Advanced Use Cases

Operational Process Management

Standardize, monitor, and continuously improve recurring workflows — without adding complexity.

1. The Business Challenge

In large organizations, daily operational processes — procurement, HR, finance, compliance, quality control, etc. — form the backbone of performance.
Yet these processes are often fragmented across departments, spreadsheets, and emails.

Common issues include:

• Lack of visibility into process status and ownership.
• Work done in silos with inconsistent steps or missing approvals.
• Long cycle times caused by bottlenecks and manual handovers.
• No single source of truth for documentation or compliance evidence.
• Difficulty in improving processes because performance is invisible.

These challenges make it hard for organizations to maintain efficiency, compliance, and scalability — especially when regulations, teams, or products evolve quickly.

2. How KanBo Solves It

KanBo provides a visual, structured environment for managing and continuously improving operational processes.
It combines transparency, accountability, and flexibility — without forcing teams into rigid automation or complex workflows.

Process Element	KanBo Object	Example
Department / Function	Workspace	“Procurement Operations”, “HR & Talent Management”
Recurring Process	Space	“Supplier Qualification”, “Employee OnSpaceing”, “Budget Approvals”
Process Step / Task	Card	“Compliance Check”, “Manager Review”, “Document Verification”
Activity / Detail	To-Do List	“Review contract”, “Upload tax form”, “Send confirmation email”

Each process becomes a repeatable and measurable flow, where responsibilities, documents, and progress are visible to everyone involved.

3. KanBo’s Unique Value (USP)

KanBo’s approach to operational process management stands apart because it provides structure without rigidity — teams gain clarity while keeping the ability to adapt.

Core Differentiators

1. Visual Workflow Transparency
   Every process, step, and responsible person is visible at a glance — no hidden dependencies or missing approvals.
2. Role-Based Accountability
   Each Card defines clear roles (Responsible, Co-Worker, Observer) ensuring that no task is left unattended.
3. Reusable Process Templates
   Organizations can create Space and Card templates for recurring operations — ensuring standardization while accelerating execution.
4. Live Performance Data
   Forecast and Time Charts automatically track process duration, identifying bottlenecks and inefficiencies.
5. Data Sovereignty and Compliance
   Every process and document stays inside your infrastructure — whether deployed on your cloud or on-premises.
6. Continuous Improvement Loop
   Teams learn from data, refine templates, and standardize best practices — all within the same environment.

KanBo turns operational management into a live, auditable system of accountability and performance — not a static checklist.

4. Example: Procurement Process Standardization

Scenario: A manufacturing company improving its supplier qualification process.

Objective:
Reduce approval times, ensure compliance, and standardize onSpaceing steps across all regions.

Step 1 – Define the Structure

• Create a Workspace: Procurement Operations.
• Add a Space: Supplier Qualification.
• Define Statuses:
  Application Received → Compliance Review → Financial Check → Approved / Rejected.

Step 2 – Create a Standard Card Template

Each supplier is represented by a Card, containing:

• Supplier details (via Custom Fields).
• Attached documents (certificates, contracts).
• To-Do List for internal checks.
• Responsible roles (Procurement Officer, Legal Reviewer, Finance Controller).

Step 3 – Manage the Flow

• Each Card automatically moves through statuses as steps are completed.
• Blockers indicate missing documentation or delayed approvals.
• Relations link Cards to the Approved Suppliers Space for visibility.

Step 4 – Monitor and Improve

• Forecast Chart shows how long approvals take.
• Time Chart identifies which step causes most delays.
• Teams use this insight to refine templates and remove redundancies.

5. Metrics and Operational Insights

KanBo turns every process into measurable data — visible without additional reports.

Metric	Description	Source
Cycle Time	Average time from start to completion	Time Chart
Bottleneck Index	Number of Cards blocked in each status	Card Blockers
Process Throughput	Completed Cards per week/month	Card History
Compliance Rate	% of Cards with all required documents attached	Card Metadata
Workload Balance	Number of tasks per responsible person	Workload View

These insights allow teams to measure performance, spot inefficiencies, and iterate improvements continuously.

6. Organizational Benefits

Operational Challenge	KanBo Solution
No visibility into process flow	Transparent Space and Card views
Inconsistent execution	Standardized templates and statuses
Manual tracking of approvals	Live activity streams and blockers
Lack of performance metrics	Automated process analytics
Compliance risks	Document traceability and audit logs

KanBo creates a single operational truth where every process is measurable, accountable, and continuously improved.

7. Practical Setup Guide

Step-by-Step Implementation

1. Identify the Process
   Choose a recurring process (e.g., Purchase Request, HR OnSpaceing, Budget Approval).
2. Create a Dedicated Workspace
   Example: Finance Operations or Human Resources.
3. Add a Space for the Process
   Example: Expense Reimbursements or Recruitment Workflow.
4. Define Statuses
   Model each step of the process clearly (e.g., Request Submitted → Manager Review → Finance Approval → Completed).
5. Create Card Templates
   Define:
   • Required fields (Requester, Amount, Date)
   • To-Do checklist for each role
   • Linked documents (policy, forms)
6. Assign Roles and Permissions
   Use the Responsible, Co-Worker, and Observer roles for clear ownership.
7. Track and Improve
   • Monitor Forecast and Time Charts.
   • Identify bottlenecks and update templates regularly.

8. Why Business Teams Choose KanBo

1. Clarity for Everyone: Every stakeholder knows the process stage and who’s responsible.
2. Faster Cycle Times: Bottlenecks become visible, enabling quick action.
3. Error Reduction: Standardization prevents skipped steps or approvals.
4. Scalability: The same structure works across departments and subsidiaries.
5. Compliance: All activity is logged and auditable, supporting regulatory frameworks.
6. Ownership: Teams design their own processes — IT doesn’t have to build custom systems.

KanBo combines business autonomy with enterprise governance — enabling efficiency at scale.

9. Example Workspace Snapshot (Conceptual)

Level	Example	Responsible
Workspace	Procurement Operations	Head of Procurement
Space	Supplier Qualification	Regional Procurement Manager
Card	Supplier #254 – ACME Components	Procurement Officer
To-Do Items	Request ISO certification, Review payment terms, Legal approval	Assigned Staff

10. Summary

KanBo transforms operational processes from isolated checklists into living, measurable workflows that evolve with the organization.
Every process becomes:

• Transparent
• Accountable
• Standardized
• Continuously improving

KanBo empowers teams to work efficiently — not by enforcing control, but by enabling clarity.