What’s new in iObeya 4.5?

Digital Workplace

iObeya for Microsoft Teams

The cloud and new technologies are allowing people to collaborate regardless of their device or location. That’s the Future of work.

With more than 20 million daily users, Microsoft Teams is often positioned as the all-in-one application for team communication and collaboration in large organizations.

We are very happy to announce that iObeya is now available in the Microsoft Teams marketplace to support new ways of working.

It allows you to access your iObeya rooms and boards from your Teams channels. Users will spend less time switching between windows and searching for the information relevant to their work. They will now have a centralized location that enables them to participate in more productive meetings.

Combined with the iObeya Instant meeting, any team can now use visual management to support an ongoing discussion or quickstart a problem-solving workshop with subject-matter experts regardless of their location.

Use the following badge to add iObeya to your Teams channels and don't forget to rate the app and leave us a comment too!

Beware, the iObeya app for Microsoft Teams is only compatible with the iObeya Cloud offering.

Invite new users by email

You can now invite people to join and collaborate with you in an Instant meeting or in your dedicated iObeya room by sending them an invite by email.

Open the invite box and start to type email addresses or just copy paste a list of addresses separated by a comma, a space or a semicolon to invite users to join you!

Each user will receive an email inviting them to collaborate in iObeya using a secured link to connect to the platform. Combined with user provisioning and single sign-on, you can virtually invite instantly anyone from your organization to collaborate regardless of their location.

New ways to join an Instant meeting

Instant meeting is a great way to support ad-hoc collaboration with your team or any iObeya user. There are several ways to invite people to join an Instant meeting, such as the new invitation by email or by adding the Instant meeting URL in your calendar invite.

Additionally, you can now also enter a secret code or just scan a QR Code in order to easily join an Instant meeting and start your collaboration within minutes.

This could be used both for the team members that are in the same meeting room as the Instant meeting organizer or even with a larger audience during workshops and seminars, thus allowing you to collect participants' feedback in a visual format!

New ways to brainstorm

iObeya's brainstorming mode has been used to support thousands of workshops to stimulate collective intelligence allowing to solve big problems and challenges.

In iObeya 4.5 we've added a new consolidation algorithm to push your brainstorming sessions to the next level!

If you launch a Brainstorming session with a Note set containing pre-configured categories, the ideas submitted by the participants will be automatically grouped using the categories you've defined.

This option can also be used to have anonymous brainstorming sessions with your team.

Asynchronous votes

Voting mode is the second meeting facilitation tool you can use during your workshops to support synchronous collaboration with all the participants.

With iObeya 4.5 you will now be able to have asynchronous voting sessions by asking your co-workers to vote on board items using the new +1/-1 option available in the contextual menu.

For instance, this new feature has been very helpful to choose the location for our yearly skiing weekend in 2020. Let’s go to Les Sybelles in the French Alps 🎿!

Bulk editor for sticky notes

If you have ever dreamed of being able to create multiple sticky notes in a row on an iObeya board, say hello to Bulk mode in iObeya 4.5!

This new editing mode is available for sticky notes allowing you to switch from the detailed editor view to a list view, thus enabling bulk notes creation. In this view you can type the content into the main field and select the color for each item.

We are waiting for your feedback to add this option on other iObeya elements if needed.

Exporting boards to PDF files

If you want to print an iObeya board, save a copy to your computer, send a board in an email or insert it in a presentation, you can export your boards in two different formats.

In the visual export utility, you can choose between the PNG and PDF formats. You still have the ability to export either the board on which you are or all boards in the room to generate the minutes at the end of a meeting for instance.

Just-in-time user provisioning


Just-in-time (JIT) user provisioning eliminates the needs for platform administrators to create iObeya user accounts in advance on behalf of team members. With iObeya 4.5 we provide JIT provisioning support for the following protocols:



  • LDAP
  • SAML 2.0
  • SCIM 2.0



We are also very proud to announce that iObeya 4.5 supports Okta as a third-party Identity and Access Management (IAM) provider to support effortless deployment at scale of iObeya.

More information is available on the official iObeya integration webpage on the Okta website.

Lean Enterprise


Kanban board with configurable WIP limits to optimize flow


Workload and bottlenecking are the daily headaches of flow management. The new Kanban board will help you balance workload with capacity making your bottlenecks visible and easy to address by anyone.

The headings of the Kanban board are fully customizable, which allows you to configure the columns that match your workflow. For each work stage you can set a Work in Process/Progress (WIP) limit as a soft constraint on the number of items allowed in the corresponding column.

The Kanban board shows the items count at each work stage and the counter will turn red if you overload the WIP limit. iObeya will not prevent you from moving more items into the column and exceeding the limits but provides immediate feedback to the team.

The Kanban board works with any types of iObeya cards or notes to manage your tasks.

The outcome will be reduced lead times as well as better synchronization across both teams and cross-functional processes.

Navigating synchronized cards

Synchronized cards are very powerful and allow you to have the same information on different views at team level or to share information across teams or management levels.

With iObeya 4.5 you can easily locate all copies of a synchronized card that is shared in any boards or rooms you have access to.

You will be able to navigate to the desired location in a click, allowing you to see the impact of a modification or a roadblock on another view.

Used with synchronized collection items, it will help to navigate between each layer of your Visual Management system.

Industry 4.0

QCD add-on - Data consolidation for flexible dashboarding

Consolidation is a powerful feature that will help you build Key Performance Indicator (KPI) trees and steer them with fully customized dashboards.

This feature consolidates source indicators into a recipient indicator through an automated calculation (sum, average or custom formula) on a given, customizable time window.

You are granted full flexibility thanks to:

  • source indicators which can belong to any QCD letter, on any board, in any room of your iObeya platform.
  • recipient indicators which can become sources for other recipients in your KPI tree.

After action escalation, consolidation is the key feature that makes QCD scalable to the whole organization, no matter its size.

QCD add-on - Shared views while in Guided navigation

With iObeya 4.5, the following views are now shared with any connected users while in Guided navigation mode:

  • QCD Action edition window
  • QCD Action plan
  • QCD Indicator settings

Performance meetings with distributed teams and remote participants will be more collaborative and efficient!

QCD add-on - Action table improvement

Many iObeya users are fond of the QCD action table component that allows them to filter and visualize actions at a glance, as they are displayed directly on a board.

In the version 4.5 of the QCD add-on we have gone even further with an improved action table that can now:

  • display actions escalated to your room.
  • show actions belonging to any board in any room of your platform.
  • let you manage those actions through the action plan view you can access from the contextual menu.

The improved action table is a powerful tool that will help you manage QCD actions in a fully flexible and cross-functional manner.

QCD add-on - Customizable problem type categories

QCD actions can now be categorized using with a "Type of problem" drop-down list. The list is fully customizable at both platform and room levels allowing to define standardized problem types.

This feature makes it easier for shopfloor teams to create actions and thus save precious time during daily stand-up meetings.

It is also a first step to QCD action Pareto analysis, frequently asked by manufacturing users. Action categorization will be available in QCD action exports.

Agile@Scale

The Jira table board

We are very excited to introduce a new type of board in iObeya with the version 4.5 of the Jira add-on.

The Jira table board has been designed to help Jira users to create visualizations of their data along one or two axes using Jira fields. Thanks to iObeya, the automatic layout over the 2 axes according to the values of the Jira cards imported turns your Jira backlog into a visual and collaborative experience.

Moreover, if you move a Jira card from one column/swimlane to another, modifications are applied in Jira, and vice versa. You can draft multiple plans in iObeya, using multiple Jira tables to compare options before committing the desired state to Jira.

Export iObeya content to Jira

iObeya is a proven tool to empower design thinking workshops used for backlog refinement or Pre-PI Planning activities for instance. With iObeya 4.5 you will now have the ability to easily export from iObeya the content generated during design thinking workshops into Jira.

It can be used with any iObeya elements such as sticky notes, standard cards, feature or story cards and so on. If it’s used with the iObeya Story cards available with the Agile add-on, you will have the ability to export the story points into Jira too!

Last but not least, if you are on a Team Board from the Agile add-on, you will also have the ability to map the sprints of the board to existing Jira sprints, allowing you to easily turn the result of your PI Planning or Sprint Planning sessions into actionable work items into Jira.


New stickers for group estimation workshop

If you're not part of the #NoEstimate movement, you would agree that group estimation of user stories is an important practice of Agile methodologies because it creates room for discussions regarding implementation strategies.

The version 4.5 of the Agile add-on for iObeya will add two sets of stickers to your Agile toolbox allowing you to collaboratively estimate with your team the amount of work to do:

The Poker Planning set using the Fibonacci sequence 1, 2, 3, 5, 8, 13 and so on
The T-shirt sizes set using the US standard format XS, S, M, L, XL

What’s new in iObeya 4.5?

New general features

30+ new board templates

With iObeya 4.6 you will have access to 30+ new templates in the background catalog providing quick access to proven methods and frameworks to improve team collaboration efficiency or to reinvent some of your workshops with new workflows. We have also reorganized the iObeya catalog and introduced new categories making it easier to find a template tailored to your needs.

Double confirmation on board deletion

Have you ever deleted the wrong iObeya board by accident? We have improved the user interface by adding the name of the board to the confirmation message and requiring users to type "DELETE" to confirm they really want to permanently delete the board.

New languages supported and American-English date format

We are pursuing our internationalization efforts to make it easier to connect your multicultural teams worldwide thanks to iObeya. Therefore we are delighted to announce three new languages available in iObeya. The user interface of iObeya 4.6 is now available in French, English, German, Japanese, Chinese, Spanish, and Russian.

In addition, you can now select the English (United States) language in your personal settings to display all the dates in American-English date format (MM/DD/YYYY). Here below is an example of a card with the new date format:

Default role for email invitation has been changed

With iObeya 4.5, we included the capability to send email invites to add people to your iObeya room. When you invite people to collaborate in iObeya 4.6, they will automatically be registered with board editing rights and will be able to collaborate without any additional action required from you.
Therefore, it will improve your team workshop' efficiency while reducing meeting preparation time. You can still manage your team permissions in the team settings if necessary.

IBM Security Verify SSO support (Enterprise plan)

We are also proud to announce that iObeya 4.6 supports IBM Security Verify as third-party Identity and Access Management (IAM). It allows IT, security, and business leaders to protect their users and data in a hybrid multi-cloud environment while enabling business agility and operational efficiency at scale with iObeya.
More information is available on the official supported connectors webpage on the IBM website.

Hyperlinks leading to iObeya

Until now, when you clicked on a hyperlink to another board or room in iObeya, a new navigation tab was opened. During your meetings, you could get lost in all the many tabs opened in your web browser. This era is over!
By clicking on a hyperlink leading to another board or room in iObeya 4.6, it will be loaded in the same navigation tab, allowing you to navigate quickly to another location in iObeya.

By reducing the tabs opened and having easier access to the boards or rooms, you will have faster access to the information and increase your meeting's effectiveness.

Up to 10 assignees per cards

One of the most popular requests we received from our user community was the ability to assign a card to more than 5 users. Because small changes can make a big difference, we have heard your request and made your wish come true. You will now be able to assign an iObeya card to up to 10 team members allowing you to manage more sophisticated workflows.

New keyboard shortcuts

Adding keyboard shortcuts brings more comfort and efficiency to the daily use of iObeya with a mouse and keyboard.

New keyboard shortcuts include:

Interaction modes

  • Move and pan: M or 1
  • Multiple Selection: S or 2
  • Ink: I or 3
  • Link: L or 4

Zoom and navigation

  • Zoom In: +
  • Zoom Out: -
  • Full Zoom Out: 0 or Ctrl + 0 or Shift + Ctrl + 0
  • Scroll Left: Left arrow
  • Scroll Right: Right arrow
  • Scroll Up: Up arrow
  • Scroll Down: Down arrow
  • Room View: Alt + R

The complete list of keyboard shortcuts is available in the iObeya User Guide.

Digital Workplace

Mobile app companion

Remotely or on-the-go between two meetings, you will now have easy access to iObeya from your pocket.
The new iObeya mobile application is a companion that enables users to manage their tasks with iObeya cards on their smartphones.

With this companion, you can:

  • Create iObeya cards on-the-go and never forget an ideal
  • Have a clear overview of your tasks and manage priorities
  • Archive your tasks as soon as they are completed to move to the next one
  • Be notified whenever a new task has been assigned to you

It has never been so easy to browse, sort and prioritize your tasks directly from your smartphone or tablet, anytime and anywhere.
iObeya mobile is available on both Android and iOS platforms.

Better user experience with mobile devices

Did you know that you can use your mobile to participate in brainstorming and voting sessions in iObeya?

Complementary to the iObeya mobile companion, you can also connect to iObeya using a web browser on your smartphone to access a board and participate in a workshop. In iObeya 4.6 we have added a unique QR code associated with each brainstorming and voting session allowing team members to connect in seconds with their smartphone.

The user interface has also been improved to make it easier to visualize boards and to navigate in the iObeya room from a mobile device. You will now be able to open a board and access the most critical information from your smartphone in a few seconds.

Keep in mind, not all the features will be usable on a mobile device. However, you can still turn on the Desktop mode in your web browser and, depending on the size of your device, it allows you to enjoy the same experience as on your PC.

Whiteboarding sessions

In this version, Instant Meeting has been renamed Whiteboarding Session and the duration of the session has increased from 24 to 48 hours giving users more time to collaborate in the session.


In addition, the tool dock is now fully configurable like on any other iObeya boards, allowing you to take benefits from the entire tool set available in iObeya during your whiteboarding sessions:

  • Collaborate with customers, suppliers, or partners on a private board
  • Host a brainstorming or voting session outside of your iObeya rooms
  • Deploy a digital whiteboard solution in your organization at no extra cost

Lean Enterprise

Board Preview

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this add-on.

In the Lean Enterprise vision, teams can easily collaborate and share information throughout the company.

However, making decisions is not so easy when information is scattered across multiple places. The Board Preview allows to gather several pieces of information from different boards within another board, ideal to synthesize content into one single place.

You can now visualize any content of a source board into a recipient one. Any updates on the source board will be reflected in real-time on the board preview.

The board preview is a picture-in-picture of iObeya boards that allows you to build flexible dashboards, information escalation, problem-solving processes... essentially anything you can imagine!
To access the documentation and get more information, click here.

QRQC card renamed as Problem Solving card

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this add-on.

The QRQC card helps your team to track and analyze problems using the Quick Response Quality Control approach developed by Nissan in the 90's. The objective of the QRQC method is to respond to defects, anomalies or recurring problems, to identify root causes in order to define and manage an action plan for rapid resolution.
To make it easier to understand the purpose of this card, we have decided to rename it so that you can take advantage of this proven method to improve your problem solving skills.

Problem Solving card

Editing interface

If you want to see it in action, watch the on-demand webinar about Problem Solving with iObeya.

Timeshifting available for standard users on planning boards

In iObeya, only the room administrators are able to edit board settings and therefore to change the time frame of a planning board for instance. However, we have discovered thanks to your feedback that the responsibility of shifting a visible planning can be shared between team members and unfortunately standard users were not able to do it.
In iObeya 4.6 they will now have the ability to shift the planning boards forward autonomously as we made this action available for standard users. Depending on the timescale of your visible planning, iObeya will suggest appropriate time windows to make it easy to shift the planning board forward (e.g. from 1 week to 4 weeks on a 4 weeks schedule).

From now on the teams will be able to have their weekly meetings and to shift the schedule when needed even if the room administrator is off duty or just unavailable.

 

Industry 4.0

QCD add-on (Enterprise plan)

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this add-on.

Because your Visual Management needs to be flexible and should evolve over the time, it’s now possible to modify the name of your QCD letters via the settings menu as many times as you want. This menu also gives you the ability to assign a letter to a group, so it can be categorized and easily filtered in the new indicators input interface.

With QCD version 4.6, we are introducing a new simplified edition interface giving you direct access to all the QCD letters on a board to edit their indicators. In this view, you can filter letters based on the groups you’ve defined, search on indicators and have a visual view of their completion status.

Because your Visual Management needs to be flexible and should evolve over the time, it’s now possible to modify the name of your QCD letters via the settings menu as many times as you want. This menu also gives you the ability to assign a letter to a group, so it can be categorized and easily filtered in the new indicators input interface.

With QCD version 4.6, we are introducing a new simplified edition interface giving you direct access to all the QCD letters on a board to edit their indicators. In this view, you can filter letters based on the groups you’ve defined, search on indicators and have a visual view of their completion status.

New add-on: Daily Capacity Management (Enterprise plan)

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this add-on.

Continue your Industry 4.0 journey with iObeya! Today we are proud to introduce a new module: Daily Capacity Management (DCM).

There is no doubt that efficient resource management is critical for Operations: DCM allows you to visually plan and steer your daily activities in a collaborative manner and with a high level of detail (15 minutes granularity).

In other words, it helps you manage the time or the capacity of a given resource, no matter if this is a person or a piece of equipment.

Use cases currently being tested with the beta version are:

  • Manufacturing scheduling with collaborative progress monitoring
  • Quick changeover planning and execution
  • Lab daily task management

Many other use cases could be explored, even for office activities outside the shopfloor.

Available capacity can be filled with standard tasks from a customizable catalog or with a bulk import from external software, such as a scheduler.

During the execution, operators in the field will easily update task statuses on an ongoing basis and give a visual outlook of execution progress to any iObeya user anytime, anywhere, and on any device.

The DCM add-on is fully integrated with the performance management capabilities available in iObeya. In case of deviation, a quick fix can be prompted and corrective action can be created in a related QCD letter.

A dashboard displays adherence to the schedule as well as other performance indicators such as the value-added ratio, the remaining activities, or the available time.

To access the documentation and have an overview of the DCM module, click here.

Agile@Scale

Jira connector (Enterprise plan)

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this connector.

The latest version of the Jira connector brings some of the most eagerly awaited features to visualize your work while connecting iObeya with Jira.

The Jira tables available in iObeya now have three options to visualize your Jira cards:

Kanban Table: Connect your boards in iObeya to your Jira workflows. This Kanban table will help you boost your productivity while you are in your stand-up meeting by identifying the bottlenecks in your projects. Move Jira cards from one column to another in iObeya and automatically change their status in Jira, and vice-versa.

Sprint Table: Connect your boards in iObeya with your Jira sprints. In a few clicks, the sprints in Jira and iObeya are synchronized without any rework required to maintain both systems up-to-date. For instance, use this table to create Team Boards and Program Boards for your PI planning events. If you activate the option Capacity and Load, iObeya will allow you to plan your work in your sprints according to your capacity and warn you if you exceed it. Epics are also supported, allowing you to plan them on your Sprint boards in iObeya and to keep the value when you synchronize with Jira.

Free Table: Connect your boards in iObeya with other Jira fields. Create any Visual Management boards connected to one or two Jira fields to easily manage your Jira projects. For instance, you can visualize your Jira issues organized by version or priority to report progress to your management. You can also visualize cards from different Jira projects directly in iObeya.

In this version you can also create new Jira issues directly from iObeya and link them to the parent item using the "Epic Link" relationship, allowing for instance to break down product features into smaller User Stories using the Story Map board template available in iObeya.

Last but not least, there are other improvements in this version:

  • Choose which types of Jira link to display on your board
  • The support of the Cascading Fields in the Jira cards
  • The possibility to clear all "New" indicators on the Jira cards after an import
  • Various performance improvements to better support large Jira projects
     

To access the documentation and discover the new capabilities of our Jira connector, click here.

Azure DevOps connector general availability (Enterprise plan)

Reminder

This is an add-on that needs to be installed and activated on your iObeya platform. If you can't find it, you need to request your platform administrator to install this connector.

If you are not using Jira but working with Microsoft, the Azure DevOps connector is now officially available.

The new connector provides a two-way integration between iObeya and Azure DevOps, allowing the best of both worlds. With the bi-directional connection, no need to manually update data and content after your Agile rituals. As work gets done in Azure DevOps, updates flow back to iObeya to keep your Visual Management boards up-to-date and vice versa.

The main features are:

  • Bi-directional data synchronization between iObeya and Azure DevOps
  • The Azure DevOps card with 4 customizable field layouts
  • Bulk import Azure DevOps work items to any iObeya board
  • Import and visualize dependencies between work items and projects
  • Create Azure DevOps work items directly from iObeya and link them to other work items
  • Manage linked work items directly in iObeya to track related works and dependencies
  • The Azure DevOps Sprint table to plan your work in a user-friendly interface. By activating the option Capacity and Load, iObeya will allow you to plan your work in your sprints according to your capacity and warn you if you exceed it

Therefore, iObeya becomes an all-in-one place for your PI Planning sessions, Sprint Planning meetings, Daily Scrum stand-ups, and Agile retrospectives, with your Azure DevOps data at your fingertips.

To get more information about the Azure DevOps Connector for iObeya, click here.

Release notes 4.6

To learn more about what changed in iObeya 4.6, read the detailed Release notes to get the full list of changes and bug fixes included in this new version.