IMPROVE Phase Consider these Improvement Initiatives! Six Sigma Simplicity

Your process maps are key here! In particular, cross functional maps will be useful. Every process step should be evaluated using Value Analysis. Look at areas where your process repeatedly crosses functional lines. Using your map, you can then redesign the process to reduce handoffs. Examples: Paperwork repeatedly moved between people for processing Multiple copies sent to several departments Payoffs: Cycle time improvement, accuracy improvement, more interesting work, cost reduction Reduce Handoffs – Eliminate Bureaucracy Opportunities Improvement Initiatives - Simplify

Every process step should be evaluated using Value Analysis. Look for process splits, where there is no need for 2 groups to be involved. Using your map, you can then redesign the process to reduce handoffs. Examples: Many “routed” processes Reconciling two sets of data Payoffs: Cycle time improvement, accuracy improvement, more interesting work, cost reduction Combine Process Steps – Reduce Duplication Opportunities Improvement Initiatives - Simplify

Look for opportunities to do process steps simultaneously rather than sequentially to reduce cycle time. Move things done internally, to externally – Reduce Setup / Changeover Time Examples: New Business Development: Acquisition into standard process Reviews and sign-offs Anything with multiple sequential steps Payoffs: Reduced cycle time, faster to market Perform Steps Parallel Rather Than Serial Opportunities Improvement Initiatives - Simplify

Inventory/ clutter causes delays in processing, hides errors and costs money. It also includes “stuff” in your in-basket Handle information once Examples: 10 quotes in process simultaneously 10 boxes of copier paper in office 200 unread messages in your box Payoffs: Reduced cycle time, defect opportunities, holding costs Reduce Inventory/ Clutter Opportunities Improvement Initiatives - Simplify

Evaluate existing measures Implement measures into your ‘Control Plan’ Communicate preventive actions in your ‘Response Plan’ also Examples: Eliminate measures that drive wrong behaviors Eliminate measures that don’t cause action whether they go up or down Eliminate using “convenience” measures Payoffs: Improve accuracy, improve process performance Correct Existing Measures or Add New Opportunities Improvement Initiatives - Simplify

Look for opportunities to co-locate resources that work together Spaghetti diagram will point out excess process flow Examples: Purchasing and Accounts Payable functions co-located in Chandler Use of net meetings and data bases Payoffs: Reduce cycle times, better accuracy, reduced costs, better cross- functional understanding Co-locate and Sequence Tasks Where Possible Opportunities Improvement Initiatives - Simplify

Standard Operating Procedures / Standard Work should be used to encourage process standardization Laminated visual guides to perform processes can be helpful Consistency will always reduce variation Examples: Several functions or shifts perform the same process differently Payoffs: Reduced labor cost, reduced cycle time, improved accuracy Select One Way to Perform and Activity Opportunities Improvement Initiatives - Standardize

Standard Work Considerations As standard work improvement is done, be sure that: – The work load is leveled – The work area is paced – The new standard operation has extra capacity – New standard operation and quality procedures have been written and are correct – Standard operation and quality procedures are followed – 30-, 60-, 90-day progress reviews have action plans with process owner(s) 9

Templates Pull-down menus on databases - Force Selection Protected Fields Color Coding Bar Coding Single Use tools Computer dedicated to shipping manifests Fast, dedicated, no delays Security Permissions Edit, delete, read Decisions Job aids, decision trees, expert systems Transactional Error Proofing Opportunities Improvement Initiatives – Eliminate / Automate