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.

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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.

Business Lessons from the Fall Season to Embrace Change

Something magical happens in September. The air is crisper and clearer; the trees start to turn from pine green to an array of gold, copper, and bronze; and the sense of something new and exciting happening lingers around every corner.

The start of fall feels like a new beginning – a fresh start. The long and (possibly) hot summer has drawn to a close, making way for new ideas and fresh perspectives, in turn bolstering that drive to get motivated, get productive, and get things done. This is especially true for businesses. A study found that workers get most of their work done in the autumn months than at any other time of the year.

There is a strong sense of new beginnings that is so closely associated with fall. It’s the start of a new year at school or college; it’s harvest season; it’s cooler and fresher outside; it’s time to swap the sandals for jackets and boots. In other words, it’s out with the old and in with the new.

This almost subconscious feeling of turning over a new (autumnal) leaf is a powerful driver to do something different or make changes and improvements. It is particularly important to embrace change, as it can help facilitate fresh ideas to keep up with competitive markets. Here are some tips for your business to embrace change as we head into fall.

Get Comfortable Being Uncomfortable

Change can be scary. Whether you are a thrill seeker or a homebody, trying new things requires you to step out of your comfort zone. However, as businesses, customer expectations and technology are constantly evolving, change will eventually happen whether you are prepared for it or not. One key to embracing a positive outlook on change is being able to find comfort in the uncomfortable.

To find comfort in change, it is helpful to keep your focus on the long-term benefit of trying new things. In the moment, change can feel daunting simply because it is unchartered territory. Acknowledging change as a catalyst of long-term growth rather than a hindrance will allow you to find comfort in temporary road bumps.

By becoming comfortable with the uncomfortable, your business can enter new seasons easily, and your comfort zone may even expand to new heights.

Encourage New Ideas

Implementing new ideas is one of the most direct ways to embrace change as a business. Whether it is a product launch that plays on a timely trend, a reinvented media campaign, or even an innovative business rebrand, new concepts can catapult you into a spirit of growth.

New ideas are not only catalysts for change, but they are also necessary for business growth. Rather than being reactive in your implementation of innovative ideas, embrace a spirit of change to help your business be proactive and get ahead of the curve.

Develop a Growth Mindset

Part of embracing change is inviting a growth mindset to your business strategy. Whether you are a long-time journeyman or just getting started, you can embrace a growth mindset regardless of your position. The best leaders are always looking to uncover growth opportunities and consistently welcome new ideas to keep their businesses moving forward.

Teams that operate with a growth mindset have a much more malleable view of success. They do not view failure as a reflection of their ability but rather as a starting point for experimentation and testing of new ideas. They have a passion for learning and improving themselves and their team. They strive for continuous improvement and never give up.

As we officially head into the new season, this is a great time to embrace change and new opportunities. By finding comfort in the uncomfortable, leaning into new ideas and examining your leader mindset, you will be more equipped with a spirit of growth. For businesses, the changing leaves can be a great representation of what transformation can look like for your organization. As the autumn leaves turn and begin to fall from their trees, they are preparing to soar into their next adventure.

Lean Quote: Love What You Do

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.

"The only way to be truly satisfied is to do what you believe is great work, and the only way to do great work is to love what you do."   —  Steve Jobs

Steve Jobs said, “Your work is going to fill a large part of your life, and the only way to be truly satisfied is to do what you believe is great work. And the only way to do great work is to love what you do. If you haven’t found it yet, keep looking. Don’t settle. As with all matters of the heart, you’ll know when you find it.”

So many people walk around in life “looking for” their passion. They look for it as if passion is some mysterious thing that is difficult to find and runs away once you find it. Yet, the problem is rarely lack of passion. Most of us already know what we love to do. We know what excites us, even if we haven’t done it for years. Instead, we focus on what we think we “must” do.

When you are passionate about something, greatness comes easy. It might take time for some, but the difference is always striking.

Being passionate and loving what you do means you are going to put in the work. It means that you are going to have fun while doing it, be creative, and view obstacles as steppingstones.

Passion is what drives us to achieve our goals and to keep going even when the going gets tough. It’s what helps us to overcome obstacles and to push ourselves to the next level. Passion is the fuel that propels us forward on the path to success.

Passion is often underestimated when it comes to achieving success. This is unfortunate because passion can give us the energy, motivation, and determination to make our dreams a reality. Passion is key to staying inspired and pushing ourselves to do our best work. Without passion, hard work can often feel tedious and uninspiring. Finding what you’re passionate about is essential to achieving success. We must be able to identify the things that we are truly passionate about to make our dreams a reality. Once we’ve found what we’re passionate about, we can pursue these passions with vigor and dedication, which will lead to greater success in the long run.

Sure, when you’re passionate about something & enjoy doing it, you’ll have the motivation to learn more, get better and practice. But passion is not a plan but a feeling. And feelings change!

Steve Jobs' wisdom reminds us that the key to great work lies in loving what we do. By discovering and pursuing our passions, we can unlock our full potential, leading to increased motivation, creativity, and overall satisfaction. Embrace the journey of finding your passion and transform not only your work but your life, creating a lasting legacy of greatness.

The Kaizen Mindset:10 Steps for Executing a Successful Kaizen

Production team members discovering opportunities and trying solutions during a Kaizen. Image Source: Tim McMahon

An essential element in Lean thinking is Kaizen.  Kaizen is the Japanese word for a “good change” (Kai = change, Zen = good) or change for the better.  It’s a continuous improvement tool to make work easier, safer, and more productive by studying a process, identifying waste, and applying small incremental improvements that ensure the highest quality.

Kaizen thinking is based on making little changes on a regular basis: always improving productivity, safety and effectiveness while reducing waste.  Western philosophy is often summarized as, "if it ain't broke, don't fix it." However, the Kaizen philosophy is to "do it better, make it better, improve it even if it isn't broken, because if we don't, we can't compete with those who do."

Many business leaders envision Lean initiatives as massive endeavors that require long training sessions, big meetings, and complete overhauls. Yet the reality is that some of the most successful Lean initiatives begin with a commitment to creating a culture that’s focused on small, continuous improvements. It’s the only way to achieve long-term success.

Kaizen involves every employee - from upper management to operators. Everyone is encouraged to come up with improvement suggestions on a regular basis. This is not a once a month or once a year activity. Once we make this way of thinking normal the lack of any sort of event goes away. The ultimate goal is a culture of continuously looking at processes with an eye for improvement.

In my recent article published in Quality Magazine I share the benefits of Kaizen, the reasons why many organizations fail when implementing Kaizen, and 10 steps for executing a successful Kaizen. Click here to continue reading.

Meet-up: 5 Questions from Within the Lean Community With John Knotts

In May 2024 A Lean Journey Blog turned 15 and as I look back on how I got started and who influenced my journey I wanted to revisit a previous series I started in 2012 called the Meet-up. One of the things I am so fond of in the Lean community is the general wiliness to share with each other.  I have learned so much from my very experienced colleagues since I have been an active contributor.  Every month I roundup the best Lean related posts and articles I found particularly valuable from these fellow bloggers and contributors. Each one has their own story and opinions to share.

The goal of Meet-up is provide you an opportunity to meet some influential voices in the Lean community.  I will ask these authors a series of questions to learn about them, their lessons, and get their perspective on trends in industry.

Today, we Meet-up with John Knotts who I met many years ago after I'd been blogging for a number of years. John became a frequent blogger on Gemba Academy's page which I've followed since the beginning. His posts are commonly featured in the monthly round-up because of the valuable information he shares. I'm sure you'll find John's answers to these questions will offer insights for both the new and seasoned practitoners on their journey.

Here are his answers so you can learn more: 

1. Who are you, what organization are you with, and what are your current lean-oriented activities?

I am John Knotts, a personal and professional business coach and consultant.

I own my own business, Crosscutter Enterprises, where I provide coaching, consulting, training, and professional speaking. I’m also an author of six booms, with two more on the way this year. My wife and I own Fine Print Farms, which is one of the largest equestrian businesses in all of South Texas. We operate on 100 acres and have upwards of 40 horses on property at all times. I’m also a Senior Coach with Gemba Academy.

As a coach and consultant and Fractional Chief Operating Officer, I help business owners start, grow, scale, and improve their business. In Gemba Academy, I am evolving their Lean and Six Sigma training and certification programs. 

2. How, when, and why did you get introduced to lean and what fueled and fuels the passion?

In 1990, the United States Air Force started to roll out their Total Quality Management (TQM) training – the called it, Quality Air Force. I was a Security Policeman at the time, but found the courses very interesting and exciting. In 1996, I was stationed at a remote assignment in Turkey, and the Air Force dictated that 100% of Air Force personnel would be trained on the Quality Air Force Awareness course. I was the only person assigned to the location that had any formal training, so I became the local instructor for the program. In 1998, while stationed at my next assignment in Germany, I had the opportunity to retrain into the Manpower and Quality career field. There, I was formally trained and employed as an industrial engineer, process improvement practitioner, and strategic planner. My first job at Ramstein Air Base was to run their 17 quality training programs for the 10,000 military stationed there.

I couldn’t learn enough, quick enough back then. Lean and Six Sigma were brand new concepts and barely discussed at that time. The military taught us whatever we needed to know, so certification back then wasn’t a concern. When I retired from the military in 2008, I almost immediately went to work for Booz | Allen | Hamilton, a top ten management consulting firm in the nation. I was a Lead Associate in the Strategy and Organization functional department of Booz Allen. This was a evolutionary opportunity, and in three years I learned a great deal about all things operational excellence.

From there, I moved to United Services Automobile Association (USAA). Over seven years, I led the engineering of four enterprise programs (document management, process excellence, banking, and human resources). In 2019, I left USAA and went to work full-time in my own business. This eventually led me to a Chief Operating Officer position and then Gemba Academy.

My passion is fueled by success – I’ve adopted the moniker, “Success Incubator.” Lean, and all things Operational Excellence, fuels success for people and businesses. I’m a student of not knowing what I don’t know, which fuels my curiosity for continual learning and application of everything there is to know about this wonderfully-deep subject. 

3. In your opinion what is the most powerful aspect of lean?

Lean, and process improvement itself, provides a no nonsense approach to improving anything. Conceptually, data-driven decision making, respect for people, and going to where the work is done are basic concepts of success in anything. If you own a business and you delegate these activities to others, you will fail. 

4. In your opinion what is the most misunderstood or unrecognized aspect of lean?

The biggest problem is trying to solve everything at once. The whole emphasis of process improvement is to sift through all the noise of the symptoms and causes to get to the root cause – that Red Thread, which if you pull will make a major impact on your process. Instead, we brainstorm and diagram our way to a list of causes and fail to narrow them down to a singular focus – fix one thing at a time. The inherent basis of Lean is to standardize, measure, and then take a single step up, improving one thing. Then, we standardize and measure again. This is what continuous improvement is all about.

The problem with trying to chase all the symptoms and causes at once is that process improvement efforts take way too long! Business owners, expecting immediate and measurable returns do not see results. The effort is seen as a waste, and the entire effort is killed before it’s finished. 

5. In your opinion what is the biggest opportunity for lean in today's world? How can that be accomplished?

I recently saw an article where Toyota is teaching young kids how to work on automobiles. I watched a video of young girls taking apart an engine. We need to evolve our education system to teach problem solving, process improvement, and process management in schools. Lean and Six Sigma certifications shouldn’t be a coveted designation, it should be the foundation of business existence. These are business transferable skills that should be taught to everyone in school.

Through their answers to these questions hopefully you will get a sense of the thinking behind those who are shaping the Lean landscape.  I continue to keep learning and thankfully with the willingness of these practitioners to share I am positive you will, too.

Lean Quote: When The Vision Pulls You, You Don’t Have to Be Pushed

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.

"If you are working on something exciting that you really care about, you don’t have to be pushed. The vision pulls you."   —  Steve Jobs

This quote conveys a profound insight into the intrinsic motivation that arises when one is passionate about one’s endeavors.

The quote celebrates the remarkable force of passion and personal investment in one’s work. It suggests that when you are engaged in a project or goal that truly resonates with your values and aspirations, you are not propelled forward by external pressures or incentives. Instead, the vision itself becomes the driving force, pulling you towards its realization.

What makes Job’s statement so compelling is its emphasis on the alignment between one’s passions and their actions. It highlights that when your work aligns with your vision and values, it ceases to be a task and transforms into a labor of love. This intrinsic motivation leads to an unwavering commitment to the goal at hand.

Its message serves as an inspirational reminder for individuals to seek out and pursue their passions. It encourages us to recognize the importance of aligning our work with our vision, as it not only leads to a deeper sense of fulfillment but also propels us toward our goals with unshakable determination.

In a broader context, this quote is a tribute to the transformative power of purpose. It suggests that when we are driven by a meaningful vision, our dedication knows no bounds, and our potential for achievement is boundless. It invites us to discover and nurture the passions that will, in turn, inspire us to reach new heights of success and self-fulfillment.

Job’s quote is a testament to the compelling force of personal passion and commitment. It encourages us to align our work with our values and aspirations, as this intrinsic motivation not only propels us forward but also leads to the most meaningful and fulfilling accomplishments.

Discover the intrinsic power of passion and purpose – when you truly care, the vision becomes your driving force. Love what you do.

10 Strategies to Make a Positive Impact on Employee Engagement

Employees are the lifeblood of an organization. How they interact within your company and with your customers directly correlates to a company’s success. Therefore, when organizations improve employee engagement, their business thrives.

Employee engagement, or the enthusiasm and dedication employees feel toward their employer, is crucial in creating a positive and productive work environment. When employees are involved and participate in the work, they are more likely to contribute their best efforts, stay committed to their roles, and positively impact the organization’s overall success.

Finding ways to get employees involved and excited about their work can seem complex and perhaps hopeless. However, for most people, engagement depends on connection and mutual respect, which can be simple to improve.

So, whether you find yourself in an overhaul of your company culture or just looking for some new ways to involve your employees, I’ve compiled a list of proven strategies that can make a positive impact on employee engagement.

1. Communicate Openly

Regular and transparent communication is essential for engaging employees. Hold team meetings, provide updates on company goals and progress, and encourage open dialogue. Keep employees feeling heard, valued, and informed about the organization’s direction.

2. Provide Feedback and Recognition

Regularly providing constructive feedback and recognition acknowledges employees’ efforts and achievements and reinforces their value to the organization. Recognizing individual and team accomplishments publicly boosts team morale and motivation. 

3. Foster a Positive Work Environment

Create a positive work environment that fosters engagement and supports employee well-being. That can include encouraging teamwork, collaboration, and positive relationships among colleagues, as well as promoting work-life balance and offering programs that support employee wellness.

4. Offer Professional Development Opportunities

Offer training programs, workshops, or mentorship opportunities that align with employees’ interests and career goals. Providing opportunities for growth and development will demonstrate your investment in the value and potential of your employees.

5. Delegate Meaningful and Challenging Tasks

Empower employees by delegating tasks that are meaningful, challenging, and aligned with their skills and interests. By providing autonomy and responsibility, you can ignite their passion and motivation for their work.

6. Encourage Innovation and Creativity

Foster a culture of innovation and creativity by providing platforms for sharing ideas, implementing new initiatives, and recognizing innovative contributions. This can re-engage disengaged employees by giving them a sense of ownership and purpose.

7. Recognize (And Address) Work-Related Stress

Disengagement can often be a result of work-related stress. Take the time to identify the sources of stress in the workplace and implement strategies to address them. This could involve workload adjustments, improving work processes, and providing resources to support employees’ mental health.

8. Promote Work-Life Balance

Help employees achieve a healthy work-life balance by promoting flexible work arrangements, encouraging employees to take breaks and use vacation time, and prioritizing self-care. A balanced lifestyle can improve engagement and overall well-being.

9. Foster a Sense of Belonging

Create a sense of belonging by promoting inclusivity and diversity within the organization. Encourage employees to share their perspectives, ideas, and experiences by fostering a supportive and inclusive work environment where everyone feels valued and respected.

10. Lead By Example

Leading by example shows that you value and appreciate your employees. Demonstrating enthusiasm, passion, and commitment can inspire employees to engage and become more invested in their work.

Engagement isn’t something companies do just to make employees feel happy. It’s a business strategy for success.

To be successful, organizations need engaged employees because they’re enthusiastic and invested in their work. And feeling positive about their work leads to better physical and mental health.

Decades of Gallup research shows that highly engaged workplaces claim 41% lower absenteeism, 40% fewer quality defects and 21% high profitability.

The bottom line is engaged employees produce better work because they’re happier and they feel like they’re part of something bigger than themselves.