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Define Board Policies

Board policies document workflow practices, establish entry and exit criteria for each status, and communicate team expectations on the Portfolio Kanban Board.

Who defines policies: Project Admins document workflow practices and entry/exit criteria. Portfolio managers and program managers collaborate to define meaningful policies that reflect actual team practices.

Permission requirement: Defining board policies requires Project Admin permissions. All users can view policies on the board.

What Are Board Policies​

Board policies are visible guidelines displayed on the Portfolio Kanban Board that define how work should flow through the system. Policies can include:

  • Entry criteria: Conditions that must be met before a portfolio item can move into a status
  • Exit criteria: Conditions that must be met before a portfolio item can move out of a status
  • Meeting schedules: Reminders for regular review meetings or ceremonies
  • Standard practices: Team agreements and working norms
  • Escalation procedures: Steps to take when portfolio items are blocked or at risk

When defined, policies are visible to anyone who views the board, creating transparency and shared understanding.

Define Board Policies​

Document policies for your Portfolio Kanban Board workflow.

Steps to Define Policies​

  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 Policies.
  7. Enter free-form text in the Policies box.
  8. Click Save.

The policies you define appear on the board for all users to reference.

What to Include in Policies​

Effective board policies typically address:

Entry and Exit Criteria​

Define clear conditions for each status:

Example entry criteria for "In Progress":

  • Executive sponsor assigned
  • Business case approved
  • High-level scope defined
  • Dependencies identified

Example exit criteria for "In Progress":

  • All backlog items delivered
  • Acceptance criteria met
  • Documentation complete
  • Stakeholders notified

Flow Management​

Document how work should flow:

  • WIP limits and how to handle violations
  • Priority rules for selecting next work
  • Process for handling blocked items
  • Escalation paths for impediments

Meeting Cadences​

Establish regular review schedules:

  • Weekly portfolio review: Tuesdays at 10 AM
  • Monthly stakeholder update: First Friday of each month
  • Quarterly planning session: Last week of quarter

Team Agreements​

Capture working norms and expectations:

  • Update card status within 1 business day of changes
  • Add comments when blocking or unblocking items
  • Notify owners when moving their portfolio items
  • Review blocked items daily

Best Practices​

Start simple: Begin with basic entry and exit criteria for each status. Add detail as your team matures.

Make policies actionable: Write clear, specific guidelines that team members can follow without interpretation.

Review and refine: Revisit policies quarterly to ensure they reflect current practices and add value.

Link to detailed documentation: Use policies as quick reference and link to more detailed process documentation when needed.

Get team input: Involve the team in defining policies to ensure buy-in and practical applicability.

Keep visible: Ensure policies are easily accessible on the board so team members reference them regularly.

Troubleshooting​

Why don't I see the option to define board policies?​

Defining board policies 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. Policies apply to all users viewing the board for that project.

Where do board policies display on the Portfolio Kanban board?​

Board policies appear in the Board Options section of the Customize menu. While the policies are saved with the board configuration, they're not prominently displayed in the main board view. To make policies more visible, teams often document them in a shared location (wiki, shared document) and reference that location in PlanningRoom descriptions or project documentation.

Can I define different policies for different status columns?​

The Policies field in the Customize menu is a single free-form text box that applies to the entire board. To define column-specific policies, structure your policy text with clear headings for each status column (e.g., "Backlog Policies", "In Progress Policies"). Some teams use formatting (bold, bullets, spacing) to organize column-specific guidelines within the single policy text area.

Why don't team members follow the board policies I defined?​

Board policies are documentation tools, not automated enforcement mechanisms. The board doesn't prevent users from moving cards that don't meet entry criteria or enforce exit criteria automatically. To improve policy adoption, review policies in team meetings, reference them during retrospectives, and ensure they're practical and clearly written. Consider adding policy links to PlanningRoom descriptions or onboarding documentation.