Lean Roundup #184 – September 2024

A selection of highlighted blog posts from Lean bloggers from the month of September 2024.  You can also view the previous monthly Lean Roundups here.  

 

When You Do Lean, You Copy Toyota - Bob Emiliani explains that is not about copying Toyota but rather thinking and learning to come up with new ideas and methods to elevate their management practices.

 

The Process Improvement Stool - Bruce Hamilton talks about the connection between behaviors, systems, tools, and results with the analogy of a stool to illustrate how you need equal parts.

 

Effects on Efficiency—Takt Time - Christoph Roser discusses the factors that affect the percentage of value-adding time with examples from recent automotive factory visits.

 

Lean Means Don’t Be a Dumb-Ass - Pascal Dennis gives a simple explanation of Lean thinking that we all can embrace.

 

Using Regression to Improve Quality - Michel Baudin provides explanation and application for regression technique to improve quality in your process.

 

How Micro-Goals Helped Me Conquer a Hill (And Can Help You Too) - Ron Pereira explains how breaking down difficult challenges into smaller goals is powerful technique to reach your milestone.

 

Understanding the Difference Between 5S Workplace Organization and Housekeeping - Alen Ganic explains the difference between 5S organization and simple housekeeping which have two distinct purposes.

 

Agile Process Improvement Efforts - John Knotts says in order to adopt a more agile and focused approach to process improvement you should focus on three things: better problem statements, faster frequency of data, and selecting one root cause at a time.

 

GE Aerospace CEO Larry Culp on CNBC: A Little Better Every Day - Mark Graban highlights some recent points from Larry Culp’s show on CNBC about focusing on problem solving and psychological safety culture in wake of GE Aerospace problems.

 

Keeping Quiet About Lean - Bob Emiliani explains why he think CEOs have an unspoken public  proclamation of dislike for Lean.

Lean Quote: Inclusive Leadership is Not a Destination, Six Traits of an Inclusive Leader

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"Inclusive leadership is not a destination. It's a journey that requires humility, curiosity and courage."   —  Thais Compoint

Thoughtful organizational missions, policies and practices are essential for inclusivity, but it ultimately comes down to individual leaders. Managers’ words and actions have the most impact on employees. People who feel genuinely included collaborate more effectively and are more inclined to share ideas and opinions. 

Research by Deloitte University found that inclusive leaders share six core traits:  

1) Make visible commitments 

We need to be visibly talking about inclusivity and diversity, and go beyond the rhetoric. Challenging the status quo is an important mindset to have if we are going to make inroads against the way things have always been. 

2) Have a degree of humility 

We cannot know all the answers, and there is no disgrace in saying we need help. If you make a mistake or don’t know, ask others for help and really listen deeply to those who may have ideas for us. 

3) Be aware of any unconscious biases that may exist 

We all have blind spots, so becoming aware of them helps us and others to deal with issues without them staying in the background. If we can identify what may constitute our biases, we stand a greater chance of moving away from poor judgement and getting better results. 

4) Maintain a curious nature 

Being open-minded and great listeners embody a good quality inclusive leader, and it’s vital that these aspects turn into strengths for us. Show empathy on a regular basis, building quality learning attributes that allow you to show quality attributes at all times. 

5) Be sensitive to differences 

Our workforce is comprised of varying genders, ages, religions, races, ethnicities, and cultural backgrounds We need be sensitive to our cultural difference and adapt to accommodate and include them. 

6) Encourage effective collaboration 

People who feel genuinely included collaborate more effectively and are more inclined to share ideas and opinions. Inclusive leaders empower teams by encouraging diversity of thought, psychological safety and team cohesion.  

Just these six won’t make you an overall inclusive leader. But they will go a long way in assisting you to develop the awareness that’s needed to create a mindset that is driven towards that kind of mindset.

8 Common Reasons Organizational Change Fails

It happens time and again. I’m sure you’ve either witnessed it or suffered through it — the failed attempt of a large change at an organization. Maybe it was with a new process or switching over to a new technology. Maybe it was a change to the structure or the metrics. Whatever it was, it was difficult and painful for everyone involved. The people who were impacted by it will not soon forget. If you were the one that was trying to implement the change, the tinge of failure is salt in the wound after all your hard work. All your dedication and efforts to try and make a great improvement — and for what?

If this has happened to you, it’s time to do some reflecting to ensure this doesn’t happen again. Allow yourself to be brutally honest and analytical. If you haven’t yet, ask for feedback. This is incredibly important because, with each failure, the inertia of change grows. People may be less willing to buy in as they lose trust in the ability to change. And while the result isn’t always so bleak, if you’re not learning from your failures, then you’re doing yourself (and those around you) a major disservice.

Here are some of the top reasons I’ve seen initiatives fail time and again.

1. Poor Planning for Change

Often, leaders are so focused on getting their results that they dive right into the solution phase of organizational change without adequately doing the upfront planning work required. This sets the effort up for failure right from the start. Instead, identify all the conditions and activities that must occur early to set the project up for success, like: 1) change roles, governance and decision-making, 2) stakeholder engagement strategy and communications, 3) timeline, resources and capacity, and 4) key initiatives and how to integrate them for maximum speed and efficiency. Without a well-designed change process plan, a likely outcome will be a false start, resistance, and/or eventual failure.

2. Inadequate Support from Leadership

Organizational change does not succeed without leadership support. And lip service is not enough. Leaders must champion and model the change for the rest of the organization, in both what they say and do. They must be active, consistently supporting the change teams as they design and implement changes. They must be out communicating the benefits of the change to stakeholders and listening to and responding to their concerns. If your leaders are not prepared to stay actively involved, perhaps it isn’t the right time for them to launch a major change effort. Unsuccessful change initiatives often have executives who describe the desired outcome of the change project but do not instruct managers on how to implement it.

3. Lack of Resources

Lack of resources is one of the most common reasons why organizational change fails in most organizations. Adoption and sustainment of change are long term investments. They don’t occur just because an awesome solution was designed. It has to get implemented, and then tested, refined, and reinforced. This generally is a longer, and costlier endeavor than most change leaders realize. If you don’t plan and resource the latter phases of change, you’ll not realize the full benefits you set out to achieve.

4. Priority Focus on Systems vs. People

Leaders often focus more on the system changes than the people that have to make and live with them. Don’t forget that while you need to have systems in place, it’s the people who matter most. Too many transformation initiatives fail to focus on the development of the capabilities required for people to be successful in the new organization. This is a mistake for two reasons. First, organizational transformation always alters the nature of “the work” that must be done. Second, one of the biggest reasons people resist change is the fear that they won’t be able to be successful in the new organization, that “what got them here won’t get them there.” So, an upfront commitment to investing in helping people be successful reduces resistance.

Be sure that your leaders equally prioritize and attend to the system changes AND the people.

5. Inadequate Change Leadership Skills

One could easily argue that this is the #1 cause of failed organizational change. Why? Because every issue or problem within a given change initiative either gets prevented, solved, or caused by the skill of the change leaders in charge. And the truth is, we don’t adequately train our leaders to become competent change leaders. Leadership development is a part of virtually all large organizations but change leadership development is sorely missing. The net is that leaders tend to run change initiatives like they run their organizations, and the two are vastly different.

6. One Way Communication

Change leaders often make mistake by having one-way communication with employees and other stakeholders. They fail to engage their employees.

Change doesn’t happen when message is only coming from top. If organizational culture fails to exchange ideas and share experience, then it’s hard to implement transformative change. People learn by acquiring and applying the information and not just by absorbing it.

7. Lack of Effective Monitoring

It’s very crucial to check on progress being made on implementation of change. So an effective and efficient monitoring system is required to track progress on change. When organizations lack effective monitoring mechanisms, they actually put their change initiative at risk.

A good monitoring mechanism doesn’t mean identifying problems but taking corrective actions and finding solutions. Monitoring provides valuable information and insights about what is working and what is not. And many a times this kind of monitoring system is missing in change initiatives and organizations have to pay heavy price for this.

8. Ignoring the Human side of Change

Our brains are hardwired to resist change. With the mere suggestion of change a fear response is triggered in our brains. This is why most of us are resistant to even the idea of organizational transformation, we are resistant to our familiar world changing from what we know to the unknown. We need to embrace the human side of change to effectively manage resistance to change and we need to understand that, whilst all change is not bad, it is a natural human response to have a defensive reaction to the unknown. 

Avoiding these pitfalls doesn’t guarantee success, but it will vastly increase your likelihood. Winning starts with clearly defining the case for change and ends with an effective effort to build the new competencies the organization needs.

3 Strategies to Incorporate the Power of Servant Leadership in Lean Transformation

Leading change is never easy. It requires the courage to disrupt the status quo and the wisdom to guide your team through uncharted waters. However, not every leader is a good change leader.

Many Lean transformations fail due to inadequate support from leadership or the skills of change leaders. What if adopting a servant leadership style could be the answer to help leaders lead change more effectively?

What is a servant leader? It's not complicated really. If you see people as a means to serve you, then you are not a servant leader. I would call you a manager or simply a boss. If you view your role as a leader to empower others to become better at what they do, to achieve greater levels of skill and ability, and become better, more productive people in the process, then you are a servant leader.

A servant-leader focuses primarily on the growth and well-being of people and the communities to which they belong. While traditional leadership generally involves the accumulation and exercise of power by one at the “top of the pyramid,” servant leadership is different. The servant-leader shares power puts the needs of others first, and helps people develop and perform as highly as possible.

Lean organizations need leaders who know how to serve their people. A servant leader -- one who wants to serve first and lead second -- strives to create a work environment in which people can truly express these deepest of inner drives. Servant leadership entails a deep belief that people are the greatest asset any organization has, and to nurture their individual growth becomes the basis for all organizational development. That growth goes far beyond the limited dimension of financial benefit -- it dives into our core motivations as people.

Adopting a servant leadership approach can transform how you lead and inspire your team, turning potential obstacles into opportunities for growth and innovation. Here are three strategies for successful Lean leaders to incorporate servant leadership practices into their transformation.

1.     Understand Your Team

Servant leadership is rooted in empathy. A servant leader actively seeks to understand the needs, emotions, and experiences of their team members. They listen attentively, show genuine care and concern, and strive to create a supportive and inclusive environment. By leading with empathy and authenticity, servant leaders are able to build trust and establish meaningful connections with their team, fostering a positive and productive work culture.

2.     Foster Collaboration Through Trust and Empowerment

After understanding your team, you as the servant leader must have a clear vision of the goals and objectives and be able to communicate by inspiring and motivating your team. By fostering a culture of collaboration, empowering employees to share their insights and ideas, and actively engaging with teams, you can gain valuable perspectives, insights, and feedback, contributing to the company’s success in navigating complex business landscapes and driving innovation.

Servant leaders delegate authority and responsibility, trusting their team members to make decisions and contribute their unique skills and talents. Collaborative leadership can be a powerful approach to leverage the collective intelligence and creativity of a team, leading to better decision-making and improved business outcomes.

Furthermore, servant leaders recognize their own limitations and are willing to acknowledge mistakes and learn from them (i.e. exhibit humility). They do not seek personal glory but rather focus on the success of their team. They are approachable, open to feedback, and value the contributions of each team member, regardless of their position or title.

3.     Support Team with Coaching, Mentoring, and Guidance

Now you know and understand your team and have worked collaboratively to understand how the changes will affect their work. It's time to implement the changes but the job of the servant leader is not done yet!

I’ve experienced both ineffective and effective leaders adapting to changes and saw the experience that their leadership style had on the team. Ineffective leaders did not advocate for their employee when changes negatively impacted the team, and this resulted in low team morale. Some leaders compensated for this with praises and rewards but in the end, they were not seen as authentic. Effective leaders put the team’s well-being and needs before their own, advocated for their team, and were willing to roll up their sleeves and work alongside their team to institute changes. Operating with high ethical standards, and acting with integrity, honesty, and transparency sets a positive example for the team.

Once changes are instituted, servant leaders support the growth and development of their team members by providing coaching, mentoring, and guidance. They invest in the professional and personal development of their team members to help them reach their full potential.

Finally, the servant leader participates in reflective practice, as it involves regularly reflecting on one’s thoughts, actions, and behaviors as a leader, and learning from them to improve performance and outcomes.

The results of servant leadership are exponential: by leading as a servant, you multiply success and satisfaction — personal and professional, for you and your colleagues — above and beyond the limits of traditional leadership outcomes.

Lean success requires a change in mindset and behavior among leadership, and then gradually throughout the organization. So, it follows that success in Lean implies a change in what leaders reinforce—a change in leadership behaviors and practices. Change begins when leaders start acting differently. It’s that simple (but not that easy).

Lean Quote: Finding Meaning in Your Work

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"Humans feel. They (want to) feel like they belong, they (want to) feel recognized and appreciated, they (want to) feel purpose, they (want to) feel trust, they (want to) feel safe."   —  Logan Mallory

It’s no secret that one of the biggest culprits behind burnout and unhappiness in American corporate life is having a busy job that feels meaningless. Study after study over the years has shown that jobs lacking any sense of purpose not only leave people emotionally drained, but also make them feel anxious, disconnected, and downright bored.

When employees are focused only on their day-to-day tasks, it’s easy to lose sight of the bigger picture. And when employees are less in tune with the work they do, fulfillment and satisfaction can seem far away. In the short term, this can have a negative impact on work quality, but in the long term, it can also reduce the productivity of your workforce and start the decline of a successful business.

So how can you tell if a person has found meaning in their role? Here are some signs that they aren’t finding meaning:

• Little emotional investment in it
• Relatively detached to the work and what it stands for
• Just marking time, waiting for something better to come along#
• Just doing enough to get by
• Not putting extra effort into improvements or growth
• Easily distracted
• Procrastination on some aspects of the work
• Finding it easy to make excuses for poor quality work
• Playing the blame game when anything goes wrong

Recognizing these signs of employee disengagement is the first step towards finding ways to re-engage your employees. When team members see a purpose in what they are doing, it ceases to become just a job to them, and allows them to bring their best selves to work at all times. So, what are the signs that a team member is engaged in their work and finds meaning in it? Here are some positive signs:

• They express some form of excitement in what they do
• They can easily concentrate on what’s most important
• Their attention and focus are on performing at a high level
• They devote time to what really matters
• They are creative in the way the job is approached
• Success is measured by progress as well as completion
• Obstacles are seen as a stepping stone rather than a barrier
• Ideas for improvement come naturally for the team member
• Looking forward to working on many aspects of the role

Disengaged employees can have a significant negative impact on an organization’s productivity, morale, and overall success. That’s why it’s crucial for leaders and managers to recognize the signs of disengagement and take proactive steps to re-engage their employees.

Re-engaging disengaged employees requires a thoughtful and proactive approach and is an ongoing process that requires consistent effort and attention. By implementing strategies, you can contribute to creating a work environment that promotes engagement, motivation, and ultimately leads to improved productivity and organizational success.

Lean Tips Edition #305 (#3601 - #3615)

For my Facebook fans you already know about this great feature. But for those of you that are not connected to A Lean Journey on Facebook or Twitter I post daily a feature I call Lean Tips.  It is meant to be advice, things I learned from experience, and some knowledge tidbits about Lean to help you along your journey.  Another great reason to like A Lean Journey on Facebook.

Click this link for A Lean Journey's Facebook Page Notes Feed.

Here is the next addition of tips from the Facebook page:

Lean Tip #3601 – Create Energy by Thanking All

Recognizing employees for their efforts, not just their outcomes, doesn’t dilute the idea. Instead, it acts as a fertilizer. It energizes individuals and the entire organization. And encourages people to keep contributing. The enthusiasm around trying to make things better is infectious and fun. And that is itself a catalyst for creativity.

Lean Tip #3602 – Empower Your Employees to Think About Tough Problems

As Apple’s Steve Jobs said, “It doesn’t make sense to hire smart people and tell them what to do; we hire smart people so they can tell us what to do.”

This is a key technique to encourage workplace innovation: empower your employees to think about the tough problems and reward staff for working towards solutions.

People are as innovative as you allow them to be. If you empower your staff to chase their “aha moments”, you’ll soon find yourself with a more dynamic and innovative workplace.

Lean Tip #3603 – Give Your Staff a Reason to Care

To be truly innovative, your employees need some skin in the game. They shouldn’t think about innovation as something for senior management to think about - instead, innovation should be part of everyone’s job description.

Look for ways to incentivize staff to think about innovation, and bring them along the journey by developing a company-wide innovation strategy.

Lean Tip #3604 – Encourage Your People to Think About Innovation on a Daily Basis

Innovation shouldn’t be something people think about only during retreats and workshops. If thinking about new ways of doing things is seen only as an occasional exercise, you’ll never be able to access the full potential of your employees’ creativity and imagination.

Instead, make room for your staff to consider innovation as part of their daily tasks. For example, manufacturing giant 3M is famous for giving its employees a 15% time allowance every day for constructive daydreaming.

Of course, this doesn’t mean handing out a 15% buffer for employees to just snooze at their desks. You should ask your people to demonstrate the results of these innovation sessions.

Lean Tip #3605 – Accept Failure and Make it the Norm

It’s an unavoidable fact that innovation carries the risk of failure. For every example of world-changing innovation, there’s a whole trash heap of failed ideas.

Rather than running from this fact, companies need to come to peace with it. Acknowledge the possibility of failure, dedramatize it and encourage risky initiatives to help employees approach innovation in a more open and inventive way.

Lean Tip #3606 – Develop an Innovation Strategy - and Use It

An innovation strategy sets out guiding principles for how your company will grow its market share through product and service innovation. A good strategy helps to clarify what is expected of employees at every level of your company when it comes to problem-solving.

By developing an innovation strategy, leadership provides employees with certainty about the core role of innovation and reinforces the idea that innovation is everyone’s responsibility.

Developing an innovation strategy also forces senior management to think about what innovation means to them, and to state in clear terms how their employees should contribute new ideas for products, systems, and services.

Lean Tip #3607 – Ensure Staff Psychological Safety

This is a crucial element to get right. After all, employees don’t want to feel like attempts at innovation could threaten their jobs if it goes wrong.

Your staff members need to be able to be honest and forthright about new product and systems suggestions, without fear of recrimination or adverse effects on their jobs.

So, one of the first things you should do when encouraging innovation is to set clear ground rules and let people know that their positions won’t be at risk if the innovation exercise isn’t a success.

Lean Tip #3608 – Be Open to Change

The first step in becoming more innovative is to develop a mindset that is open to change. Innovation involves coming up with new ideas or new systems for completing tasks. Being overly connected to the way things are done presently may limit your creativity. You can practice being open to change by participating in newly implemented processes or by attending a new work event or professional outing. You can also improve your mindset by telling yourself that change is good and that you can adjust to new circumstances.

Lean Tip #3609 – Seek Out Positivity

After developing an open mindset, you should work to establish a sense of positivity in your personal and professional life. Having a positive outlook allows you to maintain your openness to change, and it can help you be more confident about your ideas or decisions.

This outlook can also help you be more receptive to ideas that your colleagues or co-workers may have, and is likely to encourage collaboration and team brainstorming. You can find this positivity internally and externally by connecting with colleagues or a mentor who has a cheerful or hopeful disposition and making positive affirmations at the start of each day.

Lean Tip #3610 – Have Confidence in Your Ideas

To be more innovative at work develop your confidence in your ideas. Emulate the characteristics and traits of innovative thinkers that you learned during your research, and brainstorm ideas for change. If you notice room for improvement, reach out to the appropriate person and let them know how you feel. If you believe you have a good idea, express your thoughts and take action to make a positive change.

Lean Tip #3611 – Pick Small Projects for Big Wins

We often think that ideas must always be big, transformative, and game-changing. But often, it’s lots of small, novel things that add up to make a huge difference. The benefits to small-scale innovation are huge. Not only do they happen quickly and (most often) without a lot of fuss, they also garner the interest and attention of both your team and organization; thus paving the way for bigger, meatier innovation projects to follow. Try changing lots of small things.

Lean Tip #3612 – Flip Your Assumptions and Change the Status Quo

We all have things we do with our eyes shut. It’s part of what makes us excel at our jobs, but also part of what blinds us to opportunities. Over the course of the day, identify all the tasks you do without thinking. Take a moment to talk about how you could do them differently. Sometimes it won’t work (spell check might always be the best way to proofread your work). However, it will often lead you to find a new way of doing the same old thing.

Lean Tip #3613 – Break Dwon Siloed Thinking to Promote Cross-Functional Thinking

Siloed thinking occurs when departments or teams become too focused on their own goals and objectives, leading to a lack of collaboration and communication across the company.

One way of dealing with this issue is to create a culture of transparency by sharing information about the organization's goals, strategies, and initiatives across different departments and teams. This can help to break down barriers and promote collaboration. Also, encourage cross-functional collaboration by creating opportunities for employees from different teams and departments to work together on projects and initiatives. This can help to break down silos and promote cross-functional thinking.

Lean Tip #3614 – Overcome the Resistance to Change

People are often resistant to change, even when it is for the better. Resistance to change can manifest in many ways, including reluctance to try new things or fear of losing control over established processes.

You can deal with resistance by clearly communicating the need for change and its benefits to the company. This can help employees to understand why the change is necessary and how it will benefit them.

Consider involving your employees in the change process by soliciting their feedback and ideas. This can help to build buy-in and ownership of the change process.

Another idea is to provide training and support to help employees adapt to the change. This can help to reduce anxiety and increase confidence in the new process or system.

Lean Tip #3615 – Remove Unnecessary Bureaucracy

Bureaucracy can stifle innovation in two significant ways. Bureaucratic processes can create long lag times, which can result in missed opportunities for innovation. For example, a lengthy approval process can delay the implementation of a new idea, making it irrelevant by the time it is finally approved.

What's more, bureaucracy often reinforces the status quo and resists change, making it difficult for new and innovative ideas to gain traction. This can be especially true in large organizations, where established processes and procedures can be difficult to change.

Bureaucratic processes can also lead to a lack of ownership over innovation, with decision-making and implementation often spread across multiple departments and teams. This can make it challenging to take risks and experiment with new ideas.

One way of removing unnecessary bureaucracy is by implementing a flatter hierarchy. Flatter hierarchies reduce layers of management to create a more agile and responsive company. This can be achieved by eliminating unnecessary levels of management, empowering teams to make decisions, and promoting a culture of collaboration and teamwork.