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Introduction

Process management, in the sphere of daily work for a Non-Finance Process Manager, involves the methodical approach to overseeing the series of steps that make up the organization's business activities. The role entails ensuring that these processes are efficient, effective, and capable of adapting to the changing needs of the business. At its core, process management integrates the planning, monitoring, and refining of processes to maintain alignment with strategic objectives.

A Process Manager is tasked with maintaining a bird’s-eye view over workflows while diving deep into the details of process execution, seeking to improve how tasks are performed and services are delivered. This encompasses defining process standards, identifying process improvement opportunities, orchestrating process flow changes, and facilitating communication across various teams and departments to foster a seamless operational environment.

In practice, process management necessitates a blend of analytical and managerial skills, as the manager must map out processes, analyze data to detect inefficiencies, and propose improvements. Moreover, by leveraging process modeling, statistical analysis, and leveraging technology, a Process Manager facilitates continuous improvement. Thus, the role extends beyond mere oversight, spanning strategic planning to ensure that daily work processes contribute to long-term business excellence and success.

KanBo: When, Why and Where to deploy as a Process Management tool

What is KanBo?

KanBo is a work coordination platform designed to streamline process management. It offers visualization of workflows, task management, and communication tools integrated with Microsoft products like SharePoint, Teams, and Office 365.

Why?

KanBo is utilized for its ability to improve transparency, efficiency, and accountability in managing processes. With features like real-time progress tracking, custom workflows, and document management, it ensures that all team members are aligned and informed. The platform's flexibility in data storage complies with various legal and geographical regulations, making it ideal for sensitive data handling.

When?

KanBo should be employed whenever there is a need to manage projects or workflows systematically. It is especially useful in cases that require collaboration across multiple team members, the consolidation of communications, and the availability of historical records of activities and task progress.

Where?

KanBo can be deployed both on-premises and in the cloud, making it accessible from virtually anywhere through compatible Microsoft environments. This hybrid capability allows organizations to make decisions on where data resides based on needs, including both data accessibility and security.

Should a Process Manager - Non Finance use KanBo as a Process Management tool?

Yes, as a Process Manager in a non-finance context, using KanBo can significantly enhance your ability to plan, execute, monitor, and optimize various operational processes. Its customizable workflows, coupled with the integration in Microsoft ecosystems, render KanBo ideal for managing complex processes while ensuring that all stakeholders are kept informed and processes remain on track. Moreover, the platform's broad feature set such as card relations, statistical insights, and progress tracking allows for a meticulous approach to process improvement.

How to work with KanBo as a Process Management tool

Introduction:

Process Management is the backbone of any non-financial business operation, providing a structured approach to optimize and streamline repetitive activities. KanBo, a sophisticated process and task management platform, can play a pivotal role in amplifying the efficiency of such operations. Below, we will guide you on how to leverage KanBo's capabilities for process management within your organization.

1. Define Your Processes:

_Purpose:_ Establish a clear understanding of the current business processes you aim to manage.

_Why:_ Before optimization can occur, there must be a baseline understanding of the flow and purpose of each process. This clarity will guide subsequent steps and ensure that improvement efforts are aligned with strategic goals.

2. Create a Workspace in KanBo:

_Purpose:_ To organize and centralize all process-related activities.

_Why:_ A dedicated workspace fosters a collective environment for team collaboration. It can store all relevant documentation and communication, serving as the single source of truth for your process management efforts.

3. Map Out Processes with KanBo Cards:

_Purpose:_ To visually represent each step of a business process.

_Why:_ By using KanBo cards to symbolize individual tasks or stages, you gain a granular view of the process flow. This visibility is key to identifying bottlenecks and inefficiencies.

4. Set Up Workflows:

_Purpose:_ To automate task progression and ensure adherence to process sequences.

_Why:_ KanBo's workflow capabilities permit the automation of transition rules for tasks. This streamlined approach reduces manual errors and ensures tasks progress in the correct sequence.

5. Assign Roles and Responsibilities:

_Purpose:_ To delegate tasks and establish accountabilities.

_Why:_ Clear assignment of tasks within KanBo cards ensures that every team member knows their responsibility. This reduces overlaps and gaps in the process, leading to a more efficient workflow.

6. Incorporate Metrics and KPIs:

_Purpose:_ To enable performance monitoring and the measurement of process effectiveness.

_Why:_ KanBo's card statistics and reporting features allow tracking of pivotal metrics and KPIs, providing actionable insights that are crucial for ongoing process improvement.

7. Utilize Card Relations and Dependencies:

_Purpose:_ To manage and visualize the interconnections between different process steps.

_Why:_ Recognizing how tasks interact is fundamental in process optimization. This understanding facilitates better scheduling, resource allocation, and anticipation of potential process disruptions.

8. Review and Optimize with KanBo Views (Gantt, Forecast):

_Purpose:_ To analyze the entire process from different perspectives.

_Why:_ Utilizing KanBo's Gantt and Forecast Chart views can help in planning and forecasting. They provide overviews of time-based task progress, illustrating both the current state and future projections of processes.

9. Monitor With Dashboards:

_Purpose:_ To maintain real-time oversight of process health.

_Why:_ Dashboards aggregate key information and highlight it at a glance. They are crucial for maintaining an ongoing pulse check on the process, enabling swift responses to emerging issues.

10. Embed Continuous Improvement:

_Purpose:_ To cultivate an environment where processes are regularly evaluated and enhanced.

_Why:_ Business environments are dynamic; hence, processes must evolve. Regular use of KanBo's feedback and comment features can harness collective insights, ensuring your processes stay adaptive and aligned with business objectives.

Conclusion:

Process management is essential to the continuous improvement and long-term stability of your business operations. By integrating KanBo’s comprehensive suite of task and process management tools, you can effectively structure, monitor, and expand upon process optimization endeavors, ultimately driving enhanced organizational performance.

Glossary and terms

Glossary and Explanation of Terms:

1. Card: A representation of a task or item within a project management tool. It contains details such as deadlines, checklists, comments, attachments, and is used to track progress.

2. Card Blocker: An issue or barrier that prevents a task represented by a card from progressing. It is recognized within the system and helps identify and resolve obstacles to workflow.

3. Card Grouping: The organization of cards based on specified criteria like status, project phase, priority, or any other significant factor that aids management and tracking.

4. Card Issue: A specific problem associated with a task or card that hinders its resolution or management. These are often color-coded for easy identification.

5. Card Relation: The linkage between different cards that imply a dependency or sequence. Parent-child relationships indicate hierarchical connections, while next-previous relationships indicate workflow sequence.

6. Card Statistics: The analytic data derived from the tracking and history of a card, often visualized in charts, that give insights into the card's lifecycle and process efficiency.

7. Completion Date: The specific date when a task represented by a card was marked as completed, indicating the end of its lifecycle.

8. Default Parent Card: In a network of related tasks, the default parent card is the principal task that other subsidiary tasks (child cards) depend upon. It serves as the primary point of aggregation for progress reporting.

9. Forecast Chart: A graphical representation of project timelines and workload, predicting when tasks or projects are likely to be completed based on current and historical data.

10. Gantt Chart: A visual tool used in project management to represent project schedules, showing the start and end dates of tasks, their duration, and their interdependencies on a timeline.

11. Grouping: The categorization of tasks or items in a structured manner for better organization. This aids in the overview and management of several related items.

12. List: In project management systems, a list is a collection of related items or tasks. It is used to categorize and maintain organization within the project or system.

By standardizing the terminology and understanding these key concepts, teams can efficiently navigate project management tools and collaborate effectively on various tasks and projects.