How to find bottlenecks in your workflow?

A bottleneck can occur when the resources within a project are lacking or already working to their full capacity, and therefore cannot handle any additional demand placed on it. This often happens due to queues that start developing at some step in your process or workflow.

Tracking the lead and cycle times of your delivery process help you to identify where those delays happen so that you can proactively address them.

The Timing screen can help you spot bottlenecks by providing metrics and facts such as:

  • What is the average time it takes to complete a task?

  • Which tasks are slowing down your team?

  • Which steps in your workflow are fastest, which are slowest?

It shows your current lead and cycle times and their progress over a time. You can also drill down to see timings per individual workflow state.

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How long tasks spend on each workflow state?

From the Overview chart, you can drill-in to see the timings per individual workflow step. The numbers represent the average time a task has stayed in that specific workflow state over the last 30 day period.

 
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That tells you which steps in your workflow are fastest, and which are slowest. What you should be looking at here is that are you spending the correct amount of time in each step. For example, if tasks spend a lot of time in waiting in some specific state, removing that delay would increase your throughput, and overall delivery speed.


Which tasks are slowing down your team?

The histograms on the bottom show the distribution of tasks completed during the last 30 days, so you can see which types of tasks are slowing you down. You can see how many tasks were completed per a specified time range. For example, you can see how many tasks took more than 7 days to complete.

Categories are clickable, so you can see the actual tasks behind the numbers:

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Is the overall execution of the project accelerating or decreasing?

The main chart in the background allows you to see trends and whether things are getting slower or faster. Each coloured area represents a different workflow state. The horizontal axis indicates the time and the vertical axis indicates the number of days.

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This chart shows how much time is spent on each workflow step. It shows a trend over a time period, which allows you to see which steps are getting slower, and which ones are getting faster.

If a coloured area starts expanding, it means the more time is spent on that specific workflow state. You can start figuring why that happens and is there something that should be done to address it. For example, if you can see from your analytics that the quality assurance step has been getting slower recently, you can consider adding more resources (more testers), or you can start looking other ways to reduce delays in that specific step.

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