Advanced Use Cases

Strategic Planning and Execution

Align strategy with daily operations through one visual, data-driven workspace.

1. The Business Challenge

Most organizations face a simple but costly disconnect: strategic intent rarely meets daily execution.

• Strategic goals are often defined in presentations or spreadsheets that are disconnected from where actual work happens.
• Executives can’t see real progress — only periodic reports.
• Teams focus on tasks but lack visibility into how their work contributes to company goals.
• Changes in priorities require manual coordination across multiple tools and departments.

As a result, strategy execution becomes reactive, opaque, and prone to misalignment — especially in large enterprises with multiple business units or subsidiaries.

2. How KanBo Solves It

KanBo bridges the gap between strategy and execution by creating a shared environment where goals, projects, and activities live together.
It does this by structuring work into Workspaces, Spaces, and Cards, each representing a level of the strategic hierarchy.

Organizational Layer	KanBo Element	Example
Strategic Objectives	Workspace	“Corporate Strategy 2026”
Initiatives & Programs	Spaces	“Digital Transformation”, “Market Expansion”, “ESG Alignment”
Operational Tasks	Cards	“Launch e-commerce pilot in DACH region”, “Implement carbon footprint tracking”

This structure ensures that every action, from executive decision to frontline task, is visible, measurable, and aligned.

3. KanBo’s Unique Value (USP)

KanBo is not a planning tool — it’s a strategy execution environment.
Unlike traditional project or portfolio software, KanBo focuses on context continuity: every strategic item is connected to the real, live work data below it.

Key Differentiators

1. Data Sovereignty: All data stays in your own infrastructure — cloud or on-premises. No external hosting, ever.
2. Traceable Execution Chain: Each strategic initiative is linked to measurable tasks and deliverables through card relations.
3. Built-in Accountability: Roles (Responsible, Co-Worker, Observer) ensure clear ownership from Spaceroom to task level.
4. Dynamic Adjustability: Strategies can adapt mid-cycle — KanBo instantly reflects changes in plans, dependencies, and priorities.
5. Native Microsoft Integration: Seamless use with Teams, SharePoint, Outlook, and Copilot — without leaving your secure ecosystem.

In essence, KanBo gives organizations a live operational layer for strategy — not a static plan, but a continuously synchronized execution map.

4. Example: From Corporate Strategy to Execution

Scenario: Global Energy Company

Objective: Execute a five-year sustainability transformation program (2025–2030).

Step 1: Define the Strategic Structure

• Create a Workspace called Strategic Transformation 2030.
• Within it, define Spaces for each major stream:
  • Renewable Energy Expansion
  • Operational Efficiency
  • Regulatory & ESG Compliance

Each Space contains the key initiatives and performance milestones.

Step 2: Connect Strategy with Projects

In Renewable Energy Expansion, the team creates Cards like:

• “Solar plant pilot – Northern Region”
• “Evaluate hydrogen supply partnerships”
• “Feasibility study: Offshore wind capacity 2027”

Each Card is linked as a child to the strategic initiative, automatically rolling up progress to the executive view.

Step 3: Visualize and Monitor

• Use the Gantt View to see dependencies and milestones.
• Apply the Forecast Chart to predict completion based on real work pace.
• Track blocked Cards or delayed deliverables to proactively resolve issues.

Step 4: Govern and Adjust

Executives meet weekly using KanBo dashSpaces — no separate reporting is needed.
They can reprioritize initiatives, adjust allocations, or create scenario simulations (e.g., “Delay in regulatory approval”) — all without leaving the workspace.

5. Metrics and Reporting

KanBo provides automatic, live metrics derived from daily activity — ensuring accuracy without extra reporting work.

Metric	Description	Source
Progress by Initiative	% of completed Cards per strategic Space	Card Status
Cycle Time	Average execution time of tasks per team	Card Activity
Forecast Accuracy	Predictive delivery vs actual completion	Forecast Chart
Strategic Alignment Index	% of Cards linked to a strategic initiative	Card Relations
Execution Consistency	Variance between planned vs real workload	Workload View

These insights allow leadership to make data-driven strategic decisions — backed by live operational evidence.

6. Organizational Benefits

Challenge	KanBo Benefit
Strategies disconnected from execution	Real-time linkage between goals and actions
Lack of visibility across programs	Aggregated, cross-department dashSpaces
Excessive reporting overhead	Automatic progress insights
Difficulty adapting to change	Dynamic updates and scenario planning
Ambiguous accountability	Role-based structure ensuring ownership

With KanBo, strategy execution becomes a living system rather than a static management cycle.

7. Practical Setup Guide

How to prepare KanBo for strategic planning:

1. Create a Strategic Workspace
   Example: Corporate Strategy 2026.
   Define owners (e.g., CEO, Strategy Office).
2. Define Spaces for Initiatives
   Example: Digital Transformation, Customer Experience, Operational Excellence.
   Each Space has its own Owner and timeline.
3. Create Standard Statuses
   Example: Not Started → In Progress → At Risk → Completed.
   These statuses are used across all initiatives for consistency.
4. Use Card Templates
   Predefine structure for initiative Cards with:
   • Purpose
   • Success Criteria
   • KPIs
   • Dependencies
   • Linked documents (from SharePoint)
5. Establish Relations and Dependencies
   Use Card Relations (Parent–Child, Next–Previous) to map initiative hierarchies and workflows.
6. Set Views for Oversight
   • Gantt View: Strategic milestones
   • Forecast View: Expected completion rates
   • Workload View: Team capacity and distribution
7. Hold Governance Meetings Directly in KanBo
   Use Filters and DashSpaces for Executive Reviews instead of separate slide decks.

8. Why Business Leaders Choose KanBo for Strategy Execution

1. Transparency: Everyone sees how their work contributes to company goals.
2. Agility: Strategic pivots become operational instantly.
3. Security: Every deployment stays within your infrastructure — no external hosting.
4. Integration: KanBo extends your Microsoft ecosystem without duplication.
5. Simplicity: Non-technical users can navigate and execute without complex setup.

KanBo gives organizations the ability to steer strategy in real time, ensuring that leadership decisions flow seamlessly into everyday action.

9. Example Workspace Snapshot (Conceptual)

Level	Example	Responsible Role
Workspace	Strategic Transformation 2030	Chief Strategy Officer
Space	Renewable Energy Expansion	Program Director
Card	Feasibility Study – Offshore Wind 2027	Project Manager
Sub-Card	Vendor assessment & RFP	Procurement Lead

Every element is connected, visible, and traceable — forming a single source of truth from strategy to delivery.

10. Summary

KanBo transforms strategic planning from a periodic exercise into a continuous, evidence-based process.
It empowers leaders to act with clarity, teams to work with purpose, and organizations to learn and adapt with every decision.

With KanBo, your strategy is never a document — it’s a living, evolving workspace.