Respond to New Cards
It is important to acknowledge every card that has been submitted, letting the staff know, "I appreciate that you raised your hand." You can do this through any communication channel that is standard in your culture: in person, by email, or during a meeting. Either way, this is a perfect moment to encourage the appropriate use of the system.
You can respond to new cards by adding a comment on a card. Everyone who views the card can read your comment, and if your team member who submitted it has notifications turned on, they will also receive an email update with your comment.
Disclaimer: The screenshots in this article were captured using an earlier version of LENS. While some visuals may look different, the overall functionality remains essentially the same.
Prioritize Cards
When your list of cards gets long, it's time to prioritize them. We recommend doing this with a small group to get different perspectives.
To sort lists, click the three-dot menu to the right of the list name.
Select the "Sort list" option
Choose the desired sort option
Change the Status of a Card & List
Anyone with access to the board can update the status of a card. Additionally, managers review them regularly to ensure they are updated with any new information and assigned team members are encouraged to update their cards in real-time as they work through them.
In LENS, the lists (columns) typically represent the status of a card.
To change the status of a list, click the three-dot menu to the right of the list name.
Select the "Edit List Status" option
Choose the desired list status option
To update a card status, simply drag a card from one list to the next.
Tip: Review and update cards together as a team to continue to encourage transparency!
Use Labels to Organize Cards
Labels in LENS serve two purposes: as a visual indication of related cards by topic, and as a way to filter the list by topic.
Apply a Label
Filter by Label
Assign Team Members to Cards
Make sure your team is clear on who owns the next steps on a card. You may assign multiple team members to work on an issue together.
Click a card to open the details.
Click Team Members to search and select one or more people as team members.
Team members will receive notifications about activity on the card according to their settings.
Add Dues Dates to Cards
Due dates are optional and dependent on the nature of the card. In discussing a card with the team or team members assigned, it can be helpful to note any deadlines you've agreed to.
Click an card to open the details.
Click the calendar icon on the top left to select a date using the calendar.
Any team members who created the card, are assigned to the card, or are following the card and who have their notifications turned on will receive an email update about this change.
Linking to Aims & Strategies
Issues and ideas submitted by the team are often prioritized if they are related to or blocking an improvement effort. In LENS, you can link a card to an Aim (or one of its sub-strategies) to draw additional attention to it.
Click a card to open the details.
Click Add Aims and select one or more from the list.
Linked cards will also appear on the Aim page.
Looking for more support?
We’re here to help — email us at LENSsupport@safeandreliablecare.com or click the Help button on your LENS board.