How to Track Velocity in Kanban with Cumulative Flow Diagram

Mark Draper

·October 20, 2023

·8 min read

Introduction

Tracking velocity is crucial for effective project management and productivity improvement in kanban. Kanban is a popular agile framework that focuses on visualizing work, limiting work in progress, and continuously improving the workflow. Velocity, in the context of kanban, refers to the rate at which work is completed over time. It provides valuable insights into team performance and helps project managers make informed decisions about resource allocation and project planning.

One recommended solution for tracking velocity in kanban is through the use of a Cumulative Flow Diagram (CFD). A CFD provides a visual representation of work in progress and helps track the flow of work through different stages. By monitoring the number of cards or tasks in each stage on a daily basis, teams can gain a better understanding of their velocity and identify bottlenecks or areas for improvement.

In this blog post, we will provide a step-by-step guide on how to track velocity in kanban using a Cumulative Flow Diagram. We will explore how to set up columns for different stages of work, track the number of cards in each column, plot the data on a CFD chart, and analyze the chart to optimize workflow for better productivity. By following these steps, project managers and Agile practitioners can effectively track velocity and make data-driven decisions to improve their projects.

Setting up Columns for Different Stages of Work

Kanban is all about visualizing the workflow and breaking down work into manageable stages. To track velocity effectively, it is essential to set up columns that represent different stages of work in your kanban process.

Step 1: Define the stages of work

The first step is to identify the various stages of work in your kanban process. These stages typically include "To Do," "In Progress," "Review," and "Done." However, depending on your specific project or team, you may have additional stages or variations.

Defining these stages helps provide clarity and structure to the workflow. It allows team members to understand where each task or card stands in terms of progress and what needs to be done next.

Step 2: Create columns on your kanban board

Once you have defined the stages of work, it's time to create columns on your kanban board that correspond to each stage. These columns will serve as visual representations of the different steps involved in completing a task or project.

When creating columns, consider using visual cues such as color-coding or labels to differentiate them. This makes it easier for team members to quickly identify which stage a task belongs to and helps maintain consistency throughout the kanban board.

By setting up clear and distinct columns for each stage of work, you establish a structured framework that enables easy tracking and visualization of tasks as they move through the workflow. This foundation is crucial for accurately measuring velocity using a Cumulative Flow Diagram (CFD) later on in the process.

Tracking the Number of Cards in Each Column

Once you have set up the columns representing different stages of work on your kanban board, it's time to start tracking the number of cards in each column. This step is crucial for accurately measuring velocity and understanding how work flows through your kanban process.

Step 3: Monitor the number of cards in each column

On a daily basis, count the number of cards or tasks present in each column. This will give you a snapshot of how work is distributed across the various stages. By consistently monitoring these counts, you can track the flow of work over time and identify any trends or patterns that may emerge.

Recording this data allows you to measure velocity by observing how many tasks are moving from one stage to another within a given time frame. It provides insights into how efficiently work is progressing and helps identify potential bottlenecks or areas for improvement.

Step 4: Use a digital tool for automated tracking

Consider leveraging digital tools or software to automate the tracking process. These tools can save time and provide more accurate data for analysis. With automation, you can eliminate manual counting and recording, reducing the chances of human error.

There are various project management tools available that offer kanban board functionality with built-in features for tracking card movement and generating reports. These tools not only streamline the tracking process but also provide visual representations of your kanban board, making it easier to monitor progress and analyze data.

By using a digital tool for automated tracking, you can ensure consistent and reliable data collection, enabling more accurate velocity measurement and facilitating informed decision-making based on real-time information.

Plotting the Data on a Cumulative Flow Diagram

Once you have tracked the number of cards in each column, it's time to visualize the flow of work using a Cumulative Flow Diagram (CFD). A CFD provides a graphical representation of how tasks or cards move through different stages over time.

Step 5: Prepare a spreadsheet or charting tool

To create a CFD, you can use a spreadsheet program like Microsoft Excel or Google Sheets, or utilize specialized charting tools designed for project management. Start by setting up a spreadsheet or opening your preferred charting tool.

Ensure that the chart has a time axis along the horizontal axis and columns representing each stage of work along the vertical axis. This will allow you to plot the data accurately and observe changes in card distribution across stages as time progresses.

Step 6: Plot the number of cards in each column

Enter the daily counts of cards in each column into your spreadsheet or charting tool. Each data point represents the number of cards present in each stage at that specific point in time. As you continue to track and record these counts over time, you will have a dataset that captures how work flows through your kanban process.

Plotting these data points on the chart will visually represent the movement and distribution of work across different stages. The resulting Cumulative Flow Diagram provides insights into how tasks are progressing, identifies potential bottlenecks, and highlights areas where improvements can be made.

By visualizing this information, project managers and Agile practitioners gain a better understanding of their team's velocity and can make informed decisions to optimize workflow for better productivity.

Analyzing the Cumulative Flow Diagram

Once you have plotted the data on a Cumulative Flow Diagram (CFD), it's time to analyze the chart and gain insights into your team's workflow. The CFD provides a visual representation of how work moves through different stages over time, allowing you to identify bottlenecks and areas for improvement.

Step 7: Identify bottlenecks and areas for improvement

Analyze the CFD to identify columns with consistently high card counts. These columns indicate bottlenecks in the workflow that need to be addressed. Bottlenecks occur when work accumulates in a particular stage, causing delays and hindering overall productivity.

Look for patterns or trends in the data to identify areas for improvement. Are there specific stages where work tends to get stuck? Are there any recurring issues or roadblocks that hinder progress? By identifying these bottlenecks, you can focus on resolving them and streamlining the flow of work.

Step 8: Optimize the workflow for better productivity

Based on your analysis of the CFD, make informed decisions to optimize the workflow and improve productivity. Consider adjusting the number of resources allocated to each stage or redefining the stages of work if necessary. For example, if you notice that a particular stage consistently has high card counts, you may need to allocate more resources or split that stage into smaller sub-stages.

Continuously monitor the CFD and make iterative improvements based on real-time data. As you implement changes, observe how they impact the flow of work and adjust accordingly. The goal is to create a smooth and efficient workflow that maximizes productivity and minimizes delays.

By analyzing the Cumulative Flow Diagram, project managers and Agile practitioners can gain valuable insights into their team's performance. This analysis enables them to make data-driven decisions, optimize their workflow, and ultimately achieve better productivity in their projects.

Conclusion

Tracking velocity in kanban is essential for effective project management and productivity improvement. By using a Cumulative Flow Diagram (CFD), project managers and Agile practitioners can gain valuable insights into the flow of work, identify bottlenecks, and uncover areas for improvement.

In this blog post, we have provided a step-by-step guide on how to track velocity in kanban using a CFD. By setting up columns for different stages of work, tracking the number of cards in each column, plotting the data on a CFD chart, and analyzing the chart for optimization opportunities, teams can optimize their workflow and enhance productivity.

By following these best practices and leveraging the power of CFDs, project managers and Agile practitioners can make data-driven decisions to improve their projects' efficiency and achieve better outcomes.