Agile development environments demand flexibility, but the constant context switching that comes with multitasking creates significant cognitive overhead. Research shows it takes an average of 9.5 minutes to return to a productive workflow after switching apps—and those minutes add up quickly.
At Boundev, we help development teams implement Kanban methodologies to reduce cognitive load, improve predictability, and boost sustainable productivity. This guide covers the four core Kanban practices and how to apply them effectively.
The Context Switching Problem
2021 Workgeist Report findings reveal the true cost of context switching:
The Negative Effects of Unmanaged Switching
When context switching isn't managed, the consequences extend beyond simple productivity loss:
Reduced Quality
Pressure to meet deadlines with low focus leads to more errors. Quick code fixes become band-aids that create technical debt.
Failure Demand
Teams spend time fixing errors (failure demand) instead of generating new value (value demand)—leading to lost revenue and toxic work cultures.
The Solution
Structured task management using Kanban can isolate and control these impacts, preserving team energy for value-generating work.
The Four Core Kanban Practices
Kanban provides four interconnected practices that, when implemented together, create a sustainable workflow:
1. Visualize the Workflow
Making work visible is the foundation of Kanban. Visualization allows teams to see bottlenecks, predict interruptions, and set realistic expectations.
| Workflow Type | Stages | Best For |
|---|---|---|
| Basic | To Do → In Progress → Done | Simple projects, small teams |
| Detailed | To Do → Open → Code → Review → Dev Deploy → Prod Deploy → Approval → Verification → Done | Complex software development |
Detailed Workflow Benefit
With a detailed workflow, developers can predict when context switching (like code reviews) will happen, and stakeholders can set realistic expectations for delivery timelines.
2. Limit Work in Progress (WIP)
Based on the "pull system" from Lean thinking, WIP limits ensure teams only start work when they have capacity—preventing overload and context switching.
Setting Holistic WIP Limits
Individual Example:
Team Example:
3. Manage Flow
Measuring and managing flow enables scientific planning instead of guesswork. The key metric is Cycle Time—the duration for a task to move through all workflow stages.
Real-World Cycle Time Example
Tracking 10 completed tasks with completion times in days:
4, 5, 4, 4, 3, 3, 2, 3, 2, 3 days
The 70th Percentile: 4 Days
This means 70% of tasks finish within 4 days—allowing for realistic commitments to stakeholders.
Scientific Planning
Instead of guessing, you can say: "We have a 70% confidence this will be done in 4 days."
4. Make Process Policies Explicit
Clear, documented policies create boundaries and expectations that reduce ambiguity and context switching from unclear priorities.
Example Process Policies
Classes of Service
David J. Anderson's Classes of Service framework helps teams prioritize work based on urgency and impact:
| Class | Description | Example |
|---|---|---|
| Expedite | Immediate attention needed—drop everything | Production outage, security breach |
| Standard | Complete when capacity allows | Regular features, improvements |
| Fixed Date | Must meet a specific deadline | Regulatory compliance, launches |
| Intangible | Significant consequences if ignored long-term | Tech debt, infrastructure upgrades |
Lean Improvement: Reducing Waste
Regular operations reviews help identify and eliminate "waste" processes that contribute to cognitive overhead:
Unnecessary Meetings
Revisit frequency and attendee lists. Does everyone need to attend? Can it be async?
Manual Processes
Automate notifications, approvals, and clerical duties that interrupt focus.
Environment Issues
Fix improper test data, flaky tests, and configuration problems that cause rework.
Tool Overload
Integrate and streamline platforms to reduce the number of apps developers switch between.
Frequently Asked Questions
What is Kanban?
Kanban is a project management methodology focused on continuous improvement and workflow efficiency. Originally developed in manufacturing by Toyota, it uses visual boards and work-in-progress limits to optimize how work flows through a system, reducing waste and improving predictability.
What are the four core Kanban principles?
The four core Kanban principles are: (1) Visualize the workflow—make work visible on a board, (2) Limit work in progress (WIP)—prevent overload, (3) Manage flow—measure and optimize cycle time, and (4) Make process policies explicit—create clear boundaries and expectations.
What is cycle time in Kanban?
Cycle time is the total duration for a work item to move through all stages of your workflow, from when work starts to when it's complete. By tracking cycle time and using percentiles (like the 70th percentile), teams can make scientific predictions about delivery timelines instead of guessing.
How do WIP limits reduce context switching?
WIP limits prevent team members from taking on too many tasks simultaneously. When you limit work in progress, you focus on completing current work before starting new work. This "pull system" approach reduces the number of active contexts a developer must hold in their head, dramatically reducing cognitive overhead.
What are Classes of Service in Kanban?
Classes of Service categorize work items by urgency and impact: Expedite (immediate attention), Standard (complete when capacity allows), Fixed Date (must meet deadline), and Intangible (consequences if ignored long-term). This framework helps teams prioritize work and manage expectations with stakeholders.
How is Kanban different from Scrum?
While both are Agile methodologies, Scrum uses fixed-length sprints with defined roles (Scrum Master, Product Owner), while Kanban focuses on continuous flow with WIP limits. Scrum commitments are sprint-based; Kanban uses cycle time for predictability. Many teams combine elements of both (Scrumban).
Need Help Implementing Kanban?
Boundev's project management experts help development teams implement Kanban practices that reduce cognitive overhead, improve predictability, and boost sustainable productivity.
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