Lean Tip
#3226 – Don’t Make Perfection the Goal
One of
the hardest parts of using the continuous improvement model is the desire to
strive toward perfection. This is an impossible feat, and the philosophy behind
kaizen is to make small changes to be better than you were the day before.
Focusing on perfection can lead your team to make changes that aren’t actually
necessary.
Lean Tip
#3227 – Include Everyone In Continuous Improvement
Everyone
means everyone. One key element of Kaizen, which was famously foundational to
the ‘Toyota Way’, is to involve every employee, from the CEO all the way down.
Everyone needs to be part of this communal and combined effort in order for it
to succeed and for it to become commonplace in the workplace.
If your
goal is to improve together as a team, making sure that you are working as a
team is important. When embarking on a journey to improve your team you should
focus on some team-building exercises or even conduct some kind of social
activity to help your team get to know each other.
Lean Tip
#3228 – Encourage Encouragement
People
need to be encouraged and inspired to improve, it won’t come with fear or
intimidation. If you trust your hiring process then your workplace will likely
feature people who have the drive and ambition to produce strong and
high-quality work. Providing them with the support and backing they need to
reach their own personal goals will be crucial in ensuring continuous improvement.
Lean Tip
#3229 – Invest in Training People
Business
process improvement is a skill like any other. It doesn’t have to be expensive
to train your teams to have the right skills, knowledge, and mindset and the
return on investment will far exceed the training cost. Having a Lean Six Sigma
training provider deliver the training at your workplace can also save valuable
time.
Lean Tip
#3230 – Spread and Scale Up Improvement
Once the
idea has transformed into an innovative improvement, explore further opportunities
to apply, spread or scale up. There's no need to reinvent the wheel. If you
already have it, see where else it might make a difference. The training
investment is precious, since staff will apply the improvement mindset and
their knowledge to other areas.
Lean Tip
#3231 – Give Employees the Time to Work on Improvements
Too
often, Managers or Support Staff are trained in improvements, but then they
return to their full-time job and don’t have the mandate to make the required
changes. They’re expected to create time to work on special projects whilst
still managing all their usual work.
I always
advise companies to schedule specific hours, goals and plan projects in detail
to create a culture of continuous improvement.
Lean Tip
#3232 – Give Employees the Autonomy to Make Changes
So, your
team has enjoyed some Lean methodology training and you’ve made the time available
for them to work on improvement projects – but have you given them the
opportunity to make changes?
Do they
have the autonomy to make decisions? Or is there an unfortunate approval
bottleneck which is creating an obstacle?
If your employees
are not senior enough to check and approve their own process improvement
implementation, a rapid approval/decision-making process should be put in
place, so they can move their improvements forward at pace.
I’ve seen
many good projects fail through a war of attrition while getting through the
internal approvals process.
Lean Tip
#3233 – Give Them a Budget for Improvements
If you
want improvement work to happen, it will usually require budget. When it comes
to making meaningful changes within an organization, it will usually cost money
upfront before you see return on investment (ROI) from the process improvement.
Ensure
that you clear a dedicated budget for continuous improvement and treat it as a
long-term line item in your balance sheet. Many organizations want to prove an
ROI before work has even started, but preliminary assessments (which can cost
money) are necessary to determine what the ROI will be.
A good
Lean Six Sigma project will set out what your business expectations are for the
process, project or company-wide improvements, but usually, there is no real
way of proving this will occur, as it’s only a well-formed hypothesis until you
actually start operating a process differently.
Lean Tip
#3234 – Make it Safe For Employees to Fail
Iterative
work and experimental work always come with a large volume of experimentation,
learning and optimization which means some degree of failure. Because failure
is an inherent aspect of any change management project, where processes will be
reviewed and altered, it’s important to accept failure as part of the
improvement process.
Without
open and well-communicated acceptance of failure, a fear of failure can stunt
the appetite for change. Growth requires risk – look at any investment
portfolio. The same goes for continuous improvement within businesses – growth
always requires risk.
The
leaders of an organization must work hard to instill an attitude where failure
is accepted and learned from.
Lean Tip
#3235 – Ask the 5 Whys to Improve Your Corporate Culture
Ready to
get to the root cause of whatever ails your process, with your whole team on
board? Start by asking why. In fact, plan to ask it a solid four more times as
part of the 5 Whys, a Lean Six Sigma strategy that will move you past the symptoms
to the heart of the problem. When you include coworkers and other stakeholders
in offering alternative answers to the stream of whys, the collaborative effort
can go a long way in fostering a corporate culture that embraces change and
values input from all.
Lean Tip
#3236 – Follow-Through on People’s Ideas
As
employees see leadership acting on their ideas, it can create a buzz of
excitement about the change process. It also builds trust in leadership and
shows a commitment to the new Kaizen culture. Make sure that the processes you
have in place for acting upon ideas are clearly understood.
Moreover,
make sure you follow-up after ideas are implemented. It’s easy to be caught up
in the excitement of a Kaizen event, only to let the improvements achieved
peter out over time. Keep a presence in the gemba so that employees can see
you’re committed to supporting their ideas a part of the company culture.
Lean Tip
#3237 – Communicate Consistently and Predictably
If you
truly want to drive a continuous improvement culture, then you need to keep
that goal front and center in messaging to employees. Consistently communicate
about improvement goals, whether that’s through emails, during meetings or
through training opportunities. But don’t let the communication stop there.
Publicly share the results of Kaizen projects as well. Celebrate the successes
and discuss lessons learned from failures. Let employees see what they’re
working toward to encourage them to keep driving improvement forward.
Lean Tip
#3238 – Respect That People React Differently to Change
Kaizen is
all about respect. When you respect people as individuals with different
learning styles and reactions to change, you will get farther in your goals.
Remember the Toyota formula: “Go see, ask why, show respect.” If you’re not
getting anywhere on your own, reach out to your workforce. Make their
resistance to change the first problem to solve on your continuous improvement
journey.
Lean Tip
#3239 – Make Changes That Bring Maximum Impact
There are
hundreds of improvements you can make to the process. But everything cannot be
done in one shot. Be smart at choosing which improvements to execute. The
Pareto principle comes in handy.
The
pareto principle states that 80% of the consequences come from 20% of the
causes. It also means that if you act on 20% of the causes you bring 80%
improvement. Instead of doing pointless busy work, concentrate on making
improvements that bring more impact.
You need
not break your head calculating the percentage of impact. Remember and apply
the principle theoretically when you have multiple improvements to make.
Lean Tip
#3240 – Encourage Proactive Communication
A lot of
errors can be prevented by proactive communication. If an employee foresees an
error or inefficiency in the process, coworkers should realize the impact and
act on it quickly. Nurture a work culture that encourages team members to
identify and solve problems. Announce incentives to employees for increasing
the efficiency of the process.
Proactive
communication does not mean restlessly seeking problems and solving them. It is
acting on a problem immediately after you identify one.