When should I move a task to a "Waiting" column?

Kanban follows an incremental, continuous improvement approach called Kaizen. The use of a Waiting column depends on your workflow, team capacity, and the Work In Progress (WIP) limits applied to your In Progress column.

Here are two common scenarios where a Waiting column comes in handy:

• When planning work for the day or week ahead
  Gather your day’s or week’s tasks under Waiting and use the column as a buffer, holding tasks you intend to complete within the set timeframe. As you finish tasks in progress, you can pull new ones from the Waiting column, keeping your workflow smooth and organized.
• When requiring task approval or needing more information
  If a task requires someone else’s approval or additional details before moving forward, place it in Waiting. This is especially useful in multi-level teamwork, where senior team members delegate tasks to junior staff. Once reviewed, the task will either move back to Doing for further revisions, or get to Done if no further action is needed.

Of course, these are just popular use cases—feel free to tailor the Waiting column to fit your team’s unique needs.

Pro tip: WIP limits all around!

To maintain a healthy workflow, consider setting a WIP limit on your In Progress column. This helps prevent bottlenecks and ensures tasks move efficiently through the board.
Furthermore, consider WIP-limiting the Waiting stage as well - task accumulation in the buffer/waiting stages contributes to flow impediments as much as in any other step!

For more information, please read Limiting Work in Progress and Importance of Kanban Work in Progress (WIP) Limits.