Robust collection of contextual corporate knowledge
Public Boards are an invaluable feature for organizations to gather and share corporate knowledge in an efficient and coordinated way. The Board structure is ideal to organize knowledge in lists and cards. Public Boards including its documents can be accessed read-only by any employee within the organization and employees can add them to their 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. The common use cases for Public Boards are essentially 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 capture the output. Employees can ask questions about different topics using labels, while subject matters and moderators answer the questions, all of which will be captured and stored as corporate knowledge. Interested employees can follow single topics as cards or whole topic clusters organized as lists, which will notify them about new information about topics that an individual employee is interested in. The result is a more robust collection of contextual knowledge and data that improves the searchability and findability of valuable content.
Archiving of Cards and Boards
Effective and 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. These states can be easily configured for each board individually and in addition in KanBo the deletion of information can be disabled using general settings and employees must use archiving to declutter their Boards from accomplished work. Those cards will still be searchable if you need to look something up again either by the general search or within the board archive.
If it comes to Boards, there are automations in place that help you to plan and execute your retention strategy for Boards based on intelligent rules like if there was no visit to a certain Board for a defined period of time then the Board will automatically be archived. There are also other parameters or triggers available to cover your individual, automated information lifecycle for your boards. Archived Boards (closed) can be reopened by the owners of the board or by the administrator at any time, they can be found in the closed Boards section.
Auto-find Boards and Board Collections
Creating synergies and preventing duplication
A lot of effort and energy is wasted in organizations because people are not aware that certain problems have already been solved by someone else within the organization or employees are working at the same time on solving of the same challenges without knowing about it. Especially larger organizations suffer from this lack of transparency. KanBo tackles that problem in an effective way, when you create a new Board, for instance to manage a project, KanBo shows you immediately Boards that cover with similar topics based on the name of the the Board you are about to create even if the names of the existing Boards differ. That is possible because KanBo examines the cards including their content and calculates similarity probability using complex matching algorithms. In that way employees can rather join forces with existing teams and profit from the synergy instead of wasting resources on creation of duplicates and reinventing the wheel. The same mechanisms can also suggest connecting with colleagues that are working on similar tasks to ensure that synergy does not happen by accident but continuously even over physical or hierarchical boundaries.
Get started with KanBo today for streamlined work that will drive your business forward