Empowering Pharmaceutical Associates: Harnessing Digital Frameworks for Transformative Success

Introduction

Navigating Transformation in the Pharmaceutical Sector

The pharmaceutical industry stands at the crossroads of innovation and regulation, demanding both agility and steadfastness in operations. Transformational journeys within this sector are complex, requiring strategic foresight to maintain operational efficiency while adapting to new paradigms. Herein lies a critical examination of the terrain associates face and the indispensable role of a structured digital framework in optimizing business functions and decision-making.

Challenges Faced by Associates

Associates in the pharmaceutical realm encounter unique hurdles as their organizations evolve:

- Regulatory Compliance: Adhering to stringent regulatory standards is non-negotiable. Any transformation must ensure these standards are met without fail, presenting a dual challenge of innovation and compliance.

- Data Management: With the proliferation of digital tools, managing vast amounts of data effectively becomes herculean. Associates must navigate data integrity, security, and veracity to make informed decisions.

- Cross-Departmental Coordination: Transformation requires seamless collaboration across departments. Silos can disrupt this process, making communication and integrated efforts critical.

- Cultural Shifts: As organizational structures and processes evolve, cultural adaptation becomes necessary. Resistance to change is a substantial hurdle that associates must strategically manage.

Why a Structured Digital Framework is Critical

The key to thriving amidst these challenges lies in a well-conceived digital framework designed to streamline and enhance organizational capabilities.

Key Features of a Digital Framework

1. Integrated Systems:

- Provides a centralized platform for data sharing and collaboration.

- Reduces redundancy by linking disparate systems into a cohesive unit.

2. Advanced Analytics:

- Leverages data analytics for predictive insights and trend analysis.

- Supports strategic decisions with evidence-backed data, minimizing risks.

3. Automated Processes:

- Automates routine tasks to elevate efficiency and allow focus on strategic initiatives.

- Enhances accuracy by reducing human error in data handling and reporting.

4. Scalability:

- Accommodates growth by adapting to increased data loads and evolving business needs.

- Ensures long-term sustainability with a robust infrastructure.

Strategic Benefits

- Enhanced Decision-Making: The clarity afforded by a digital framework enables precise strategic choices, informed by comprehensive analytics and real-time data.

- Operational Excellence: Automation and system integration lead to leaner operations, driving cost efficiency and heightened productivity.

- Regulatory Alignment: A structured framework aids in maintaining compliance seamlessly, with automated updates and compliance checks built into the system.

- Innovative Edge: By freeing up resources and talent, organizations can redirect focus towards R&D and market innovation.

Emphasizing Strategic Decision-Making

Success in transformation demands that pharmaceutical organizations make informed, strategic decisions:

- Visionary Leadership: Leaders must possess the foresight to predict industry shifts and the courage to pioneer new strategies.

- Agile Approach: Flexibility in strategy and operations allows for swift adaptation to market and technological changes.

- Talent Empowerment: Investing in employee training to leverage new tools and methodologies ensures that human capital is not only retained but enhanced.

In conclusion, as pharmaceutical entities traverse the path of transformation, the importance of a digital framework is undeniable. Not merely an adjunct, but a foundational element, it fosters a culture of continuous improvement, ensuring that operational efficiency is not sacrificed at the altar of change. A steadfast commitment to strategic decision-making paves the way for both current success and future innovation.

KanBo as a Strategic Enabler

The Role of KanBo in Digital Transformation

KanBo is not just another work management platform; it's a catalyst for digital transformation. It empowers organizations to break down traditional silos, enhancing collaboration and transparency across teams like never before. Let’s dissect the strategic value KanBo offers in spearheading your digital transformation journey.

Enhancing Collaboration with KanBo

KanBo's architecture is meticulously designed to maximize collaborative efforts within an organization. Here’s how:

1. Hierarchical Structure:

- Workspaces, Spaces, Cards: This tri-level structure allows teams to manage projects and tasks efficiently. Workspaces contain spaces, which hold cards—eliminating project chaos and ensuring streamlined workflows.

- Mirror Cards: Enhance cross-functional collaboration by allowing users to manage selected tasks from various spaces directly in their personal MySpace.

2. Dynamic Space Views:

- Tailor work visibility through Kanban, List, Table, Calendar, and more. Mind maps foster brainstorming, and forecast charts provide predictive insights. Use the flexibility to suit any team’s specific needs, ensuring all members are on the same page.

3. User Activity Stream:

- Maintain real-time transparency with activity logs across spaces. This feature ensures accountability and clarity in team interactions.

> Statistics: According to a 2022 survey, companies employing Kanban methods (like Kanbo's Kanban view) experienced a 30% increase in project completion rates.

Maintaining Transparency Across Teams

Transparency isn’t a buzzword; it's a business imperative. KanBo facilitates this through:

- Defined Roles and Permissions:

- Customize access at granular levels. Allocate roles like Owner, Member, or Visitor, ensuring right personnel access and engagement—as needed by project sensitivity and confidentiality concerns.

- Cross-Organisation Document Sources:

- Allow different teams to access and work with the same document files, eliminating redundant documents and fostering a culture of trust and openness.

- Advanced Reporting Tools:

- Utilize tools like Time Chart View and Gantt Chart View to visualize process efficiency and project timelines. These tools promote a transparent, data-driven management approach.

Strategic Business Benefits

KanBo doesn’t just enhance operations; it offers tangible business advantages:

- Fostered Innovation:

- By enabling easy brainstorming and organizing ideas with the Mind Map view, KanBo accelerates innovative processes.

- Predictive Project Management:

- Forecasting tools anticipate future challenges and opportunities, preparing teams for proactive rather than reactive measures.

- Increased Efficiency:

- Seamless integration with existing tools (like SharePoint) enhances workflow efficiency, reducing time spent toggling between platforms.

As business leaders seek tools that offer strategic robustness, KanBo stands out by redefining collaboration and transparency, thus paving the way for an agile and responsive organizational environment. In the digital age, KanBo isn’t just a choice; it's a necessity for those committed to comprehensive digital transformation.

Alignment of Strategic and Tactical Operations

Strategic Alignment with KanBo

KanBo serves as a powerful tool for synchronizing high-level business goals with the nitty-gritty of operational workflows. This integration is critical for organizations aiming to streamline operations, manage costs, and boost efficiency.

How KanBo Bridges Strategy and Operations

- Hierarchical Structure: KanBo’s organization through workspaces, spaces, and cards allows businesses to map strategic objectives directly onto actionable tasks.

- Defined Roles and Permissions: Customized roles ensure that all team members are aligned with their responsibilities, enabling a smoother flow of strategic initiatives across the organization.

- Forecast and Time Chart Views: These reporting tools provide visibility into project timelines, helping align operational actions with strategic deadlines.

Importance of Integration

Aligning business strategy with operational workflows isn’t just a luxury; it is a necessity for thriving in competitive markets. Here’s why:

- Cost Containment: With strategic goals clearly translated into day-to-day operations, organizations can avoid misallocations of resources and unnecessary expenditures.

- Improved Efficiency: Integration eliminates redundancies and streamlines processes, enabling teams to achieve more with fewer resources and less time.

- Enhanced Communication: KanBo’s features like comments, mentions, and activity streams ensure everyone is on the same page, reducing misunderstandings and boosting collaboration.

Key Features Facilitating Alignment

1. MySpace and Mirror Cards:

- Empower users to personalize their workspace while staying connected to larger team objectives.

- Enhance individual accountability and control over tasks.

2. Customized Workspace and Space Views:

- Enable teams to visualize tasks in ways that best suit their strategic objectives, whether through Kanban, Gantt Chart, or Mind Map views.

3. Document Management Integration:

- Provides seamless access to essential documents within the operational workflow, ensuring that the latest data drives strategic decisions.

4. User Activity Stream and Access Levels:

- Offer transparency and accountability, which are vital for maintaining strategic alignment.

The Provocative Truth

Failing to align strategy with operations means condemning your organization to inefficiency and bloated costs. As businesses struggle to bridge this gap, tools like KanBo offer a way forward—not just to survive, but to thrive.

By leveraging KanBo’s robust platform, organizations are not merely managing tasks but sculpting a strategic future where every action, communication, and decision aligns with the overarching business goals. In the relentless march towards operational excellence, KanBo is not just an option; it is the answer.

Optimized Work Coordination

Unleashing Productivity with KanBo's Workspaces, Spaces, and Cards

Navigating the digital landscape of work coordination can be daunting, but with KanBo's innovative solutions—Workspaces, Spaces, and Cards—teams can seamlessly collaborate and elevate efficiencies. Let's delve into the advantages of these tools and how they transform work processes into streamlined symphonies of collaboration.

Decoding Workspaces: The Pinnacle of Organization

Why Workspaces Matter:

- Centralized Collaboration: Workspaces act as the nerve center, grouping related spaces for projects, teams, or topics. This centralized approach reduces clutter and simplifies collaboration.

- Controlled Access: Users have the authority to dictate who can access specific workspaces, ensuring the right people are involved while maintaining privacy and focus.

- Seamless Navigation: The organization of related topics in one spot facilitates quick access and smoother navigation.

Spaces: The Blueprint of Efficient Task Management

Key Features of Spaces:

- Visual Workflow Representation: Spaces house a collection of Cards displayed in a customizable format, allowing users to map out projects and areas of focus visually.

- Enhanced Collaboration: As digital enclaves for specific projects, Spaces encourage active participation and clear communication among team members.

- Effective Task Tracking: Efficient management and tracking of tasks become second nature, resulting in improved time management and task execution.

Cards: The Building Blocks of Task Management

Fundamentals of Cards:

- Comprehensive Task Representation: Cards encapsulate essential details such as notes, files, comments, dates, and checklists, providing a holistic view of tasks.

- Flexibility at Its Finest: Their adaptable structure allows users to tailor Cards to any particular need or situation, simplifying task management.

- Interconnected Task Management: The ability to link Cards through parent-child and next-previous relations aids in breaking tasks into digestible chunks, clarifying the workflow order.

The Role of Real-Time Collaboration

Real-time collaboration within KanBo revolutionizes how inefficiencies are handled and agility is fostered. Here’s why it matters:

Mitigating Inefficiencies:

- Dynamic Activity Streams: These real-time logs offer a chronological list of activities, ensuring team members stay informed about changes and progress as they happen.

- Elimination of Lags: Immediate updates and feedback loops obliterate bottlenecks, paving the way for smoother project execution.

- Synchronized Team Efforts: Real-time coordination ensures that all members are aligned and responsive to project needs instantly.

Fostering Agility in Execution

Why Agility Thrives with KanBo:

- Rapid Adaptation: With instant access to updated information, teams can rapidly adapt to changing project requirements, ensuring optimal responses to emerging challenges.

- Proactive Problem Solving: The transparency and accessibility of information encourage a proactive approach towards identifying and resolving issues.

- Unleashed Innovation: With mundane inefficiencies out of the way, teams have the freedom to experiment and innovate, pushing boundaries and achieving excellence.

In the arena of work coordination, KanBo's Workspaces, Spaces, and Cards shine as indispensable tools. By promoting real-time collaboration and agile practices, they transform scattered efforts into cohesive and dynamic workflows. Embrace the future of productivity—KanBo style.

Resource Efficiency Enhancement

KanBo’s Resource Management Module: Optimizing Asset Allocation

Streamlining Resource Allocation

KanBo’s Resource Management module revolutionizes the way organizations allocate and manage their resources. By offering both time-based and unit-based allocations, the system allows for precise control:

- Time-Based Resources: Employees can be allocated based on total hours or daily intensity, ensuring optimal workload distribution and task management.

- Unit-Based Resources: Equipment and materials are allocated in quantities, providing a clear overview of asset usage.

With allocations tied to specific spaces or tasks, the module fosters detailed project planning. This granular approach not only prevents resource bottlenecks but also enhances productivity.

Minimizing Redundancy and Enhancing Efficiency

KanBo’s system reduces redundancy through a well-structured approval process:

- Approval Hierarchy: Resource allocations require manager approval, with statuses like Requested, Approved, and Declined. This ensures resources are used effectively and prevents over-allocation.

- Tiered Permissions: Defined roles such as Resource Admin and Finance Manager maintain control over data and budget, streamlining operations and reducing misuse.

By minimizing unnecessary resource duplication, KanBo ensures that every asset is utilized to its full potential, boosting operational efficiency.

Comprehensive Monitoring and Insights

Resource managers have access to powerful views and monitoring tools:

- Resource and Utilization Views: These calendar-style interfaces provide insights into hour allocations and utilization ratios, helping managers identify underused resources.

- Timeline Monitoring: A timeline display in the "My Resources" section helps track allocations and manage requests, reducing the risk of mismanagement.

These monitoring capabilities are supported by filters and scalable views, offering flexible oversight options.

Configurable Resource Details

The module provides extensive configurability:

- Customizable Attributes: Name, type, measurement, location, and costs can be set for each resource, ensuring accurate tracking and planning.

- Skill and Role Assignments: Resources can be enhanced with skills and job roles for tailored competency management.

With the capability to log unavailable hours and define leave types, KanBo’s resource management is both comprehensive and adaptable.

Strategic Licensing for Advanced Management

KanBo’s tiered licensing system offers progressively advanced features:

- Business, Enterprise, Strategic: Each level adds additional functionalities, with the Strategic license offering the most comprehensive tools.

- Space Allocation Access: Only those with the Strategic license can manage allocations in spaces, ensuring that the most qualified individuals handle complex resource planning.

Conclusion

KanBo's Resource Management module elevates asset allocation to new heights of efficiency and precision. With its robust features and strategic structure, it empowers organizations to eliminate redundancy, maximize operational efficiency, and achieve seamless resource management.

Data-Driven Decision Support

Transformative Decision-Making with Data-Driven Insights

In organizations worldwide, the secret weapon behind revolutionary decision-making is data-driven insights. The KanBo platform emerges as a game-changer, providing a comprehensive range of analytics and dashboards designed to enhance financial performance, boost operational efficiency, and foster strategic agility. Forget groping in the dark with conventional decision-making processes — it's time to harness the power of data.

Enhancing Financial Performance

Financial precision isn’t just about balancing the books; it's about leveraging insights for profitability and growth. KanBo analytics illuminates paths toward financial optimization:

- Forecast Chart View: This feature provides predictive analytics to paint a clear picture of future work scenarios, enabling finance teams to make proactive investments and cost adjustments. “A data-driven forecast predicts future progress by comparing different scenarios for completion.”

- Gantt Chart View: Offers chronological project views that reveal time-driven costs associated with tasks, allowing finance managers to strategize funding allocations smartly.

Boosting Operational Efficiency

Forget the time-wasting guesswork. KanBo ensures that every operational decision is backed by tangible data insights:

- Time Chart View: By measuring the efficiency of processes and how tasks are realized over time, this tool identifies bottlenecks. Immediate action can enhance productivity and smooth operational processes.

- Card Grouping: Group tasks by due dates and priorities for streamlined workflow management. Operations heads can instantly prioritize resource allocation based on current workload demands.

Fostering Strategic Agility

The modern commercial landscape requires flexibility and rapid adaptation. KanBo's analytics and dashboards empower strategic agility:

- Advanced Space Views (Mind Map, Forecast): These views allow leadership to visualize relationships and build potential future scenarios, crafting quick pivots in strategy. Mind maps especially aid in brainstorming and structuring high-level strategy sessions.

- Activity Streams: Offering a chronological feed of actions, this tool enables leaders to keep a finger on the pulse of all project activities, ensuring informed strategic redirections.

Key Features and Benefits

Here’s how KanBo takes organizational decision-making to the pinnacle of performance:

1. Integrated Document Management: Maintain coherence by linking documents across different tasks and spaces—ensuring data consistency in decision-making.

2. User Activity Streams: Track and analyze user behaviors to inform employee engagement strategies and optimize team performance.

3. Customizable Spaces and Templates: Tailor workflows to suit unique organizational needs, promoting harmonized strategies across departments.

Conclusion

KanBo’s analytics and dashboards don’t just upgrade your decision-making; they revolutionize it. Turn insights into decisive actions and let numbers guide leaps; it's time for Associate to transcend beyond traditional methods and embrace data as the new decision compass. Is your organization ready to ascend? The transformation awaits.

Implementing KanBo software for Organizational transformation: A step-by-step guide

KanBo Cookbook for Transformation in the Pharmaceutical Sector

Welcome to the KanBo Cookbook for navigating transformation in the pharmaceutical sector. With its robust suite of features and principled approach to work management, KanBo stands as a valuable tool in addressing the complex challenges faced by associates. This guide offers a strategic approach to leveraging KanBo features, organized in a clear, step-by-step format akin to a traditional cookbook, ensuring practical application in real-world scenarios.

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Ingredients: Understanding KanBo Features and Principles

Before diving into the solution, familiarize yourself with key KanBo features that will be utilized:

- Hierarchy Structure: Workspaces > Spaces > Cards for project organization.

- Space Views: Visualize work using Kanban, Gantt, Mind Map, etc.

- Card Management: Individual tasks, notes, reminders, and relations.

- User Management: Define roles/permissions for streamlined collaboration.

- Documents: Integrated document handling within cards and spaces.

- Activity Stream: Track and monitor all relevant activities in real-time.

- Notifications: Stay updated on changes and interactions.

Business Problem Analysis

Scenario: A pharmaceutical company is undertaking significant transformation initiatives. Associates face challenges in maintaining regulatory compliance, managing volumes of data, ensuring cross-departmental collaboration, and navigating cultural shifts. The goal is to leverage KanBo to streamline operations and facilitate strategic decision-making.

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Solution Recipe: Step-by-Step Guide

Step 1: Set Up the Digital Framework

1. Create Workspaces:

- Establish workspaces for each major project or department. Ensure these are organized under larger company initiatives to provide clear oversight.

2. Define Spaces:

- Within each workspace, create spaces for detailed project areas or regulatory initiatives. Use standard, private, or shared spaces based on team requirements and privacy constraints.

Step 2: Enable Cross-Departmental Coordination

1. Assign User Roles:

- Define user roles and permissions meticulously to ensure seamless access and contribution across different departments.

- Leverage the "Mentions" feature to facilitate communication between multi-faceted teams within comments or chats.

2. Utilize Space Views:

- Implement Gantt or Time Chart views for timeline tracking and collaborative scheduling.

- Emphasize Mind Map views to visualize interrelated tasks and dependencies.

Step 3: Efficiently Manage Data and Documentation

1. Card Integration:

- Use cards to represent individual project tasks and compliance checks. Attach all relevant documents, notes, and reminders for each task to maintain centralized records.

2. Document Sources:

- Link external document libraries to cards for easy reference and update. This facilitates accurate and consistent documentation handling across teams.

3. Data Search and Filter:

- Train associates to use the advanced filtering and search functions to quickly retrieve data and track relevant updates.

Step 4: Automate Routine Processes

1. Card Blockers:

- Employ global or local card blockers to preemptively identify and manage tasks that require regulatory approval, thereby automating reminders for compliance.

2. Activity Stream Management:

- Regularly review activity streams within spaces for insightful patterns and updates, reducing redundancy in reporting processes.

Step 5: Foster Cultural Adaptation

1. Communication and Training:

- Use KanBo as a communication hub to keep associates informed about changes and provide training on new processes. Utilize the notification system for timely updates.

2. Feedback Loops:

- Create cards for feedback collection and resolution tracking. Encourage open communication within spaces for continuous improvement and engagement.

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Conclusion

Utilizing KanBo's inherent digital framework offers pharmaceutical associates a streamlined method to overcome sector-specific challenges. By following the structured guidance of this Cookbook, strategic decision-making is enhanced, cultural integration is supported, and a future-ready, compliant, and efficient operational model is cultivated.

Remain committed to continuous exploration of KanBo features to optimize your transformational journey, ensuring each step aligns with the strategic objectives of innovation and compliance.

Glossary and terms

Introduction:

KanBo is a dynamic work management platform designed to streamline and optimize organizational workflows by structuring tasks and projects through a hierarchy of workspaces, spaces, and cards. This glossary is aimed at providing clarity on the core concepts, functionalities, and terminologies relevant to KanBo, enhancing understanding for users familiarizing themselves with the platform's features.

Glossary:

- KanBo Hierarchy: A structured layout in which workspaces contain spaces, and spaces contain cards, facilitating organized project management.

- Spaces: Central hubs within KanBo where work is conducted. They act as collections of cards representing tasks and can be viewed in various formats (Kanban, List, Table, Calendar, Mind Map, etc.).

- Cards: Fundamental units of work in KanBo, representing individual tasks or items within spaces.

- MySpace: A personal space for each user allowing management of mirror cards from the entire platform in one place, offering a personalized view.

- Space Views: Different viewing formats for spaces that tailor user experience according to preference, including advanced views like Time Chart, Forecast Chart, and Workload view.

- KanBo Users: Individuals with roles and permissions that define access and interaction capabilities within the platform.

- User Activity Stream: A log tracking user actions within accessible spaces, providing a history of activities.

- Access Levels: Defines user permissions within workspaces and spaces, ranging from owner to visitor.

- Deactivated Users: Users who no longer have access to the platform, though their historical actions remain visible.

- Mentions: A feature allowing users to tag one another using the "@" symbol to draw attention to specific tasks or messages.

- Workspaces: Organizational containers for spaces, defining a higher-level structure above spaces.

- Workspace Types: Classifications of workspaces based on privacy and access, available as private or standard for on-premises environments.

- Space Types: Defined as Standard, Private, or Shared, each with varying levels of privacy and user invitation capabilities.

- Folders: Tools for organizing workspaces; deleting a folder elevates included spaces to the next hierarchical level.

- Space Details: Information including the space's name, description, responsible person, budget, and timeline.

- Space Templates: Pre-configured space models created by specific users, allowing consistent setup of new spaces.

- Card Structure: The design and organization of cards, the basic task units within KanBo.

- Card Grouping: Organization of cards based on criteria such as due dates or spaces, with specific rules for movement between groups.

- Mirror Cards: Duplication of cards in MySpace for easier access and management from different spaces.

- Card Status Roles: The assignment of a status to a card, where only one status is allowed at a time.

- Card Relations: Linking of cards to establish parent-child relationships, used effectively in Mind Map view.

- Private Cards: Draft cards created in MySpace before transition to a target space.

- Card Blockers: Restrictive elements on cards that can be global or local, managed by users with specific roles.

- Card Documents: Links to external library files associated with cards, ensuring consistent document access across linked cards.

- Space Documents: Files associated with a space, stored in a default document library for easy access and management.

- Document Sources: Various sources from which documents can be managed across spaces, integrating with corporate libraries.

- KanBo Search: Comprehensive search functionality across various elements in the platform, with customizable scopes.

- Filtering Cards: Ability to sort cards based on specific criteria, enhancing task visualization and management.

- Activity Streams: Records of user and space actions, providing a historical overview of activities for accessibility and analysis.

- Forecast Chart View: Predictive data visualization aiding in projecting future work progress through scenario comparisons.

- Time Chart View: Assessment of process efficiency based on timely completion of tasks.

- Gantt Chart View: Visual timeline displaying all time-related tasks, aiding in long-term task planning.

- Mind Map View: A visual tool for brainstorming and organizing ideas and card relations in a structured manner.

- Permissions: User access and ability to interact with spaces and functionalities, defined by roles.

- Customization: Options for personalizing fields, views, and templates within KanBo to suit organizational needs.

- Integration: The ability of KanBo to integrate with external document libraries, such as SharePoint, for enhanced document management.

This glossary provides an overview of crucial KanBo components to guide users in navigating and maximizing the platform's capabilities for effective work management. Understanding these terms is essential for leveraging KanBo to its fullest potential.

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Additional Resources

Work Coordination Platform 

The KanBo Platform boosts efficiency and optimizes work management. Whether you need remote, onsite, or hybrid work capabilities, KanBo offers flexible installation options that give you control over your work environment.

Getting Started with KanBo

Explore KanBo Learn, your go-to destination for tutorials and educational guides, offering expert insights and step-by-step instructions to optimize.

DevOps Help

Explore Kanbo's DevOps guide to discover essential strategies for optimizing collaboration, automating processes, and improving team efficiency.

Work Coordination Platform 

The KanBo Platform boosts efficiency and optimizes work management. Whether you need remote, onsite, or hybrid work capabilities, KanBo offers flexible installation options that give you control over your work environment.

Getting Started with KanBo

Explore KanBo Learn, your go-to destination for tutorials and educational guides, offering expert insights and step-by-step instructions to optimize.

DevOps Help

Explore Kanbo's DevOps guide to discover essential strategies for optimizing collaboration, automating processes, and improving team efficiency.