Manage Flow

Kanban: Managing Flow

Introduction to Managing Flow in Kanban

Managing flow is a core principle of Kanban methodology that focuses on optimizing how work items move through your process. It's about creating smooth, predictable delivery by identifying and removing bottlenecks.

Why Managing Flow is Important

Managing flow effectively helps teams:
- Reduce lead times and delivery delays
- Increase predictability of delivery
- Identify process problems early
- Optimize team capacity
- Minimize waste and waiting time
- Improve overall system efficiency

What is Flow in Kanban?

Flow refers to how work items move through your process from start to completion. Good flow is characterized by:
- Smooth, predictable movement of items
- Few blockages or bottlenecks
- Consistent delivery pace
- Minimal waiting time between steps
- Limited work in progress (WIP)

How to Manage Flow Effectively

1. Visualize the workflow
Create a Kanban board that accurately represents your process steps. This visualization makes flow problems visible.

2. Limit Work in Progress (WIP)
Establish WIP limits for each column to prevent overloading the system and to highlight bottlenecks quickly.

3. Measure and monitor flow metrics
Track key metrics like cycle time, lead time, throughput, and flow efficiency to understand system performance.

4. Identify and resolve bottlenecks
Look for columns where work accumulates or moves slowly, then address the root causes.

5. Balance demand against capability
Match incoming work with your team's capacity to maintain consistent flow.

6. Implement feedback loops
Use daily standups and regular reviews to discuss flow issues and improvement opportunities.

7. Make process policies explicit
Clear rules about how work moves between states helps maintain flow discipline.

Common Flow Problems and Solutions

- Bottlenecks: Temporarily reallocate resources or adjust WIP limits
- Blockers: Implement escalation policies and daily blocker resolution discussions
- Uneven flow: Balance team skills and cross-train members
- Too much WIP: Enforce stricter WIP limits and prioritize completion over starting new work
- Expedited items: Create specific policies for handling urgent work

Measuring Flow

Key metrics include:
- Cycle Time: How long an item takes to complete once work has started
- Lead Time: Total time from request to delivery
- Throughput: Number of items completed per time period
- Flow Efficiency: Ratio of active work time to total time
- Cumulative Flow Diagram: Visual representation of work items in different states over time

Exam Tips: Answering Questions on Manage Flow

1. Recognize flow vocabulary: Understand terms like WIP, cycle time, lead time, bottlenecks, and throughput.

2. Focus on practical application: Questions often ask how you would identify or resolve flow problems in specific scenarios.

3. Understand cause-effect relationships: Know how different interventions affect flow metrics.

4. Connect to other Kanban principles: Show how managing flow relates to visualization, WIP limits, and continuous improvement.

5. Prioritize evidence-based decisions: Emphasize using metrics and data to guide flow management.

6. Know flow metrics calculations: Be prepared to calculate or interpret cycle time, lead time, and throughput.

7. Explain benefits clearly: Articulate how improved flow translates to business benefits.

Sample Exam Questions and Approaches

Question type 1: Identifying flow problems
"A team's Kanban board shows 12 items in the 'Testing' column for the past week. What flow issue might this indicate?"
Approach: Identify the likely bottleneck in testing, note that WIP limits may be insufficient, and suggest measuring cycle time through testing to confirm the problem.

Question type 2: Improving flow
"How would you improve flow if cycle times have increased by 50% over the last month?"
Approach: Suggest analyzing where work is getting stuck, reviewing and possibly reducing WIP limits, checking for external dependencies, and considering team capacity issues.

Question type 3: Metrics analysis
"What would a widening gap in a Cumulative Flow Diagram indicate?"
Approach: Explain that widening bands indicate growing queues and potential bottlenecks, suggesting flow problems that need addressing.

Remember that managing flow is about optimizing the entire system, not just individual steps or team members. Focus on systemic improvements rather than localized optimizations in your exam answers.