10 Ways KanBo Transforms Private Equity Acquisitions in 2025

Introduction

Acquisition processes in private equity are intricate, often involving multifaceted operations that require meticulous attention and coordination. According to a recent study, nearly 80% of private equity professionals reported increased complexity in acquisition due diligence and integration efforts, driven by heightened regulatory scrutiny and the need for precise execution.

Enter KanBo – a robust management tool designed to address these challenges by seamlessly integrating strategy with day-to-day operations, offering a single platform to streamline processes, enhance communication, and ensure effective resource management.

In the context of private equity acquisitions, KanBo brings clarity and structure to complex operations. The platform's Resource Management Add-On stands out as a critical feature, enabling firms like Associate to plan and allocate resources efficiently. By providing real-time visibility into project timelines, resource allocation, and financial implications, KanBo mitigates the risk of project overruns and ensures alignment with strategic goals – a pivotal element in acquisition success.

"For private equity firms like Associate, managing multiple facets of an acquisition can be daunting. KanBo offers a streamlined solution to enhance efficiency and collaboration." By facilitating goal setting, task coordination, and document management within a secure and customizable environment, KanBo empowers teams to focus on value creation while mitigating compliance and operational risks.

In this article, we will delve into how KanBo specifically addresses acquisition-related challenges, offering solutions for seamless due diligence, precise valuation analyses, and robust project management. Through its diverse functionalities and integration with familiar Microsoft environments, KanBo not only simplifies the acquisition process but also enhances stakeholder communication and decision-making in the dynamic realm of private equity.

Understanding the Acquisition Process

The acquisition process in private equity (PE) firms is a complex, multifaceted operation that involves several stages, each presenting unique challenges and requiring precise coordination and expertise. At an Associate level, the acquisition process demands rigorous financial analysis and strict regulatory compliance, both critical for successful deal execution. Without the right tools, like those offered by KanBo, resource allocation can become significantly strained.

Target Identification:

This initial stage involves identifying potential acquisition targets that align with the firm's investment strategy. It requires thorough market analysis and strategic fit assessment. The challenge here is efficiently managing vast amounts of data and ensuring seamless stakeholder communication. KanBo's document management and context-based communication features help streamline information sharing and cross-departmental coordination, ensuring that all team members stay informed and aligned.

Due Diligence:

In the due diligence phase, a comprehensive evaluation of the target's financials, operations, and market position is conducted. This stage often involves coordinating multiple teams, including legal, financial, and operational experts. KanBo can significantly enhance this process by providing project management tools that allow for task assignment, deadline tracking, and resource allocation. Its real-time collaboration capabilities ensure that all relevant parties have access to the latest information, facilitating efficient team coordination and exhaustive due diligence.

Valuation:

Valuation is a critical stage where the financial worth of the target company is determined. It involves complex valuation analyses and modeling, which require organizing and securing sensitive documents. The challenge here lies in maintaining data integrity while performing accurate financial projections. KanBo's data analysis and secure document management features can organize critical financial data, ensuring that the sensitive documents are easily accessible to authorized personnel only, thereby streamlining the valuation process.

Negotiation:

During negotiations, terms of the acquisition are discussed and agreed upon. This stage is fraught with complexities around term sheets, deal structure, and stakeholder interests. Facilitating smooth negotiations requires effective communication and a clear understanding of both parties' objectives. KanBo supports this need with its context-based communication tools that enhance real-time dialogue and document sharing, fostering a cooperative negotiation environment.

Closing:

The closing stage finalizes the acquisition, including signing agreements, transferring ownership, and satisfying regulatory conditions. Regulatory compliance is a significant concern here, where missteps can lead to costly delays or legal issues. KanBo aids in managing regulatory compliance by establishing and enforcing standard operating procedures (SOPs), ensuring all conditions are met efficiently and on time. Its audit trail features provide transparency and accountability, vital for compliance verification and regulatory audits.

Incorporating KanBo in the acquisition process helps streamline operations through enhanced work coordination, project management, and communication protocols. By offering multiple installation options, including on-premise, cloud, GCC High Cloud, and hybrid solutions, KanBo ensures compliance with federal standards, catering specifically to the needs of international PE firms. Its ability to unify tasks, documents, and communications on a single platform significantly boosts efficiency and productivity, making it an invaluable tool for PE firms managing complex acquisition processes.

Coordinating Valuation Analyses

KanBo is an instrumental platform for organizing and managing valuation tasks, particularly during complex processes such as acquisitions. By leveraging KanBo's comprehensive features, financial teams can efficiently coordinate valuation analyses, ensuring precision and timeliness in decision-making.

Key KanBo Features for Valuation Tasks

Task Assignment and Progress Tracking: KanBo allows users to create detailed task Cards within a project Space. Each Card can encapsulate specific valuation tasks, including assigning responsibilities to analysts and setting deadlines. Progress is visible in real-time through adaptable Kanban boards, which provide a clear overview of where each task stands, ensuring no component of the valuation is overlooked.

Integration and Resource Management: The integration capabilities with Microsoft environments like SharePoint and Office 365 streamline access to critical financial documents, ensuring that sensitive valuation data is readily available and secure. Additionally, KanBo's Resource Management Add-On facilitates efficient allocation and tracking of human resources to valuation projects, ensuring that analysts are optimally utilized and not overburdened.

Collaboration Tools: In valuation, accuracy is key, demanding seamless collaboration among team members and stakeholders. KanBo supports this with robust document sharing, real-time updates, and discussion threads directly within task Cards. These features enable financial analysts and associates to collaborate effectively, instantly sharing insights, and aligning on the valuation methodology or findings.

Importance of Collaboration in Valuation

Collaboration is a cornerstone in ensuring accurate and efficient valuation processes. KanBo's collaboration tools ensure that all team members, from financial analysts to senior associates, can communicate efficiently, share insights, and update documents in real time. This reduces bottlenecks typically associated with email correspondence and document version control.

Example Scenario: Imagine an Associate tasked with coordinating a valuation analysis for an impending acquisition using KanBo. The Associate can create a dedicated Workspace, utilize Folders to organize different valuation aspects, and set up Spaces for specific tasks like market analysis, financial projections, or risk assessment. The Associate uses the Kanban board to assign valuation tasks to analysts, track their progress, and centralize data for easy access. Real-time updates and document management ensure that all team members are aligned with the latest financial models and assumptions, crucial for accurate valuations.

In summary, KanBo enhances valuation analysis processes through its advanced task management, collaboration, and resource allocation features, making it an indispensable tool for financial teams managing complex acquisition projects. This functionality supports a structured yet flexible approach, ensuring that valuation tasks are completed efficiently and with precision.

Ensuring Regulatory Compliance

During acquisitions, Private Equity firms face numerous regulatory challenges, including maintaining compliance with various legal standards and industry-specific regulations. Meticulous compliance management is essential to safeguard against legal penalties and ensure a smooth acquisition process. KanBo provides critical support in these areas, leveraging features like compliance checklists, automated reminders, and comprehensive audit trails for effective compliance tracking.

Regulatory environments require detailed tracking and documentation of compliance-related activities. KanBo enables Associates to establish and enforce compliance checklists that outline necessary actions for meeting regulatory requirements. This feature ensures critical tasks are completed on time and in accordance with industry standards. By automating reminders for regulatory deadlines, KanBo helps prevent lapses in compliance, facilitating a seamless integration process during acquisitions.

The audit trail importance cannot be overstated, as it provides verifiable records of compliance-related actions. KanBo enhances record-keeping by maintaining exhaustive audit trails that log all activities and changes made within the platform. This capability ensures all compliance requirements are documented, allowing firms to demonstrate adherence to regulations and support any necessary audits or assessments.

Consider the use of the Associate variable: "With KanBo, Associates can set up compliance checklists, automate reminders for regulatory deadlines, and maintain comprehensive audit trails to meet industry standards."

KanBo's flexible deployment options also play a crucial role in compliance. With on-premises, cloud, and GCC High Cloud installation options, the platform aligns with varying compliance needs, such as those specified by federal standards like FedRAMP, ITAR, and DFARS, ensuring secure management of sensitive data. This is particularly beneficial for Private Equity firms dealing with acquisitions in regulated industries or government contracts.

In conclusion, KanBo offers a robust solution for managing the complexities of regulatory compliance during acquisitions. Its advanced features facilitate systematic compliance tracking, proactive deadline management, and transparent record-keeping, empowering Private Equity firms to navigate regulatory landscapes confidently and efficiently.

Optimizing Stakeholder Communications with KanBo

When navigating the intricacies of stakeholder communication during acquisitions, KanBo emerges as an indispensable tool by providing a centralized communication hub for streamlined interactions and updates. In the realm of Private Equity (PE), where transparency and information accuracy are pivotal, KanBo offers profound advantages that enhance stakeholder engagement.

One of the defining features of KanBo is its ability to establish dedicated channels for specific stakeholder groups, such as investors and partners. For instance, KanBo enables an Associate to create dedicated channels for investors and partners, ensuring transparent and timely communication throughout the acquisition process. These channels allow for context-based communication, ensuring all relevant parties receive the necessary updates and can collaborate effectively without the risk of miscommunication. This organized approach mitigates the chaos often observed in acquisition communications, allowing Associates to clearly convey critical information.

Real-time updates and reporting tools are paramount in providing transparency to stakeholders. With KanBo, Associates can utilize its Forecast Chart and Gantt Chart views to present stakeholders with current project phases and expected timelines. These features enable the Private Equity firm to furnish real-time insights into the progress of acquisitions, securing stakeholder trust and satisfaction through consistent and factual communication.

Furthermore, KanBo supports the inclusion of stakeholders in document management, facilitating the secure sharing of necessary documents with investors and partners across the acquisition lifecycle. This functionality is crucial for ensuring that all stakeholders have access to up-to-date, documented evidence of progress, thus enhancing their understanding and engagement.

KanBo's comprehensive project management tools, including the Timeline view and Calendar view, further amplify its capability to manage complex acquisition processes. These tools allow Associates to effectively plan and monitor activities, ensuring that each stage of the acquisition is aligned with stakeholder expectations and regulatory requirements.

In conclusion, KanBo provides a robust platform for enhancing communication and transparency with stakeholders during acquisitions. Its array of features, from dedicated communication channels to dynamic reporting and real-time updates, equips Private Equity firms with the tools necessary for maintaining precise and transparent stakeholder interactions, fostering trust and facilitating successful acquisition outcomes.

Addressing Common Inquiries in Acquisition Management

Frequently Asked Questions (FAQs) on Acquisition Management Tools:

1. What features are essential in acquisition management tools for private equity firms?

Private equity firms like Associate often require acquisition management tools that streamline complex workflows and ensure data security. Critical features include comprehensive document management, task coordination, and integration with financial systems. Incorporating tools like KanBo, which offers features such as Work Coordination, Document Management, and Versatile Platform for cloud, on-premise, or hybrid environments, meets these needs by enabling efficient handling of due diligence processes and secure document handling.

2. How can acquisition management tools support valuation analyses effectively?

Acquisition management tools should facilitate efficient data analysis and reporting, crucial for valuation analyses in private equity transactions. KanBo excels in this area by providing capabilities for data analysis, customizable card groupings, and secure document sources integration, enabling seamless management of sensitive valuation documents and ensuring reliable data-driven insights.

3. Why is regulatory compliance important in acquisition tools for private equity, and how can it be managed?

Regulatory compliance is critical to avoid legal repercussions and ensure adherence to industry standards. Tools must support the establishment and enforcement of Standard Operating Procedures (SOPs). KanBo provides robust compliance features, such as audit trails, data protection, and options like GCC High Cloud for federal standards compliance, ensuring regulation adherence throughout acquisition activities.

4. In what ways can acquisition management tools enhance communication with stakeholders?

Effective communication tools are vital for transparent stakeholder engagement during acquisitions. Platforms like KanBo support context-based communication, document sharing, and real-time collaboration, streamlining stakeholder communication and ensuring all parties are informed and aligned throughout the acquisition process.

5. Can acquisition management tools improve project management efficiency?

Optimizing project management is crucial in acquisitions to handle multiple tasks and timelines. KanBo offers various project management views, such as Gantt Chart, Calendar, and Timeline, allowing for detailed planning and scheduling. Additionally, features like task assignment and risk assessment help maintain a clear overview of progress and potential pitfalls.

6. What role do acquisition management tools play in supporting hybrid teams?

With the prevalence of remote and hybrid work models, tools must support collaboration across diverse locations. KanBo provides a unified platform for document, task, and communication management, ensuring seamless operation in hybrid teams by enabling access from various locations and supporting flexible work environments.

7. How can automation within acquisition management tools reduce manual labor?

Automation can enhance efficiency by minimizing repetitive tasks. KanBo facilitates process optimization and task automation, leveraging digital labor to reduce manual workloads and allowing staff to focus on higher-value tasks, ultimately leading to more efficient acquisition processes.

8. Is integration with AI tools possible in acquisition management solutions, and what are the benefits?

While not explicitly mentioned, platforms with robust data analysis and automation capabilities like KanBo are well-positioned for AI integration. This integration can enhance predictive analytics, streamline workflows, and optimize acquisition strategies by providing advanced data insights and automation.

By applying these features, private equity firms such as Associate can efficiently manage acquisitions, optimize operations, and achieve greater strategic alignment in their portfolio activities.

Embracing the Future: Digital Labor and Hybrid Teams

Digital Labor and Hybrid Teams: The Role of AI Agents

In today's fast-paced digital economy, digital labor stands as a catalyst transforming the traditional workplace dynamics. This evolution sees the integration of AI agents into hybrid teams, a configuration that marries the analytical precision of machines with the nuanced decision-making skills of humans. Hybrid teams leverage the computational power of AI to enhance productivity and strategic output, especially in complex scenarios like acquisition management.

AI Agents in Collaboration

AI agents within hybrid teams are not merely adjunct components; they operate as dynamic collaborators. These agents perform intricate tasks, ranging from data analysis and predictive modeling to autonomizing routine work, thereby freeing human team members for higher-level strategic activities. This collaboration fosters increased efficiency and bolsters enhanced decision-making through rapid and comprehensive data processing.

Optimizing Acquisition Processes with KanBo

The synergy between AI-driven tools like KanBo and hybrid team frameworks is particularly evident in acquisition processes. KanBo's robust architecture supports real-time task management, which is crucial for navigating the multi-layered acquisition landscape. With AI agents embedded into KanBo, organizations can ensure that every step of the acquisition aligns with strategic goals, enhancing transparency and operational efficiency.

Variable Example: AI Integration at Associate

At Associate, adopting a hybrid team model that incorporates AI agents alongside human employees revolutionizes the acquisition process. These AI agents work seamlessly with team members to execute tasks, analyze data, and provide actionable insights, all within the KanBo platform. This collaboration enhances efficiency and drives better decision-making in complex acquisition scenarios.

Key Insights from KanBo's Architecture

1. Hybrid Environment: By operating in both on-premises GCC High Cloud and standard Cloud configurations, KanBo empowers organizations with flexibility and compliance—crucial for managing acquisition data that might be sensitive or distributed across different jurisdictions.

2. Hierarchical Workflow Management: KanBo's Workspace-centric structure, with its hierarchy of Workspaces, Folders, Spaces, and Cards, streamlines project management. This structure ensures that all acquisition tasks are well-organized, from high-level strategic planning in Workspaces to detailed task management in Cards.

3. Integration and Customization: Seamless integration with Microsoft products and highly customizable features mean that KanBo can adapt to the unique needs of any team, ensuring a coherent workflow that supports both AI and human team members effectively.

4. Advanced Features for Team Collaboration: KanBo offers tools such as Activity Stream, Space Templates, and Time Chart, which facilitate enhanced communication, standardized workflows, and efficient task tracking—ensuring that every team member, be it AI or human, contributes optimally to the acquisition process.

By embracing these facets of digital labor and leveraging the capabilities of AI within KanBo, organizations position themselves at the forefront of innovation, ready to tackle the complexities of acquisition management with agility and foresight.

Implementing KanBo software for Acquisition Processes with Digital Labor: A step-by-step guide

KanBo Cookbook for PE Associates - Leveraging Features in the Acquisition Process

Overview

This Cookbook is tailored to guide Private Equity (PE) firm Associates through an acquisition process using KanBo's powerful features and principles. The provided steps cover target identification, due diligence, valuation, negotiation, and closing phases. KanBo serves as a strategic tool to streamline operations, enhance work coordination, and ensure regulatory compliance.

KanBo Features at a Glance

1. Document Management: Centralize and organize documents to ensure proper storage and quick retrieval.

2. Context-Based Communication: Facilitate smooth and efficient interactions among stakeholders.

3. Project Management Tools: Efficiently assign tasks, track deadlines, and manage resources.

4. Secure Document Management: Protect sensitive information with controlled access and data integrity.

5. Audit Trail: Maintain transparency and accountability through activity tracking.

6. Gantt Chart, Calendar, and Timeline Views: Visualize tasks and deadlines in dynamic formats to ensure timely project completion.

Step-by-Step Guide

Target Identification

Goal: Identify acquisition targets aligning with the firm's investment strategy.

Steps:

1. Create a Workspace:

- Navigate to the dashboard, click "+", and create a new Workspace titled "Acquisition Opportunities".

- Set Workspace permissions according to team roles (Owner or Member).

2. Organize Data Using Cards:

- Within the "Acquisition Opportunities" Workspace, create a Space titled "Target Pool".

- Add Cards for each potential target, including data such as market analysis, fit assessments, and strategic objectives.

3. Leverage Document Sources:

- Integrate documents from sources like SharePoint. Use the Document Sources feature to link critical files to the relevant Cards.

4. Facilitate Stakeholder Communication:

- Use Comments within Cards for context-based discussions related to each target.

- Initiate Conversations and @mention specific team members for relevant inputs.

Due Diligence

Goal: Conduct comprehensive financial, operational, and market evaluations.

Steps:

1. Set up Due Diligence Spaces:

- Create Spaces under the Workspace for each functional area such as Legal, Financial, Operations.

- Within each Space, create Cards for specific due diligence activities and assign Responsible Persons.

2. Task Assignment & Resource Allocation:

- Utilize Gantt Chart View for effective task planning and timeline management.

- Assign team members as Co-Workers to each due diligence task Card.

3. Track Progress and Ensure Coordination:

- Use the Calendar View to schedule tasks and deadlines.

- Regularly update the Timeline View for a clear chronological task overview.

Valuation

Goal: Determine the financial worth of the target company.

Steps:

1. Secure Sensitive Information:

- Create a Space named "Valuation Analysis" and set access restrictions.

- Use the Document Management feature to store confidential valuation models securely.

2. Utilize KanBo's Project Management:

- Use the Gantt Chart to plan and organize valuation-related tasks.

- Assign tasks to individuals ensuring appropriate Co-Workers are involved.

3. Data Integrity:

- Set up Audit Trails to track actions taken within valuation tasks and maintain data transparency.

Negotiation

Goal: Finalize terms of the acquisition in line with strategic objectives.

Steps:

1. Establish a Negotiation Space:

- Create a Space named "Negotiation and Deal Structuring".

- Add Cards for each negotiation aspect like term sheets, deal structures, and stakeholder interests.

2. Enhance Real-Time Communication:

- Use Card Comments for ongoing negotiations and context-specific Notes for critical updates.

- Deploy Document Groups to organize documents into categories such as drafts, final offers, and agreements.

3. Facilitate Collaboration:

- Utilize Timeline View to align deadlines with negotiation milestones.

Closing

Goal: Conclude the acquisition including signing agreements, transferring ownership, and complying with regulatory conditions.

Steps:

1. Document All Processes Using Cards:

- Create a Closing Space, encapsulating Cards for regulatory compliance, legal formalities, and ownership transitions.

2. Enforce Standard Operating Procedures (SOPs):

- Use KanBo to establish SOPs for each closing activity, assuring regulatory compliance.

3. Track Compliance and Ensure Accountability:

- Implement the Audit Trail feature to document and review compliance processes.

- Invite External Users for regulatory audits if necessary.

4. Maintain a Cooperative Environment:

- Utilize KanBo’s Communication features to smooth the transition and elucidate closing stages to involved stakeholders.

By integrating KanBo into the acquisition framework, Associates can foster an efficient and collaborative environment aimed at smoothening complex acquisition processes. This Cookbook provides a clear pathway to leverage KanBo's features for delivering successful acquisition outcomes.

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Glossary and terms

Glossary for KanBo

Introduction

KanBo is a comprehensive work coordination and business process management software designed to bridge the gap between strategic planning and day-to-day operational activities. Its unique features and integrations, particularly with Microsoft products, provide a robust platform for managing workflows, facilitating communication, and enhancing task visibility. Below is a glossary of terms to help you better understand and navigate KanBo’s functionalities.

Glossary

- Workspace: A high-level organizational structure in KanBo associated with a specific project, team, or topic. It contains related spaces and controls user access, enhancing collaboration and privacy management.

- Space: A digital environment within a Workspace where cards are arranged to represent projects or tasks, streamlining task management and collaboration.

- Card: The fundamental unit in KanBo representing individual tasks or items. Cards hold details like notes, files, comments, and checklists, and adapt to different project needs.

- Card Grouping: A feature for organizing cards within a space by various criteria to streamline task management and enhance navigation.

- Card Relation: Defines dependencies between cards, allowing tasks to be broken down into manageable parts with clear execution orders. It includes parent-child and next-previous relationships.

- Date Conflict: Refers to overlap or inconsistencies in start or due dates between interconnected cards, potentially causing scheduling issues.

- Document Group: Allows for the custom arrangement of documents tied to a card, categorized by various conditions like type or purpose.

- Document Source: Enables association of documents from multiple sources, such as SharePoint, with cards, fostering collaboration and version control within projects.

- Responsible Person: The user designated to oversee the completion of a card. There is only one responsible person per card, but this role can be re-assigned.

- Co-Worker: A user involved in the execution of a task associated with a card, collaborating with the Responsible Person.

- Gantt Chart View: Displays cards along a timeline in a bar chart format, ideal for managing complex, lengthy projects with time dependencies.

- Calendar View: Presents cards within a calendar layout, aiding in workload management by permitting scheduling by day, week, or month.

- Timeline View: Offers a chronological representation of tasks without displaying card relations, thus focusing on task duration and spotting scheduling conflicts.

- Forecast Chart View: Visualizes project progress and predicts completion based on historic data, showing completed tasks and remaining work.

By familiarizing yourself with these terms, you can leverage KanBo to its full potential, facilitating effective project management and seamless team collaboration.