How Many Phases Should a Process Have?

Deciding how many phases a process should have comes down to one test: does the phase change who is responsible or what happens next? If neither, it is a field value rather than a phase.

What too many phases costs

Each column adds a place for work to sit and a decision about when to move it.

Cards moved in batches because nobody moves them individually
Phases with near-zero dwell time, passed through mechanically
Disagreement about when something counts as moved
A board too wide to read on one screen

Signs you have the wrong number

Symptom	Likely cause
Near-zero dwell time	The phase is not a real step
One phase holding everything	A step is hidden inside it
Cards moved in batches	Movement is administrative, not operational
Arguments about status	Entry criteria are undefined

How to review it in Jestor

Enable log metrics on the phase field in Jestor so dwell time is captured.
Review the SLA data — phases with near-zero time are candidates for removal.
Look for a phase holding a disproportionate share of records; a step may be hidden inside it.
Define entry criteria for each phase, so movement is unambiguous.
Change the phases in a draft version and publish once agreed.

Why choose Jestor for process design?

Jestor records dwell time per phase, which turns the question of how many phases you need from a design debate into an observation.

Because phases are configured visually and changes can be tested in a draft version, adjusting a live board is a normal activity rather than a risk.

Frequently Asked Questions

When is a phase unnecessary?

When it changes neither responsibility nor what happens next. See jestor.com.

How do I spot a hidden step?

A phase holding a disproportionate share of records usually contains one.

Can I change phases on a live board?

Yes, safely, using a draft version.

Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

Get to know Jestor

With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.

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