A project can look busy while its most important work waits for an answer, review or approval. A full task list is not the same thing as healthy progress.
Make the pause visible
Separate active work from work waiting on somebody else. Record the response or decision needed, who was asked and when. “Waiting on feedback” names a state; “Maya will approve the draft by Thursday” gives the team a next step.
For example
A customer handover is ready, but the account owner has not confirmed the final scope. The delivery team starts other tasks and the handover quietly ages. If the task shows the requested decision and review date, the team can follow up before the customer deadline is at risk.
Find the recurring queue
At each review, look for the oldest unresolved handoff. If approvals repeatedly stop in the same place, improve the process: clarify who can decide, what information they need and how quickly the team should expect an answer.
Give unblocking work an owner
The person doing the project work may not be the person who can remove the blocker. Assign the follow-up itself, then review whether the needed answer arrived. Board view can help make waiting work visible alongside work in progress.
- Show waiting as a real state of work.
- Name the decision or response needed.
- Review the oldest unresolved handoff first.