Teamwork is Essential for Lean Success

The likelihood of sustainable change is directly related to the degree to which that change is valued and supported by leadership, practiced by the organization, and consistently reviewed for improvement potential. Yet, how do you reach that level of cohesiveness — where everyone is fully engaged to eliminate waste, improve quality and drive innovation? Teamwork is the key. The simple truth is that implementing Lean is more than the adoption of a set of tools. Rather, success lies in developing new skills, new habits and, ultimately, a new culture. It’s a transition from a “traditional,” siloed work environment to one of high-performance teams where everyone participates.

How Lean Evolves

Opinions on how operations could and should be managed to maximize effectiveness have evolved. For millennia, family was the primary work unit. The family farm was a work and social system based on intimacy and trust. Personal lean teamworkownership, commitment and the resulting quality of the work were all high. However, efficiency suffered because tasks were not, in general, methodically optimized.

During the industrial age, assembly lines and mass production came into existence. Simplification narrowed the scope of individual work. Teamwork was discouraged and perceived by managers as insubordinate behavior. Regardless, production increased (i.e., more cars were manufactured at a lower price) which says a lot about the efficacy of mass production. On the assembly line, economic efficiency improved but social and psychological elements were sacrificed. The assembly line defied the common human behaviors of recognizing, discussing and resolving problems.

Today, Lean has become recognized as the most successful framework for operational excellence. When implemented to its full extent, a Lean organization has a clear focus on the flow of work that is being managed by highly knowledgeable teams empowered to make decisions. Not simply a work system, Lean is a management system and social system because it achieves both high levels of engagement and economic efficiency — key goals for every organization.

Teamwork Requires Leadership and Coaching

Engaging people in meaningful collaboration doesn’t happen on its own. While some level of cooperation to problem-solve is an innate human trait, so too is following orders and minimizing disruption. Unless given overt license to do so, people typically won’t form teams to solve day-to-day problems. Most of today’s traditionally run organizations still suffer from the assembly line mentality mentioned above. Simply introducing Lean tools or establishing a quality control group to address performance problems is a Band-Aid® solution. You may see a short term gain, but without a long-term strategy for continuing to improve and measure progress by the team that owns the process, backsliding is almost inevitable.

Effectively implementing Lean and sustaining results requires solid teamwork, led with discipline and reinforced with positive feedback. A basketball team doesn’t develop superior performance by practicing only when it’s in the mood. It will not improve by hitting the court in a random or disconnected manner. Furthermore, performance lags without a clear sense of roles and responsibilities and a game plan for each position on the team. Similarly, in order to develop the skills and habits of a Lean organization, there must be a clear plan and disciplined effort that supports, encourages and mandates teamwork.

The Lean Daily Management System ®(LDMS ®) is a proven method for actively connecting leadership and their teams to the work they do every day. Tying together practices like leader standard work, daily accountability, and visual controls, it provides a disciplined, structured and ongoing process for checking and adjusting the improvement cycle. LDMS focuses small, intact workgroups on continuously improving their day-to-day work processes. It cultivates new habits by establishing a foundation for leadership to engage employees and manage improvements.

Is your organization awash with “tools” but lacking a structure for them to be consistently and collaboratively applied? If so, I offer leadership simple advice. Engage the people who know the work best – at all levels and across all functions, arm them with methods they can apply and institute measures that are meaningful to them, then watch your teams really take flight.

Bacon Revolution: Are You In?

I’m not sure if you’ve noticed, but there’s a bacon revolution going on. Everyone seems to be talking about bacon and eating more of it lately. Recipes are sweeping the Internet. Fast-food chains are peddling double bacon burgers, and upscale restaurants are wrapping steaks in it. Some connoisseurs are even adding it to desserts. To top it off, retailers are carrying all types of themed products, ranging from bacon soap, salt water taffy, to soda. It’s everywhere you turn.

Until recently, the frenzy had me puzzled. In today’s health conscious age, this new obsession didn’t add up. After all, 68% of bacon’s calories come from fat, almost half of which is saturated. According to the American Heart Association (AHA), foods rich in saturated fats can raise cholesterol levels, increasing risk of heart disease and stroke. So, having witnessed bacon’s rise in popularity over several consecutive months, I couldn’t help but ask myself: Why such a pig…I mean “big”… push for a food that we’ve all come to recognize as being so unhealthy? Is there a new, fat free form on the market? Have experts made a discovery that bacon is actually good for the body?

bacon revolutionUpon doing some research, there were no ground-breaking “bacon discoveries” to be found. However,  I did learn about some healthier ways to prepare and eat it. Reading the countless available articles, I had a sudden epiphany. It hit me that the meticulous handling of bacon provides a valuable lesson. There’s a right and wrong way to do things, and, in many cases, the right way is neither the easier nor the faster path (but it’s still “the right path”).

Suddenly, I felt inspired by bacon. To me, bacon provided an ideal metaphor for how a business should manage its operations. Much like there’s a right way to consume bacon in order to maintain a long, healthy life, there’s a right way for businesses to manage and improve operations to drive lasting value. Going about it the wrong way… well, there are consequences.

Don’t see the similarities between handling bacon and improving operations? Consider these few simple improvement recommendations:

 

Remove As Much Fat (Waste) As Possible

To lower intake of the saturated, fattiness of pork belly, consumers should consider baking it, rather than frying. For optimal results, it should be placed on a rack, which allows the grease to drip down into a pan underneath — keeping it from getting reabsorbed. This makes for less greasy, crispier, and, ultimately, healthier bacon.

Much like bacon preparation, businesses that effectively apply Lean methods can remove waste (the fat) from their operations. Waste can be defined as anything that uses resources but does not add real value to transforming a product or service. According to Taiichi Ohno, the father of waste elimination in manufacturing operations, there are seven unique types of waste. Once waste is removed, the improved processes require less human effort, capital investment, floor space, materials, and time in all aspects of operations.

Consume in Small Intervals

When eating bacon, servings should be kept small and include antioxidant-rich fruits or vegetables to create a more well-balanced meal.

To effectively sustain improved operations, Daily Workgroup Meetings should be held to monitor progress. Lasting no more than 10 minutes, these tightly facilitated, loosely scripted, daily stand-up meetings (a) bring everyone together as a team; (b) provide every person with the same picture of what is going on; (c) focus each person on the metrics and key performance indicators that they can control; and (d) generate a sense of ownership among the team about their area and processes.

Cut Back On the Non-Essentials

Regular bacon eaters should strive to minimize intake of other processed meats to keep their total consumption of processed meat to a minimum.

A guiding principle of Lean is to define value as perceived by the customer, and to leverage that knowledge to remove unneeded barriers (non-essentials) from meeting those expectations. To adopt the lens of the customer, operational decision-making should only be done after asking, “What does the customer value, and how might this decision help or hurt that value?”

So, with these ideas in mind, I’ve officially joined the bacon revolution. Now, I’m more focused than ever on driving sustainable change. How about you? Are you in?

Three Ways to Leverage Cross-functional Teams for Design Innovation

A recent 60 minutes segment highlighted the innovative approach used by California-based design firm IDEO and founder David Kelley to incorporate human behavior into the design process. Known as “Design Thinking,” the methodology advances innovation through a deep understanding of customer needs, wants and behaviors. How are they gaining this insight? By putting together teams of diverse individuals to brainstorm and build on the ideas of others, they are taking the problem analysis, barrier identification and solutions vastly farther than one could alone.

The idea of design or layered thinking aligns with the Lean process beautifully and shouldn’t be considered “new.” Strip away the trendy terminology and at the core of Design Thinking is the power of bringing together a cross-functional team to focus intensely on a specific opportunity. As I thought of the many successful small teams we’ve helped form and facilitate over the years, three points from the segment stood out to me as key to enabling great teams for big-picture thinking and better outcomes.

Diversity: Enables Out-of-the-Box Thinking

While you need subject matter experts keenly familiar with the problem or process at hand, don’t omit players from up and downstream processes. In fact, it may be best to include some that are far outside the process to ask the “obvious” questions that those too close to it may overlook

As an example, one of our corporate clients had a technology manufacturing unit that had begun leading frequent Rapid Improvement (Kaizen) Events as part of their Lean focus. Event designers there took the idea of “outside eyes” very seriously and recruited nuns from the adjacent Catholic university to participate. Rationale? Close by, no cost, well-educated, observant, know nothing about manufacturing, excellent penmanship, polite, used to long hours, and, very passionate about trying something far removed from their normal day. Outcomes? Some of the nuns’ questions were way out there. Yet, there were many winning ideas that helped frame meaningful change. And, talk about “holistic” change. Everyone had fun too!

Proximity: Speed Collaboration by Getting Closer

Getting very different people to open up and collaborate requires more than a conversation around a conference room table — especially if trust isn’t running rampant through the organization. A good way to speed engagement? Get moving!

Take your team and have them physically walk the process (go to the gemba!), observe and ask questions. This provides an opportunity for communication and feedback between individuals who, based on their backgrounds, are bound to see the different things in the scene unfolding before them. Process more virtual than physical? Have the team collaboratively build the value stream map of how the process works today. The physical act of standing at a wall together (e.g., hashing out the process steps, writing and placing Post-it® notes, etc.) helps take the focus away from “us” and “them” and instead zeros in on why things work how they work. Always eye-opening, we guarantee you will hear a lot of comments like “I didn’t know that,”, or “Our team does it like this,” or even “That step doesn’t happen there.” With these gaps revealed, then you have some meaty issues to work on solving together.

Empathy: To Develop Consensus Understanding

If there’s no agreement on how the process works today or clarity around roles and responsibilities, there’s likely a lot of frustration and finger pointing going on in the background. Once the team is all seeing the same thing and agrees how it actually works (warts and all), then it’s easier to look at the problem areas from a different perspective.

A recent experience with a global engineering company clearly demonstrated the power of “layering” team experience by partnering with one of their high-tech equipment suppliers to resolve technological failures for end clients. With the current state map established and agreed to, both parties provided insights on problem areas and root cause data. While there were areas of improvement to be addressed independently for each organization, the teams were also able to constructively identify interfaces where they could do more to help each other. This resulted in improved overall service quality for the end user but also strengthened their relationship as partners working towards a common goal.

While not every organization needs to construct a team cocktail quite as exotic as IDEO does, bringing new ideas to old problems will always have tremendous benefits. What’s the most interesting set of “outside eyes” you’ve ever involved in a team?

A Committed Leader: The Key Ingredient for Change

In my role as a management consultant at Kaufman Global, I work within a variety of industries ― both the public and private sectors ― assisting clients with driving sustainable change across their enterprise. In partnership, we work to reduce costs, improve the quality of their products and services, and identify new opportunities within their markets ― all while increasing productivity. During these engagements, I am always asked the same question, “What is the biggest contributing factor to a successful Lean implementation or cultural transformation?” My answer is always the same: A committed leader.

committed leader

“The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.” — John Buchan, Scottish politician, author (1875-1940)

The term “leadership” can be defined in a lot of different ways, but essentially leadership occurs from one’s ability to guide, direct, or influence people. Within any culture change, Leadership’s role is to create a vision that their employees can believe in, and ultimately foster their desire to achieve it. In other words, human beings want someone who inspires them to be the best they can be.

The most successful leaders I’ve worked with are committed to bringing out the best in all employees. They understand the very essence of their organizations and regularly stimulate hope amongst their teams for brighter futures. They do so by exhibiting the following qualities:

A Willingness to “Get Their Hands Dirty”

Leaders need to spend time out of their offices. They need to work alongside their staff to appease their anxieties and solicit their input for improvements. Taking these ideas and transferring them across the company is the key. By listening to these ideas, a leader can establish relationships based on confidence and trust. He or she becomes a trusted advisor, demonstrating that continuous improvement is not only desired but adopted by leadership.

A Passion for Making a Difference

Strong leaders have a continual desire (passion) for making a difference in peoples’ lives by consistently enabling and empowering them to be successful. Many employees don’t care until they see that their leadership does. When implementing a Lean culture, resistance to change is often present early on, but people don’t mind being asked to do something different if they see that the leader truly cares about their future. In fact, when a committed leader makes decisions, he or she does so with the organization’s success in mind. People want to be inspired to achieve their best and become what they know they can be.

A Good Attitude

Leadership is about attitude. Leadership is about walking the walk. It is much easier to demonstrate the vision than to explain it in words. People watch a leader’s feet more than they listen to their words. A strong leader inspires hope, develops trust, earns respect, and provides encouragement ― all by treating others with respect and conveying a positive attitude.

Recently, I had the pleasure of working with a top leader that exhibited all of these qualities, resulting in one of the best client engagements that I have ever been a part of. After being newly hired, this leader came in and observed the existing work environment and the interaction of his senior leadership. Instantly, he recognized that the team was too large to be effective. There was little accountability, and decisions were rarely ― if ever ― made during meetings. As a result, he quickly reconfigured the team and set very clear expectations of how the team would perform moving forward. Just weeks later, he came to the realization that the right people were not sitting at the leadership table, as one of this leader’s key strengths was ― and still is ― recognizing others who possess leadership qualities and promoting them accordingly. He understood that getting the right people, in the right place, at the right time was critical.

To cut to the chase, the way this leader bridged the gap that existed between management and staff looked rather effortless. He drove changes by making himself available, listening to employees, showing respect to customers and staff, creating a bias for action, not being satisfied with the status quo, and inspiring the masses. In the end, others were willing to learn because he demonstrated how important it was to change. He walked the walk, maintained a positive attitude and demonstrated the organization’s vision repeatedly. Through his valiant efforts, I watched as the organization soared to new heights.

At the end of the day, a committed leader bets on his people being able to achieve their goals. He or she ensures that the right people are in place and removes any barriers in their way. In fact, at the start of the journey, getting the right people in the right jobs is a lot more important than developing a strategy. The best leaders are not those that develop more followers, but those that develop more leaders.

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Learn more about how best to nurture Lean leadership, read our Developing Operational Excellence Leaders White Paper.

Some simple behaviors leaders can do to build better relationships at work (and everywhere): Your People First – 5 Relationship Expectations

“The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”John Buchan, Scottish politician, author (1875-1940)

Time To Hire: How To Improve Cycle Time

Talent Wars

You identify a critical resource need. A job requisition is prepared and submitted. The recruiting and hiring process begins. Perhaps six weeks later — if all goes well — your offer for employment is accepted and you have a new employee! Meanwhile, tasks for the new employee linger, workloads are out of balance, and opportunities are lost. Not having the right people in the right place at the right time can make or break your mission. Hiring is one of the most critical, yet least addressed, processes in many organizations. Time to hire is your metric.

Just like any other process, the lead time to hire can be improved within any organization and often drives big gains. The average time to fill a position over multiple industries is between 37 to 50 days. Imagine how much could be gained by shaving a modest seven days from that figure. All other things being equal, a seven-day improvement would speed-up that part of your business by 16%!

With today’s ultra-competitive landscape, the importance of acquiring top resources quickly is widely recognized. TTH (time-to-hire, often also termed time-to-fill) is the key metric for that. TTH tracks the span time it takes for a company to open a requisition to a qualified candidate who accepts an offer. But, improving this critical measure is often easier said than done because it requires a concerted effort across multiple functions.

The Time To Hire Fix

Attempts to reduce TTH are often led by the HR department. And, it’s true that they have an important role in process standardization and stewardship. Yet, lasting solutions are generally realized when a broad cross-section of the organization is engaged in process re-design because there are functional specifics that must be considered and integrated. It comes down to engaging the right folks with an informed viewpoint who can see and eliminate waste in their own domains.

For example, in decomposing TTH processes, we often encounter redundant steps, unneeded reviews and signoffs, and, gaps in communication and information flow that detract from speed and quality. Proper facilitation and making the most in applying process improvement tools is vital to move the needle on these characteristics. time to hire RACIThat may mean completing a detailed process map, a RACI diagram (see simplified example to the right), a hand-off map, piloting policy changes, or, identifying practical metrics.

Remarkably, actual process redesign might take only a week for a tightly focused, cross-functional team with a solid charter and strong sponsorship (again, cross-functional). However, once the future state has been described, the real work of implementation begins. This is where workgroup participation, visible metrics and continuing facilitation become crucial.

Integrate and Conquer

The “opportunity gain” of having critical resources in place sooner is just one of several beneficial TTH improvement outcomes. Other advantages are identified in the table below.time to hire table

The business case for improving TTH is compelling, yet the technical approach isn’t that complex. Why then is this type of initiative often overlooked? It’s often the case that when something becomes “cross-functional” the organization freezes. Any thought of integration — even for a short time — to solve a big problem can be met with resistance. Don’t let the fact that multiple departments and functions need to be involved slow you down. Instead, embrace it! It can be accomplished. Effective planning, thoughtful communications and proven tools are your keys to success — always with your gaze on the next goal line.

How many days does it take your company to find, interview and hire the right candidate? What do you think is your biggest obstacle?