How do you communicate and share your visual management board with other stakeholders and customers?

Identifica a los interesados: ?Quiénes son las personas que se verán afectadas por tu proyecto o que tienen un interés en él? Esto puede incluir a miembros del equipo, gerentes, clientes, proveedores, entre otros. Comprende sus necesidades y expectativas: Cada grupo de interesados puede tener diferentes necesidades y expectativas. Por ejemplo, los miembros del equipo pueden estar más interesados en los detalles operativos, mientras que los clientes pueden estar más interesados en los resultados finales. Considera su nivel de conocimiento técnico: Algunos miembros de tu audiencia pueden tener un alto nivel de conocimiento técnico, mientras que otros pueden no estar tan familiarizados con los detalles técnicos.

Identifying audience involves understanding who needs access to your visual management board and why. Determine each group's requirements, whether they're team members, management, or external stakeholders, to tailor the board's content and level of detail accordingly. This ensures the information is relevant and engaging for all parties.

Key ways for communicating your visual management board to stakeholders and customers: 1. Tailor the board to each audience's needs - detailed for team, summary for managers, simplified for customers. 2. Use different formats - physical, digital, or hybrid boards depending on accessibility. 3. Customize colors, symbols, icons, charts to make the board more engaging and clear. 4. Have a detailed board for your team, but use a simplified version for customers. 5. Adapt the board to suit each stakeholder's preferences and requirements.

In a logistics project, I used a digital visual management board to align stakeholders: operational staff, managers, and executives. Each version was tailored—detailed daily updates for staff, weekly KPI summaries for managers, and high-level ROI visuals for executives—using Power BI. Boards were shared via stand-ups, email updates, and monthly meetings. Context was added through legends, success highlights, and actionable insights. Feedback led to trend analysis for managers and predictive analytics for executives. Visual boards must be tailored, clear, and iterative, combining storytelling with data to inspire collaboration and drive decision-making. Digital tools make them strategic assets.

In case of wider audience, you may have choose multiple channels. In my current organization, we use weekly and monthly magazines to target the bottom level working employees, intranet for our executives and website for other external stake holders. For major customers , we have a separate system which transfers data from our ERP to their ERP.

Monitoring and measuring require regular updates and assessments of the board's effectiveness in delivering information. Track engagement levels and gather feedback to ensure clarity and usefulness. Adapt the board as needed to maintain its relevance, ensuring it continues to meet the needs of stakeholders and enhances decision-making processes.

In case of larger organizations, a separate team or department with expertise is mandatory to do continuous improvements in the process. This team may have regulated channels and automated means to collect the required data from the various divisions and should know the kind and the importance of those data.

Visual management boards should not only reflect current performance but also provide historical context to highlight trends. In a Kaizen-based project for improving employee productivity in a call centre, I incorporated a trend analysis section on the board that showed performance metrics (like call resolution times) over the past six months. When presenting this to senior management, it was easier for them to see how recent improvements were part of a longer-term trend rather than isolated gains. This trend analysis allowed us to communicate the sustainability of improvements. By showing trends, you provide context for the results, helping stakeholders understand the long-term impact of the changes implemented in the Kaizen process.

The magic of digital tools and mobile apps can transform raw data from your ERP systems into visually stunning insights! With powerful data analysis tools like Tableau and Power BI, you can ditch boring spreadsheets and reports. Imagine interactive dashboards and charts that bring your data to life, making it easy for stakeholders to understand and use. The only limit is your creativity! These tools empower you to create clear and engaging presentations that will grab attention and leave a lasting impression.