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July 31, 2007

New & Improved Free Skill Matrix Template (v. 7.31.07)

New and improved free skill matrix template: these are beautiful words to the ears of a Lean thinker. Thanks to the Excel skills of our Lean office guru Marcie MacRae, we have "the kaizen of the month for July 2007" at Gemba. The color-filling of the four-quadrant skill grid has been improved in version 7.31.07 of this skill matrix template.

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What does version 7.31.07 of the Free Skill Matrix Template do? You simply enter a number between 0 and 5 in the top right cell of each skill box (outer box, not inner box that is colored in), and Excel will automatically fill in the color. Note that there is a "0" in cell E2 above, and as a result, no color. Entering numbers 1 through 4 will give you one, two, three or four blue cells respectively, while a 5 will give you four yellow cells.

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Note the value of "3" in cell Q2 above, coloring 3 of 4 blue quadrants blue. How does it work? It is through the magic of something called conditional formatting, I am told. If you know how this works, you can change values, colors, etc.

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Have you ever thought "There must be a better way" about something? The big secret that everyone knows in their heart, but seems to forget in their head: there always is a better way. This simple example just goes to show.

July 30, 2007

Is IT the Key to Improving Healthcare Quality and Efficiency?

Is IT the key to improving healthcare quality and efficiency? The majority of healthcare opinion leaders seem to think so. The findings from the Commonwealth Fund/Modern Healthcare Opinion Leaders Survey appeared in the July 30 edition of Modern Healthcare, in an article titled IT Seen as No. 1 Key to Improving Efficiency, Quality.

The results reported from the survey of 214 opinion leaders on improving healthcare quality and efficiency were:

- 66% believe rapid adoption of electronic health records and other IT systems is job No. 1

- 59% chose public reporting of provider performance on quality measures

- 51% said financial incentives for improved quality of care, such as pay-for-performance, was key

These don't add up to to 100% because respondents were permitted to choose more than one solution. In addition, 70% of respondents said they want the federal government to play a leading role in backing these IT investments.

Patrick Shumaker, a Lean leader with 25+ years of healthcare experience and Gemba's VP of Healthcare Improvement, summed it up:

"These survey results are both interesting and disturbing."

Just who are these opinion leaders in the survey? The respondents to the survey included experts in healthcare delivery, finance and policy, as well as government officials. With the possible exception of "healthcare delivery experts" it strikes me that these people may be a step or two removed from the healthcare gemba.

A small number (7%) said the Patient Safety and Quality Improvement Act of 2005 allowing providers to voluntarily report medical errors with confidentiality was sufficient to reduce medical errors. Sufficient or not, exposing problems is certainly a necessary part of Lean healthcare.

Adding an IT layer on processes that are bad, or lacking in sufficient quality and safety checks designed and supported by the people who perform them, will simply become another example of the classic IT mistake of "paving the cow paths". In other words, let's automate safe and high quality processes, even if this means delaying the IT implementation while processes are fixed.

I wonder what nurses and others making a difference every day on the healthcare gemba would say is the number one priority to improving healthcare quality and efficiency and safety?

July 29, 2007

Why Is Your Lean Effort Failing?

The Lean Blog is always a good place for insights and discussion on why Lean efforts struggle or fail. Previous discussions have delved into Lean efforts that are in fact LAME.

Mark Graban wrote about the survey format of the Lean Institute being tilted toward blame, and not toward finding the true root cause.

Mark has launched a survey that is designed to help get at the root cause of the question "Why is your lean effort failing?" Even if your Lean effort is a raging success, you can contribute to this survey by identifying roadblocks you may have faced and overcome.

You can win prizes for taking the survey. Go to the Lean Blog to learn more, or directly to the directly to the Lean survey.

July 28, 2007

The Importance of "So What?" in A3 Kaizen

One of the things that makes Toyota-style problem solving so effective is the insistence on true root cause analysis and countermeasures. In simple terms this is known as "asking why 5 times" or "5 why". Instead of 5W1H (what, where, when, who, why how) which may be good for journalism, but Toyota-style problem solving focuses on finding problems through direct observation and asking "Why?" until the root causes is identified.

Another one of the things that makes Toyota-style problem solving so effective is the persistence in taking action, checking the results, and making improvements until the problem is solved and the root cause is truly eliminated beyond the possibility of recurrence. This is akin looking at the facts and asking "So what?" Like Starsky and Hutch, the Lone Ranger and Tonto or Sonny and Cher, Why and So What make a great problem solving team.

Problem? Why? Action! So What? This is PDCA problem solving in a nutshell. The A3 report, named after the size of paper, is a convenient way to practice problem solving. The series below helps demonstrate the importance of "So what?" in A3 kaizen or problem solving activities.

Take a problem, a piece of 11 inch x 17 inch or A3 size paper and start at the top left. What is the problem? Describe the current condition, along with supporting facts and data.
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Proceed to the Analysis section to use Ishikawa diagrams (cause and effect diagrams) and other tools to organize your 5 why analysis.

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Once you have found some root causes, you can set up some hypotheses to test. Try some countermeasures. This is the action plan, including what, who and when.

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Once action is taken, you will want to see whether it was effective, so this is to document the where, the when, the who and how of the "check" step of verification.

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So what? Results of your countermeasures may have been good or they may have been bad. This is the first step in checking. If a particular countermeasure was effective, it should be monitored, controlled, and expanded as a standard to other areas. Effective or not, we ask "so what?" again.

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If a particular countermeasure was not effective, we need to review whether this was because it was insufficient in addressing a root cause or whether the cause being addressed was not the true root cause.

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The root cause was not identified and addressed. So what? Go back to finding the root cause. Or perhaps the root cause was addressed. So what? If the root cause was addressed, does the data show that the countermeasure was deep enough?

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The data does not show improvement, even though the countermeasure addressed the root cause. So what? The measurement method, tool or the measurement itself may be the problem. This is where six sigma applications can come in handy. The data shows improvement. So what? Has the actual condition improved? Are we getting observably closer to the ideal condition?

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The teaming of "so what" as a checking mechanism helps to test all assumptions back to the beginning, and to make sure implementation of the countermeasures was thorough enough. In our rush to solve problems there are factors (often human) that are missed, and only detected when problems recur.

The 5 why analysis helps you question deeply to find the root cause for a particular problem. The So What question helps you question whether your investigations were broad enough, and whether countermeasures were on the mark.

Kent Blumberg has a good example of the value of "so what?" on his blog from last December, demonstrating a test for true root cause by following a series of "therefore" statements backwards up through the 5 why analysis.

So what...problems will you solve with this approach?

July 26, 2007

A Closed Mitt and an Open Mind

Sorting through old documents as part of my regular 5S at the office I came across another consulting firm's Lean training materials, collected about a decade ago. These explained Lean manufacturing and the idea of eliminating waste using the acronym CLOSED MITT. I am told this comes from Boeing, or at least that it was popularized there.

CLOSED MITT stands for the 10 types of waste (yes, ten) commonly found in all processes. They are:

Complexity
Saying that complexity is a waste is like saying that badness is a sin. It is more of a description of a state containing waste, or a cause of waste. Adding 3 more wastes to a list of 7 types of waste that has been sufficient in steering Toyota to a position of global leadership in operational excellence, may be an example of complexity.

Labor
Motion waste could be considered a waste of labor. People waiting could also be included here. The so-called 8th waste of underutilized creativity could also be included here.

Overproduction
No arguments here. Overproduction tops the list of the canonical 7 wastes.

Space
Space not utilized effectively can certainly be considered a waste.

Energy
This is a waste that does not get nearly enough attention, and surrounds us in our daily lives. Stand in a circle for 30 minutes, wherever you are, and I guarantee you will find a way to get rid of this waste and save real money.

Defects
Defects or correction waste is one of the 7 types of waste.

Materials
This could be either the waste of defects or processing waste in the case of extra materials used to complete a process.

Idle Materials
This is another way of saying inventory, either as raw materials, work in process, finished goods or supplies. This begs the question: are non-idle materials, such as a work piece that is being assembled or machined, not waste? If you are adding value to a piece of material that is not needed, this is overproduction, resulting in inventory waste. Idle materials also may be stored as a service, as warehouses or storage companies do. In this case the idle materials themselves (belonging to a customer) are the raw materials for a service (storage) which customers pay for, so it is not waste.

Time
Time certainly can be wasted, but this is too broad and vague. Wasted human time can be either waiting or motion or processing. Wasted machine time is most often processing waste. Time can be wasted, but it is not a waste, or a type of waste.

Transportation
Movement of material that adds no value is by definition a waste.

It's ironic that after adding to the original list of 7 wastes, the author of CLOSED MITT did not reflect on "complexity" being at the head of this enlarged list. If we use Occam's Razor, a principle that states that the simpler theory is best (named after the 14th-century English logician and Franciscan friar William of Ockham) a shorter list seems to be in order.

We need to keep an open mind in finding and getting rid of waste. Certainly no waste should be allowed to persist a moment longer than necessary, even if we do no agree on what to call it. I have always found the 7 types waste to be sufficiently descriptive for the wastes around me.

For example "energy" waste from the list above can be included in the waste of processing, since more resources than necessary are being used to perform the process, and resources take energy in some form. You may have a near-perfect process, but if the building is using too much air conditioning or if lights are left on where not needed, in a macro sense there is still processing waste (energy waste).

The "space" waste above should rightly be considered inventory waste since space is an asset you are paying for if it is owned, or if the space is leased it should be considered as a form of processing waste since it is a variable expense that is unused but paid for, heated, lighted, cleaned, etc. but adding no value.

Although not typically included in a list of wastes, we should consider environmental contamination to be an example of making defects. The defect created is not a product but the natural environment around the process. At some point this environmental damage (defect) will need to be corrected or the environment (product) will become unusable (scrap).

Another type of defect is health and safety losses in the workplace. Safety is often in a separate category from the 7 types of waste, or "the 6th S" add-on to the 5S, but "safety first" should be taken seriously by any serious Lean effort and must be a prerequisite and foundation of a Lean system. A safety incident is an example of a defective process that needs correction.

Simpler theories, shorter lists, and smaller formulas are better because they are easier to test, remember and apply.

July 25, 2007

Free Skill Matrix Template

Here is a free skill matrix template in Microsoft Excel format. We receive many requests on this blog and to Gemba Research about the skill matrix template. The skill matrix is a very broadly useful visual management tool for people development.

At Gemba we are using this new format to track the personal development goals for knowledge and skills in the Toyota Production System, project management, assessments, facilitation, simulations, business software, and problem solving charts, as well as others. The Job Instruction method and job breakdown method explained in the Toyota Talent book has helped us take use of the skill matrix at Gemba to a higher level.

We have used squares instead of circles since we do not know how to make circles appear in Microsoft Excel. In our format for consulting skills there are levels 0 through 5 starting with a blank (white) matrix, levels 1 through 4 being blue and the recognized authority or "sensei of sensei" within Gemba on the subject matter or skill receiving a gold (yellow) square for level 5.

Here is a sample of what this skill matrix template looks like.
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This free skill matrix template is easy to edit and easy to fill in. There are no macros and no automated features, you simply enter the values for Name and Skill and color in the matrix section as you like. It is formatted to 11 inches by 17 inches size paper for printing purposes. This accommodates a large number (thirty) of skills and competencies. You can format this sheet smaller or larger to suit your needs.

Hopefully the more prominent positioning and titling of this free skill matrix template will make it easier for people to find, reducing the muda of searching. Other articles we have written about the skill matrix now also include a link to this free skill matrix template.

Questions, comments and requests are always welcome. If you make improvements to this skill matrix template, or if you area an Excel wizard and you can add advanced features to it, please share and we will post them here for everyone.

July 23, 2007

TPS & the Tao

Some time ago a woman who was studying Taoism and also reading Taiichi Ohno said, "The more I read Taiichi Ohno's book The Toyota Production System-Beyond Large-Scale Production, the more I believe that his philosophies are based in the teaching of Tao Te Ching."

Ever curious about things that flow, I did some research into the Tao. The Tao Te Ching is a text that is more than 2,000 years old. It is the foundation of the Taoist school of Chinese philosophy. Tao means "way" and the title of this book translates as "The Book of the Way and (its) Virtue".

Even without opening a copy of Ohno's book, the parallels found in Taoist philosophy and the Toyota Production System philosophy were striking.

Respect for People - TPS

If you don’t trust the people, you make them untrustworthy - Tao Te Ching

Prevention rather than correction - TPS

He who excels at resolving difficulties does so before they arise. - Tu Mu, a commentator on the Art of War, a Taoist classic

The leader as a teacher - TPS

The Master does not talk, he acts. When his work is done the people say, "Amazing! We did it all by ourselves!”
- Tao Te Ching

In Taiichi Ohno's Workplace Management he talks about the "game of wits" with subordinates. This involves developing the minds of people by giving them difficult challenges, and thinking about the problem yourself so that you can give advice to the subordinate as they struggle. Ohno said to give full credit for the solution to the subordinates (student).

Harmony between man and machine / corporation and society - TPS

The Tao stresses harmony and flow and recommends a minimalist approach to leadership, whether it be as a king or a manager. There is a very Lean thought that runs throughout Taoism which says that the more one acts in harmony with the universe, the more one will achieve with less effort.

Pull, don't push / avoid muri - TPS

Related to the harmony theme above, Taoism teaches that the harder one tries, the more resistance one creates for oneself, and the harder things become. We in the West might say "go with the flow".

Humility as leaders - TPS

The Taoist ideal of a doctor is one who has no reputation as a healer because the area or community they serve is disease-free. This can be extended to the ideal TPS (Lean) manager who appears to do nothing because he has prevented problems rather than acting heroically to solve them.

Making things starts with making people - TPS

Taoist master Lao Tzu has been credited with the quote:

Give a person a fish, and you have fed them for a day. Teach a person how to fish and you have fed them for a lifetime.

Follow rules and principles / back to basics - TPS

The Tao teaches that when we stray from the fundamentals, we replace them with increasingly inferior ones and we deceive ourselves that these are the true values. This idea may not be unique to Taoist philosophy, but it is unique to find people who actually follow this thought.

On your next gemba walk, remind each other what happens when you stray from the fundamentals, and consider taking the 2,000 year old advice about going back to basics.

July 22, 2007

A Kaizen Team's Secret Ingredient: Negative People

Ron Pereira at the Lean Six Sigma Academy is blogging all week about kaizen. Hooray. He started early, advising us in his July 19th post to "snap out of it" whenever we have a negative mindset that make us say "the problem with that is..." during kaizen.

For many years Toyota people have said

"No problem" is a problem (困らない事は困った事だ)

so these negative people are a gift, are they not?

In fact, you could say that a kaizen team's secret ingredient is negative people. You need more than just a group of can-do people, or like-minded individuals who are all gung-ho. There is something called "group think" which famously ended one incident rather badly at the Bay of Pigs. Negative people will look for flaws in your plan and point out the areas needing kaizen before you move forward too quickly.

There is a great book called Six Thinking Hats by Edward De Bono. The book encourages you to recognize that we all have different modes of thinking available to us, and although one mode may be dominant, we need all of these and that there is a proper way to use each of them. This book is a must read for kaizen facilitators or anyone interested in bringing about good change.

Introducing the Six Thinking Hats approach, and communicating openly with kaizen teams upfront that "there will be a time for black hat thinking" or negative and critical thinking, frees up the so-called negative people to do what comes natural to them. You can also encourage them to try on the other hats, yellow for positive, green for creative, white for factual, red for emotional / instinctive and blue for controlling / organizing.

It works really well if you have colored pens or objects of these colors during a meeting or a heated kaizen discussion, and ask people "which color of hat are you using?" so that we can positively acknowledge when we are being rational, emotional, negative or otherwise.

Here's one more secret: there are no negative people in this world. There are only negative frames of mind. We can change our minds, attitudes, and beliefs, from the inside. This is personal kaizen.

July 19, 2007

Kaizen Song: Downstream Pull

This kaizen song is dedicated to all of you materials managers and planners out there working to establish pull systems...

Downstream Pull

(to the melody of "Downtown Train" by Tom Waits)

Line side another yellow andon
No engineers on the night time shift
I look through the parts list and expedite sheets
I'm thinking this means over time
The VMI bins are full
Parts from other side of the world
We tried so hard to break our shipping record

Our catch up plans and scatter charts show
We have nothing that'll help catch up because
They're just actions without root cause
The trouble is we're pushing parts
Oh if I had the power, I would produce one by one
But sadly they can't hear me now, they can't hear me now

When you signal demand with a downstream pull
Every part, every part comes just in time
With a downstream pull

I know your orders and I know they're late
I know your parts and your deliveries
We talk the hot sheet and past due dates
I stand by the line "it will ship today"
And watch our plans be off, oh mercy
Salesmen calling their accounts back
If on-time continues to fall
Then we'll never win them back

When you signal demand with a downstream pull
Every part, every part comes just in time
With a downstream pull
True need filled, only
When you signal demand with a downstream pull
Every part, every part comes just in time
With a downstream pull

When you signal demand with a downstream pull
Every part, every part comes just in time

When you signal demand with a downstream pull
Every part, every part comes just in time
With a downstream pull
With a downstream pull
Every part comes just in time
With a downstream pull

July 18, 2007

There is No Honor in Muri

Unreasonableness is a six syllable, sixteen letter word. It's a lot simpler to say muri in Japanese. Certainly less precious breath is wasted without the four extra syllables.

Muri arises when you try to fight variability at the surface level rather than at the systemic level. In other words, when you try to make a quick fix rather than a root cause countermeasure to variation, the result is muri and waste.

We ran into a specific example of this not long ago with a client with a seasonal business who needed to move assets in and out to match the peaks and valleys of demand. The systemic problem was a lack of even demand for their services. As a result their were either trying to do too much with too little resources, or they were spending management attention on ramping down to keep the costs low during slow times.

They recognized that this variation (mura) which they could not control in the short term and their response to it of trying to accordion their resources was not reasonable. It created waste. They will need to address their service mix and reconsider their target market in order to address this muri and waste.
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Mu means "not" or "none" while "ri" means "reason" or "logic". Muri is irrational, and it creates waste.

In the prevailing culture of management in the U.S. and particularly in entrepreneurial or innovative, product-driven companies, there is a celebration of heroic effort. Overcoming adverse conditions to do the impossible is considered a good thing. Too often little consideration is being given as to the root cause of these impossible conditions. While this may be necessary in the early start up days, it is not a way to build a sustainable business in the long term. It is muri.

In the Toyota way of thinking, there is no honor in muri. Being busy is shameful. Slow down and do what is reasonable. Find out why you are so busy. It's only rational.

July 17, 2007

Lean for Airports (Dare to Dream...)

The new Nagoya International Airport was famously built under budget and faster than scheduled thanks to help in Lean thinking from Toyota advisors. In another example of public-private partnership, a July 17, 2007 Computerworld UK article reports that Lean methods drive Heathrow Terminal 5 development.

British Airways (BA) plays the role of advising the British Airports Authority (BAA). There is more of an IT slant to the article than mention of TPS, but it is interesting nonetheless:

“At BA we have tried to think 'What's this building for? What are we trying to do?' We have thought about processes and how they affect people and then designed the use of IT around that," said Coby.

He said BA was using the so-called lean methodologies – dubbed 'Lean: Fit for Five' internally – principally to improve process efficiency across its IT projects.

BA is helping BAA recognize that the airport is similar in many ways to a factory, and that process improvement can yield efficiencies.

"Lean is about changing work culture and continuous improvement," said Coby. "It is not a quick fix or one-off investment."

These are the right words, even if they are surrounded by a lot of talk of IT, and complex automation systems:

The main T5 terminal will also contain 175 lifts, 131 escalators and 18km of conveyor belts for baggage handling.

I can't help be skeptical of anything containing 18km of conveyor being Lean. If the BA and BAA folks spent some time standing in a giant circle they may notice a lot of people waiting and sitting around, a lot of the time. No amount of conveyor will help this problem. What is needed is a rethinking of the whole process. The Lean tools of 3P for Production Preparation Process can help do this.

A quick "7 ways" exercise for baggage handling:

1. Why not deliver baggage to passengers via tuggers running milk runs?

2. Why not deliver bags directly to their final destination rather than making passengers wait, for a nominal additional fee?

3. Why not synchronize the loading / unloading of the baggage with the loading / unloading of passengers and let passengers claim them just in time as they exit the plane?

4. Why not deliver the bags to a staging area, with assigned seats for the bags?

5. Why not have many small "conveyor cells" that flow more rapidly, sorted by size of item or section of the airplane, rather than a giant conveyor?

6. Why not let people who want to pay to have their bags delivered through an "express lane" process?

7. Why not require standardized sizes and shapes of baggage, and load / unload the entire airplane in one go, as a container or cartridge, and deliver this cartridge in one piece to be unloaded one at a time?

Whether investing in IT systems, buildings, or conveyor, Lean thinking says you must first thoroughly understand the process and simplify it as much as possible. For equipment or information systems vendors, often life (or the project timeline) is too short to do this. Hopefully the BA and BAA team take the long view and go the Lean way.

July 16, 2007

Challenge, Kaizen, Genchi Genbutsu, Respect, Teamwork

Challenge, kaizen, genchi genbutsu, respect, and teamwork. These are the five ideas that were codified as the fundamental principles that guide the actions of Toyota people in the "Toyota Way 2001". We might call them "values" as in "mission, vision, values" that most organizations will have posted in the lobby of their company.

What is interesting about Toyota's set of values is that they were written down so late. More than half a century after Toyota began making automobiles in earnest, in fact. These were "understood" implicitly for decades, perhaps because the majority of manufacturing sites were around the Mikawa area of Japan. As Toyota globalized, it became necessary to make these values more explicit.

Kaizen, genchi genbutsu, respect for people and teamwork are much written about. The idea of challenge is worth reflecting on. Challenge is the pursuit of a dream, an ideal, or a vision. The spirit of challenge is often paired with creativity and courage. Together these three Cs guide people who follow the Toyota way to dream bigger, and not be satisfied with the current condition.

The word "courage" gives one a lot to think about. It reminds me of the words of Henry Ford (teacher to Toyota):

If you think you can do a thing or think you can't do a thing, you're right.

Read that a few times if the meaning doesn't jump right out at first glance.

Another important part of the principle of challenge for Toyota is their long-term thinking and dedication to creating value through their work, which is manufacturing. If your organization does not make anything, it is equally important to think long-term and ask, with courage, "What would we dream of leaving behind?" and work towards this challenge.

It takes courage indeed to ask these questions, face the facts and come to a deep understanding of how to find purpose in work, as individuals and as an organization. Although it is the least spoken of the five principles of challenge, kaizen, genchi genbutsu, respect, and teamwork that make up the Toyota Way 2001 values, "challenge" may be the most difficult. The way of challenge is a challenge indeed.

July 15, 2007

12 Quotes from Martin Luther King Jr. to Inspire Change

Martin Luther King Jr. was a great leader and a historic change agent. Studying his quotes can inspire those of us who work to make positive change each day. King said:


A genuine leader is not a searcher for consensus but a molder of consensus.

The process of policy management (hoshin kanri) builds fact-based consensus towards the strategy of an organization. Finding consensus may result in agreement only at an insufficient, lower level whereas molding and shaping the consensus builds support for the change at a high level. Leadership must mold consensus at a high level, because:

An individual has not started living until he can rise above the narrow confines of his individualistic concerns to the broader concerns of all humanity.

The question that strategy and policy must answer is "what is our purpose?" and this purpose is to solve problem and serve our customers while respecting ourselves and our people. King also said:

Life's most urgent question is: what are you doing for others?

We should think first about serving others in order to find our purpose, rather than focused on the potential for reward or punishment. This is expressed in a quote from King:

The first question which the priest and the Levite asked was: "If I stop to help this man, what will happen to me?" But... the good Samaritan reversed the question: "If I do not stop to help this man, what will happen to him?"
Too often leaders who are smart and well-intentioned are paralyzed by an unfulfilled need for a detailed strategy and structured road map of the journey. The "Why?" is far more important than the "How?" In King's words:
Take the first step in faith. You don't have to see the whole staircase, just take the first step.

As Taiichi Ohno said "the wise mend their ways". Those leading change should be vocal and persistent in putting their ideas forward, and swift and humble in admitting that they are wrong. In King's words:

When you are right you cannot be too radical; when you are wrong, you cannot be too conservative.

Martin Luther King Jr. knew what it was to be a minority, both within the American society of his day and also in calling for non-violent protest. For those of us who are the minority voice in calling for change in our organizations, King offers these words of encouragement:

Almost always, the creative dedicated minority has made the world better.

And also:

The ultimate measure of a man is not where he stands in moments of comfort and convenience, but where he stands at times of challenge and controversy.

We must look deeper at our current condition to truly grasp the situation and understand the system level causes of the problems we see on the surface. King puts it more poetically:

Everything that we see is a shadow cast by that which we do not see.

In Lean transformation we talk a lot about "eliminating waste" but perhaps we also need to talk about "creating greater value", just as King points out the importance for an emphasis on the positive aspect of change:

We must concentrate not merely on the negative expulsion of war but the positive affirmation of peace.

A leader must be an educator and teacher, and King says this about education:

The function of education is to teach one to think intensively and to think critically. Intelligence plus character - that is the goal of true education.

And finally, to those who many not see themselves as leaders, or able to influence great change today, there is always the possibility for personal change and potential for greatness in whatever you do. King said:

If a man is called to be a streetsweeper, he should sweep streets even as Michelangelo painted, or Beethoven composed music, or Shakespeare wrote poetry. He should sweep streets so well that all the hosts of heaven and earth will pause to say, here lived a great streetsweeper who did his job well.

July 13, 2007

Q&A During a Recent Gemba Walk

Gemba walks are great fun. But it's become clearer to me only recently that they can be awkward at first to the leader in transition from traditional style to Lean management. With permission and without revealing the identity of the leader (Mr. C), here is an excerpt from his questions and my answers during a recent gemba walk.

Stand in the Circle

Wearing our protective equipment, we walked into the gemba.

Q: "What route should we take on our gemba walk?"

A: "Let's stand here for a while."

A few minutes of silence passed. Mr. C became restless and wanted to know what we were doing. I explained. After 30 minutes, 30 observations and 15 minutes spent taking care of several of the items on his list, Mr. C said "Now I see."

Become a Teacher

We continued our gemba walk.

Q: "How do I convince people to come along on this journey?"

A: "How did you teach your son to read?"

Even though a young child's brain will learn to read more rapidly than an adult brain, the need for purpose in learning, daily repetition, and persistence and patience by the teacher is the same.

Fast, Cheap, Good: Pick One

Q: "What will it take to make kaizen a way of life for my people in 12 months?"

A: "A one-year Lean transformation is lightning fast. How many other projects are you willing to put on hold?"

There is a lot of education that is required to rewire people's brains to think and do kaizen all of the time. This is both in terms of awareness of waste and in terms of practice in doing kaizen. Not only that, many existing projects at many companies take up resources but are not supporting Lean directly (building warehouses, implementing push ERP systems, rolling out bad performance metrics). At worst these should be paused, and at best redesigned to support Lean. Too often these are "moving trains" that can't be stopped, so kaizen as a way of life takes longer to achieve.

Just Add "Why?"

Q: "What performance metrics will help me lead Lean more effectively?"

A: "Keep the performance metrics you have, for now. Ask 'why?' performance was met or not met, and keep asking 'why?' until you find the root cause for the performance gap. It may be the performance metric itself that is the problem."

"Why?" may be the most powerful two syllables in the English language.

Respect for People

Q: "What is the most important thing I should do as a leader during my gemba walks?"

A: "Smile, greet everyone heartily by name, every day."

Mr. C looked puzzled, then simply said "Okay." He should have asked "Why?" Perhaps he had enough to think about for one day.

July 11, 2007

Is Michael Moore a Lean Thinker?

Monday on the Lean Blog Mark Graban did some interesting reflection and analysis on claims by filmmaker Michael Moore that 18,000 people die each year in the U.S. due to the lack of health insurance.

The U.S. population, per Google, is approximately 301,000,000. That gives us 254,000,000 WITH insurance. If you believe the oft-cited Institute of Medicine numbers, 98,000 Americans die each year because of preventable medical mistakes. Also a tragedy. That's a rate of 0.000386.

Basically the same rates. I was stunned when I did the math in Excel. Is it fair to say that IF you were able to get coverage for those 47,000,000, that just as many (116,000) would die because of medical mistakes instead of today's total from 1) lack of insurance and 2) medical mistakes?

OK, that's not exactly right, because the 47,000,000 without insurance DO get treatment, usually through the Emergency Room. That's not the best treatment always, but we won't have two exclusive sample sets to compare.

But, I think my overall point is valid -- if we're going to get everybody coverage, we have an obligation to eliminate preventable medical mistakes the same way we've pretty much (knock on wood, I fly tomorrow) eliminated preventable airline disasters. Lean methods -- process focus, standardized work, root cause problem solving to name a few -- can help solve our quality crisis. Our goal needs to be ZERO preventable deaths, absolutely.

Mark Graban is a Lean thinker with considerable expertise in taking Lean concepts to healthcare, helping to make a dent in the number of those preventable deaths in hospitals. But what about Michael Moore? Is he a Lean thinker? Whatever you may think of him as a public figure, he is raising debate on a very important issue.

You could say that Michael Moore is a Lean thinker. Based on James Womack's latest and simplified definition of Lean as Purpose, process and people (not unlike what we have had pasted on our home page for years) Michael Moore clearly has a purpose (provide healthcare) that is people-focused (make people healthier) and he bemoans the process that insurance industries follow.

Michael Moore had defined an "ideal" or target condition (health insurance coverage for all) and he wants kaizen in this area. He has more compassion and respect for people than some insurance companies do. I haven't seen the film, but the film maker has is raising awareness of waste in the healthcare system.

There are also arguments that he is not a Lean thinker, and one that comes to mind is that he is presenting a solution (universal healthcare paid for by the government) without a deeper analysis of the current situation and the root causes for where we are today and what is preventing us from having this or something similar.

If these questions were asked, one of the root causes for the current situation comes down to motivating the insurers and the doctors to do the right things. For the insurer it means reduce their costs in other ways than simply denying payment. For doctors it can mean doing kaizen to improve safety, quality and availability of their services.

An interesting article on the Health Affairs Blog by James Robins on onJuly 10th, 2007 titled Redesigning Care: Jamie Robinson Interviews Virginia Mason CEO Gary Kaplan tackles these issues. One such issue from the interview is:

Why have so few provider groups undertaken the self-analysis that the Virginia Mason Medical Center (VMMC) entered into through its use of the famed Toyota Production System, even before Aetna and large employers began to push VMMC to cut costs?

It sounds as though the work VMMC did with Lean healthcare helped them to make the right decision in working with Aetna:

Kaplan: I think that for our clinical teams it was really a combination of factors. We were fortunate in that we had identified new ways to respond to marketplace issues such as those being presented to us. Rather than defaulting to the usual conventional resistance of many physician groups, including historically our own, by challenging the data or attempting to use market clout or prominence in the community to pressure the insurer, we actually decided to roll up our sleeves, apply our VMPS tools and form a unique partnership with the plan and the employer community.

Dr. Kaplan is clearly a Lean thinker and a Lean leader, who is helping fix healthcare from the inside:

As part of our VMPS work we consider the entire “value stream” from the perspective of our patients, our customers. We consider how the patient enters the care-delivery system with a particular diagnosis, and the components of the value stream that may or may not be value-added. What we found in our work, as is described in the Health Affairs article, is that for many diagnoses, the value stream has included a lot of waste — a lot of non-value-added diagnostics and therapeutics.

One of the biggest root causes of waste in any process or any industry is wrong behavior (not doing the right thing) because of wrong measurements and incentives. Dr. Kaplan's response to Robinson's question regarding changing payment models is enlightening:

The current fee-for-service payment system and the current way of valuing services needs to change if value-based care delivery is to be embraced by physicians and hospitals across the U.S. Most conventional pay-for-performance, as I think about it, is going to pay incrementally a relatively small amount for doing the right thing, as opposed to incentivizing us to not do the wrong thing — not to do the things that are a tremendous amount of waste in the system — and I think that’s where the big savings in care and the biggest opportunity lies.

Another potential root cause for out of control costs is identified in this exchange:

Robinson: America has been on a drunken fee-for-service binge over the past five years, and now we are seeing what you get from incentives to do more and more and more…

Kaplan: …And there is the added impetus to cost escalation of new technology and the ever-increasing expectations of our patients.

And yet another very insightful comment from Kaplan:

I think much of our training, socialization — you used the term guild system — the liability climate, expectations of patients and other factors have spawned the feeling amongst physicians that autonomy is critical. This is an issue that works against continuous improvement and collaborative work. At times this has fed the notion that one’s personal economic interest was paramount and this is certainly not what American medicine should be about.

On the role of cross-functional kaizen teams in motivating change from the inside, Dr. Kaplan says:

One of the things that characterize our project, which is described in the Health Affairs article, is unprecedented collaboration with employers including having their representatives from top management — human resources and employee benefits — involved on our Kaizen teams and very much at the table in this work. That was a very powerful influence and helped our physicians and care delivery teams enormously.

And this is a great question by Robinson, with a great answer by Dr. Kaplan:

How do you compensate your physicians internally to support and sustain a culture of efficiency improvement?

Kaplan: First of all, we select people in our recruitment process who are interested in improvement and making a contribution to their specialty and to the improvement of care delivery. We have a strong ethic around teamwork, academics and improvement. We have incentives, both time and money. People get credit for a variety of improvement activities; committee work that allows that to happen; and participation on VMPS rapid process improvement workshops and in workgroups such as the Kaizen teams that focus on low-back pain, migraine, and cardiovascular work. We work hard to ensure that we are not disincentivizing things that we as an organization highly value.

The whole interview is worth reading for anyone interested in Lean. There are nuggets there that you can generalize and apply to the challenges of Lean in any organization.

For further reading about VMMC and their efforts, Health Affairs has an article titled Redesigning Care Delivery In Response To A High-Performance Network: The Virginia Mason Medical Center.

At the risk of sounding like a proponent of socialized medicine (which if it is a solution is not one that addresses root causes of the problems identified above) I do think that the health of a nation is the business of government.

Insurance companies, hospitals, public health policy, disease control, all of these things are part of what you might call the "public health value stream" that should be owned by the public sector, or government. We can't consider just the hospital or just the insurance company, but rather the full so-called "product life cycle" of healthcare delivery (ironically, this is exactly and actually the "life cycle" of a human being).

Without a broad perspective and long-term vision, all parts of the healthcare delivery life cycle will continue to sub-optimize, raise overall costs, and erode quality. Pharmaceutical companies, insurance companies, doctors, providers of unhealthy food and lifestyle elements, and even consumers who choose to live unhealthy lifestyles are all contributing to sub-optimization and waste. It's a big enough problem that we need help from everyone, and from all of the Lean thinkers in healthcare, regardless of politics and regardless of whether they make movies, write blogs, or run medical centers.

July 9, 2007

Top 10 Improvement Tools Named After Lean Sensei

1. Ohno Circle

Taiichi Ohno was the Toyota executive largely responsible for structuring and implementing the system known today as the Toyota Production System over four decades after World War II. Ohno was known for drawing a chalk circle around managers and making them stand in the circle until they had seen and documented all of the problems in a particular area.
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Today the "stand in a circle" exercise is a great way to train one's eyes to see waste and to provide structure for the team leader to do daily improvement or for the busy executive with limited time to go to gemba.

When you spend time on the gemba standing in the Ohno Circle, you will see the gap between the target condition and the actual condition. It's time to decide where to start first in closing this gap, using the Pareto principle.

2. Pareto Chart

In 1906 Italian economist Vilfredo Pareto simplified the world for us with his 80/20 rule, or what is known as the Pareto principle. This is most often expressed in a Pareto chart.
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Identify the vital few that will give you the biggest impact towards closing the gap between current condition and target condition, and when that's done, move onto the next tallest bar in the Pareto.

To focus on addressing the root causes of the top 20% factors that are keeping your from hitting the target, the next step is to dig deeper into the root causes using the Ishikawa Diagram.

3. Ishikawa Diagram

The Ishikawa Diagram (also called the fishbone diagram or cause and effect diagram) was introduced in the 1960s by Kaoru Ishikawa. Ishikawa pioneered quality management processes at the Kawasaki shipyards, and in became one of the founding fathers of modern management. The diagram shows the causes of a certain event or condition. The Ishikawa Diagrma is one of the seven QC tools including the histogram, Pareto chart, check sheet, control chart, flowchart, and scatter diagram.
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It is quite a flexible tool. Root cause analysis can be conducted for manufacturing or production-type processes using the 4M (man, material, machine, methods) or sometimes up to 6M (add mother nature, measurement) as well as 4P (price, promotion, place, product) for a marketing and sales kaizen.

Now that you have identified the root causes of your problem, you are ready to implement countermeasures. For that, you'll need an action plan.

4. Gantt Chart

Henry Gantt was a management consultant who popularized the project management tool known as the Gantt Chart some time around 1910.
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Anyone who has used Microsoft Project or who has used this classic project management tool has Mr. Gantt to thank. He revolutionized the managing of large, complex projects such as construction, worldwide when he introduced his Gantt Chart.

Gantt was a very early Lean sensei in that he set the foundation for later developments such as standard work combination sheet, scheduling a day's work and work balancing. The action plan must not be limited to "plan and do" but also "check and act / adjust" according to the PDCA Cycle, also known as the Deming Wheel.

5. Deming Wheel

The Deming Wheel is also known as the PDCA Wheel. Edwards Deming is credited with teaching PDCA to the Japanese, but proper credit should be given to Walter Shewhart, the pionnering statistician and teacher of Deming, who originated the PDCA notion.
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A more full explanation of the Plan, Do, Check and Act steps can be found on the Gemba Research website. One of the more powerful ways to test out your ideas through experiments is the Taguchi Method.

6. Taguchi Method

Genichi Taguchi took the notion of R.A. Fisher's Design of Experiments and sought to understand the influence of parameters on variation, not only on the mean. In conventional DOE, variation between experimental replications is considered a nuisance that experimenters would rather eliminate, whereas in Taguchi's mind, variation is a central point of investigation.

The diagram below shows the Taguchi Loss Function, which Ron Pereira at the Lean Six Sigma Academy explains the workings of Taguchi Method in a series of informative articles.
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Using these tools, you will have the data to prove that your experiment is a success! But how do you motivate people to come around to your way of thinking and adopt a new way? It might be helpful to know something about human motivation and Maslow's Hierarchy of Needs.

7. Maslow's Hierarchy of Needs

Abraham Maslow was an American psychologist who is most famous for the hierarchy of human needs. Maslow's model gives us the foundation for understanding how to motivate people to change, which is a topic of great interest to us, addressed in part 1, part 2 and part 3 of a series of previous posts.

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Improvements made, you now need a way to check and audit the process regularly so that the process does not revert to the old way, and that new problems are discovered quickly. The Oba Gage is a useful means to enable a visual workplace for abnormality management.

8. Oba Gauge

A 4 foot tall Japanese Lean sensei named Mr. Oba was notorious for insisting that nothing in the factory be taller than his eye-level This resulted in the "Oba Gage" for a visual workplace. The idea is to avoid creating view-blockers in your workplace whenever possible. It is also called the "4-foot rule" or "1.3 meter rule".
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The workplace is more visual, many large problems have been solved and the process is stable. But how can we avoid complacency and keep continuous improvement going?

9. Heinrich Principle

H.W. Heinrich taught us through his Heinrich Principle that we must pay attention to even the smallest of safety incidents or so-called "near misses" if we want to find the root causes of what could become larger safety accidents. The same principle applies to 5S, the elimination of waste, and awareness of quality problems. Lean management means everyone is vigilant about even the smallest problems. This requires constant education and attention to maintain a heightened sensitivity and avoid habituation to the warusa kagen (condition of badness).

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The first nine tools used properly will result in improved safety, quality, cost and delivery. This will also open up capacity in your company to develop and deliver new products and services. But which products and services will give you a market advantage? The Kano Model helps you answer this question.

10. Kano Model

When we go back to the beginning in the cycle of continuous improvement, we have to ask again "What does the customer want?" Professor Noriaki Kano gave us a model to answer this question more effectively. The chart below illustrates how there is the Voice of the Customer (spoken needs) as well as what is sometimes called Mind of the Customer (latent or unspoken needs).
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Quality Function Deployment (QFD) makes effective use of the Kano Model, as does fact-based Hoshin Kanri (policy management or Lean strategic planning). C2C Solutions offers a Flash tutorial of the Kano Model, about 8 minutes long.

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You might ask why to include a Professor who developed a model largely used for product development and strategic planning on this list of improvement tools named after Lean sensei. If we follow Pareto's Law, 80% of the waste in a product is in the design phase and likewise 80% of the waste in management effort is probably in misdirected or unaligned strategy. So although the Kano Model ranked at #10 on the list because it is far less practical and hands-on useful on a daily basis than the other nine, one could say that it has the biggest potential impact on the overall system.

There are many tools in the world. Knowing how to use them is important, but even more important is knowing how to put them to use as an overall system in such a way that helps people see things in a new way, to change how they think and work.

July 8, 2007

New Metric for Lean Leadership: MTBFTFTBF

Those of you who are familiar with TPM or other progressive maintenance systems will recognize MTBF. The acronym MTBF refers to the mean time between failures. For products, MTBF is a reliability rating indicating the expected failure rate of a product after a certain number of hours of use. For production equipment the MTBF is a measurement of how often it breaks down or fails. This number should be measured in months and years, because the longer the MTBF the better.

To apply this as a Lean leadership metric, we'll borrow Good to Great author Jim Collins' idea of a leader's ability to "face the brutal facts" to coin MTBFTFTBF. This beast of an acronym stands for Mean Time Between Failures to Face the Brutal Facts.

There is a tendency of leaders to have great faith in their own ideas and plow ahead without seeking out contrary facts or questioning assumptions. Leaders tend to think they are right, even when they are wrong. This is compounded when the genchi genbutsu ("go see") habit of going to gemba is missing. Therefore, another way for humble leaders as fallible human beings to hold themselves accountable and lead by example is to measure and improve MTBFTFTBF.

Failure to face the brutal facts is a breakdown in Lean thinking. It is wishful thinking getting in the way of PDCA. It is fear getting in the way of courage. It is staying in the comfort zone getting in the way of challenge and learning.

Like any other breakdown, the leader should conduct a root cause analysis on why they failed to face the brutal facts. Why did they hold onto the delusion? The Pareto chart, Ishikawa diagram (cause and effect analysis) and other problem solving tools are just as effective in identifying root causes for production problems as they are for getting at the roots of the failure to face the brutal facts. Applying countermeasures found using problem solving tools will extend the mean time between failures to face the brutal facts.

It seems that MTBFTFTBF for me is about six months. On reflection, every six months or so there is an unpleasant "a-ha" moment when my failure to face the brutal facts becomes clear, and a generous serving of humble pie is what's for lunch.

To think of the waste that could have been avoided had I known about this metric, and had been tracking it myself for the past several years... The brutal facts are the tough ones to face, and it's the leader's job to face them. It's not too late, add MTBFTFTBF to your Lean leadership metrics today!

July 5, 2007

Three More Ways to Increase Personal Productivity through 5S

The discipline of 5S increases personal productivity by making your work environment simpler, more structured, and safer. Much of the time that is saved is time not spent looking for things by being able to see right away whether everything you need to be productive is ready or not.

There is a good summary of 5S on The Thinking Blog titled getting things done with the 5S philosophy.

As a bonus, there is free 5S wallpaper. Click one of the images below for the free 5S wall paper at The Thinking Blog.
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There are three more ways to improve personal productivity by taking 5S beyond the physical environment, to the mental environment. We can get a hint by reflecting on how the Japanese use the word seiri (整理 - or sort in English) in combination with other words:

Sort your feelings (気持ちの整理)
Each day before you get started with your work, get rid of negative feelings. Put your positive thoughts and feelings first. Relax. Set aside worries or concerns for later. Give thanks.

Sort your work (仕事の整理)
This means prioritizing what you need to get done TODAY and what can wait. Which customers are you serving, and what requests are you fulfilling? Be clear in what is job #1 for the day, and what's next after that. This is the difference between efficiency and effectiveness. Getting things done versus getting to work on the right things.

Sort your head (頭の整理)
Structure your thoughts. Break complex issues down to their simplest parts. Here is some wisdom from American writer Mark Twain:

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.

What are the most important ideas, needs, desires or motivations that are guiding you today? What things in your head distract from them? What are the main things you want to communicate to others today?
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Whether you do physical work or whether you do what is called knowledge work where the tools and materials you use are mostly in your head or on a computer, these three ways will help increase personal productivity through 5S applied to your mind.

July 3, 2007

Toyota Production System A to Z

If you ever find yourself face to face with a Japanese Lean sensei, you might find some of these words useful in building common ground.

Andon - Colored lamps (red, yellow, green) or visual indicator of abnormalities

Batch - It's such an ugly word, the Japanese borrowed ours...

Chaku chaku - "Load load" machines that have automatic eject (hanedashi) devices

Deming, Edwards - Sensei to Japanese industry

Eigo OK desuka? - English OK?

Full work - Also called "two point control" or "AB control" the full work control system is used in Jidoka (autonomation) to limit overproduction by switching a machine or automated line on or off by detecting whether the line is full of work pieces or not

Genchi genbutsu - Japanese for "actual place, actual thing" indicating the habit to "go see" to gain the facts and solve problems based on facts

Heijunka - Production smoothing through averaging volume and mix, enabled by quick changeovers and small lot production

Ishikawa, Kaoru - Quality pioneer who revolutionized the quality movement through the use of the 7QC tools (histogram, cause and effect diagram, check sheets, Pareto diagrams, control charts, scatter diagrams, flow charts)

Jidoka - Autonomous working, autonomation, build in quality through error detection and / or manual line stop, separating human from machine through low-cost automation,

Kaizen - Change and make good, continuous improvement

Lean - The Japanese business media have adopted this word to describe the approach taken by companies in the west to copy the Toyota Production System

Muda - Waste

Nemawashi - Building consensus through advance communication and discussion before decisions are made

Obeya - Big room, offices without walls between people that are used for cross functional collaboration and project management in product development efforts, sales offices, etc.

Pokayoke - Mistake proofing

QC - Originally from "Quality Control" as introduced by Deming's Quality Control concept and specifically the QC Circle activity, today QC is used to describe the scientific approach to problem solving and kaizen

Rotation - The practice of changing the role of factory workers every 2 hours or so for the purpose of reducing fatigue, cross training, and avoiding boredom

Sensei - Teacher (a term of respect)

Taguchi method - Statistical methods developed by Genichi Taguchi to improve quality of manufactured goods, also called Robust Design

U-ji line - U-shaped line, u-shaped cell

VE - The Japanese abbreviation for Value Engineering.

Warusa kagen - Condition of badness

X bar - Average of a sample, the arithmetic mean, typically found on a control chart

Yokoten - Horizontal deployment, copying and expanding good kaizen ideas to other areas

Zero - Activities to reduced to the beginning of Japanese words such as "inventory," "accidents" or "defects," these phrases become long-term targets for continuous improvement

July 2, 2007

Your Lizard Brain Wants to Help You Be Lean

An article on July 1, 2007 in LiveScience titled Study Reveals Why We Learn From Mistakes sheds light on why visual management and the habit of genchi genbutsu is so important to problem identification and learning. Once again, brain science teaches why Lean works. The article starts out:

Researchers have pinpointed an area in the brain that alerts us in less than a second of an impending mistake so we don’t repeat it.

The researchers did this by measuring activity in the lower temporal region of the brain which is where visual information is processed. When you see a mistake or an abnormality, the part of your brain inside your temples lights up. It turns out that there is activity in this area of the brain within 0.1 seconds of the visual stimulus. This is faster than the speed of conscious thought, according to the study:

This study, announced today and published in the Journal of Cognitive Neuroscience, indicates the brain reacts to mistakes before information even gets processed consciously. The scientists call it an "early warning signal" from a lower region of the brain.

Fascinating. Simple good / bad, normal / abnormal, go / no-go visual cues are processed much faster than long stories by managers about what should be happening or what they are doing to fix problems. Toyota realized some time ago that it is best to simplify the story and put it on an A3 so that the lower regions of our brain can handle the story automatically without getting distracted by all of that conscious thought.

That may be a stretch, but my teachers of the Toyota Production System often talked about it being like "the autonomous nervous system" which reacts to information without conscious thought. The kanban system is one example of this, and the function of jidoka to detect errors and stop is another example. The entire goal of 5S is to enable visual management, the identification of abnormality and waste, once you have established what is "normal" and productive workplace organization.

The discipline of visual management, and the habit of Lean leaders of going to gemba to observe what is happening on the gemba lets you quickly detect even small problems and fix them before they get to be big problems. It's just letting your brain do what it does well, without letting so-called higher cognitive functions get in the way.

July 1, 2007

Intuition, Information and the Toyota Production System

There are quite a few things that are counterintuitive about the Lean management system known as TPS. They are all fairly simple things, but hard to do since they feel wrong to people who have not been swimming in the waters of TPS for years.

In fact, the whole TPS house is built out of counterintuitive (which is to say non-traditional) behaviors. The sketch below is a quick approximation of the TPS house.
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Pillar #1: Jidoka. Stopping to fix problems is faster, cheaper, better than keeping the process running, to fix the defects later (or more often than not, keep running and not fix). There is more to jidoka than meets the eye, from the stand-point of built in quality. There is an emphasis on in-process quality checks (many of them) instead of end-of-line checks. There is the whole mentality of zero defects that is needed, starting with a blame-free culture that rewards rather than punishes exposing problems, as well as a system to back it up. It is not so hard to understand why jidoka is counterintuitive when you consider this.

Pillar #2: Just in time. One at a time is faster, cheaper, better than batch processing. And yet we batch. Just the other day I witnessed someone making egg & cheese croissant sandwiches at Phoenix airport, in a batch. About twenty croissants, one slice of cheese at a a time, then the egg... My vantage point: a long queue waiting for coffee while others in the line waited for their sandwiches. Why did he do this? Probably because the information he was given was to "make twenty sandwiches" and not when the first one was needed, or how often (takt time).

You wouldn't push a rope if you wanted to make it move, but this is exactly what most systems force us to do. Why is it so counterintuitive to pull and comfortable to push? Push requires so much less information, for one thing. You can push right now. Just do some work, whether it is needed or not. That's push. Pull, on the other hand, requires you to know who your customer is and to listen to them.

The cornerstone of kaizen, or continuous improvement, may seem intuitive at first glance. The idea of PDCA and the scientific method, while not followed as closely as they should be, are quite logical. Many if not most people believe in continuous improvement of one sort or another.

But the focus of kaizen on true root cause countermeasures through the 5 why process, as well as the insistence on ending each kaizen with a combination of celebration and dissatisfaction is deeply counterintuitive to most who want to declare victory and move on after corrective action has been taken at the superficial level. Here again, it is harder to do kaizen because it takes more information to do it properly at the root cause level, and with an understand of just how much better things can be (ideal).

Then there is the whole notion of educating, empowering and requiring everyone to solve problems, rather than simply entrusting this to a small group of experts, which can strike many as going against the grain. We have been taught to believe that heroes solve problems, and that fire-fighting is noble.

Traditionally, management attention goes toward the solving of big problems, rather than solving of small problems. At Toyota, leaders view problem solving at all levels as a key activity both in terms of improving safety, quality, deliver, cost and morale as well as developing people's skills.

The TPS views people as assets rather than liabilities. People increase in value as you educate them, and as they gain experience and capability. Education is giving people information, while training is giving people the opportunity to use this information to build a skill. Everyone solving small problems every day in a standardize way is Lean management.

The cornerstone of Standard Work can be difficult for people because we are so used to standards being things that don't change. Things that don't change constrict us. In the Toyota Production System standards exist to be changed. In fact Standard Work which does not change is a sign that kaizen is not being done. Standards don't limit creativity, but in fact unleash it. Standard Work is simply information, a measure against which we can view a process in order to look for further improvements.

The strongest protest to this idea typically comes from knowledge workers or professionals who need to be creative in their work of designing new things or solving new problems. Design engineers are a classic example. But what if you standardized the fasteners, and used your creativity instead for finding solutions to customer problems, rather than being creative in selecting bolts from a catalog? Albert Einstein said, "Never memorize something that you can look up." We might have also say, "Never recreate something you can look up." You just need the information - knowing where to look.

Or in healthcare terms, what if evidence-based, scientifically proven treatments could be used as a standard, so that the years of medical training and experience could be used to better diagnose and treat those parts of the illness that are unique to the patient? Standards allow you to make fewer decisions, and the fewer decisions you need to make the easier it is for these decisions to be the really important ones.

Most people resist standards because of a perceived or actual unfairness with the system that imposes the standard on people. The TPS standard is counterintuitive to the experience of most in that it is not only fair but empowering. This is because the process is observed and documented based on facts rather than imagined, calculated or engineered standards. The information you gather about the process enables Standard Work.

The foundation of heijunka or production smoothing aims to produce an average mix and average volume of products rather than having the schedule swing up and down. From a production standpoint this may seem rather obvious. A smoother schedule means being able to set up and run the same thing for weeks rather than needing to constantly change. But this is not heijunka. The idea of averaging mix and volume both requires small lot production and very frequent changeovers. This requires knowing what you need to deliver, in what quantity and sequence, as early as possible.

Of course it is much easier to just go ahead an take the order without complete information. Why delay the sale? From a leadership standpoint it is too often counterintuitive to instruct customers or star salesmen to change their behavior in ways that help production deliver the products and services more smoothly, and therefore provide it better, faster and cheaper. It is easier to say "yes" to almost any order and let operations figure out how to handle it. Once again, it take discipline to get the information you need before starting work.

If Lean management all made sense and was intuitive, we would all be doing TPS already. There's something about the Lean management system, built out of counterintuitive principles, that makes it hard for many people to adopt these behaviors. Some say that learning TPS requires unlearning the traditional management system you already know. I'm not so sure. Another way of thinking about this is that TPS requires learning to seek more information about the work you are about to do and to deepen your understanding of what needs to be done, for whom and when. We need to slow down and get it right the first time.

The whole notion of "intuitive" is rather anti-Lean. It's not scientific. When something is intuitive, a thought or understanding is obtained through instinct, impression, or sense rather than explicit observation or reasoning. It is nearly the very opposite of the scientific method. Yet intuition is a very valid way of knowing and understanding for many non-complex systems. If intuition is knowing from within, we simply need more information before we can intuit correctly and act upon a system as complex as Lean management.