Do you feel like your projects get stuck because of bottlenecks way too often, slowing down project progress and causing delays in the project workflow?
A simple and efficient way to detect and solve bottlenecks — the famous Kanban framework — is a great choice whether you’re an experienced project manager or just starting your journey in this profession.
Keep scrolling to learn more!
Table of Contents
1. Visualize workflow
Back when digital project management tools didn’t exist, a Kanban board was an actual board with sticky notes. Nowadays, project visualization is simplified with software such as Plaky.
Reliable and user-friendly, Plaky lets you break down your projects into as many steps or stages as needed. The app is organized into spaces, boards, and items, with unlimited users even in the free plan.
To visualize a project, you may list items, i.e., project tasks, in the default Table view and then switch to Kanban, or use the Kanban view immediately to start adding tasks.
To categorize items — or Kanban cards in this case — assign them labels indicating the progress status, such as To do, Doing, and Done. You may use additional categories: Review, On hold, Canceled, and more, depending on your needs.
Plaky allows you to name the labels whatever you like and choose their representative colors.
Thanks to Plaky’s highly customizable fields, you can also specify deadlines, assignees, budgets, relevant links, etc.
The Kanban view is linear, and work is pulled from left to right, meaning items further to the right are closest to completion.
All the information is displayed neatly, and items are grouped into columns according to their status, which is essential for the next step.
2. Identify bottlenecks with the WIP limit
Detecting bottlenecks as soon as possible will help get your project back on track, so monitor task progress on the Kanban board regularly.
The so-called work in progress (WIP) limit is a term you should get familiar with. It refers to restricting the maximum number of items in Kanban board columns.
There’s no single way to determine the WIP limit, but it’s common to calculate it as the number of project team members plus 1.
Bottlenecks, therefore, typically manifest as columns surpassing the WIP limit.
To go even further, you must identify what kind of a bottleneck it is — a piece of equipment, a department, limited resources, and so on. This is where PM software comes in handy, offering a comprehensive overview.
Let’s take a look at a very simple example of a Kanban board:
In the example above, the On hold column contains the highest number of items. Observing the column more closely, you’ll notice that all the tasks have a common denominator — the same assignee.
Examining other columns, you’ll see this person is in charge of several tasks, only one of which is underway.
The logical conclusion is that the team member is stuck on their only task in progress, and they generally have too much on their plate.
This leads us to the next step.
3. Seek causes and solutions
Looking into the root of the problem helps you prevent bottlenecks from occurring again in the same project and future ones.
For instance, if a bottleneck revolves around a team member, it’s likely a case of work overload or unclear instructions. The solution is to delegate tasks differently, improve communication, and offer support.
Similarly, if a certain department appears to be causing congestion, you need to foster better coordination between departments, which can be done through regular meetings and collaborative platforms.
Whatever the reason, you’ll often find that the solution lies in adequate resource allocation, clear communication, and regular monitoring.
Using a centralized platform is the easiest way to track projects, ensure everyone’s on the same page, and tackle bottlenecks. Plaky is an excellent choice if you’re looking for a powerful and affordable task management tool.
Need to assign a task to someone? Just tag the team member in the Person field of the item in question, and they’ll receive a notification.
If your tasks require prioritization (which is almost always the case), simply create a Priority column and configure as many degrees as you need.
Plaky also allows you to:
- Upload files,
- Filter tasks by priority, due date, status, etc.,
- Choose from a variety of customizable project templates, and more.
Get rid of bottlenecks with Plaky
If you want your projects to run at their optimal capacity, detecting and eliminating bottlenecks promptly is key. Thanks to modern PM tools, this doesn’t have to be a huge nuisance — let Plaky assist you.
Flexible, cost-effective, and easy to navigate, Plaky helps teams of all sizes across numerous industries track their projects. Depending on your needs, check out the different pricing options.
To take your PM experience to the next level, try the CAKE.com Bundle. It gives you access to the highest possible plan on each of our products. In addition to Plaky, the offer includes Pumble for business communication and Clockify for time tracking.
Say goodbye to bottlenecks and keep all your project information safe on one centralized platform — try Plaky for free now.
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