When Is It Okay to Move an Item Backwards in Kanban?
Kanban workflows rely on steady, forward momentum. Sometimes, though, the best way to maintain quality and deliver real value involves taking a step back.
While moving an item backwards in a Kanban workflow isn’t ideal—and can complicate flow metrics if not handled properly—there are valid reasons to do it. The most common reasons stem from a need to protect quality and fix issues that surface downstream in the process.
A Good Reason to Move Work Backwards
The clearest case for reversing workflow direction happens when an item is so broken or incomplete that it simply can’t proceed. In this scenario, the item must return to an earlier step for rework.
For example, if an item reaches the Test column but is too unstable to test, it should move back to the relevant prior step, typically Development. When this happens, you should erase the timestamp for the later column (e.g., "Test"), treating it as if the work never entered that stage. This acknowledges that the item advanced through the workflow prematurely.
Key Considerations for Moving Items Backwards
Kanban Allows It: There’s no rule in Kanban that says items can’t move backwards.
Handle Metrics with Care: If you move items back, your data must reflect this accurately to maintain valid flow metrics. For example, the lines on a Cumulative Flow Diagram (CFD) should never decrease. Mishandling this could distort your charts and invalidate any analysis.
Treat It as a Learning Moment: When a work item moves back due to defects or incompleteness, it’s not just rework—it’s a signal for process improvement.
Set Clear Policies: Define how to handle blocked or reversed work. Consider:
When to mark an item as blocked
Whether it counts toward Work In Progress (WIP) limits
When to remove it from the system entirely
Design for Variation: Kanban systems should gracefully handle variations in work. Random or arbitrary backwards movement usually points to weak policies. However, a strategic, policy-driven return for necessary rework supports better flow and delivers higher value.