There is a newer version of this guide on our Knowledge Base.
At Kanbanize, we perfectly understand our users’ need to be as efficient in their work as possible. We want to keep introducing new features aimed at increasing and measuring efficiency in order to support this common goal. That is why we are adding the Process Efficiency widget to the Main Dashboard with this month’s update.
The new addition to our widgets portfolio calculates the ratio between the actual value-adding time, during which a team member actively works towards completing a task, and the entire lead time required to complete an entire process.
The widget separates between value adding time and wait or blocked times in order to produce a metric for measuring the efficiency of your processes in the form of a percentage.
For example, when developing a new feature, a programmer needs 10 days to move a card through the process from requested to done, during which the card spends six of the ten days in columns where activity takes place and four of those ten days in queues.
Value-adding is the time the card spends in activity columns such as coding.
Non-value adding is the time spent in queue columns like waiting for review or blocked.
Lead time is the entire cycle time of the card.
When you calculate the ratio between value adding and lead time in the scenario described above [(6/10)x100] your resulting percentage will represent the efficiency of the process of completing the given task – in this case, 60%.
Process efficiency widgets succeed the familiar status widget on the Main Dashboard in order to provide a synthesis of information directly related to your team’s efficiency. To set up the information you wish to display, click on the new widget and select the board and swimlane for which it will collect data.
Like the custom widgets, introduced in version 5.1, this new addition is highly customizable. You can pick and choose the places in your account from which the widget will collect information with the help of filters in the widget settings menu.
Filters help you monitor data for a particular assignee, groups of cards, and cards with specific: priority, color, size, type, or reporter. You can even calculate the efficiency for a single card of interest, filtered by its ID, or all cards created on a date of your choice. Similarly to other widget configurations, you are able to include all of your custom fields in the filter.
Configure the time for which the widget will calculate efficiency percentages in order to get precise data.
Setting up a filter which excludes weekends, outliers, and focuses on specific intervals can also give you better accuracy for your widget’s calculations.
Depending on the selected time filter, the widget will show you the improvement or decline in efficiency compared to past data.
Process Efficiency is an intrinsic part of the way you monitor your workflow and will be consistently accessible from its dedicated section in the Main Dashboard, meaning that, unlike other widgets, this one will be permanent. It is designed to serve as a motherboard for mini widgets showing you the efficiency of different parts of the workflow across your board.