In our work, we have tasks we need to do, tasks we are doing, and tasks we’ve completed. We know we have a WIP limit and that we shouldn’t exceed it. But tasks aren’t always as tidy as we’d like. We don’t just start tasks and work until they’re DONE. Tasks, very often, involve input from others over whom we have little or no control.

For this purpose, Tonianne and I use THE PEN. In the board to our right (our actual board), you can see that Toni started working on getting a contract amended and then had to send that off for review and comment. While it’s gone, we don’t want to take her away from her other tasks. So she’s moved it into The Pen where it will reside until the outside party has done their bit.

We are blessed on this day to only have one item in THE PEN. Ordinarily we have five or six. When they stack up, it’s a sign that we’ve let them linger too long and should follow up on the tickets. We will also, if need be, set a deadline or a reminder on tasks in THE PEN. Today, that’s not the case – she’s reasonably sure that she’ll get a reply sometime by the end of the week. However, if tasks are going to sit in THE PEN for a long time or if there is a deadline we have to meet, we will certainly set a date to check on it.

We want to limit our WIP to lighten our cognitive load and let us focus. However, we will often find ourselves in a position where we have several things waiting action by others. It’s okay to sequester these tasks and move ahead with active work.