Optimization: The Weekly Review and Key Metrics
A static system is a dead system. The real power of your Kanban board is unlocked through a process of continuous improvement. Your weekly review is the engine of this optimization. It’s not just about planning the next week; it’s about learning from the last one.
The Art of the Weekly Review
During your weekly review, after you’ve celebrated what’s in your “Done” column, ask yourself a few key questions:
What kind of tasks did I complete? Were they mostly small, administrative tasks or larger, deep-work projects? This helps you see if you’re stuck in “shallow work” and need to prioritize more impactful activities. This is where the 80/20 Rule (also known as the Pareto Principle) comes in. It suggests that roughly 80% of your results come from 20% of your efforts. Your review should help you identify that critical 20% of tasks and ensure they get on the board for next week.
Where did tasks get stuck? Did anything spend a lot of time in the “Blocked” column? This identifies recurring bottlenecks. Maybe you need to schedule a regular check-in with a particular colleague or build more buffer time into your estimates for certain types of work.
How did my energy levels align with my work? Did you try to tackle a creative, high-energy task on a Friday afternoon? Maybe that kind of work should be scheduled for Tuesday morning. Your board can help you match your work to your natural energy rhythms, improving both your output and your well-being. Getting enough rest is key here, a fact supported by experts at the Sleep Foundation.
Simple Metrics to Watch
You don’t need complex spreadsheets, but tracking a few simple metrics can reveal powerful insights.
Throughput: This is simply the number of cards you move to “Done” each week. It’s a basic measure of your output. Is your weekly throughput generally consistent, or does it have wild swings? Understanding your average throughput helps you make more realistic commitments during your weekly planning.
Cycle Time: This is the amount of time a card takes to get from “In Progress” to “Done.” If you notice that certain types of tasks have a very long cycle time, it’s a sign that you should break them down into smaller, more manageable cards. This helps you avoid violating Parkinson’s Law, the adage that work expands to fill the time allotted for its completion. Smaller tasks with shorter cycle times keep you moving forward.
Rollover Rate: How many cards are left in “To Do” or “In Progress” at the end of the week? A high rollover rate is a sign that you are being too optimistic in your weekly planning. It’s a signal to pull fewer cards from your “Backlog” next week to create a more achievable plan.
By regularly reflecting on these questions and metrics, you transform your Kanban board from a simple task manager into a personalized productivity coach that helps you get better every week.
