Huddle Boards High-level Overview Let’s review a HUDDLE BOARD…

Huddle Board Components Team Name (Locator Code) Huddle Time: Wednesday 9am Title – Team name, location code, day and time. Huddle Board Components

Huddle Board Components: Team Team Name (Locator Code) Huddle Time: Wednesday 9am Team - what we do and agenda of huddle meeting ( also list members w pictures if so desired…) Huddle Board Components: Team

Huddle Board Components: Performance Metrics Team Name (Locator Code) Huddle Time: Wednesday 9am Primary metric with some sort of visual performance indicator. Helps with “at a glance” status. Without a standard, there can be no improvement. Huddle Board Components: Performance Metrics

Huddle Board Components: Improvements Team Name (Locator Code) Huddle Time: Wednesday 9am Utilize problem idea cards. Generate improvements and implement good ideas (large and small) across the kanban board… [To do… Doing… Done…] THIS IS WHERE PEOPLE CAN (WANT TO) CONTRIBUTE, make a difference. Make it better. Safer, Better Faster… Take improvement anyway you can get it !!!!! Huddle Board Components: Improvements

Huddle Board Components: Kudos Team Name (Locator Code) Huddle Time: Wednesday 9am SAY THANK YOU !!!!!!! Appreciate people. Value contribution. Huddle Board Components: Kudos

Huddle Boards In detail ... A Helpful Guide to More Effective Huddles

Helpful Guide Track ideas by location, some may need to be escalated to higher levels.

Helpful Guide DAY and TIME

Helpful Guide What processes does the department perform?

Helpful Guide Measure what is important to the customer.

Helpful Guide Key performance metric.

Link to Strategic Plan.

Hierarchy of “What to Work On” Strategic Planning = Goals + Measures + Objectives + Timing 2018 Plan for ADOR

Hierarchy of “What to Work On” Goals

Hierarchy of “What to Work On” Measures

Hierarchy of “What to Work On” Objectives

Hierarchy of “What to Work On” Timing

Project Status Director Bryant reviewing year-end ‘status’ of operating strategic plan with staff Meet with Leader staff weekly.

Project Status Drive to completion ! HIT ‘EM !!!!!

Project Management These “Huddles” managed by: Exec./ Senior levels Visual Status Boards Regular Cadence Projects are higher lever improvements. Require more time and cross-functional teams. Director’s office had about 30 of these going in 2018.

Example of idea advancement … Team (5-ToC) Metric in wrong direction, action required. Problem statement generated. Example of idea advancement …

Team (5-ToC) Problem.

Quantify the Problem Data, Data, Data !!!

Quantify the Problem Most Important Skill for a Data Driven Organization

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall?

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task?

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task? Collect Data

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time Analyze the Data

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time Analyze the Data Base Your Improvement Efforts On Data not Conjecture 

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time Analyze the Data Base Your Improvement Efforts On Data not Conjecture  Don't Want to have Solutions Looking for a Problem 

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time Analyze the Data Base Your Improvement Efforts On Data not Conjecture  Don't Want to have Solutions Looking for a Problem 

Quantify the Problem Most Important Skill for a Data Driven Organization ASSUMPTION: Speeding up Classification Will Reduce Overall Rebate Processing Time More Than anything Else Question: How Many Hours Does it Take to Process Rebates Overall? AND How Many Hours Does it Take to Do Each Task Collect Data Dissect the Tasks Create a Simple Check Sheet to Collect Data for a Period of Time Analyze the Data Base Your Improvement Efforts On Data not Conjecture  Don't Want to have Solutions Looking for a Problem  Want to have Problems Looking for a Solution Use Data to Guide Us to the Best Idea!

Problem Statement refined. Huddle Time: Wednesday 9am Problem Statement refined.

Huddle Time: Wednesday 9am Idea generated.

Huddle Time: Wednesday 9am Advance idea.

Huddle Time: Wednesday 9am Escalate, if required.

This idea card goes on Manager’s board. Huddle Time: Wednesday 9am This idea card goes on Manager’s board.

Huddle Time: Wednesday 9am IT required.

Escalation Boards Place on Department MANAGER’s Board.

Log the Manager has idea card. Huddle Time: Wednesday 9am Log the Manager has idea card.

Huddle Time: Wednesday 9am Manager works on it.

Gets done, card advances on Kanban. Huddle Time: Wednesday 9am Gets done, card advances on Kanban.

Green – progressing to new completion date. Huddle Time: Wednesday 9am Green – progressing to new completion date.

Log back from Manager, finish remaining actions with the department. Huddle Time: Wednesday 9am Log back from Manager, finish remaining actions with the department.

Huddle Time: Wednesday 9am Complete. Update logs.

Huddle Time: Wednesday 9am Track progress.

Huddle Time: Wednesday 9am Give thanks !!!