Lean Facilitators are Countermeasures

What is the role of your lean facilitator?

This question comes up now and again, was recently posed on the LEI forums by someone looking for help with a job description.

I extrapolated from his question that he was looking to the job description as a line of defense against dilution of the facilitator’s focus and effort by projects that might not be going in the appropriate direction.

In effect, this is putting the lean facilitator in the role of a weakened zampolit with the role of educating the “correct view” and challenging decisions that run counter to it. Except that more often he has to sell the “correct view” rather than impose it.

The fact that the question is being asked at all indicates that the organization has not really thought through what their operational vision is. How will the company work, what are the responsibilities and roles of the leaders?

What are the leaders’ job descriptions in this new world?

Those job descriptions become a target condition for each of them.

What is the gap?

If there are gaps in skills and knowledge, then we need countermeasures.

At this point, the role and responsibility of a lean facilitator might begin to emerge as one of those countermeasures. Don’t have the expertise? Import it.

What doesn’t work, though, is to use the lean facilitator to substitute for the leader’s full and direct participation in the process of improvement. And no job description, no matter how carefully crafted, can fix that.

Notes on A White Board

WHAT STOPPED THE WORK TODAY?

Identify each step (details!)

For each step ask:

Why is this necessary? What is its purpose? —-> Eliminate unnecessary, wasteful details.

Can this detail be done outside of the critical flow? —-> re-sequence. Prior to the start, everything ready to go.

Clearly define who must do what and when.

  • Content
  • Sequence
  • Timing
  • Outcome

How will we continuously verify actual work vs. the plan?

Ask “What stopped the work?”

  • Why must the team member leave the work area?
  • What slows him down?

(Back to start)

ART: Capturing the Flow in Photographs

I wouldn’t normally post something like this, except for the subject matter: the Toyota assembly line in Valenciennes, France. Stéphane Couturier is a photographer who tries to capture urban and industrial scenes as organic living forms.

Others have found strong metaphors between the Toyota Production System and the organization of natural processes, but these photographs are, well, just cool (to me at least). See the others at this link: http://www.prixpictet.com/2010/view/995

Série "Melting Point" - Usine Toyota n°15 - Valenciennes
2005 - 
C-Print - 160 x 212 cm + marges - 5ex.
C-print - 75,5 x 100 cm + marges - 8 ex.

The artist’s statement seems to have suffered a bit in translation, but the last phrase sums up a Toyota plant:

In front of the Toyota factory assembly line, that is say confronted by a veritable metaphor of movement that is perpetual and implacable as is today’s technological world, rationalized, disembodied, automated and more and more subject to the silent and ruthless profit logic, Stéphane Couturier knows that reality is no longer made up of isolated things, of fixed geometrical shapes, but that it has become a reality of flux, in continuous movement and transformation.

Cool pics, I just wanted to share them.

The Benefits of Continuous Improvement

There are a lot of variations on a theme where someone asks an Internet forum how to quantify or justify the benefits of implementing a continuous improvement program.

If you think about it, though, this is really interesting question.

What are the benefits of NOT having continuous improvement? Why would managers deliberately decide not to have a learning organization, not to have continuous improvement, not to fully engage the intelligence of their workers?

Why would managers deliberately decide not to improve safety, quality, delivery, lead times?

What if we asked the question that way?

What is the benefit of not having these things?

If that question is subsequently dismissed as stupid (which I hope it would be), then the question is no longer whether they should be pursued, but how.

Release the Constraints of Reality

One of the more effective facilitation tools I have come across is to have a team first construct an ideal flow, without the constraints of the space geometry, known flow-busters, or even too much concern about the takt time.

Just make things flow as smoothly and efficiently as you can envision. Develop the flow as though a single person were performing the entire process from start to finish. Make it as smooth as possible for this person. No back tracking, no awkward motions. Everything is where it needs to be, when it needs to be there.

This allows the team to let go of all of the “reasons why not” for a while, and see the possibilities.

Then, one by one, re-introduce the constraints of reality.

How can we make it work when we introduce this problem? Does the process still meet the target objective?

Approaching it this way helps teams that are so embedded in the stormy ocean of day-to-day problems that they can’t see things possibly working smoothly.

It also reinforces the notion that we want to see things, not as “what can we improve from the baseline” but rather “how far are we from the target?”

In slightly modified form, this approach worked pretty well this week. Slightly modified? I, too, sometimes have to bend things around how the world presents itself to me.

One, Zero and Zero

Sometimes we like to talk in abstracts. “Reduce batch sizes” or “reduce lead time.”

But let’s be clear what we are striving for. With every improvement we make, we want to converge on the idea of:

  • Batch size of one.
  • Lead time of zero.
  • Zero waste of resources.

Lest anyone thinks that is impossible, consider the post before this one about 3D printing technology, and look where it is going.

As Mike Rother emphasizes in his teaching the trend throughout the history of making things has been in this direction.

The pendulum swung in favor of volume in the industrial revolution as production shifted from craft (batch size of one, long lead times, high costs) toward large batches, in order to achieve better economics.

Somewhere along the way, we lost sight of the fact that we gave something up for those lower costs.

The companies that can return the benefits of one-off production while holding the costs are going to win.

But.. make no mistake… the suppliers of cheap mass molded and cast parts have a disruptive technology headed their way that fits the model perfectly.

3D Printing as a Kaizen Tool

One of the tenants of TPS is to learn as much as you can, as quickly as you can, with as much future flexibility as possible. This is the whole point of JIT.

The more quickly something can be built or mocked up, the more quickly it can be tried and tested, and the more quickly we learn what improvements can be made.

We are seeing the beginning of a revolution in fabrication technology as 3D printing starts to move out of high-end prototyping shops and into the mainstream.

This (very entertaining) video tells about an open source(!) 3D printer design that can be had for about a little over a grand. (USD$1250)  (makerbot.com)

Open source means that you can grab the technology and scale it if you want to.

 

Why I Love My 3D Printer

The step from one-off prototyping to full mass-customization is a small one. It is just a matter of time. The ultimate die change is none at all.

So – rather than looking at the limitations of this technology, look at the possibilities.

More From Dan Pink on Motivation

This sketchcast from Dan Pink covers the same ground as his TED talk that I posted a few weeks ago, but it is more succinct and direct so I wanted to share it.

When we look at what drives kaizen and continuous improvement, it is important to understand what motivates people to find a better way to do the work.

As we try to alter the dynamics of the way an organization functions (a.k.a. “change”) it is equally important to understand that tying people’s bonuses to their willingness to adopt “the new way” may get compliance, but it is unlikely to motivate true commitment.

What we call “performance management” in its various guises seems to be the worst possible way to get the most from people.

HR professionals – especially the ones who are pushing these networked web-based “performance management systems” – I have a question. What is the intended purpose of these systems? Is it developing people or driving compliance?

Offshore Hazards

When doing the financial analysis of “low cost labor” off-shore production or outsourcing, some simple assumptions are often made.

One of those assumptions is that a country that has a history of political stability will continue to do so.

While those of us in the USA may not be all that aware, Tunisia has been a popular location for offshore production for companies in France. On the surface, it makes a lot of sense. The overwhelming majority of educated Tunisians, and a large percentage of the population, speak French.

I can only imagine, in one company in particular, the scramble going on as critical parts of an already weak supply chain are being disrupted by the sudden political upheaval there.

Then, of course, there is China. As my long time readers know, I spent a great deal of time there a few years ago, and started to develop a better sense of what they are about. The USA and China will be sorting out their relationship for the next few decades because China is changing fast.

And that is the point. Those careful financial analyses tend to assume that the future will be much like the present, or at least there will be a linear progression.

Of course the Chinese themselves are interested in moving things along much more quickly, but in their own way.

The government takes a much more active role in the economy, and we are seeing a new model emerge – “government sponsored capitalism” for lack of a better term. There is a clear industrial policy, and bluntly, a stable supply of cheap plastic “stuff” for U.S. consumers is only a side effect, not the purpose.

So it did not surprise me to read this story:

American businesses are nervous about the Chinese New Year

 

There are a couple of key points, the gist of the article is about the annual two week shutdown of just about everything in China as factory workers go home for the holidays.

This time, though, the concern is that many of them will not return as there are new government incentives for rural workers to remain in rural areas.

The low-cost factories that sprung up everywhere in the run-up to the recession died off just as quickly when we stopped buying stuff. The infinite capacity model no longer holds.

But the long-term ramifications are actually at the end of the article:

Manufacturing of high-margin clothing goods such as denim and swimwear is growing in southern California.

"Ordering these items from China can take 12 to 16 weeks," Cohen said. But by making these items domestically, retailers can replenish their inventory much faster.

Some electronics manufacturers are shifting some production to Mexico. Others are bringing production of household goods back to the United States.

The Container Store is looking for alternatives to China, including Vietnam, Indonesia, India and Thailand.

"We also source 30% of our plastic products in the United States," said Williams.

"We want the best quality products. Sometimes that’s still only found in China," she said. "But for us, a delay in shipment, or no shipment is also a serious problem."

What we are seeing is businesses starting to wake up to some realities. Unit cost means nothing if you can’t get the stuff when you need it. And three and four month lead times means your sales and operations planning had better be dead-on, because you HAVE to sell what you predicted.

If you are relying on your supply chain management to substitute for the bulk of your production, then your supply chain management had better be world class. Sadly, companies with weak production management – the ones who see offshore as the “solution” tend to also have weak supply chain management.

We can also see Chinese companies quickly starting to emerge in their own rights, designing and selling innovative products rather than just being a contract manufacturer. They are learning, and learning fast… much faster than the Japanese learned in the time leading up to the late 1970’s when “Made in Japan” came to mean all of the best stuff.

What this means for business in the USA and Europe is that they, too, have to learn fast how to (again) stand and compete on our own – they have to decide to become good at operations rather than pretending they can simply design something, and have someone else make it for them to sell. If they are competing against another company that can design AND produce, they will be at a disadvantage because most of the value is created in production.

The next ten years will be interesting times. I’d suggest taking a page or two from a global company that, while it has certainly had its problems lately, succeeds while building product in the same labor market where they sell it.

The Flow of Improvement

Mike Rother shared an overview presentation on the “Improvement Kata.”

 

The words on one graphic really jumped out at me:

batch-improvement

Aside from his intended point that you never get good at anything but “business as usual” if “business as usual” is what you do most of the time, there are some other implied questions.

First of all, if there were only 15 days between improvement events, that would be overwhelmingly better than what I normally see. Typically a particular area can see months go by between scheduled improvement events.

Most organizations (how about yours?) seem to believe that once an improvement event (or a “belt project”) is concluded, that people should just “follow the new process” to hold the gains.

No wonder we see the advice to “fix it again!” We have to fix it again just to restore it to where it was after it erodes.

But there is a deeper question here.

What kind of “improvement processing” is this? Are we moving toward “one by one flow of improvements” or are we running improvements in batches?

This is batch improvement. We are doing a changeover, running the improvement process, then doing another changeover, and running business as usual.

Unless business as usual includes a robust and reliable process for detecting small problems, responding immediately, clearing them, and solving them, nobody but the event facilitators are learning how to do improvements. People may be learning about improving, but unless they are doing it every day, they are not getting particularly good at it.

Want to see evidence of this? What happens between the events? Do things get better or worse? If “business as usual” includes improvement, things will get progressively better, and you can stop reading this because your organization gets it.

So here are a few questions for you.

Assuming you want to strive for true, daily, continuous improvement, what is the next step you plan to take in that direction?

How will your “business as usual” operate when you take that step?

How is it operating now? What is the gap?

What is stopping you from doing that now? If nothing, then do it now, and cycle back to the first question.

Which of those problems are you working on next?

When are you going to be able to check your results and learn what the next incremental target is?

Now – head down to your work area and ask yourself how you expect problems to be handled. Then watch and see what is actually happening when problems are encountered.

In other words, let’s manage improvements the same way we are asking everyone else to manage production.