Using KanBo to Streamline Business Process Management in Aviation Industry

Although the COVID-19 pandemic has impacted the global economy and continues to hamper business growth, airlines and aviation organizations, in particular, have found themselves at the receiving end.

With a monumental reduction in domestic and international travel and shaken customer confidence, airlines have been in damage control mode attempting to design and deploy a multitude of strategic plans across different departments to ensure business continuity and operational efficiency. They’ve been burdened with the challenging task of cutting down their expenditure with the expectation of delivering the same level of service to the customers when they return.

This demanding predicament has led airline organizations to analyze their business processes and optimize or completely overhaul the existing procedures so they align with current budgetary and operational requirements. For instance, many airlines have allowed their ground personnel to work from home providing them with necessary tools.

However, such adjustments and changes in business processes have also given birth to a number of challenges, bottlenecks, and dependencies that often aren’t easy to identify and address. This is one of the critical reasons why airlines and aviation organizations are in dire need of a comprehensive and versatile business process management system.

With KanBo software, airlines have the option to design and deploy highly tailored business processes that comply with their internal policies and distinct business goals and requirements. They can leverage a wide range of KanBo features to further optimize these processes without any disruptions or distractions.

Leveraging United Nations’ Sustainable Development Goals to Streamline Business Process Management

Successful businesses are concerned not just with their bottom line, but also with the environment. They are accountable for resource use as well as the creation of commodities and services. The United Nations Department of Economic and Social Affairs has published aims and indicators for large-scale corporations to attain in order to be more inclusive and sustainable in the face of global warming and climate change. As a result, any aviation company aiming to increase operational efficiency today should match its goals with the UN’s goals.

Resilient Infrastructure Aids Economic Development

The UN’s first sustainability goal demands organisations to build high-quality, long-lasting, dependable, and resilient infrastructure. This should include transborder and regional infrastructure so that the necessary support for economic growth and general well-being may be given, with an emphasis on fair and affordable access for everyone.

Increase The Share Of Industry Employment Via Inclusive Industrialization

The second aim is to increase the aviation industry’s contribution of employment and GDP by 2030 through supporting sustainable and inclusive industrialization. To double the proportion of the least developed nations, the objectives must be harmonized with regional conditions.

Expand Small-Scale Industrial and Financial Services Access

The United Nations wants groups to help small businesses, particularly in developing countries, get access to financial services. Affordable financing, as well as its integration into markets and value chains, should be included.

Infrastructure Upgrades Improve Resource Consumption Efficiency

The UN has set a goal for big corporations to refit industries and update existing infrastructure by 2030 in order to fulfill sustainability objectives. This should be accomplished via increased resource efficiency and the use of clean and green technology and processes.

Enhance Scientific Research to Encourage Innovation

Many poor nations lack the financial and technological means to support scientific research. As a result, the United Nations has set a 2030 deadline for organisations to better their research and execute technical improvements in industrial sectors, especially in developing nations. This will aid in encouraging innovation and increasing the number of R&D personnel per capita.

Corporate Business Processes of Top Airlines & Accompanying Challenges

There might be some overlap between the corporate functions of a regular organization and an airline but it goes without saying that every major airline has its own set of distinctive business processes that are created and implemented in an exceptional manner. These functions aren’t only designed and carried out in a certain way but the expected outcomes and procedural follow-ups tend to be unique as well. Let’s take a quick look at some of the major functions of an airline and associated challenges.

1. Onboard and Inflight Experience

Function / Business Process

The primary product of any airline is to deliver an acceptable onboarding and inflight experience that aligns with their service positioning in terms of quality and pricing. There are multiple moving parts as airlines have to take various aspects of service into consideration including hygiene, meal serving, passenger safety, maintenance of air circulation system, catering to lounge guests, and more. Each cog in this service machine requires employees at every level to be vigilant and detail-oriented. They need to ensure the accuracy and precision of every step.

Challenges

• In order to deliver a consistently high-quality travel experience, the airlines are required to keep an overview of every aspect of their service.
• Quick but accurate decision-making is required at every step of the way to ensure every passenger leaves the airport with a positive experience.
• As rules, policies, and business processes are evolving quickly, real-time communication and collaboration are required to ensure every employee is on board.

2. Business Analysis for Corporate Development

Function / Business Process

Every airline is in a situation where they’re waking up to a new challenge every other day that requires the creation, supervision, and monitoring of new projects to guide corporate strategy for sustainable development and business growth. The strategic planning and decision-making involved in this core function directly address internal (employees) and external (customers) facets of the airline business. This also includes real-time coordination with teams to communicate internal strategies so all stakeholders can develop a common understanding towards achieving shared goals.

For business analysis and development to work effectively, middle and top management needs to have a bird’s eye view of the entire operation so they can make informed decisions that align with their business goals.

Challenges

• Access to data analytics and visual insights to gain an overall perspective that facilitates high-performance decision-making.
• Seamless communication and coordination with cross-functional teams to bring every stakeholder on board.
• Organizing, managing, and supervising multiple projects and assignments at any given time to ensure efficiency.

3. Medical Services

Function / Business Process

The medical team in any aviation organization has a mandatory requirement to conduct examinations of the cabin crew and cockpit members. The testing usually includes hearing, stress, and sight assessments to ensure all inflight personnel are fit to do their job. That doesn’t mean the medical department of an airline is only accessible to the cockpit and cabin crew members. They can also be approached by the ground staff who might be facing any health-related issues. In the post-COVID-19 pandemic world, the role of medical services has become even more pivotal as they’re expected to ensure the absolute safety of the crew.

Challenges

• For medical testing to work, airlines need to create a trusting environment where questions and concerns can be raised in a transparent manner.
• As the pandemic situation continues to evolve, new and adjusted policies need to be communicated in real-time so every employee is knowledgeable.
• Developing and implementing medical assessment processes that can be followed in any situation, particularly when the lead doctor isn’t available.

4. Recruiting and Talent Hunt

Function / Business Process

Whether an airline needs to hire new ground staff or want to bring a fresh cabin or cockpit crew on board, the process involves multiple steps that need to be followed precisely to ensure only the right fit joins the organization. The procedure usually starts with an advertisement for vacant positions followed by an application collection process which then leads to interviews. During the process, the candidates are evaluated, screened, and assessed for their academic background and professional skills. There are some other checks involved as well which enable the recruiters to determine whether a certain candidate would prove to be a good fit for the company.

Challenges

• The absence or shortage of resources can create dependencies and bottlenecks within the organization which can lead to delays.
• The multi-step recruitment process involves too many checks, evaluations, and assessment criteria that aren’t easy to comply with.
• Recruitment processes often feature mundane repetitive tasks which consume excessive time and financial resources of the airline.

5. Legal

Function / Business Process

No major business can function without an exceptional legal department but airlines have a special requirement. They are entering into different contracts on a regular basis with business partners as well as customers and dealing with a diverse variety of legal matters that may involve claims for damages and disagreements with suppliers. This can further lead to court proceedings where the amount of work and documentation can increase manifold in terms of sheer volume. One of the key aspects of the legal department is to protect the brand and make informed strategic decisions to safeguard trademarks and official registrations ensuring there are no violations.

Challenges

• Many legal proceedings involve repetitive tasks and procedures which can end up consuming both the time and financial resources of the airline.
• The legal department also has to organize, sort, and manage a large volume of information and documentation which can’t be done manually.
• The dates and deadlines can be critical and need to be monitored vigilantly at all times to ensure the airline doesn’t have to face the consequences.

How KanBo Helps Airlines Overcome Business Process Management (BPM) Challenges

From organizing and managing large volumes of work and optimizing business processes to encouraging real-time collaboration and fostering an environment of trust through informational transparency, KanBo enables airlines and aviation organizations to tackle a wide range of challenges, especially the ones arising out of the recent pandemic-related reasons. KanBo software provides airlines with an agile yet robust business process management platform that can be deployed across all departments to improve processes for business continuity and operational transparency.

1. Project Planning and Strategic Decision-Making with KanBo

Being a versatile business process management tool, KanBo helps airlines create a systemic and organized approach for designing, executing, and delivering all types of projects. It enables you to achieve the ideal balance between predictability and flexibility for high-performance planning.

Critical Path Method (CPM)

As airlines have to manage and navigate through complex projects on a regular basis, KanBo provides them with a Critical Path Method which can be utilized through due dates and dependencies. Relying on smart algorithms, KanBo lets airlines know about the most streamlined paths and mission-critical aspects of the project. This enables aviation companies to allocate resources accordingly and determine critical and non-critical activities.

Project Planning with Modern Gantt Charts

When an airline undertakes a large project that requires scalability and transparency, KanBo’s innovative take on Gantt Charts enables the organization to view how different aspects and pieces of a project fit together along with their deadlines. This way airline employees have the liberty to manage their priorities and ensure high work visibility.

Manage Priorities with Date Dependencies

With time, priorities change. This is especially true for modern airlines in current times. Date dependencies in KanBo put airlines in a much better position to assess and optimize the impact of the ever-changing dynamics of time. The business process management software protects and monitors the dependencies between essential aspects of the project so airline staff always has the complete picture in front of them. Most importantly, KanBo provides them with all the information in a highly visualized manner for quick and convenient understanding.

User View for Work Distribution

When managers and team leaders working in the aviation industry have to monitor the workload distributed across different teams and individual team members, they can rely on User View in KanBo Board to provide them with a full picture. This perspective groups all cards by users and shows work distribution at a quick glance.

Board Scorecard for Efficient Performance Evaluation

Demonstrating performance and success is a major part of any organization’s business process. KanBo features a Board Scorecard that accumulates information through multiple channels within the board to create a visual illustration of the project’s progress and its current status. From KPIs and milestones to budgets and risk metrics, everything can be communicated effectively for informed decision-making.

2. Development and Implementation of Business Roadmap with KanBo

From long-term strategy and vision to business processes and internal policies, the development and implementation of an effective roadmap are essential to ensure success. KanBo provides airlines and aviation organizations with all the tools they need to plan and manage business processes including operations, strategic planning, sales, and marketing. It offers a cohesive and user-friendly interface that allows airline businesses to execute strategic initiatives.

Keep and Manage Overview with KanBo Board

The Board is one of the fundamental building blocks in KanBo that allows airlines to plan and monitor the overall progress of a project across different departments and throughout the enterprise. Every manager has the capability to access KanBo Boards that keep them updated about their teams, projects, and tasks along with their current status. Apart from that, they can also keep an eye on insights such as project completion rates, completion status, team status, trial rates, and milestones. The quick access to overview in real-time enables the airline to plan ahead and ensure sustainable progress.

Manage Dependencies to Reduce Delays

KanBo Roadmap gives the organization the option to monitor and identify tendencies across different departments and address them in a timely manner to cut down unnecessary delays. Employees can communicate and collaborate in real-time, track progress, and set up notifications for such dependencies to ensure they are handled proactively.

Plan Each Task with KanBo Cards

Card is another one of the most basic building blocks of KanBo which allows large enterprises such as major airlines to plan out individual tasks and assignments by adding all the relevant details, setting up milestones, and specifying deadlines. Cards also feature team members who are supposed to get the job done and they can leverage all KanBo features to work in a collaborative manner to manage deadlines and prioritize their work accordingly.

Progress Visualization with Gantt & Timeline

With KanBo, different airline departments can track progress through insightful and engaging visualizations of work progress and timing related to essential projects, tasks, and initiatives. The Gantt chart view enables in-depth strategic planning while the 360-degree timeline allows managers to ensure clarification when explaining critical projects.

3. Enhancing Productivity and Operational Efficiency with KanBo

Operational excellence is no longer a word that just gets thrown around, at least not in the airline and aviation industry. In fact, achieving high operational efficiency and productivity has become an essential need for most airlines as they attempt to resume their international travel services while limiting their budget. KanBo gives such airlines a more connected and highly agile platform for enhanced decision-making, better strategic planning, and improved resource management.

Manage Repetitive Work with Card Templates

Airlines often have to deal with a number of repetitive tasks and projects and starting from scratch can be resource-intensive and time-consuming. Card templates provide the diving board the teams need to make an informed start every time and cut down repetitive work. They can share actionable knowledge including structures, subtasks, and documents using card templates.

Calendar View for Additional Perspective

As large enterprises are always in the process of managing and organizing time-critical work, they are in dire need of a tool that allows them to view all the essential dates. KanBo’s versatile calendar view provides an interactive and customizable view of all the cards so managers, as well as team members, can prioritize accordingly.

Enter Focus Mode with Muted Notifications

There are times when teams need to focus on the tasks at hand without any disruptions or distractions. KanBo enables employees to mute notifications so they can find the right balance between mutual collaboration and achieving productivity. This allows them to define their boundaries through the Snoozed Mute or Do Not Disturb (DND) mode.

Stay Updated with Board Activity Stream

The Board Activity Stream (BAS) in KanBo is a central place where managers and team members can view the most recent developments including tasks, milestones, conversations, status updates, documents, and more. It’s like a social media newsfeed except for work-related.

Share Cards Externally for Advanced Collaboration

Many customer-oriented organizations such as airlines often have to collaborate with individuals who aren’t associated with the organization. These may include contractors, vendors, suppliers, and partners. With KanBo card sharing, employees can engage in external collaboration and information exchange that can be mutually beneficial. The software manages the security concerns by ensuring compliance with adequate and relevant regulations so sensitive information remains protected.

How KanBo Helps Aviation Organizations At Every Management & Operational Level

Any business that’s attempting to streamline business process management requires a digital infrastructure that works at all levels. When the infrastructure is fragmented across teams and departments, it makes it difficult and more challenging to track work and information leading to inefficiency and redundancies. KanBo, with its basic building blocks, helps managers, team leads, executives, and employees in the same way as they can build and optimize their work processes and project plans accordingly.

It doesn’t matter if you are an executive or just a part of a team, KanBo offers all the building blocks you need for different types of hierarchical setups.

For C-Level Executives – As Digital Headquarters

For top-level management, the overview of the business and bird’s eye view holds all the importance. KanBo provides them with a digital headquarters they need with quick and convenient access to strategy, tasks, projects, information, knowledge, documentation, internal communication, and organizational community along with integral applications. This means that they can make important decisions on the go without having to hold meetings and video calls every other day.

For Citizen Developers – As a Low Code Platform

When we talk about low code platforms, we refer to a visual approach in terms of software development that allows swift delivery of applications without manual coding. Low code platforms exist to make app development more mainstream, especially for citizen developers who are basically business users with very little professional coding experience. These may include project managers and business analysts. As a low code platform, KanBo enables employees to make a significant impact in a multitude of ways such as getting rid of IT department backlogs, eliminating shadow IT, and taking ownership of business process management (BPM) workstreams.

For Citizen Developers – As a No-Code Platform

No-code development platforms (NCDPs) enable coders and non-coders to create application software through GUIs and configuration features. They don’t use conventional computer programming which can be more complex. No-code development platforms like KanBo are closely related to low-code development platforms as both are designed to make the application development process quicker. These platforms have both increased in popularity as companies deal with the parallel trends of an increasingly mobile workforce and a limited supply of competent software developers.

Information Workers – As a Work Organization Platform

A process is a procedure that constitutes a sequence of steps that need to be deployed to produce a certain outcome. On the other hand, a project is a temporary course of action that aims to deliver a distinctive product, service, or result. To manage these processes and projects seamlessly, KanBo provides a central hub with all the features required by the employees, managers, and executives.

Conclusion

In 2021 and beyond, as the business world attempts to navigate through difficult times, airlines and aviation organizations find themselves in a highly challenging predicament. They have an inevitable need to evolve, adapt, and become more agile in terms of their business processes and strategic planning so they can ensure seamless operational continuity with minimal disruption.

KanBo software provides airlines with one of the most comprehensive Business Process Management (BPM) tools that feature all the building blocks required to develop, execute, and optimize a wide range of processes across different departments.