative. In fact, one of our first steps in any engagement is to get a sponsor on board and define what success looks like for them.
• Continuous Coaching & Adaptation: Many try Agile/Kanban via a two-day training and then “you’re on your own”. Not surprisingly, old habits creep back. We provide ongoing coaching (through Hypercare, Mastermind Groups or at least some check-ins) during the critical adoption period to reinforce new habits and address obstacles. This greatly increases stickiness. It’s like the difference between buying an exercise machine vs having a personal trainer – we stick around to ensure you actually get fit! Eventually, the new ways become the norm.
• Focus on Change Management: Above all, we bring change management expertise. We anticipate resistance and have strategies to handle it (some we described above). We identify champions, quick wins, and communicate success stories internally to win hearts. Many previous attempts faltered due to cultural resistance or lack of communication. We proactively manage that side of things – something often overlooked in DIY implementations. For example, we often take a snapshot of your situation at start and later to show attitude improvements, and we celebrate milestones publicly so people see progress.

In short, we integrate the improvements into your organisational fabric, rather than treating it as a trend or siloed experiment. The result is that changes are sustainable.

We aim for lasting transformation, not a flash in the pan. We’ll happily do a post-mortem on your previous attempt to learn what went wrong and ensure we design this initiative to avoid those traps. All our experience is at your disposal to finally crack this nut and get lasting results.

Absolutely! You certainly can find a lot of Kanban information online (and we encourage learning!) – the value Xuviate brings is in accelerating the journey, avoiding pitfalls, and tailoring the system to actually deliver results in a complex environment.

Many of our clients initially tried the DIY route and arguably some were extremely successful. What most however find is: at team level, basic Kanban is straightforward, but at the multi-project/portfolio level, things get tricky. It’s easy to create a board; it takes experience to design the right system that truly reflects your workflows and breaks the right bottlenecks. Without guidance, teams might adopt Kanban superficially (the board looks nice) but not get the benefits (work still piles up, priorities still unclear). We’ve seen too many DIY Kanban implementations that were abandoned or systems that soon plateaued. By working with us, you avoid months (or years) of trial-and-error. We’ve done this many times, so we can quickly identify which levers to apply first, how to handle shared resources on the board, how to integrate management’s need for reporting, etc.

Also, we provide training and coaching that condenses three decades of experience – yes, you can read the same books we did, but can your team internalise and implement all that smoothly while still doing their day jobs? We make it as easy as possible for your team to adopt this without reinventing the wheel. Industry research shows over 70% of change initiatives fail (often because of lack of expertise or support). We tilt the odds in your favour. 

Consider also the time value: every month you spend figuring it out is a month of continued project delays and stress. With our help, you could be hitting your stride in that time.

That said, we’re not magicians selling snake oil – Kanban’s principles are indeed openly documented (and we often reference sources like David Anderson’s Kanban, Teodora Bozheva´s KPPM, Klaus Leopold’s Flight Levels, Theory of Constraints and many more). What we offer is the expert implementation of those principles in your unique context, and the change management to make it stick.  

Finally, consider this: if doing it on your own hasn’t already solved the problem, or if you’re asking this question, it likely means you recognise there’s value in having seasoned practitioners at your side. We always operate in a coach/mentor role – empowering your people to run with it from the word go. So it’s not an either/or: we’ll teach you to fish using the best practices from the start, so you become self-sufficient faster than if you self-taught via internet fishing. Engaging us is an investment to ensure you actually reap Kanban’s benefits fully and fast.

Of course, we’re happy to support those who started DIY and hit a plateau (even in a limited capacity like a review or bespoke consulting engagement). Think of Xuviate as an accelerator and an insurance policy – accelerating results and insuring against common failure modes. Yes, you could DIY; the real question is, how much time and risk do you save by leveraging our expertise?

For most organisations drowning in project overload, that trade-off strongly favours getting expert help.