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Introduction

Collaboration and communication are fundamental aspects of daily work for an Inclusion & Diversity (I&D) Communications Strategist, particularly in the realm of promoting corporate social responsibility (CSR) and I&D initiatives. These concepts revolve around the synergy of joint efforts and the clear exchange of messages, where success hinges on the ability to build and maintain cohesive relationships both within the organization and with the public.

In the context of daily work for an I&D Communications Strategist, collaboration involves partnering with various stakeholders to create a unified front in advocating for CSR and I&D causes. It means engaging with different departments, leadership teams, and external parties to align objectives and leverage a diversity of perspectives and skills to achieve shared goals.

Communication, on the other hand, refers to the strategist's ability to craft compelling narratives, deliver consistent messaging, and bring life to the stories that underscore the company's commitment to social responsibility and inclusion. It encompasses all forms of content creation, from crafting press releases to designing internal communication campaigns, as well as managing media relations and social media engagement.

Together, collaboration and communication form the backbone of an I&D Communications Strategist's role as they work to elevate the company's standing as a good corporate citizen through transparent and impactful storytelling, ultimately influencing both associate and public perception in favor of the brand's CSR and I&D values.

KanBo: When, Why and Where to deploy as a Collaboration and Communication tool

What is KanBo?

KanBo is an integrative work coordination platform designed to enhance collaboration and communication within organizations. It leverages a hierarchical structure consisting of Workspaces, Folders, Spaces, and Cards to organize tasks, manage projects, and facilitate real-time interaction among team members.

Why?

KanBo should be considered for its ability to:

- Improve task management with visual workflows.

- Streamline communication with features like comments, mentions, and activity streams.

- Customize environments to align with specific team and project needs.

- Integrate with widely-used Microsoft products for a seamless experience.

- Balance data security and accessibility through its hybrid (cloud and on-premises) hosting options.

When?

KanBo is particularly useful:

- During project planning and execution phases to manage tasks and track progress.

- When coordinating communication and collaboration efforts across diverse teams.

- In environments where real-time updates and visibility into team activities are pivotal.

- Where compliance with legal and geographical data requirements is necessary.

Where?

KanBo can be deployed:

- As a cloud-based solution to access from anywhere with internet connectivity.

- On-premises for organizations with strict data control policies.

- In a hybrid manner to suit specific organizational needs and compliance regulations.

Inclusion & Diversity Communications Strategist should use KanBo as a Collaboration and Communication tool?

An Inclusion & Diversity (I&D) Communications Strategist should utilize KanBo for several reasons:

- It fosters an inclusive workspace where team members can visually track and participate in projects regardless of location or time zone.

- Its customizable nature allows for the creation of workflows that respect and integrate diverse working styles and communication preferences.

- KanBo’s communication tools, like comments and mentions, ensure that all voices can be heard and acknowledged, promoting a collaborative environment.

- The platform's flexibility aids in planning and tracking I&D initiatives, ensuring transparent and effective execution of strategies.

- KanBo's activity streams can be used to highlight contributions from all team members, celebrating diverse inputs and fostering a culture of visibility and recognition.

How to work with KanBo as a Collaboration and Communication tool

Inclusion & Diversity Communications Strategist Guide to Collaborate and Communicate with KanBo

Setting Up Your KanBo Environment

1. Create a Dedicated Workspace:

Purpose: Establish a central hub for inclusion and diversity (I&D) initiatives.

Why: A dedicated workspace allows strategists to organize projects related to I&D in one place, ensuring all efforts align with company goals and values.

2. Developing I&D Spaces:

Purpose: Use spaces within KanBo to map out specific I&D projects or campaigns.

Why: Spaces provide a focused area to collaborate on discrete projects, enabling teams to manage tasks and deadlines efficiently in a digital environment.

3. Utilizing Cards for Actionable Tasks:

Purpose: Define actionable items needed to advance I&D objectives.

Why: Cards give visibility to tasks, responsibilities, and progress, which is essential for maintaining momentum in I&D programs.

Enhancing Collaboration

4. Inviting Team Members:

Purpose: Connect cross-functional teams to the I&D Workspace.

Why: Broad participation ensures a diversity of perspectives, enhancing the quality and reach of communication strategies.

5. Assigning Roles and Responsibilities:

Purpose: Identify who is responsible for specific tasks using the Responsible Person and Co-Worker feature.

Why: Clear assignment of roles helps hold team members accountable and prevents task overlap, which can enhance efficiency within the I&D framework.

6. Using Comments for Feedback:

Purpose: Leverage the comment feature to provide feedback and discuss tasks.

Why: Real-time communication within the context of specific tasks encourages an open dialogue and quick resolution of issues.

7. Employing @Mentions to Grab Attention:

Purpose: Tag individuals to direct their focus to specific items or discussions.

Why: Mentions prevent communication lapses and ensure that necessary parties are aware of and respond to critical information.

Monitoring and Communication

8. Observing through Activity Streams:

Purpose: Keep track of all updates through activity streams for each card, space, and workspace.

Why: Continuous monitoring of updates ensures that strategists and teams are promptly informed about I&D initiatives' progress and developments.

9. Implementing Card Presence Indicators:

Purpose: Identify who is currently working on or has worked on a task.

Why: Knowing who is active on a card or space can guide strategists on whom to engage for updates or collaboration.

10. Instant Notifications for Urgent Updates:

Purpose: Receive immediate alerts on important changes or actions.

Why: Notifications help maintain situational awareness and enable strategists to act quickly on priority matters.

Enhancing Inclusion with Advanced KanBo Features

11. Integrating Search Filters for Streamlined Access:

Purpose: Find key information related to I&D initiatives quickly.

Why: Efficient search capabilities allow for rapid retrieval of content, which can speed up decision-making and enhance the ability to address I&D matters.

12. Creating I&D Templates for Consistency:

Purpose: Establish standard procedures and communication templates for I&D.

Why: Templates save time and help maintain consistent messaging, which is critical for the integrity of I&D communications.

For inclusion and diversity communications strategists, leveraging tools like KanBo allows the incorporation of varied insights and perspectives into the decision-making process. It facilitates teamwork across cultural, geographical, and functional divides, and ensures that collaboration, accountability, and communication remain at the forefront of every I&D initiative. Employing KanBo's features thoughtfully leads to a well-orchestrated flow of information, fostering a culture of continuous learning and adaptation.

Glossary and terms

Workspace: A digital environment within a platform where related projects, tasks, or topics are organized. Workspaces make it easier for teams to collaborate, find files, and manage their workflows in a centralized location.

Space: A collection of related tasks, often represented as cards, within a workspace. Spaces are used to manage and visualize workflows and projects, facilitating focused collaboration on specific areas.

Card: A digital representation of a task, idea, or item that needs to be tracked and managed within a space. Cards typically contain information such as notes, due dates, attachments, and checklists and can be moved within a space to reflect progress.

Comment: A feature that allows users to communicate within a card by leaving messages or feedback. Comments may include additional information relevant to the task or discussions among team members.

Mention: A function in digital communication platforms that allows a user to notify another user by tagging their name, typically preceded by an “@” symbol. Used to direct attention or assign tasks.

Activity Stream: A real-time feed listing all the recent activities performed in a workspace or a space. It provides users with updates about changes, comments, and progress within projects.

Card Presence Indicator: A visual cue indicating whether users are currently viewing a card or have recently done so. This feature often displays user avatars or icons to show presence.

User Presence Indicator: A small marker on a user's profile or avatar that shows their real-time availability or status (e.g., online, offline, busy) to other users within the platform.

Responsible Person: The individual assigned to oversee the completion of a task represented by a card. This person is accountable for the card's progress and completion.

Co-Worker: Any participant or team member collaboratively working on a card. Co-workers contribute to the task and share responsibility for its execution.

Card Relation: The linkage between two or more cards that signifies a dependency or sequence. Card relations help organize work by indicating related tasks and their order of completion.

Dates in Cards: Key time markers set within a card to denote deadlines, milestones, start and end dates, or other significant points in time related to the task at hand.

Notification: Alerts that users receive to inform them of important occurrences within the workspace or regarding specific cards or spaces they are associated with. Notifications can be visual, auditory, or both.

Reminder: A feature that allows users to set a prompt or alert for a specific time related to a task or event within a card. Reminders help ensure important deadlines or actions are not missed.

Search Filters: Tools provided within a search function that allow users to refine and narrow down search results to more precisely find the needed information, cards, or spaces.