10-Step Order Card Startup Guide

Setting up a Kanban card system for the first time? Follow these ten steps. The goal is a working system quickly — not a perfect one. Start imperfect and refine as you go.

Step 1: Go from Zero to One

Add an order card to as many items as possible. Do not let perfect be the enemy of good. A hand-written card taped to a shelf is better than nothing. Coverage matters more than polish at this stage.

Step 2: Separate Your Minimum Inventory

Determine how much of each item you consume during supplier lead time, add a safety buffer, and physically separate that quantity. Use a bag, a second bin, or a divider to create a visible reorder point. When the front stock runs out and the reorder quantity becomes visible, that is the scanning trigger.

Step 3: Make Restocking Easy

Use full units — reams, bags, or boxes — as your minimum quantities rather than splitting into individual pieces. If a box of 100 screws lasts a week and lead time is two weeks, your minimum is two boxes, not 200 screws. Whole units are easier to count and easier to restock.

Step 4: Do Not Radically Reduce Stock Right Away

Learn your consumption patterns before cutting safety stock. Cutting too aggressively before you understand real usage leads to stockouts. Stockouts destroy team trust in the system. Build that trust first.

Step 5: Create a Two-Bin System

Use one bin for daily picking and a second bin directly behind it containing the minimum quantity and the order card. When the front bin empties, the card becomes visible. That visibility is the signal.

Step 6: Leave Space for Replenishments

Plan where new stock goes before it arrives. New shipments should always go to the same place. If receiving turns into a treasure hunt, people will work around the system rather than through it.

Step 7: Never Order Without a Card

Take the extra time to create a card every time a reorder comes up. This is the single rule that makes the whole system work. See Never Order Without a Card.

Step 8: Wait to Buy Expensive Hardware

Use cost-effective alternatives — hand-written cards, printed labels — until the system is proven out. Invest in scanners and dedicated printers once you know the system is working for your team.

Step 9: Add Visual Controls

Use example parts, color coding, and posted signs to make the system self-explaining. A photo of the item on the shelf label eliminates guessing and speeds up restocking for anyone unfamiliar with the inventory.

Step 10: Place “To Order” and “Ordered” Bins Centrally

Set up two physical bins in a visible central location: one labeled “To Order” and one labeled “Ordered.” Workers drop scanned cards in the appropriate bin. This creates a physical audit trail alongside the digital one.