1. Overview of the time metrics in Kanbanize
There are various metrics that teams use to measure the performance and efficiency of their process.
The time metrics, which are at the core of this article, provide valuable insights into your teams' operations and performance. Kanbanize collects historical data for your workflow automatically.
These are the time metrics that you can collect and analyze in the system:
- Cycle time and Lead time metrics help teams estimate how long it takes for work items to be completed.
- Logged time indicates the pure time spend on a certain task. Users log time manually against each task or a subtask.
- Blocked time shows how long a card has been blocked, respectively how much time it takes for a blocker to get resolved.
2. What is Cycle Time and how to configure it?
To configure your Cycle time, open the board edit mode via the “Edit Workflow” icon.
Both the INITIATIVES WORKFLOW and the CARDS WORKFLOW may have separate cycle time configuration (img.1).
Note: In case that your Board consists of multiple Team Workflows, each workflow may have a separate cycle time setup too.
Click the CONFIGURE CYCLE TIME link to the right side of each workflow to open the configuration panel.
This panel reflects all columns in the respective board. Checkmark the columns that you want to be accounted for.
Note: At least one column needs to be selected when configuring time, otherwise time will be accrued for all columns.
Where is Cycle time visible?
Тhe accumulated cycle time for a card gets displayed on the bottom right corner of each card in your workflow. The number that you see will always be measured in days.
To make cycle time visible, make sure that you have checkmarked "Show Cycle Time" in the Card settings of the respective board.
How does Kanbanize track the cycle time of deleted columns?
Very often the workflow changes as columns are added or deleted and this impacts the cycle time of the cards that go through affected stages.
When deleting a column the system first prompts you to choose where you want to move the cards to (1). You have to select any of the columns in your flow, which you consider appropriate.
To avoid losing the cycle time data associated with the column you delete, select where you want to move it to (2). Choosing any of the available columns, for example, "In progress" might lead to further confusion, because the cycle time data from the two columns will be summed up.
However, if you select "Discard the data", the card cycle time for the deleted column will be stored in a separate section in the Metrics tab.
The new section named "Deleted columns" stores and displays the cycle time of the cards that have been in the column, which no longer exists on the board.
How is Cycle time measured?
Using the Kanbanize Analytics modules, Project Managers can analyze the tasks' Cycle time and figure out why things are taking longer than expected. Cycle time is a good indicator of any process deviations.
Here is the list of charts that provide insight into the Cycle time metric:
- Cycle Time chart
- Process Control chart
- Heat Map chart
- Trends chart
- Flows - it shows the stability of your process over time.
- Cycle Time Scatterplot - part of the Advanced Analytics (Actionable agile)
- Aging Work in progress - part of the Advanced Analytics (Actionable Agile)
Important: For more information, check the dedicated article.
3. What is Lead Time
Lead time is the total amount of time from confirmed customer order until delivery.
Kanbanize automatically records the time each card has spent between process initiation and completion. You can check the Lead time per card using the Metrics tab of the respective card.
Open the tab and click the arrows to expand the generic Kanban stages view (Backlog, Requested, In Progress, Done) in order to see how much time was spent in every column.
Cycle time and Lead Time are important factors for customer satisfaction as well as a good indicator of team performance. Teams measure those metrics using the analytics modules embedded in Kanbanize.
4. What is Logged Time
Log time shows how much pure time has been spent on a given task. Logging working hours on a Kanban card is easy and you can do it on the card or subtask level. There are several ways to log time against a card.
The logged time you enter is stored in the Metrics tab of the corresponding card.
The Timesheet report tool in Kanbanize displays a summary of logged hours for a user or a group and for a given period of time. Only Account Owners or Workspace Managers can generate "Logged time" reports. To learn more about the Timesheet report, please check the dedicated article.
All regular users can check how much time was logged on every task via the My Queue and Worklog feature (check p. 5). They can choose to see how much time has been accumulated for: today, yesterday, this week, last week, this month, last month.
Logged time in Analytics:
The Heat Map chart shows data for cells of a board for logged time by a period, on average or as a total of all the cards in that cell during the defined period.
The Cycle time chart can be configured to display only cards with logged time.
5. What is Blocked time?
The block time shows how long a card has been blocked, respectively how much time it takes for a blocker to get resolved. There are several ways to block a card and indicate a problem.
All blocked cards accumulate block time. The block time per card is stored in the respective Metric tab.
"Blocked time" in Analytics:
You can measure the blocked time metric using the embedded analytics modules.
The Block Resolution time provides a convenient overview of all blocked cards and shows how many times a task has been blocked, for how long and what the reason for the blocker was.
The Heat Map chart shows data for cells of a board for block time by a period, on average or as a total of all the cards in that cell during the defined period.
The blocked time metric helps you identify which blocker types are most critical. For more information, please check the dedicated article.