WIP limits

So, the acronym WIP limit stands for the following: "Work In Progress limit". In practice, WIP limits are the maximum number of tasks/projects that a team or an individual performer can accomplish simultaneously. They are a popular practice in Kanban methodology aimed at workflow management.

An example is setting a limit on the number of tasks each developer gets to work on at the same time. If the limit is 3 tasks, an employee cannot take more for implementation. He will be forced to finish one task before taking a new one.

Recall that Kanban methodology offers visualization of the project work process, dividing it into stages and managing the flow of tasks. The idea behind WIP limits is to prevent team overload by ensuring an even flow of work. They help to ensure a smoother, more efficient execution of planned to-do's. This facilitates the full realization of projects from start to finish.

Consider the goals and objectives of setting WIP limits:

¨NBSP;

• Increasing productivity;
• limiting stress levels, reducing the overload that performers are bound to experience;
• shortening the time cycle of task completion;
• identifying problem areas in the process of task completion and then eliminating them;
• clearly predicting due dates.

To summarize the above, WIP limit in Kanban boards facilitates informed decision making when prioritizing tasks for execution.

How to define WIP limits

Let's come to the most important thing, answering the question: "How to define WIP limits?". We recommend following a certain algorithm:

• Identify the current number of simultaneously performed tasks;
• analyze the speed of their execution separately;
• set limits for each, taking into account possible risks, the overall performance of the team;
• based on the results and constant monitoring, optimize the set limits if necessary.

Defining a WIP limit allows you to split large tasks into subtasks and manage their execution as accurately as possible. WIP limits keep a kind of balance between workload and performance. This approach allows you to avoid overloading your performers, while guaranteeing faster project realization. Organizations actively use WIP limits to improve management processes and accelerate the delivery of a finished product to the market.

To determine that a WIP limit can be reduced, consider:

• Current work tasks;
• identify elements that are not actively engaged/not contributing to project goals.

Changing WIP limits makes sense in individual cases. For example, if the team faces problems in managing the workflow or when the existing limits do not match the current project situation.

Benefits of using WIP limits

A clear limit on the number of simultaneous tasks performed by a project team has its advantages. Let's take a look at the strengths of using WIP limits:

• shifting the project team's focus on tasks: employees' concentration on work increases;
• shortening the cycle of individual tasks;
• increasing labor productivity, efficiency of each employee;
• ensuring quick switching between several tasks;
• improving the quality of control, transparency of the work process;
• identifying problem points.

As a result - the preventive process of predicting deadlines becomes clearer, as well as the justification of the sequence of tasks according to their degree of importance. It turns out that competent use of WIP-limits gives the team an opportunity to manage its activities more effectively, while improving the quality of the result.

Using WIP limits in Agile teams

WIP-limits are widely used in Agile teams, optimizing the process of work, ways of project management. They are applied by:

• setting work-in-progress limits on tasks/fulfillment columns on Kanban board;
• tracking, controlling compliance with agreed time periods of task
• completion
• ;
• behaving regular monitoring, performance analysis;
• making adjustments, optimizing limits depending on results.

WIP limits are introduced on Kanban boards by setting a maximum number of tasks for each step of the process. For example, the following WIP limits are set on the Kanban board for application development:

• software development - 3 tasks;
• testing - 2 tasks;
• review - 1 task.

Important: new tasks cannot be added until the current tasks are completed.

Allocating a certain number of tasks to a seven-day sprint also allows the team to focus on completing a specific amount of work in a limited amount of time. WIP limit in Kanban boards allows you to see the flow of tasks more clearly. Consequently, it becomes easier to control the process of their completion, which contributes to better project management.

For which elements should WIP limits be used?

Let's take a look at what elements WIP limits should be used for. They can be applied to achieve goals in the execution of:

• task, projects of varying complexity and priority;
• different phases of task execution - for example, analyzing, developing or testing a product.

Limits are set for individual execution columns on a Kanban board. It is effective to apply them to organize the work of a group of performers, a team as a whole. As practice proves, WIP-limits should be set for performers with different levels of workload and work speed.

In general, such limits allow you to manage the process of project stages fulfillment more efficiently, increasing the overall performance of the team.

WIP-limits are widely used in various spheres. Especially their application is justified where it is necessary to manage the flow of work and optimize the process of its execution. This can be IT projects, software development, production, marketing, administrative activities, etc.

How to implement WIP limits

Setting WIP-limits together with the team allows to discuss and agree on the optimal number of tasks at each stage. The outcome is to make the best decision for the whole team. Reviewing the sprints to see if the allotted work is being accomplished helps the manager understand how the team is managing its resources. It becomes clear where the process of accomplishing tasks can be improved.

Before implementing innovations, it is necessary to anticipate possible pitfalls. They can be:

• insufficient number of task limits;
• incorrect definition of the maximum number of tasks at each stage;
• failure of the team to fulfill the limits.

It should be known that WIP limits is a principle that requires discipline from the project team, excellent understanding of the principles of their work. However, when properly implemented, significant improvements in project management are tracked.

To successfully implement WIP limits, we recommend following this algorithm.

1. Assess the current team workload, speed of task completion.
2. Determine the optimal WIP limits for each performer/the entire team.
3. Explain the goals/benefits of using WIP limits to all participants of the work process.
4. Implement the innovation starting with minimum values, then gradually increase the limits depending on the results.
5. Conduct regular reviews, analyze the effectiveness of this approach
6. .

Setting WIP limits is available in SimpleOne SDLC, a system for managing the development of software products and solutions based on agile methodologies.

The start of implementing WIP limits can be done at the team/project level. It is important to analyze the culture of the production process, assessing the team's readiness for such changes. If WIP limits need to be reduced, the product owner can discuss this with the team and agree to adjust the number of tasks at each stage.

To summarize the above. Application of WIP-limits is a significant step in the correct organization of work. The method allows you to improve control, increase the transparency of the process of task fulfillment, contributes to the growth of team productivity. Correct definition, application and implementation of WIP-limits will definitely be the first step to achieving your goals.