Kanban Time Tracking: What It Is and How It Works

Enhance your business with Kanban time tracking: discover what it is and how it helps streamline operations, improve planning accuracy, and control costs.

By Dmytro Sidenko

Kanban Time Tracking

What Is Kanban Time Tracking?

Kanban time tracking is about combining workflow visualization (a Kanban board with tasks) with time measurement (how long each task takes). It gives businesses the clarity to optimize operations and deliver work more effectively.

Benefits of Kanban Time Tracking

There are many benefits of using the Kanban methodology in business workflows. Here are the ones we’d like to highlight:

Increased Transparency

Kanban displays all tasks on a board with their status, priority, and assigned team members, allowing team members and stakeholders to quickly track progress, identify bottlenecks, and understand the overall workflow.

Better Forecasting and Planning

Kanban enables more accurate forecasting and effective planning by providing clear insights into task progress, workflow capacity, and timelines.

Bottleneck Identification

By visually displaying where tasks accumulate or slow down, Kanban allows teams to address workflow issues promptly and maintain steady progress.

Improved Team Productivity

Kanban enhances team performance by streamlining workflows, limiting simultaneous tasks, and promoting efficient task completion.

Challenges Without Kanban Time Tracking

There can be challenges when a company doesn’t use the Kanban methodology. Here are some of the issues they may face:

Lack of Accountability

Tasks and responsibilities become unclear, leading to missed deadlines and lower team ownership.

Poor Project Forecasting

Without insights into task durations and workflow patterns, estimating project timelines becomes guesswork.

Hidden Bottlenecks

When work progress isn’t tracked, bottlenecks in the workflow remain invisible.

How to Implement Kanban Time Tracking in Your Team

When a company decides to implement Kanban time tracking into its teams’ workflow, it can follow the steps provided below to do it correctly:

Step 1 - Define Tracking Goals

First of all, a company should set its goals for using the Kanban methodology to its advantage.

Step 2 - Select the Right Kanban Time Tracker

Once goals are set, use a Kanban time tracker to estimate future tasks accurately with real-time data.

Step 3 - Train and Onboard the Team

Make your team understand and freely use Kanban time tracking in their everyday workflow.

Step 4 - Monitor, Review, and Optimize

Keep track of progress, review performance, and optimize workflows for maximum efficiency.

Best Practices for Kanban Time Tracking

Kanban time tracking works best when it’s consistent, automated, and focused on useful insights. By following the practices below, teams and organizations can increase efficiency, improve planning, and complete tasks on time.

Keep Tasks Manageable and Small

Break large tasks into smaller ones that can be completed in a few days or less, enhancing clarity, accelerating flow, and improving estimation.

Regularly Review Reports

When the work is done, regularly review Kanban reports to identify bottlenecks, measure performance, and improve planning.

Avoid Micromanagement

If you want to build trust, boost employee motivation, and encourage creativity, avoid micromanagement by using Kanban.

Kanban Time Tracking Tools and Software

Kanban time tracking tools, from built-in features in platforms to integrations, go beyond just showing tasks. They provide real data on effort and time, helping you bill accurately, spot inefficiencies, plan timelines, and improve workflow.

Manual vs. Automated Kanban Time Tracking

Manual Kanban time tracking: team members log the time they spend on tasks. It’s simple and flexible, making it suitable for small teams, but it can be error-prone and time-consuming.

Automated Kanban time tracking: time is automatically recorded when tasks move between columns or when timers are used. It saves effort, ensures accurate data, and provides real-time insights.

Popular Kanban Time Tracking Tools

Among the top Kanban time tracking tools you can find dedicated platforms like Kanban Tool, KanbanFlow, and Teamhood, as well as broader project management solutions like Wrike, and specialized time trackers like TMetric.

Kanban Time Tracking with TMetric

Set Up Kanban:

  • In the tool you choose, create a board with columns (To Do → In Progress → Done). Each card is a task.

Integrate TMetric:

Integrate TMetric

Track Time:

  • Start the timer when a task begins ("In Progress").
  • Stop or pause when done or switching tasks.
  • Move the card along the board.

Time Page

Analyze & Report:

  • Use TMetric reports to see time per task, team member, or project.
  • Compare estimated vs actual time to optimize workflow.

Detailed Report

Sign up for TMetric →

Conclusion

Kanban time tracking monitors the time spent on tasks within a visual workflow. It helps teams improve productivity, plan better, and identify bottlenecks.

Frequently Asked Questions about Kanban Time Tracking

How does Kanban board time tracking differ from traditional time-tracking methods?

Kanban board time tracking focuses on time spent within the workflow, showing how long tasks remain in each stage. In contrast, traditional time tracking simply records hours worked, without linking them to task progress, making it harder to identify bottlenecks or improve processes.

How does a Kanban time tracker help identify bottlenecks and improve cycle time?

Kanban time tracker measures how long tasks stay in each stage of the workflow. When a task spends too much time in one column, it signals a bottleneck.

Which metrics should I monitor in Kanban time tracking (e.g., lead time, cycle time)?

Key Kanban time-tracking metrics:

  • Lead Time – Total time from task creation to completion.
  • Cycle Time – Time spent in progress.
  • WIP (Work in Progress) – Active tasks at a time.
  • Throughput – Tasks completed in a period.
  • Blocked Time – Time tasks are stalled.

How do I integrate time tracking into existing Kanban boards without disrupting team habits?

Integrate time tracking into Kanban by starting small, using seamless tools, automating timers, educating the team, and reviewing data gradually - so workflow insights improve without disrupting habits.

How can TMetric be used as a Kanban time tracker to monitor tasks and workloads?

TMetric can be used as a Kanban time tracker by integrating it with your Kanban board (e.g., Trello, Jira, Asana) to monitor tasks and workloads:

  1. Track time per task – Start/stop timers directly on Kanban cards as work progresses.
  2. Log work automatically – Record time spent in each workflow stage for accurate tracking.
  3. Monitor workloads – See how much time each team member spends on tasks, preventing overload.
  4. Generate reports – Analyze cycle time, lead time, and task distribution to identify bottlenecks.
  5. Optimize workflow – Use insights to adjust priorities, redistribute tasks, and improve efficiency.

What features does TMetric offer for implementing Kanban time tracking in teams?

TMetric supports Kanban time tracking with:

  • Task timers directly on Kanban cards.
  • Automatic time logging for tasks and projects.
  • Reports to analyze time, workloads, and bottlenecks.
  • Team management to assign tasks and balance workloads.
  • Integrations with Trello, Jira, Asana, and other Kanban tools.

How can TMetric’s timer button simplify tracking time directly from Kanban cards?

TMetric’s timer button simplifies Kanban time tracking by letting you start and stop timers directly on task cards without switching apps. This means:

  • Instant tracking: Begin timing as soon as a task moves to "In Progress".
  • Accurate data: Every minute is logged automatically, reducing manual errors.
  • Contextual visibility: Time is tied to specific tasks, making reports more meaningful.
  • Efficiency: Teams can track work seamlessly within their existing Kanban workflow.

Is there a free trial or plan in TMetric for teams starting with Kanban time tracking?

Yes, TMetric offers a 14-day free trial with full access to all features. You can sign up on their website and start tracking time, invoicing, and managing projects without any charge. After the trial, you can choose a paid subscription you need.