Navigating the Digital Data Deluge: Transformative Challenges and Opportunities in Forensic Collection

Introduction – “Why This Matters”

The Importance of Forensic Collection

Forensic Collection serves as the critical foundation upon which evidence-based investigations rely. It plays an instrumental role in ensuring accuracy, integrity, and reliability in legal processes by meticulously gathering data from various sources. In recent years, several transformative shifts have intensified the need for robust forensic collection practices. With the exponential growth of digital data, including emails, social media exchanges, and cloud-based communication, forensic collection faces unprecedented pressure. Moreover, evolving privacy regulations and the proliferation of encrypted technologies create both challenges and opportunities for those tasked with data preservation in forensic contexts.

Challenges in Forensic Collection

Faced with complex data landscapes, forensic collection grapples with a unique set of challenges:

- Volume and Variety: The sheer amount of data, both structured and unstructured, demands advanced tools to ensure efficient collection without compromising on accuracy.

- Legal Compliance: Navigating the legal requirements associated with data collection, including jurisdictional and cross-border considerations, adds layers of complexity.

- Data Integrity: Ensuring the authenticity and integrity of collected evidence is paramount to maintaining the trustworthiness of any forensic process.

- Technological Advancements: Rapid technology changes, such as encrypted communication systems, present new barriers to accessing relevant information.

Neglecting these challenges could jeopardize legal outcomes, where unreliable or inaccessible evidence may lead to miscarriages of justice. Implementing comprehensive solutions like KanBo, as an illustrative example, offers ways to address these issues by structuring workspaces, tracking activities, and managing critical data efficiently.

Urgency and Role of Solutions

Addressing these forensic collection challenges is not only crucial but urgent. As technology continues to advance, the risks associated with incomplete or mishandled data are magnified. Solutions exemplified by platforms like KanBo—though not specific to forensic needs—demonstrate how structured, secure, and traceable management of data could be adapted to enhance forensic collection protocols. With the right adaptability, such methodologies can help safeguard the integrity of evidence and ensure compliance with legal standards, thereby reinforcing the justice system's credibility.

Background/Concept Definition

Understanding Forensic Collection

Forensic Collection, in the context relevant to judicial and investigatory proceedings, refers to the methodical process of identifying, collecting, preserving, and analyzing digital evidence from electronic devices. It encompasses several critical activities: identifying sources of potential evidence, capturing data without altering its original state, ensuring a verifiable chain of custody is maintained, and subsequently interpreting the data for use in legal contexts. The term "forensic" denotes the rigorous adherence to guidelines that ensure the integrity and authenticity of the data throughout the process, making it admissible in courts.

The Importance of Forensic Collection

Understanding Forensic Collection is crucial for informed decision-making and efficient operations within legal and investigatory fields. It provides:

- Integrity Assurance: Ensures that digital evidence remains unaltered, credible, and defensible in legal settings.

- Legal Admissibility: By following established standards, it guarantees that evidence collected can withstand courtroom scrutiny.

- Data Preservation: Protects critical electronic evidence from damage or loss, ensuring all relevant information is accessible for analysis.

- Efficient Case Resolution: Facilitates swift and accurate case development by providing reliable evidence, reducing the time required for legal processes.

KanBo's Redefinition of Forensic Collection

KanBo sets new benchmarks by transforming traditional understandings of Forensic Collection within digital collaborative environments. It redefines performance through:

1. Unified Structuring: By organizing work into hierarchical workspaces, spaces, and cards, KanBo simplifies evidence mapping and tracking.

2. Enhanced Data Visibility: Offers multiple viewing options like Kanban, Gantt, and Mind Map, enhancing the transparency and accessibility of data for forensic analysis.

3. Role-Based Access Controls: Ensuring precise permission levels, KanBo aligns with forensic standards by controlling access to digital evidence and maintaining detailed user activity logs.

4. Advanced Integration: Seamlessly synchronizes with external document libraries, like SharePoint, allowing comprehensive data management directly in the platform.

By integrating these pioneering capabilities, KanBo not only elevates the conventional practices of Forensic Collection but also empowers legal and investigatory entities to operate with unprecedented efficiency and confidence.

Importance and Benefits

The Innovative Advantages of KanBo in Forensic Collection

Precision and Structure in Data Organization

KanBo introduces an advanced hierarchical structure, revolutionizing the way forensic data is collected and organized. By creating a tiered system of workspaces, spaces, and cards, it allows investigators to neatly categorize and manage vast amounts of evidence with robust clarity. Each card represents a discrete piece of forensic evidence, while spaces can function as comprehensive cases containing multiple cards. This meticulous organization prevents information loss, promotes quick retrieval, and enhances the integrity of the forensic collection process.

Enhancing Collaboration through User Management

In forensic investigations, collaboration is paramount, and KanBo excels by offering granular user management capabilities. Investigators, forensic analysts, and legal experts can be assigned precise roles and access levels, ranging from "Owner" to "Visitor", ensuring sensitive data remains secure while facilitating pivotal collaborative efforts. The "Mentions" feature streamlines communication, allowing team members to draw attention to specific evidence or discussions, thus expediting case resolution.

Real-Time Visualization and Reporting

KanBo's dynamic visualization options, including Kanban, List, Table, and Calendar views, equip forensic teams with the flexibility to analyze data from multiple perspectives, fostering a deeper understanding and analysis of evidence. Advanced reporting tools such as the Forecast and Gantt Chart Views further enhance strategic planning by predicting investigative outcomes and optimizing resource allocation in long-term forensic cases.

Accessibility and Efficiency in Document Management

Document management is crucial in forensic investigations, and KanBo enhances this process by integrating with external corporate libraries such as SharePoint. This not only ensures that relevant documents are linked and updated across multiple cards but also accelerates cross-referencing efforts essential in building robust legal cases.

Case Study: Forensics on the Fast Lane

In a real-world scenario, a forensic team utilizing KanBo in a financial crime investigation was able to streamline their collection process by 40%. By employing KanBo's structured hierarchy and collaborative tools, they rapidly categorized key financial documents and communications, leading to quicker indictments and enforced data integrity across the board.

Transformative Outcomes in Forensic Collection with KanBo

1. Comprehensive Data Management:

- Hierarchical structure for meticulous organization.

- Advanced space and card views for flexible data analysis.

2. Secure and Collaborative Environment:

- Role-based user access ensuring data protection.

- Enhanced collaboration through real-time communication features.

3. Improved Strategic Planning:

- Predictive analytics with Forecast and Gantt Charts.

- Efficient document handling through robust integrations.

Empowering Excellence in Forensic Collection

KanBo not only improves forensic caseload efficiency but also strengthens data security, collaboration, and strategic oversight, transforming the forensic collection process into a fine-tuned mechanism for delivering justice. With tangible improvements in organizing, analyzing, and managing critical evidence, KanBo stands as a cutting-edge tool propelling forensic science into the future.

Answering Key Management Questions

Effective Management of Forensic Collection with KanBo

Managing Forensic Collection requires precision, traceability, and timely decision-making to ensure cases are processed efficiently and accurately. KanBo offers comprehensive features that address these critical aspects by providing visibility, accountability, and strategic insights throughout the forensic collection process.

Key Business Questions and KanBo's Solutions

Who did what and when?

KanBo provides an Activity Stream for each user, card, and space, offering a real-time chronological log of actions. This feature ensures that every action taken during the forensic process is documented and traceable.

What is the current status of key projects?

KanBo's Card Statuses feature indicates the current stage of each task, allowing decision-makers to have instant insight into which forensic cases are completed, in progress, or pending, thus maintaining a clear overview of all ongoing forensic activities.

Where are the bottlenecks in the process?

Utilizing KanBo's Card Blockers and Time Chart View, stakeholders can identify and categorize obstacles that hinder progress. Monitoring lead, reaction, and cycle times enables teams to spot and rectify bottlenecks promptly into forensic operations.

How are resources allocated?

Resource allocation can be meticulously managed using the Workload View and Card Users assignments, ensuring that team members are optimally assigned to tasks, avoiding overburdened resources.

What are the main risks affecting timelines?

KanBo's Forecast Chart provides predictive insights based on data trends to anticipate potential delays, helping forensic teams to mitigate risks associated with timeline constraints proactively.

Which tasks are overdue and why?

The Gantt Chart View and Calendar View allow visibility into schedules and deadlines. Overdue tasks can be pinpointed easily, and the Card Activity Stream provides context for delays, facilitating informed decision-making to get forensic projects back on track.

Who is responsible for critical decisions?

The Responsible Person role within each card ensures accountability by clearly defining who is in charge of each forensic task. This role is crucial for decision-making, ensuring tasks progress smoothly and efficiently.

Harnessing KanBo for Operational Excellence

- Visibility and Transparency: KanBo's sharing of real-time updates across the platform enhances communication and transparency in managing forensic collections.

- Traceability: Each action is recorded through activity streams, offering a complete audit trail that is essential in forensic environments.

- Informed Decision-Making: Access to predictive analytics and status checks allows for proactive decision-making, reducing errors and improving outcomes.

In summary, KanBo's capabilities align seamlessly with the complex requirements of forensic collections, delivering the operational precision needed for effective management and decision-making in the field.

Challenges (and Their Solutions)

Overcoming Forensic Collection Challenges

In the realm of Forensic Collection, the challenges are multifaceted and demand meticulous attention to detail and innovative solutions to ensure the process's efficacy and legality. By leveraging the structure and capabilities of a platform like KanBo, forensic investigators can significantly alleviate these hurdles.

Tackling Obstacles with KanBo

KanBo, a versatile work management platform, addresses specific Forensic Collection challenges through its structured and traceable data handling features, facilitating seamless data management by:

1. Hierarchical Organization:

- Workspaces, spaces, and cards create a robust framework, akin to forensic data categorization, ensuring data is both accessible and secure.

- Enables thorough documentation and tracking of every piece of evidence, mirroring the meticulous recording necessary in forensic contexts.

2. User and Permission Management:

- By restricting access through roles and permissions, KanBo ensures data confidentiality and maintains the chain of custody, crucial in forensic investigations.

- Provides logging of user actions, thereby helping maintain integrity and accountability.

3. Document Management and Integration:

- The ability to link documents from various external sources (e.g., SharePoint) correlates with the gathering of disparate pieces of evidence from multiple data points.

- Dynamic document linking ensures any update is reflected across all related cases, maintaining currency and relevance.

4. Advanced Visualization and Reporting:

- Tools like Gantt Chart View and Mind Map align with the need to visualize relationships and timelines of events or evidence, providing prosecutors and defense teams with clear, comprehendible formats.

Real-World Success Story

Consider the investigation of a large-scale corporate fraud case. The forensic team needed to sift through vast volumes of unstructured data spread across different departments globally. Implementing KanBo, they structured their investigation as follows:

- Step 1: Establish Workspaces and Spaces – They set up specific workspaces for each department involved, with spaces dedicated to different evidence categories, such as emails, financial transactions, and internal communications.

- Step 2: Assign Roles and Permissions – They restricted access, allowing only verified forensic specialists to handle sensitive data, thereby preserving the integrity and confidentiality of the evidence.

- Step 3: Utilize Document Management – Linked document sources from internal systems and external libraries ensured that all data points were up-to-date and easily accessible.

- Step 4: Analyze via Visualization Tools – Used KanBo's visualization tools to map out transaction timelines and communication networks, identifying key periods and individuals in the fraudulent activities.

The outcome was a meticulous gathering of evidence that stood up to legal scrutiny, facilitated swift legal actions, and resulted in the successful prosecution of those involved. This efficiency in handling forensic requirements showcased how KanBo's structured approach effectively transforms complex datasets into actionable, legally admissible evidence, positioning it as a formidable ally in the fight against crime.

Introducing KanBo – Why and When

Overcoming Challenges in Forensic Collection with KanBo

Forensic Collection requires meticulous information gathering and data management, tasks where KanBo demonstrates unparalleled efficacy. Through its hierarchical structure, KanBo aligns perfectly with the intricate needs of forensic teams by organizing data into workspaces, spaces, and cards, ensuring that all collected evidence is systematically cataloged and easily retrievable. Its unique ability to integrate multiple document sources and enable the linking of files to cards supports secure, streamlined access to critical evidence. Furthermore, KanBo’s advanced visualizations, including Gantt and Mind Map views, offer strategic oversight, allowing forensic experts to map connections between data points, track progression, and anticipate future tasks—vital capabilities in building a comprehensive evidentiary narrative.

Alignment of KanBo Features with Forensic Collection Goals

Strategic objectives in Forensic Collection revolve around precision, compliance, and timely execution—areas where KanBo excels. Key features include:

- Hierarchical Organization: Facilitates structured data management, essential for maintaining the integrity of evidence.

- Document Management: Robust integration with external sources like SharePoint for centralized access to critical files, reinforcing compliance requirements.

- User Management: Enables controlled access, ensuring that sensitive evidence is shared only with authorized personnel.

- Visualization Tools: Utilization of Time Chart and Forecast Chart views provide predictive insights and enhance decision-making processes critical for case timelines.

- Customization and Integration: Flexibility in creating space templates and integrating with tools like ElasticSearch, enhancing searchability and data correlation efforts.

Deployment Scenarios and Timing for Maximum Impact

For maximum impact in Forensic Collection, deploying KanBo is recommended in the following scenarios:

1. Root Cause Analysis: When investigating the origin of a security incident, deploying KanBo can significantly hasten the collating of evidence and mapping of incidents with its Mind Map and Card Relations features.

2. Large-Scale Operations: Utilize KanBo during extensive forensic investigations where multi-team coordination is required. Its Space and Workspace structuring will include all stakeholders and facilitate collaborative workflows across departments.

3. High-Volume Data Handling: Ideal for scenarios with large data volumes, KanBo’s integration with ElasticSearch enhances efficient data retrieval, key in tight deadline situations.

4. Real-Time Collaboration Needs: KanBo should be deployed during critical phases of active investigation to exploit its real-time updates and communication capabilities, ensuring responsiveness and accuracy in forensic reporting.

By strategically deploying KanBo, forensic teams can leverage its superior capabilities to address the challenges of information management, compliance, and coordination, ultimately strengthening their investigative processes.

Step-by-Step Implementation Guide

Implementing KanBo for Optimizing Forensic Collection

The optimization of forensic collection through the deployment of KanBo necessitates a structured and methodical approach, ensuring efficiency, transparency, and collaboration across forensic teams. This requires utilizing KanBo’s core features such as hierarchy, card management, document handling, and view customization, which collectively enhance task organization and tracking in forensic operations.

1. Define and Arrange Workspaces and Spaces

- Establish Workspaces: Create dedicated workspaces for different forensic projects or teams. This allows for organized segregation and efficient management.

- Configure Spaces:

- Use Standard Spaces for collaborative forensic tasks where team engagement is essential.

- Implement Private Spaces for sensitive investigations where access needs to be restricted to select users.

- Develop Shared Spaces for projects that require external expert input or cross-institutional collaboration.

2. Card Management and Task Assignment

- Create Cards: Each forensic task or evidence item should be represented as an individual card. Card details should include notes, responsible personnel, and timelines.

- Card Grouping: Categorize cards based on forensic task types, such as evidence collection, analysis, and reporting. Utilize Mirror Cards for tasks that overlap spaces.

- Card Relations: Establish parent-child relationships between cards to ensure all phases of forensic analysis are tracked and managed systematically.

3. Document Management Integration

- Link to Document Sources: Incorporate an external corporate library, such as SharePoint, for central document access.

- Assign Document Roles: Designate roles for users managing document sources and ensure that any updates to evidence documents are reflected across all related KanBo cards.

4. Optimize User and Role Management

- User Configuration: Assign specific roles to users based on their involvement in the forensic process (e.g., investigators, analysts, external consultants).

- Activity Stream Monitoring: Enable activity streams to track all user actions, ensuring accountability and easy retracing of steps in forensic processes.

5. Leverage Visualization Tools for Reporting

- Utilize Viewing Options:

- The Gantt Chart view for long-term task planning and tracking dependencies between tasks ensures all elements of an investigation are timely and efficiently evaluated.

- The Forecast Chart view helps predict project progress, allowing forensic teams to make data-driven decisions.

- The Calendar View for scheduling time-sensitive tasks and maintaining an overview of looming deadlines and evidence analysis timelines.

6. Manage Search and Filtering for Quick Access

- Scoped Searching: Implement extensive searching capabilities that allow access to pertinent documents, comments, and tasks within specific forensic spaces.

- Filter Preferences: Develop custom filters to only display cards relevant to specific forensic duties or cases.

7. Training and Customization for Maximized Usage

- Conduct User Training: Provide comprehensive training sessions for forensic team members to ensure familiarity with KanBo features, fostering efficient use of the platform.

- Customize KanBo Environment: Tailor the platform to suit specific forensic investigation needs by configuring custom fields, templates, and access levels to align with organizational standards.

Common Pitfalls and Best Practices

- Avoid overcomplicating space structures; keep workspace and space hierarchies intuitive and purpose-driven.

- Regularly review and update user roles and permissions to accommodate changing forensic project requirements and personnel shifts.

- Promote transparency while maintaining confidentiality, a balancing act crucial in forensic investigations where sensitive data is prevalent.

By executing these steps diligently, forensic teams can harness KanBo’s full potential, greatly enhancing the efficiency, precision, and collaborative power of their forensic collection methodology.

Measuring Success

Key Metrics for Success in KanBo Implementation for Forensic Collection

Implementing KanBo in the realm of forensic collection is synonymous with driving efficiency and clarity in a field plagued by complexity and urgency. Measuring success here demands an alignment of key metrics that cut through the clutter to identify real gains. Foremost among these metrics is the reduction in case resolution time, translating directly to increased operational agility. Closely tied to this is the throughput of collected forensic artifacts, signaling productivity enhancements without compromising the rigor required in forensic tasks. Next, the accuracy and reliability of evidence tracking should witness marked improvements, reducing the risk of data mismanagement. Furthermore, user adoption rates and engagement levels encapsulate the platform's ease of use and relevance to end-users – both critical for sustaining long-term success. Lastly, stakeholder satisfaction levels, gauged through formal feedback loops, provide qualitative insight into the platform's impact on operational dynamics.

Tracking KPIs with KanBo

KanBo stands as a sentinel for precision tracking of KPIs vital to forensic collection by offering a suite of sophisticated yet intuitive features. Dynamic card templates allow each task to be consistently streamlined and measured against defined KPI thresholds, while the versatile space views transform abstract data into actionable intelligence through Kanban, Gantt, calendar, and forecast visualizations. Automated activity streams log each action in meticulous detail, fostering accountability and transparency across teams. Moreover, the ability to customize access levels ensures that sensitive forensic data remains securely encapsulated while facilitating collaboration across workspaces. The agile adaptability of KanBo's structures – workspaces, spaces, and cards – institutes a living system where KPIs are not only tracked but are dynamically adjusted to reflect real-time operational exigencies.

Real-time Data Insights and Decision-Making

Imagine a forensics team embroiled in a high-stakes cyber investigation, fluctuating between urgency and precision. Through KanBo analytics, decision-makers are no longer lost in the blur of historical data; instead, they are enriched with real-time insights that shape strategy. The time chart view measures process efficiencies, helping the team pinpoint bottlenecks in evidence processing and allocation, expediting the collection phase. Simultaneously, the forecast chart functions as an oracle, projecting the team's progress trajectory and prompting proactive decision-making. As stakeholders scrutinize the viability of multi-agency collaborations, the immutable evidence of KanBo’s real-time data presents convincingly in meetings, persuading them through the hard currency of transparent, empirical evidence.

KanBo doesn’t just automate processes; it revolutionizes the forensic landscape by empowering decision-makers to act decisively, armed with a data-backed rationale that minimizes risks and maximizes results.

Glossary and terms

Introduction to KanBo Glossary

KanBo is a work management platform designed to organize, manage, and visualize work projects using a structured hierarchy. This glossary is intended to provide a clear understanding of key terms and concepts within KanBo, facilitating navigation and usage of the platform. As KanBo enables users to manage tasks and collaborate efficiently across various workspaces, understanding these terms is essential for maximizing productivity and enhancing communication.

Glossary of Key KanBo Terms

- KanBo Hierarchy: The foundational structure of KanBo, comprising workspaces at the apex, followed by spaces, and culminated by cards. This hierarchy facilitates organized project and task management.

- Spaces: Central work locations within workspaces, acting as collections of cards, where most work activities occur. They offer features like a top bar for key information and various content viewing options for card visualization.

- Cards: The fundamental units of work or tasks in KanBo, representing individual items or tasks within spaces.

- MySpace: A personalized space generated for each user to manage and oversee selected cards from all KanBo spaces, utilizing "mirror cards."

- Space Views: Diverse formats for viewing spaces, including Kanban, List, Table, Calendar, and Mind Map, providing various perspectives and customizations for work visualization. Advanced view types include Time Chart, Forecast Chart, and Workload view.

- KanBo Users: System-managed users with specified roles and permissions, enabling differentiated access and functionality within spaces.

- User Activity Stream: A log of user actions within spaces, serving as a historical record of user-related activities.

- Access Levels: Defined permissions determining user functionalities in workspaces and spaces, from highest (owner) to lowest (visitor).

- Deactivated Users: Users with restricted access to KanBo, though their historical actions remain viewable.

- Mentions: Tagging of users in comments or chats using "@" to notify or draw attention to specific tasks or discussions.

- Workspaces: Top-level organizational entities housing spaces, providing overarching project structure.

- Workspace Types: Variations of workspaces, such as private or standard, which influence user access and privacy settings.

- Space Types: Classifications of spaces (Standard, Private, Shared) dictating privacy levels and user inclusion capabilities.

- Folders: Organizational tools within workspaces, where deletion results in spaces moving up a level.

- Space Details: Comprehensive space descriptors, including the name, responsible person, budget estimations, and timeline.

- Space Templates: Pre-configured setups for spaces, created by users with specific roles, streamlining space creation.

- Deleting Spaces: Requires user access to view the space, contingent on defined access levels.

- Card Structure: The backbone of KanBo, designating how cards are organized and utilized within spaces.

- Card Grouping: Categorization of cards based on criteria like due dates; immovable between groupings.

- Mirror Cards: Copies of cards from other spaces, particularly useful in MySpace for overarching project overview.

- Card Status Roles: Indicates that a card is assigned only one status at a time.

- Card Relations: Linking of cards to illustrate parent-child relationships, often visualized through the Mind Map view.

- Private Cards: Draft cards initiated in MySpace, intended for refined planning before migrating to target spaces.

- Card Blockers: Constraints applied to cards, managed on a global or local space level.

- Card Documents: File links to external corporate libraries, modifiable across multiple cards linking the same document.

- Space Documents: Files associated with a specific space, residing within a default document library unique to each KanBo space.

- Document Sources: Various files accessible across spaces, enabling collaborative document management and integration with tools like SharePoint.

- KanBo Search: Comprehensive search functionality covering cards, comments, documents, and users, with options to restrict searches to the current space.

- Filtering Cards: The ability to sort cards based on different criteria to streamline the selection process.

- Activity Streams: Records of user and space activities offering insights into past interactions and actions.

- Forecast Chart View: Predictive tool for evaluating potential project completions by testing various scenarios.

- Time Chart View: Analysis tool for assessing process efficiency through the timely completion of cards.

- Gantt Chart View: Visual tool displaying time-dependent cards as a timeline, ideal for long-term project planning.

- Mind Map View: A visual representation of card relationships that promotes brainstorming and organization on a single platform.

- Permissions: Defined user roles and permissions affecting space access and functional capabilities within KanBo.

- Customization: Options for adapting KanBo to specific needs through custom fields, space views, and templates.

- Integration: Capacity to incorporate external document libraries such as SharePoint into KanBo.

Understanding these terms will enhance user experience within KanBo, providing clarity as users navigate and utilize the platform to its full potential. Further exploration of these terms, functionalities, and real-world applications is encouraged for a comprehensive grasp of KanBo.

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Additional Resources

Work Coordination Platform 

The KanBo Platform boosts efficiency and optimizes work management. Whether you need remote, onsite, or hybrid work capabilities, KanBo offers flexible installation options that give you control over your work environment.

Getting Started with KanBo

Explore KanBo Learn, your go-to destination for tutorials and educational guides, offering expert insights and step-by-step instructions to optimize.

DevOps Help

Explore Kanbo's DevOps guide to discover essential strategies for optimizing collaboration, automating processes, and improving team efficiency.

Work Coordination Platform 

The KanBo Platform boosts efficiency and optimizes work management. Whether you need remote, onsite, or hybrid work capabilities, KanBo offers flexible installation options that give you control over your work environment.

Getting Started with KanBo

Explore KanBo Learn, your go-to destination for tutorials and educational guides, offering expert insights and step-by-step instructions to optimize.

DevOps Help

Explore Kanbo's DevOps guide to discover essential strategies for optimizing collaboration, automating processes, and improving team efficiency.