Experiment and find answers faster to what’s working and what’s not with these proactive KanBo features.
Your organization’s contextual knowledge base
Your department or team may be using private KanBo Boards to manage projects or processes, but what about the things you wish to share at an organization-wide level? KanBo presents Public Boards, an invaluable feature for organizations to gather and share corporate knowledge in an efficient and coordinated way.
Taking inspiration from the Board structure which is ideal to organize knowledge in Lists and Cards, KanBo’s Public Boards including its documents can be accessed read-only by any employee within the organization. Employees can also add Public Boards to their personal Board Collections where they organize their work context.
Enabling the “auto-join” feature on a Public Board can turn a Public Board into a community where employees can self-join and start actively participating. Public Boards host question and answer sessions in real-time, allowing top management, subject matters experts, or other community leaders to interact with employees in an organized way and structure the output. On public boards you can:
- Ask and Answer Questions Employees can ask questions about different topics using labels, while subject matters and moderators answer the questions. All these valuable interactions are captured and stored as corporate knowledge.
- Follow Relevant Topics Employees can follow single topics as cards or whole topic clusters organized as Board Lists to get notified of any new developments or changes in the topics, they’re interested in.
Utilizing Public Boards results in a more robust collection of contextual knowledge and information that make it easier to explore and find relevant content. Public Boards encourage organization-wide knowledge exchange that creates valuable synergy and builds a rich knowledge base that employees can learn from.
Archiving of Cards and Boards
Building an intelligent information lifecycle
Information, like any other asset owned by an organization, has a lifecycle and value that tends to change over time. The Information Lifecycle Model (ILM) defines a set of states for all information, from creation through disposal, as its value changes. In KanBo, each board can be assigned a state individually depending on its position in the information lifecycle.
Retain Valuable Information
Sometimes you may want to look up information that has run through its entire lifecycle. KanBo makes that a possibility with the concept of archiving cards and boards.
To turn on archiving, you can disable deletion of information using the General Settings in KanBo. This will allow employees to use archiving for decluttering their Boards from work that has run its course. The benefit of archiving is that the archived cards are still searchable if you need to look something up again either by the general search or within the board archive.
Found in the closed boards section, archived boards can easily be reopened by board owners or the administrators at any time.
Automating your Retention Strategies
At the Board level, there are automations in place that help you to plan and execute your retention strategy based on intelligent rules.
As an example, you can set rules like: If a board has not been visited for a pre-defined period of time then it will automatically be archived.
There are also other parameters or triggers available to cover the individual, automated information lifecycle for your boards.
Auto-find Boards and Board Collections
Creating synergies and preventing duplication
A lot of energy and resources are wasted in organizations because employees are often unaware of the challenges that are already solved or being solved by others. This creates redundancy in work as employees spend valuable time solving problems that may have already been solved. KanBo tackles this issue by auto-suggesting relevant boards from all over the organization.
Upon creation of a new board, KanBo instantly shows you Boards that cover similar topics based on the name of your Board, even if the names of the existing Boards differ. That is possible because KanBo continuously indexes cards including their content and calculates similarity probability using complex matching algorithms.
With KanBo, employees can easily join forces with existing teams and profit from smart organization-wide synergy instead of wasting resources on redundant work and reinventing the wheel. The same mechanisms built into KanBo can also suggest connecting with colleagues that are working on similar tasks to ensure that synergy does not happen by accident but rather continuously – helping you transcend physical or hierarchical boundaries for continuous innovation and success.