Why Avoid Using Blocked Columns on Kanban Boards

Kanban boards are vital tools in agile project management, providing a visual representation of work flow. However, one common mistake is the use of a “Blocked” column. This practice can lead to inefficiencies, mismanagement, and extended lead times, which undermines the effectiveness of the Kanban system.

Understanding the Kanban Board

Kanban boards typically consist of columns representing different stages of a workflow, such as “To Do,” “In Progress,” and “Done.” The purpose is to visualize work, limit work-in-progress (WiP), and optimize flow. Introducing a “Blocked” column might seem like a simple solution to handle impediments, but it can create several issues:

1. Out of Sight, Out of Mind

   • When items are moved to a “Blocked” column, they are often forgotten. This phenomenon is exacerbated if teams do not review the board from right to left during standups. The absence of immediate attention leads to prolonged blockages and delays.

2. Longer Lead Times

   • Blocked items that are not promptly addressed extend lead times. The longer items stay blocked, the more they skew the lead time distribution, making the workflow less predictable.

3. Unpredictability

   • A “Blocked” column without a WiP limit allows for an uncontrolled increase in blocked items, destabilizing the entire system. The lack of predictability hampers the ability to manage customer expectations and delivery timelines.

4. Confusion About Workflow

   • When an item is unblocked, it is often unclear where it should be reinserted in the workflow. This uncertainty can lead to violations of WiP limits in various stages, further complicating the process.

5. Inaccurate Metrics

   • Moving items in and out of a “Blocked” column disrupts the flow metrics, such as Cumulative Flow Diagrams (CFD), making it difficult to analyze and improve the process.

6. Stifled Leadership and Initiative

   • Effective Kanban practices encourage leadership at all levels to address and resolve blockers. A “Blocked” column reduces the urgency and accountability, hindering the development of proactive problem-solving skills within the team.

Best Practices for Managing Blocked Items

Instead of using a “Blocked” column, block items in place. This approach maintains visibility and prompts immediate action. Here’s how to manage blocked items effectively:

1. Visual Indicators

   • Use blocker stickies or electronic flags to mark blocked items. This ensures that they remain visible within their current workflow stage.

2. Record Details

   • Document the blocker details, including the item ID, start date, end date, and cause. This information is crucial for identifying recurring issues and planning preventative actions.

3. Immediate Action

   • Encourage the team to address blockers during daily standups. Discuss potential solutions and allocate resources to resolve issues swiftly.

4. Leadership and Accountability

   • Foster a culture where team members take ownership of resolving blockers. Managers should support and facilitate these efforts, promoting a collaborative environment.

5. Analyze and Improve

   • Regularly review blocker data to identify patterns and implement process improvements. This proactive approach reduces the frequency and impact of blockages over time.

Conclusion

Avoiding the use of a “Blocked” column on Kanban boards is essential for maintaining an efficient and predictable workflow. By keeping blocked items in place and actively managing them, teams can ensure continuous progress, accurate metrics, and foster a culture of leadership and accountability.

For those looking to deepen their understanding of Kanban and improve their project management skills, consider exploring our Kanban course available in Italian, English and Spanish (on-site or remotely). The course provides comprehensive training on effective Kanban practices and advanced techniques to enhance your team’s productivity.