CI 101

How to achieve the key elements for continuous improvement success

From What are the key elements for CI success? we know that for a successful continuous improvement implementation we need the following.

  1. Leadership buy-in and support
  2. Culture change, lean thinking & people’s development
  3. Effective Communication every step of the way
  4. Use the right CI tools, create your own toolbox
  5. Continuous improvement everywhere, every day, by everybody

As a business owner or top leader of your organization, you have a huge responsibility to make this happen. The implementation is something that you should not delegate.  If you don’t know how to do it or if you are not familiar with it, find a responsible coach to guide you through this journey.  There are a few fundamental actions to ride successfully the implementation road.  

  1. Review job environment and satisfaction
  2. Develop our people first and motivate participation
  3. Demand leadership responsibility
  4. Develop new behavior patterns
  5. Promote lean thinking and insist on following the new methods and tools

I discussed the first one in the post How does the work environment affect the lean implementation? The job environment review is critical to understand how the company culture will affect the implementation.  Complete this action before you start to practice continuous improvement.  Incorporate other as part of your daily job as a top leader.  Today I will cover the second action, develop our people first, and motivate participation.

The mission of continuous improvement is to develop team skills.  Respect for the people is at the core of lean thinking and is one of the top three characteristics of the right work environment for CI success.  One of the lean thinking principles is that the people doing the work design it and solve the problems.  The leaders guide the team by respectfully asking questions.  They teach them problem-solving and data analysis tools and support them in providing resources and removing roadblocks.  The leaders are now coaches, not bosses.

Link the company Vision and Mission statements to the continuous improvement activities.  Align those activities to the company goals and objectives.  Continuous improvement is not a project but part of everybody’s daily work and should be part of their performance review.  Ensure that these things are communicated, discussed, and explain to everybody.

Build a team to work on tying together communication, training, participation, and employee’s performance.  The objective is to define and clarify responsibilities, set expectations, and incentivize participation.  This team is responsible for reviewing the job descriptions, performance system, incentive program, and creating a suggestion program.  

An important piece to motivate participation is training tailored to the company and industry.  A good trainer will design the training based on the audience and their preferred learning method.  Lean is about learning by doing, make sure to provide enough theory to support the hands-on activities.   

The success of the new culture and CI implementation is based on communication, teamwork, alignment between objectives and actions, motivation, and training.  Regardless of how difficult the journey may be, always use Lean Thinking as your North.

CI Tools

What is Leader Standard Work?

The fundamental ingredient for a successful lean implementation is creating a continuous improvement culture.  It is impossible to create a culture without the active participation and support of leadership.  Most of the time, leaders at all levels have to learn continuous improvement principles and tools along with their team.  But that is the easy part, the challenging one, is to move away from traditional thinking and adopt a completely different way to behave, think, solve problems, communicate and relate to others.  

In other words, leaders looking to use continuous improvement and lean thinking need to build a new business persona.  This journey will help you to reflect on how you manage or supervise now and build new habits for the future.   Some people say it takes 21 days to build a habit, while others claim it takes up to 66 days.  I don’t know the right answer, but I know that building the habits required to successfully change a culture takes more than a couple of months of practice.

One tool that helps with leadership changes in behavior is Leader Standard Work.  Standard work ensures consistent results and is the baseline upon which improvements are made.  Leader standard work is a description of the safest, highest quality, and most efficient way to drive continuous improvement and Lean thinking throughout the organization.

Leader standard work is usually presented as a form or checklist with daily tasks, as well as space for additional tasks specific for the day.  You can divide the daily tasks by time-specific, like meetings and non-time specific.  A different approach is to divide tasks into sections.  For example, before, during, and at the end of the shift.  Like many other things with continuous improvement, you can select the format that makes more sense for you and your business.

The following are things that you should include in your Leader Standard Work because they support and promote continuous improvement.

  • Daily team meetings
  • Walk the area where value is created
  • Observe out of normal situations
  • Support continuous improvement activities
  • Follow-up performance vs. objectives
  • Set direction, ask and answer questions
  • Reflection
  • Plan the next day

Although many can say that using a form to guide what you have to do through the day is too restrictive and takes away the flexibility to deal with daily problems, it is the contrary.  Remember, you are building a new habit, a new way of doing business.  The form will help you to create that habit and make you focus on those things that will help to identify out of standard situations before they become a problem.  It will take time, but in the end, you will see the benefits of seeing things by yourself and not relying on reports with outdated information.  Lean is about learning, experimenting, and reflection on the results to keep learning and improving.  As a leader, you set the example by doing what you expect your team does.

This is like whey you are trying to build the habit of jogging or have a walk daily. It is hard, but over time you will get the benefits, will get used to it and doing it is almost like breathing.