Five Strategic Ways KanBo Revolutionizes Private Equity Acquisitions by 2025

Introduction

Navigating the acquisition process within private equity can be a multifaceted endeavor, often characterized by intensive due diligence, valuation complexities, and regulatory compliance. In fact, according to Preqin’s 2023 Global Report, approximately 60% of private equity firms report that their biggest challenge in acquisitions is managing the processes effectively across different business units and stakeholders. This is where KanBo comes into play as a powerful, versatile management tool that addresses these unique challenges and enhances acquisition efficiency.

KanBo, a work coordination and business process management software, is designed to seamlessly integrate strategic goals into daily tasks, ensuring that every action aligns with the overarching strategy. It is particularly beneficial in the context of private equity, where acquisitions demand meticulous coordination and resource management.

The purpose of this article is to showcase how KanBo can mitigate specific challenges faced by private equity firms during the acquisition process. For private equity firms like Strategist, managing multiple facets of an acquisition can be daunting. KanBo offers a streamlined solution to enhance efficiency and collaboration. With its robust project management and communication tools, KanBo acts as an all-encompassing platform that addresses the needs of private equity during the intricate stages of an acquisition.

For instance, KanBo's Resource Management Add-On provides a systematic approach to planning and allocating resources such as employees and machines, thereby ensuring optimized utilization and minimizing potential conflicts. The platform's ability to manage data securely on-premises or in the cloud — hybrid flexibility notoriously required by private equity firms — allows for seamless integration into existing IT frameworks while maintaining compliance with robust federal standards such as FedRAMP.

Moreover, KanBo’s structured workspaces and real-time visualization features are integral for managing complex acquisitions. By creating Folders, Spaces, and Cards, stakeholders can organize tasks, track progress, and make informed decisions with access to critical data visualizations and dashboards that offer insights into resource allocation. This is particularly advantageous for firms like Strategist, who deal with numerous projects simultaneously, and require clear oversight and communication pathways.

In essence, KanBo emerges as a pivotal tool for private equity firms, simplifying and unifying the acquisition process. By aligning resources, enhancing collaborative communication, and offering adaptive technological solutions, KanBo meets the rigorous demands of private equity acquisitions and positions organizations like Strategist for success in an increasingly competitive landscape.

Understanding the Acquisition Process

In the realm of Private Equity (PE) firms, the acquisition process is a systematic journey that involves various technically nuanced stages: target identification, due diligence, valuation, negotiation, and closing. Each stage demands precise execution and presents its own set of challenges. By leveraging tools like KanBo, PE firms can streamline these processes, enhancing efficiency and collaboration.

Acquisition Stages and Challenges

1. Target Identification:

PE firms begin by meticulously scanning the market to pinpoint potential acquisition targets. This involves analyzing industry trends, financial performance, and strategic fit. The primary challenge here is ensuring comprehensive data collection and analysis.

KanBo's Advantage: Its work coordination features facilitate the organization and tracking of each potential target through comprehensive task management. Users can utilize its varieous views, such as Kanban or Gantt charts, to visualize progress and manage multiple targets efficiently.

2. Due Diligence:

The due diligence phase entails an exhaustive evaluation of the target's financials, legal standing, and operational health. Coordination amongst financial analysts, legal advisors, and strategic planners is crucial, as is maintaining a repository of all documentation and findings.

KanBo's Advantage: By centralizing document storage and providing robust document management and real-time collaboration tools, KanBo supports seamless information sharing and project tracking, ensuring that all stakeholders are aligned and informed.

3. Valuation:

At this stage, the firm conducts a detailed valuation analysis to determine the fair market value of the target. Complex financial models and scenarios are developed to assess potential returns and value creation.

Variable Example: At Strategist, the acquisition process involves rigorous valuation analyses and strict adherence to regulatory standards, which can strain resources without the right tools. KanBo assists by organizing sensitive valuation documents and secure data management, which is crucial in handling confidential financial analyses.

4. Negotiation:

Crafting and reaching agreements that meet both buyer and seller expectations require clear communication and strategic negotiation tactics. Miscommunications or delays in stakeholder feedback can derail the negotiation process.

KanBo's Advantage: Its ability to support context-based communication and cross-departmental coordination ensures that all parties are on the same page, thereby reducing the likelihood of misunderstandings and accelerating decision-making.

5. Closing:

The culmination of the acquisition process involves finalizing all legal documents and transferring ownership. This stage must comply with extensive regulatory requirements and secure all necessary approvals.

KanBo's Advantage: By providing tools for documenting and enforcing standard operating procedures (SOPs), plus options like GCC High Cloud for secure data management, KanBo helps ensure compliance and streamlines the approval workflow.

Regulatory Compliance and Stakeholder Communication

Operating within stringent regulatory frameworks is a non-negotiable aspect for PE firms. Ensuring compliance at every stage requires robust processes and clear documentation. Moreover, effective stakeholder communication is critical to keeping all parties informed and engaged.

KanBo's Advantage: Beyond task management, KanBo aids in maintaining compliance through its task automation, governance features, and secure environment. Its flexible installation options, including cloud and hybrid solutions, provide assurances that data privacy standards are met. For stakeholder communications, KanBo enhances collaboration and transparency through integrated platforms, ensuring real-time updates and strategic alignment.

In conclusion, while the acquisition process for PE firms is inherently complex and filled with challenges, leveraging platforms like KanBo can significantly alleviate these hurdles. By utilizing its comprehensive features for coordination, valuation, compliance, and communication, firms can effectively navigate the intricacies of the acquisition landscape.

Coordinating Valuation Analyses

KanBo's Role in Coordinating Valuation Analyses During Acquisitions

Task Assignment and Progress Tracking: One of the critical aspects of managing valuation tasks during acquisitions is ensuring that every analyst is clear about their responsibilities. KanBo enables users to assign tasks through its intuitive Card feature within dedicated Spaces. Each card represents a task, complete with essential details such as deadlines, notes, and attached documents. This clarity allows analysts to focus on their specific assignments, enhancing productivity and reducing the potential for oversight.

Importance of Collaboration Tools: Valuation analyses during acquisitions require seamless collaboration among team members. KanBo's real-time collaboration tools, such as document sharing and comment functionalities, ensure that all stakeholders have access to the latest data and insights. This feature is vital for maintaining accuracy in financial assessments, as every team member can contribute updates and feedback, ensuring that everyone's insights are synchronized with the overall valuation process.

Case Study Example - Strategist Utilizing KanBo: Imagine a scenario involving Strategist, a financial services firm specializing in acquisitions. Strategist leverages KanBo’s robust features as follows:

- Task Assignment: Strategist assigns specific valuation tasks to its analysts via Cards within a dedicated Space created for the acquisition project. Each card outlines detailed financial metrics, target companies, and specific areas of analysis, such as cash flow projections or asset valuations.

- Progress Tracking: Using Kanban boards, Strategist efficiently tracks the progress of each valuation task. Analysts update their cards to reflect their status—such as 'In Progress,' 'Under Review,' or 'Completed’—allowing management to have a real-time view of the project pipeline and identify bottlenecks early.

- Centralized Data Access: KanBo ensures that all valuation data is centralized. By using document management features, Strategist secures sensitive financial documents while making them easily accessible to authorized team members. This avoids the mishaps of fragmented information across different systems or manual tracking methods.

Resource Management and Compliance:

Additionally, KanBo's Resource Management Add-On optimizes the allocation of analysts and financial experts to various tasks, considering their expertise and availability, thus maximizing efficiency and reducing costs. The system's compliance with regulatory standards through hybrid and GCC High Cloud options also ensures that Strategist securely maintains sensitive data in line with industry regulations.

In summary, by utilizing KanBo’s comprehensive task management and collaboration tools, Strategist can streamline the coordination of valuation analyses during acquisitions, improving efficiency, accuracy, and decision-making processes critical to their strategic operations.

Ensuring Regulatory Compliance

In the realm of private equity, acquisitions present a dense matrix of regulatory challenges requiring meticulous compliance management. Regulatory Compliance during acquisitions is not just about meeting statutory obligations; it involves rigorous monitoring and management of diverse compliance requirements to minimize risk and ensure transparency. Herein lies the advantage of incorporating KanBo into the acquisition process.

KanBo offers a suite of features tailor-made for Compliance Tracking, enabling equity firms to maintain a robust regulatory framework during acquisitions. With KanBo, Strategists can utilize compliance checklists to ensure thorough coverage of all regulatory areas. These checklists can be meticulously structured to cover industry-specific regulations, enhancing diligence in compliance adherence.

One of the key aspects of regulatory compliance during acquisitions is meeting various regulatory deadlines. KanBo elevates this capability through Automated Reminders. These automated alerts ensure all stakeholders are reminded of critical compliance milestones, subsequently minimizing the risk of oversight or non-compliance. This feature provides the requisite alert system that integrates seamlessly within the operational workflow, thereby keeping compliance front and center during the acquisition processes.

Audit trails are paramount in validating compliance efforts and are an indispensable tool for record-keeping and due diligence. Through KanBo’s Audit Trail functionality, comprehensive documentation of all strategic decisions and actions taken during the acquisition process is maintained. This bolstered record-keeping supports transparency and can withstand scrutiny during the inevitable audits that follow acquisitions, thereby fulfilling regulatory standards.

Moreover, beyond just monitoring, KanBo's Data Management offers essential security measures by enabling secure storage and controlled access to sensitive data. This feature is vital for protecting proprietary information during acquisitions, particularly when handling data that falls within the scope of stringent regulations such as FedRAMP, ITAR, and DFARS for GCC High Cloud users.

Another important aspect of KanBo's compliance capabilities is its Customizable Reporting. This ensures that all compliance data are accessible in formats suitable for assessment, review, and documentation, supporting strategic decision-making that aligns with regulatory requirements.

In practice, leveraging KanBo’s features ensures strategic compliance oversight is embedded throughout the acquisition lifecycle. KanBo empowers strategists through its intelligent notification systems, comprehensive audit trails, and regulatory documentation frameworks—facilitating adherence to and management of complex regulatory obligations efficiently and effectively during acquisitions.

Optimizing Stakeholder Communications with KanBo

KanBo acts as a centralized communication hub, streamlining interactions with stakeholders during acquisition processes in private equity contexts. Its Stakeholder Communications feature promotes context-based communication and cross-departmental coordination, crucial for maintaining seamless interactions with various parties involved, such as investors, regulatory bodies, and partners.

One of the core strengths of KanBo is its ability to create dedicated channels for different stakeholder groups. These channels ensure that all communication is transparent, structured, and occurs in real-time, allowing for efficient information sharing and decision-making. For example, KanBo enables the Strategist to create dedicated channels for investors and partners, ensuring transparent and timely communication throughout the acquisition process.

KanBo’s versatility extends to its Reporting Tools and Real-Time Updates, which are invaluable for providing transparency and facilitating accurate reporting to stakeholders. This feature allows private equity firms to create tailored reports that outline progress, potential risks, and other critical insights, ensuring that all stakeholders remain well-informed and engaged throughout the acquisition journey.

Additionally, KanBo offers Variable Features such as the Gantt Chart View, which allows stakeholders to visualize timelines and dependencies, and the Forecast Chart View, which provides data-driven insights into project progress and completion estimates. By leveraging these tools, strategists can manage and present complex information efficiently, aligning stakeholder expectations with real-time data.

In summary, KanBo’s comprehensive communication and reporting capabilities make it an indispensable tool for private equity firms during acquisitions. By centralizing communication streams and offering advanced reporting features, KanBo ensures that all stakeholders are informed, engaged, and able to contribute effectively to the success of the acquisition process.

Addressing Common Inquiries in Acquisition Management

Frequently Asked Questions (FAQs) in Acquisition Management Tools for Private Equity Firms

1. What features should Private Equity firms consider in acquisition management tools for effective due diligence?

In acquisition processes, due diligence is crucial to making informed decisions. Private equity firms like Strategist often require tools that offer comprehensive task coordination, deadline tracking, and secure document management. KanBo's work coordination features allow teams to manage tasks efficiently through Spaces and Cards, offering customizable views such as Gantt Chart, Calendar, and Timeline to monitor timelines and dependencies. Document organization is streamlined via Document Groups and Document Source, centralizing information needed for thorough analyses.

2. How can acquisition management tools aid in valuation analysis for private equity firms?

Valuation analysis requires accurate data handling and report generation. KanBo facilitates data analysis through customizable card structures that store essential valuation information, such as notes, files, and checklists. With features like Document Source, private equity professionals can integrate documents from various sources, maintaining a consolidated data repository enhancing report accuracy and speed.

3. What role does regulatory compliance have in acquisition management tools, and how can they assist?

Ensuring regulatory compliance in acquisition management is key for private equity firms. KanBo aids in regulatory compliance by providing Enterprise-Class configurations including customizable SOPs and audit trails. These facilitate compliance management, especially with tools like GCC High Cloud, which align with stringent federal standards. The platform’s secure document management and access controls further ensure compliance adherence.

4. How do acquisition management tools streamline stakeholder communication during acquisitions?

Effective communication across departments and with external stakeholders is vital during acquisitions. KanBo offers context-based communication via its Work Context feature, ensuring all involved parties have access to relevant information. Real-time collaboration is supported through integrated communication tools, allowing seamless updates and discussions, pivotal for firms like Strategist, where stakeholder engagement is constant and varied.

5. In what ways can acquisition management tools improve project management for hybrid teams?

Project management for hybrid teams involves coordinating tasks and timelines across different locations. KanBo supports hybrid environments by providing a unified platform for task management, accessible from anywhere. Its Flexibility in views and comprehensive task coordination helps reduce bottlenecks and allows remote or distributed teams to collaborate effectively, with accessibility in mind, tailoring to both in-office and remote work models.

6. Can acquisition management tools integrate with AI to optimize processes?

While direct AI integration might not be explicit, tools like KanBo include features conducive to AI integration. Task automation and data analysis within KanBo could align with AI capabilities for predictive project management or risk assessments. The open structure allows for potential integration points where AI could be utilized to further enhance acquisition efficiency, aiding firms like Strategist in advanced analytics and forecasting.

7. What are the benefits of using on-premise versus cloud-based tools in acquisition management?

The choice between on-premise and cloud-based solutions often depends on security and accessibility needs. KanBo offers multiple installation options—on-premise, cloud, GCC High Cloud, and hybrid deployments—providing scalability and compliance requirements according to firm policies. This flexibility is crucial for private equity firms managing sensitive acquisition data across various jurisdictions.

Embracing the Future: Digital Labor and Hybrid Teams

In the evolving landscape of digital labor, the concept of hybrid teams is redefining how acquisition processes are managed, particularly within the finance sector. A hybrid team, comprising both human and AI agents, leverages the strengths of each to navigate complex, data-driven environments more efficiently. AI agents act as digital co-workers, performing repetitive tasks, analyzing vast datasets, and providing real-time insights, thus complementing human expertise and creativity.

In acquisition management, the integration of AI agents with human team members results in a significant uptick in operational efficacy. By employing AI-driven tools such as KanBo, organizations can streamline workflow coordination, ensuring that every task aligns with strategic objectives. KanBo's hybrid environment enables both on-premises and cloud operations, crucially meeting compliance with legal and geographical data requirements. This flexibility is vital for financial institutions handling sensitive data. For instance, while sensitive data is stored securely on-premises, less critical data can be managed on Cloud instances, offering a balanced approach to data security and accessibility.

KanBo acts as the backbone of this hybrid team structure, with its deep integration capabilities with Microsoft products like SharePoint, Teams, and Office 365 enabling seamless task management. The hierarchical model of KanBo—comprising Workspaces, Folders, Spaces, and Cards—enhances task visibility and promotes efficient project management. This system allows precise categorization and organization, facilitating effective collaboration among team members and AI agents.

Taking the example of Strategist, adopting a hybrid team model revolutionizes acquisition processes by incorporating AI agents alongside human employees. Within the KanBo platform, these AI agents seamlessly execute tasks, analyze data, and deliver actionable insights. Such symbiotic collaboration not only boosts efficiency but also drives better decision-making in intricate acquisition scenarios.

In finance-specific processes, features like Work Progress Calculation and Forecast Chart in KanBo are particularly beneficial. They provide detailed insights into task progress and project timelines, helping teams forecast outcomes and adjust strategies proactively. Further, the Time Chart offers metrics like lead time and cycle time, enabling finance teams to evaluate workflow efficiency and optimize operational strategies.

As hybrid teams with digital and human members become standard, the future of acquisition management lies in harnessing the full potential of tools like KanBo. By doing so, organizations can achieve a more agile, responsive, and strategically aligned operational capability.

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

KanBo Cookbook Manual for Private Equity Acquisition Process

Objective: Streamline the acquisition process for Private Equity (PE) firms using KanBo's capabilities to enhance efficiency and collaboration across all stages.

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Preparation: Understand KanBo Features and Principles

1. KanBo Hierarchy:

- Workspace: Container for organizing Spaces and related projects.

- Space: Represents specific projects or focus areas, central to managing tasks.

- Card: Fundamental units representing tasks, with customizable elements.

2. Key Features of KanBo:

- Work Coordination and Document Management: Central platforms for task tracking and information sharing.

- Hybrid Environment: Options for on-premise, cloud, and hybrid to maintain data privacy and compliance.

- Integration with Microsoft Products: Use with SharePoint, Teams, and Office 365 for seamless collaboration.

3. Versatile Views:

- Gantt Chart and Timeline: For visualizing task timelines and dependencies.

- Kanban: For task status management.

- Forecast Chart: Track progress and project completion estimates.

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KanBo Solutions for Acquisition Stages

Stage 1: Target Identification

- Challenge: Organizing and tracking potential acquisition targets.

- Solution Steps:

1. Create a Workspace named "Acquisition Targets" to centralize target management.

2. Set up Spaces for each industry or business area within the Workspace.

3. Add Cards for each target, attaching notes and files for analyzed data.

4. Assign Responsible Person and Co-Workers to each Card for ownership and collaboration.

5. Use Kanban Views to track status updates for each target.

Stage 2: Due Diligence

- Challenge: Coordinated evaluation and documentation management.

- Solution Steps:

1. Create a Space titled "Due Diligence" within the required target Space.

2. Add Cards for each aspect, such as financials, operations, and legal.

3. Utilize Document Sources to link vital documents from SharePoint or other integrations.

4. Enable Collaboration through comments and mentions to keep stakeholders updated.

5. Apply Card Relations to manage dependencies and ensure a structured evaluation.

Stage 3: Valuation

- Challenge: Managing complex financial analyses securely.

- Solution Steps:

1. Create Cards dedicated to valuation models and scenarios within the relevant Space.

2. Organize Documents with Document Groups for easy access and version control.

3. Review regular updates through the Timeline View and address any Date Conflicts.

4. Secure data management by setting Workspace permissions for data confidentiality.

Stage 4: Negotiation

- Challenge: Facilitating clear communication and rapid feedback loops.

- Solution Steps:

1. Establish a Communication Space for negotiation discussions.

2. Create Cards for each negotiation point or contract clause.

3. Use Gantt Charts to visualize the negotiation timeline and important milestones.

4. Enable Cross-departmental Communication through context-based solutions in Cards.

Stage 5: Closing

- Challenge: Ensuring compliance with legalities and final approvals.

- Solution Steps:

1. Set up a Closing Space with SOPs documented in Template Cards for all stakeholders.

2. Use GCC High Cloud for secure document management during final steps.

3. Track Approvals using Forecast Charts to ensure procedural alignment and completion timelines.

4. Conduct a Post-Acquisition Review to capture lessons learned and contributions using the Timeliness and Forecast Chart views.

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Ensuring Regulatory Compliance and Stakeholder Communication

- Work Coordination: Employ KanBo's task automation and stringent governance features.

- Stakeholder Communications: Leverage real-time updates and integration with Microsoft Teams for continuous engagement and transparency.

- Secure Environment: Choose appropriate installation options to align with privacy standards.

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Cookbook Presentation

Step-by-Step Instructions:

- Numbered Steps: Ensure each stage is represented by clearly numbered steps.

- Clear and Concise: Each step should be easy to understand and follow.

- Breakdown by Stage: Organize solutions for each acquisition stage with headings.

- Highlight Features: Explain which KanBo features are being utilized and why.

By adhering to this structured approach, PE firms can optimize the acquisition process, ensuring a robust, compliant, and strategic alignment with organizational goals. Utilize KanBo's hierarchical and comprehensive feature set to manage complex workflows and foster cross-team collaboration, leading to successful acquisitions.

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Glossary and terms

Glossary

Introduction

KanBo is an advanced platform dedicated to enhancing work coordination and management efficiency within organizations. It integrates with a host of Microsoft products, supports both on-premises and cloud environments, and allows for a high degree of customization, thus striking a balance between data security and accessibility. This glossary will help you get familiar with the essential terms and features that define KanBo's functionality and its potential applications in businesses such as Private Equity firms.

Key Terms

- Workspace

- A high-level organizational unit within KanBo, grouping related Spaces that focus on specific projects, teams, or topics. Workspaces facilitate navigation and collaboration by consolidating relevant Spaces in one place. Access to Workspaces can be managed to maintain privacy and engagement.

- Space

- A collection of Cards within a Workspace, arranged to visually represent workflow. Spaces are typically aligned with specific projects or areas of focus, enhancing collaboration and task management in a digital setting.

- Card

- The basic unit within KanBo, representing individual tasks or items requiring management. Cards are flexible, containing vital information like notes, files, and checklists, allowing adaptation to various scenarios.

- Card Grouping

- A feature for organizing Cards within a Space based on diverse criteria. This improves task management by categorizing and displaying Cards in a user-defined manner.

- Card Relation

- Describes the dependency between Cards, helping users decompose large tasks into smaller, manageable ones. There are parent-child and next-previous relations that clarify task order.

- Date Conflict

- When there are overlapping or inconsistent due dates or start dates between related Cards, causing scheduling confusion.

- Document Group

- Enables users to organize Card documents according to custom categories, such as document type or purpose, for efficient access and management.

- Document Source

- Facilitates the linking of documents from different sources, like SharePoint, to Cards within KanBo, promoting centralized document management and collaboration.

- Responsible Person

- The individual primarily accountable for overseeing Card completion. This can be reassigned as necessary.

- Co-Worker

- A participant involved in completing tasks associated with a Card.

- Gantt Chart View

- A chronological timeline of time-dependent Cards presented as a bar chart, ideal for planning and visualizing complex, long-term tasks.

- Calendar View

- Displays Cards in a traditional calendar format, allowing users to view upcoming dates and manage workloads effectively on daily, weekly, or monthly bases.

- Timeline View

- Organizes Cards along a horizontal timeline without showing relations, making it easier to focus on individual tasks and manage them over specific timeframes.

- Forecast Chart View

- Provides insights into project progress and predictions based on historical data, showing completed tasks, remaining work, and project completion estimates.

Understanding these terms and how they function within the KanBo platform will enrich your ability to utilize its full potential, fostering enhanced project management and strategic alignment in your organization.