Making Improvements Improve Kaizen Facilitation

Objectives Identify characteristics of a Pilot Test / Run Describe 5 phases for a Pilot Test / Run  Plan (4W’s, 1H)  Review Solution Sets  Finalize Design and Implement  Evaluate the Test / Run and Verify  Standardize all Critical Elements 2

Characteristics of a Pilot Test A pilot is a test of a selected solution Has following properties: Performed on a small scale (limited in scope, budget and time) Used to evaluate both the solution and the implementation of the solution – exposes issues Used to make the full-scale implementation more effective Provides data about an expected result 3

Steps for a Pilot Phase 1: Plan Who will be involved What needs to be piloted When and for How long Where will the pilots be conducted How will the pilots be conducted 4

Steps for a Pilot Phase 2: Review Solution Sets Make sure all elements are complete Integrate elements and interfaces Identify possible failure points (Perform S x O x D) Evaluate predicted performance (capability) Tips Establish review objectives in advance Complete all pre-work Keep documentation clear and consistent Distribute documentation prior to meeting Set follow-up meetings to complete action items 5

Steps for a Pilot Outcomes List of key issues raised, identifying who raised them List of proposed actions for modifying the Pilot, including who is responsible for making changes List of modifications / changes needed Schedule of future meetings to complete actions Schedule of future design review meetings 6

Steps for a Pilot Phase 3: Finalize Solution Design and Implement Implement any changes from previous pilot (Phase 2) Move to Pilot Testing / Solution Validation Tips Carefully observe all activities, effects and interactions during the pilot run Actively manage the pilot run Continue pilot long enough to establish reliable baseline performance data Check for ripple effects and unintended consequences 7

Steps for a Pilot Phase 4: Evaluate the Pilot Test / Run and Verify Continue to collect data Use applicable statistical techniques Improve on the Solution / re-design if the Pilot demonstrates any weakness Prepare for Change Celebrate Success! Communicate small victories 8

Full Scale Implementation (last step) Phase 5: Standardize Critical Elements Implementation Plan Who / When / How Documentation What’s the new process ? / new work instructions? Implementation Troubleshooting Who has responsibilities when trouble arises? Training New approaches need to be taught, old ways broken Performance Management Update Position Descriptions, Job Duties, etc. 9

Review Improve is a fun phase! (you have to change something) In general, magic improvement tools do not exist (If they did, you would be in that training class…) Remember: The simpler the new process is to understand, the easier it will be to implement, and the less change management problems you will encounter Once positive change is accomplished, process improvement is proven, and the gains are truly realized, CELEBRATE WITH YOUR TEAM ! 10