Accelerating Transformation With AI

In this article, we’ve compiled a set of best practices to leverage the Klarity platform to document, analyze, and optimize your value streams. Follow these guidelines to ensure high-quality outputs, accurate insights, and a seamless experience from start to finish.

1. Establish Your Process Foundation: The Process Index

Your process index is the foundational map of your organization's operations within Klarity. Building this structure is your first critical step.

• Understand Your Value Stream: Before you begin, clearly identify the specific value stream or business process you intend to improve or document. This initial understanding, often developed in collaboration with your Value Delivery Team, will guide your entire setup.
• Build or Import Your Process Index: You have two options:
  • Import Existing: If you already have a structured process index, you can import it directly into the Klarity platform.
  • Create New: Manually build your index within the platform by adding processes and sub-processes. This structured map provides essential context for all your future recordings and analyses.

2. Utilize Companion & Interviewer to Capture How Work is Done

Accurate and detailed walk throughs that reflect the reality of work is done are the cornerstone of effective transformation and evolution. 

Companion (Continuous Capture Mode): The most simple way to represent current state. All you need to do is go about your day as you normally work and if you need help, click the "ask companion" and give it your question. 

• Access Companion: Select the icon on the side panel and enter a few details about yourself. Provide your role and some of the things you regularly work on.
• Start session: Click start session & share your screen. Every 30 minutes, companion will generate a report highlighting what process activities it saw you work on. It only sees what is on your screen during the session so you're in full control. You can start, stop, pause and resume at any time
• Run all day: Click end and contribute the process work companion observed into your organizational process index - the knowledge base for how work actually gets done.
• Review signals: These are highlights that stood out to companion, whether it was a best practice, improvement opportunities or unlocks it saw you discover. Signals are private to the process performer unless they chose to share to their administrators.

Interviewer & File Upload: When a Subject Matter Expert (SME) records their screen while performing a task, encourage them to follow these best practices:

• Record from Start to Finish: Capture the entire activity in one continuous session, without interruptions or edits during the recording itself.
• Explain 'What' and 'Why': As you perform each action, verbally explain what you are doing and why you are doing it. This narration adds invaluable context for the AI analysis and for anyone reviewing the generated documentation.
• Share Your Full Screen (If Possible): Recording your entire screen helps capture all interactions, even those that span multiple applications or windows. If sharing the full full screen isn't feasible, provide extra detailed verbal explanations to compensate.
• Discuss Metrics and Pain Points: Use the recording time to talk about relevant performance metrics, known challenges, bottlenecks, or areas of friction. This 'flavor' text greatly assists in later analysis and insight generation.

Once your recordings are captured, Klarity automates the creation of formal process documentation that represents the way work is done, such as Standard Operating Procedures (SOPs).

3. Refine the Structure & Data

Once the accurate representation of how work is done is set, utilize the Process Index and Process Attributes to refine how it connects and add quantifiable information about the individual processes to provide context to Klarity's 'Advisor' agent. 

• Process Index: Use your existing index to structure relationships between processes within their end to end Value Streams.
• Review and Adjust Process Attributes: While Klarity intelligently extracts initial process attributes (like cycle time, teams involved, and systems used) from your recordings, it's crucial to review and manually adjust these estimates. This human-in-the-loop validation ensures the accuracy of the foundational data for all subsequent analyses.

4. Unlock Strategic Insights & Accelerate Decision for Change

Leverage Klarity's 'Advisor' agent to analyze your documented processes and identify transformation opportunities.

• Ask your 'AI Companion': Ask questions (e.g. 'create formulas that will help increase the efficiency of this process.') or make edits (e.g. 'please condense these instructions' or 'replace this screen shot')
• Leverage the 'Advisor' Agent: Pose your strategic business questions (e.g., "How can I reduce OpEx by 20%?") directly to the Advisor engine. Define the scope of processes to be analyzed, and Klarity will generate comprehensive reports with data-driven recommendations, implementation roadmaps, and ROI calculations.

5. Act on Recommendations and Access Support

Klarity is designed to help you drive real business transformation.

• Prioritize and Plan: Use your insights reports - examine the executive summary, cost-reduction levers, implementation roadmap (including 'quick wins'), and risk analysis within your generated report. These provide a concrete plan for process improvement.
• Design the Future: With Analyst, you'll not only represent current state. Pair it with our Template Designer to create robust Analysis Acceleration Agents that reduce the research and effort for you to design things like future state process designs, BRDs, user stories & change management materials.

Utilize Support Channels: Remember, you're not alone! For any questions, strategic guidance, or assistance needed throughout your journey, don't hesitate to reach out to us via the in app help agent. Any tickets will route to the support team or y our assigned AI Value Delivery lead. 

We're here to partner with you and ensure your success!

For more in-depth information and resources, browse more of the Knowledge base.