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Configure WIP Limits

WIP (Work In Progress) limits optimize process flow by preventing too many portfolio items from accumulating in any single status column on the Portfolio Kanban Board.

Who configures WIP limits: Project Admins define WIP limits based on team capacity, historical throughput, and workflow analysis. Portfolio managers monitor WIP limit alerts and coordinate resolution.

Permission requirement: Configuring WIP limits requires Project Admin permissions. All users can view WIP limit alerts on the board.

What Are WIP Limits​

WIP (Work In Progress) limits define the maximum number of portfolio item cards allowed in each status column on the Portfolio Kanban Board. When a column exceeds its WIP limit, the board displays an alert to notify you that flow is constrained and attention is needed.

WIP Limit Benefits​

WIP limits provide the following benefits:

  • Prevent bottlenecks: Identifies when too much work accumulates in a single status
  • Improve flow: Encourages teams to complete existing work before starting new portfolio items
  • Focus effort: Limit context switching by constraining active work
  • Surface impediments: Quickly identify when work is not flowing through the system
  • Balance capacity: Ensure work is distributed appropriately across portfolio item statuses

Configure WIP Limits​

Set WIP limits for each status column on your Portfolio Kanban Board.

Steps to Configure​

  1. Click the hamburger icon Hamburger icon > Portfolio > Portfolio Kanban.
  2. Click the wrench icon to open the action menu.
  3. Select Customize.
  4. The Customize Portfolio Kanban window opens.
  5. Click the Board Options tab.
  6. Scroll to WIP Limits.
  7. Define or update limit values for each status column (enter a whole number representing the maximum number of portfolio item cards).
  8. Click Save.

The Portfolio Kanban displays an alert if any new or updated WIP limit has been exceeded for a column on the board.

Determine Appropriate WIP Limits​

Consider these factors when setting WIP limits:

Historical throughput: Review how many portfolio items typically flow through each status in a given time period.

Team capacity: Consider how many teams or resources work on portfolio items in each status.

Status duration: Shorter duration statuses may need lower WIP limits than longer duration statuses.

Dependency impact: Statuses with high external dependencies may need more buffer (higher limits).

Start conservatively: Begin with lower limits and increase if you discover constraints that are too restrictive.

Respond to WIP Limit Violations​

When a column exceeds its WIP limit:

  1. Investigate the cause: Determine why work is accumulating (blocked items, capacity issues, dependencies).
  2. Address impediments: Remove blocking issues that prevent work from progressing.
  3. Complete work in progress: Focus on moving existing items forward before adding new work.
  4. Reassess limits: If violations are frequent and justified, consider adjusting the WIP limit.

Best Practices​

Set realistic limits: Base WIP limits on historical data and actual capacity, not aspirational goals.

Monitor violations regularly: Review WIP limit alerts in weekly portfolio reviews or leadership meetings.

Adjust as needed: Refine WIP limits as you learn more about your organization's flow patterns.

Use with swimlanes: Combine WIP limits with swimlanes to control flow within specific groupings (by type, priority, or theme).

Communicate purpose: Ensure teams understand that WIP limits are tools for improvement, not arbitrary restrictions.

Troubleshooting​

Why don't I see the option to configure WIP limits?​

Configuring WIP limits requires Project Admin permissions. If you don't see the wrench icon or Customize option on the Portfolio Kanban Board, contact your Project Admin or Site Admin to request the necessary permissions. Additionally, verify you're viewing the correct project - WIP limits are configured per project workspace.

Why doesn't the board show an alert when I exceed a WIP limit?​

WIP limit alerts only appear after you save the limits in the Customize menu. If you set a limit but don't click Save, the board won't enforce it. Also, check that the column actually exceeds the limit - the alert appears when the number of cards in a column is greater than the configured limit value. Refresh the page if you recently saved changes.

Can I set different WIP limits for different swimlanes?​

No, WIP limits apply to the entire column regardless of swimlane groupings. If you need swimlane-specific limits, consider using multiple Portfolio Kanban boards (one per major grouping) or manually monitor swimlane capacity during reviews. Some teams use board policies to document swimlane-specific guidelines as a workaround.

What should I do when a WIP limit violation is justified?​

First, understand why the violation occurred - is it a temporary spike, a capacity issue, or a workflow problem? If violations are frequent and justified (e.g., consistently delivering more items than the limit allows), increase the WIP limit to match your actual sustainable capacity. If the violation is temporary, focus on completing work in progress to bring the count back below the limit.