Page title: Getting started # Welcome to the Knowledge Area This is where you collect important information, experiences, how-to guides, and standards to ensure they remain accessible to everyone. **Typical content includes:** - Project knowledge and Lessons Learned - How-to guides, templates and checklists - Processes and procedures - Best Practices - Frequently Asked Questions --- *++Tip:++* Create a dedicated page with subpages for each topic and link related content together. You can also link to these pages from other areas in InLoox, for example, by connecting a task, project, or document to a Knowledge page. For more information about the features and capabilities of Knowledge Management in InLoox, visit the [InLoox Help Center](https://docs.inloox.com/en/). Page title: Lessons Learned # Lessons Learned from Projects *Lessons Learned* refers to the insights and knowledge gained from completed projects. In Agile project management, this is often called a *retrospective*. The goal is to capture conclusions that help future projects be planned, managed, and executed more efficiently, more effectively, or simply better. ## Example: Structuring Lessons Learned for a Project The following questions provide a useful structure for documenting Lessons Learned from a project: **What went well?** *Example:* Weekly meetings with the customer helped clarify open questions early and prevented misunderstandings that could have resulted in implementation errors. **What could have gone better?** *Example:* The requirements were finalized too late, resulting in rework that increased project costs. Only part of these additional costs could be billed to the customer. **What did we learn?** *Example:* Requirements must be documented in writing immediately after the customer meeting and confirmed in writing by the customer. Only then should the project team begin working on tasks related to implementing those requirements. **Recommendations for future projects:** - Use a standardized *Requirements* template and complete it together with the customer to document the project scope in writing. - Ensure that documented requirements are in place through a defined process. For example, use the custom field *Written Requirements Available* in the InLoox project manage tab. --- *++Tip:++* Establish a naming convention for Lessons Learned pages in the Knowledge area, for example *Lessons-Learned\_PROJECT NAME\_PROJECT NUMBER*. This also makes it easier to find the page using the InLoox search. Page title: Best Practices # Collection of Best Practices Best practices are proven ways of working that can be reused across projects. They may describe, for example, a project phase, a project category, general stakeholder management, or communication throughout project execution. ## Example: Best Practices – Preparing for Project Kick-off A **kick-off meeting** with representatives from all project stakeholders is considered a best practice for reviewing and documenting the following points before officially starting project execution: - Project objectives, including scope - List of project participants - Roles and responsibilities - Key dates and milestones - Risks and mitigation measures **Why is this important?** A well-prepared project start with an official kick-off meeting reduces follow-up questions and helps prevent misunderstandings. It ensures that all stakeholders are aligned and share the same understanding of the project. --- *++Tip:++* Establish a naming convention for Best Practices pages in the Knowledge area, for example *Best-Practices\_PROJECT PHASE*, such as *Best-Practices\_Project Kick-off*, or *Best-Practices\_PROJECT CATEGORY*, such as *Best-Practices\_Internal IT Projects*. This also makes it easier to find the page using the InLoox search. Page title: Templates # Collection of Reusable Templates Templates are copied, renamed with a meaningful new name, edited, and then saved. **Examples of such templates include:** - Meeting notes - Lessons Learned templat - Template for project descriptions in InLoox - Text templates for project communication with external stakeholders - Text templates for internal project communication ## Example: Meeting Notes Template - Location, date: - Participants, company, position: - Topics: - Decisions: - Action items, including the responsible person: - Open items: --- *++Tip:++* Establish a naming convention for template pages in the Knowledge area, for example *Template\_Meeting Notes* or *Template\_Lessons Learned*. This also makes it easier to find the page using the InLoox search. Page title: Processes # Documenting Workflows, Standards, and Procedures The goal is to ensure transparency and traceability. Process documentation should be kept simple, concise, and to the point to provide clear guidance. **Examples of such processes include:** - Submitting project requests - Managing scope changes - Managing project schedule delays - Escalation procedures for potential project delays or cost overruns in customer projects - Approval process for official project communication with external stakeholders ## Example: Managing Project Schedule Delays **Objective** Identify incomplete tasks that are causing delays to the project schedule so that the reason for the delay can be determined together with the responsible parties and appropriate actions can be taken to minimize the delay or, if necessary, adjust the project schedule. **Procedure** 1. **Identify overdue project tasks** In the project list, you can identify projects with overdue open tasks by displaying the following columns: a. *Progress Indicator* column: Active projects with yellow or red bars are behind schedule. Hover over the black marker to see the total overdue effort in working days. b. Alternatively, display the *Overdue Effort Total (Working Days)* column. It also shows the total effort of overdue tasks for each project. 2. **Meet with the project manager and, if necessary, the task owners** Talk to the responsible project manager and review the incomplete tasks in the project. If necessary, gather additional information about the reasons for the delay from the people assigned to the affected tasks. 3. **Make a decision: allocate more resources or adjust the Gantt schedule** Decide whether the task delay can be prevented by allocating additional resources or whether the corresponding task in the Gantt chart needs to be rescheduled. 4. **Communicate the decision to the stakeholders** If additional resources are required, discuss the increase in staffing or budget with the responsible stakeholders and obtain their written approval. *Or:* Communicate the delay and its reasons to the responsible stakeholders and obtain their written approval for the revised project schedule. **5. Implement and document the decision** Add additional team members to the project and redistribute the open, overdue tasks. Document this change by adding a project comment. *Or:* Adjust the corresponding task in the Gantt chart. Document the changes by adding a project comment. --- *++Tip:++* Establish a naming convention for process pages in the Knowledge area, for example *Process\_Project Request* or *Process\_Change Requests*. This also makes it easier to find the page using the InLoox search. Page title: FAQ # Frequently Asked Questions, Answered at a Glance Frequently Asked Questions (*FAQs*) are the questions we hear time and again. We've answered them here so you can quickly find the information you need and get back to your work. ## Example: Frequently Asked Questions About the Knowledge Area **What belongs in the Knowledge area?** Anything that can help other people on your team or across your organization work more efficiently, plan projects more effectively, or get more out of InLoox. For example: how-to guides, decision-making processes, lessons learned, best practices, or standards. **When should I create a new page?** Create a new page whenever a topic needs to be explained repeatedly, raises recurring questions, or is relevant to multiple people. **How can I find content again later?** Use clear, descriptive page titles and link related content together. In the Knowledge area, enter the term you're looking for in the search box. You can also link Knowledge pages to other areas in InLoox, such as a task, project, or document. You can also use the global InLoox search to find Knowledge pages. --- *++Tip:++* Establish a naming convention for FAQ pages in the Knowledge area, for example FAQ\_Knowledge or FAQ\_Project Communication. This also makes it easier to find the page using the InLoox search.