Revolutionizing Sustainable Transportation: Exploring the Transition to Green Rental Fleets and Subscription Models

Introduction

As an Operational Risk Manager, your role is to systematically identify, assess, and mitigate risks that can impede the day-to-day processes which are vital for the success of our organization. Process Management, in this regard, can be envisaged as your guiding framework to ensure the smooth functioning of operations that support our unique business model.

In an ever-evolving automotive landscape that increasingly emphasizes flexibility and sustainability, our company has positioned itself at the forefront by offering dynamic rental and vehicle subscription models to cater to the varied preferences of our customers. In parallel, we are championing the transition to a greener future with the largest fleet of electric vehicles in the rental domain. Your pivotal position as an Operational Risk Manager will involve ensuring that such innovative operational processes are robust, resilient, and capable of withstanding various types of risks, from market fluctuations to regulatory changes.

Operating from the very heart of Berlin, you will work within a company culture that thrives on innovative ideas and personal development. Equipped with the mandate to influence processes, you will employ your expertise in Process Management to create a structured environment where risks are proactively managed, efficiency is continually enhanced, and the strategic objectives of fostering sustainable mobility are achieved. Your role is critical to our commitment to delivering exceptional value to our customers and maintaining our competitive edge in the marketplace.

We look forward to your contribution to our team, where you will find diverse challenges, opportunities for growth, and a collaborative spirit in a flat hierarchical setting, ready to welcome your ideas and expertise.

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

What is KanBo?

KanBo is a comprehensive process management tool designed to facilitate work coordination, enhance task visibility, and streamline project management. It employs a hierarchical approach, integrating cards, spaces, workspaces, and various views like Gantt and Forecast Charts to manage tasks, monitor progress, and enable effective collaboration within teams.

Why?

Organizations opt for KanBo due to its ability to integrate with established Microsoft ecosystems like SharePoint, Teams, and Office 365, which many businesses already use. It supports both cloud-based and on-premises deployment, offering significant customization and deep data management control to meet legal and geographical compliance requirements. Its advanced features, such as card relations, blocker identification, and real-time activity streams, empower managers to address issues quickly and maintain work continuity.

When?

KanBo is particularly useful when organizations face complexities in task management, require better coordination among various departments, experience delays due to lack of transparency, or need to manage operational risks effectively. It's ideal for managing ongoing projects, tracking operational workflows, and when there's a need to keep all stakeholders aligned on the latest developments.

Where?

KanBo can be adopted across an organization's departments, focusing particularly on operational areas where process management is critical. It can be accessed via web browsers, ensuring that management and team members can engage with the platform from any location with internet connectivity, whether they are in the office, working remotely, or on the go.

Should Operational Risk Managers Use KanBo as a Process Management Tool?

Yes, Operational Risk Managers should consider using KanBo as a process management tool for several reasons:

1. Visibility and Control: KanBo's card and space structure allows risk managers to visualize the entire operational process, monitor workflows, and identify potential risks or bottlenecks in real-time.

2. Collaboration: Seamless integration with Microsoft applications encourages collaboration and ensures that all team members are on the same page, minimizing misunderstandings and errors.

3. Customization: The customizable nature of KanBo allows for tailoring spaces and workflows to fit specific risk management processes.

4. Documentation and Compliance: All changes and communications within KanBo are documented, aiding in audit trails and compliance needs.

5. Advance Notifications: Automated reminders and due dates in the system help in proactively managing deadlines and ensuring timely risk assessments.

6. Blocker and Issue Tracking: With the ability to identify and categorize blockers and issues, risk managers can quickly respond to problems that could affect operational continuity.

7. Data-Driven Decisions: Card statistics and Forecast Charts offer analytical insights that help operational risk managers make informed decisions based on data trends.

Overall, KanBo provides Operational Risk Managers with an agile process management solution that enhances risk visibility, encourages proactive management, and supports informed decision-making.

How to work with KanBo as a Process Management tool

Instructions for an Operational Risk Manager on How to Work with KanBo for Process Management in a Business Context

1. Define Your Operational Processes:

- Purpose: Clearly defined processes are the foundation of effective process management. They help establish the baseline from which optimization can be measured.

- Why: Without well-defined processes, it is impossible to identify areas of risk, inefficiency, or waste that could be detrimental to the organization's operational health.

2. Create a KanBo Workspace for Each Major Operational Area:

- Purpose: To segment processes into logical groups for better management and oversight.

- Why: This enables focused attention on specific areas, allowing for more detailed risk analysis and targeted process improvement.

3. Set Up Folders within Each Workspace to Reflect Core Processes:

- Purpose: Folders allow for categorization of processes, helping to structure the continuous flow of operations.

- Why: Proper categorization ensures that similar or interrelated processes are grouped, facilitating easier monitoring and management.

4. Develop Spaces for Sub-Processes:

- Purpose: To breakdown core processes into manageable sub-processes.

- Why: This granularity aids in pinpointing specific stages within a process that may be prone to risks or inefficiencies and need reevaluation or redesign.

5. Utilize KanBo Cards for Individual Process Activities:

- Purpose: Cards represent actionable items or tasks within each sub-process.

- Why: Tracking activities at the task level provides immediate visibility into operational flow, allowing for real-time risk assessment and rapid response to any issues encountered.

6. Define Card Statuses to Reflect Process Stages:

- Purpose: To visually mark the progress of each operational task within its lifecycle.

- Why: Clarity on task status allows for process time tracking, identification of bottlenecks, and understanding of the workflow's natural pace.

7. Implement Card Relations to Map Dependencies:

- Purpose: To create logical links between cards that are dependent on each other for completion.

- Why: Recognizing dependencies is crucial for risk assessment as it highlights critical paths within processes where delays or issues in one task can cascade.

8. Monitor the Card Activity Stream for Abnormalities:

- Purpose: To keep track of all changes and updates related to a process.

- Why: A comprehensive activity log helps in auditing processes, investigating anomalies, and ensuring that every operational step is accounted for and operates within acceptable risk parameters.

9. Leverage Card Blockers to Identify Risks:

- Purpose: To flag and categorize impediments that prevent task progress.

- Why: Early identification of blockers means quicker resolution, minimizing their impact on overall process efficiency and risk exposure.

10. Generate Reports with Card Statistics and Dashboard Views:

- Purpose: To analyze data for informed decision-making.

- Why: Reports and summarizing views such as Gantt charts and Forecast charts provide valuable insights into operational performance and are essential for continuous process optimization.

11. Make Use of the Gantt Chart View for Timeline Management:

- Purpose: To plan and manage time-sensitive tasks across various operational processes.

- Why: Effective time management of operational processes is fundamental in ensuring that the business meets its objectives without unnecessary delay or heightened risk.

12. Review and Adjust Processes Regularly:

- Purpose: To ensure processes remain effective and aligned with the organization’s evolving goals.

- Why: Continuous improvement is a central principle of process management; by regularly reviewing and adjusting, the business stays responsive to change and maintains a competitive edge.

By following these steps, an Operational Risk Manager can effectively utilize KanBo to manage and optimize business processes in a way that aligns with organizational objectives while maintaining a low risk profile.

Glossary and terms

Process Management: A strategic approach in business operations focused on the analysis, design, execution, monitoring, and continuous improvement of tasks and processes to enhance overall performance and align with organizational goals.

KanBo: A digital process management and productivity tool designed to help teams manage work, collaborate, and track the progress of tasks through a visual interface, integrating with Microsoft SharePoint, Teams, and Office 365.

Workspace: In KanBo, a workspace is a grouping of spaces related to a specific project, team, or topic, allowing for streamlined navigation and collaboration.

Space: Within KanBo, a space is an area where cards are organized to represent the workflow of a project or focus area, enabling users to manage and track tasks effectively.

Card: The building block in KanBo, a card represents an individual task or item to be tracked, containing information like notes, files, comments, and checklists.

Card Status: Indicates the current condition or stage of a task within KanBo, such as "To Do" or "Completed," reflecting its progression within the project workflow.

Card Activity Stream: A real-time log in KanBo that records all updates and actions taken on a card, providing transparency and historical tracking of changes.

Card Blocker: An issue flagged in KanBo that prevents a card (task) from moving forward in the process, indicating a need for resolution to resume progress.

Card Grouping: The organization of tasks in KanBo based on specific criteria like status, list, user, label, or due date, helping to manage tasks more efficiently.

Card Issue: A problem associated with a card in KanBo, marked with different colors based on the nature of the issue (e.g., time conflicts or blockages).

Card Relation: The dependency link between cards in KanBo, showing how tasks are related and the order of execution, such as parent-child or sequential relationships.

Card Statistics: Analytical insights provided in KanBo to help users understand the performance and lifecycle of a card, often with visual representations like charts.

Dates in Cards: In KanBo, these refer to the time elements such as due dates, start dates, reminders connected to a card, marking significant temporal milestones.

Completion Date: The date a task in KanBo has been marked as completed, which can be displayed on the card.

Default Parent Card: The primary card to which a subtask (child card) is related in KanBo; it is the main card from which the child card derives its context.

Forecast Chart view: A projection tool in KanBo that helps visualize the expected progress and completion timelines for a project based on historical data and current velocity.

Gantt Chart view: A space view in KanBo that displays tasks on a timeline, allowing users to see the duration and overlaps of different tasks and manage project planning effectively.

Grouping: The categorization of related cards within KanBo for better organization and task management. Groupings can be based on various criteria and serve as a framework for structuring projects.

List: A custom field type in KanBo that allows the classification of tasks into different categories, helping users organize and prioritize their work in a structured manner.