How can you involve stakeholders in value stream mapping?

1 Define the scope

Before you start mapping, you need to define the scope of the value stream you want to study. This will help you narrow down the stakeholders who are relevant and affected by the process. For example, if you want to map the value stream of a product from raw material to customer delivery, you may need to involve suppliers, production workers, quality engineers, logistics managers, and sales representatives. On the other hand, if you want to map the value stream of a specific process within a department, you may only need to involve the staff and supervisors who perform and oversee that process.

2 Identify the roles

Once you have defined the scope, you need to identify the roles and responsibilities of the stakeholders in the value stream. To do this, you can use a stakeholder analysis matrix to categorize them based on their power, interest, influence, and impact on the process. For example, you could use four quadrants to classify stakeholders: those with high power and high interest (the key players who have the authority and motivation to make decisions and implement changes); those with high power and low interest (the gatekeepers who have the authority but not the motivation to support or oppose the VSM project); those with low power and high interest (the supporters who have the motivation but not the authority to contribute or benefit from the VSM project); and those with low power and low interest (the bystanders who have neither the authority nor the motivation to affect or be affected by the VSM project). It is essential that you engage closely and frequently with those in the first quadrant, communicate regularly with those in the second quadrant, consult with those in the third quadrant, and monitor those in the fourth quadrant. This will help ensure that all stakeholders are informed and satisfied with progress and outcomes.

3 Invite the participants

After you have identified and categorized the stakeholders, you need to invite them to participate in the VSM project. You can use different methods and channels to reach out to them, such as emails, phone calls, meetings, or workshops. You need to explain the purpose, scope, and benefits of the VSM project, as well as the expectations and responsibilities of the participants. You also need to address any concerns or objections they may have and persuade them to join the VSM team. You should aim to have a balanced and representative mix of stakeholders from different levels and functions in the value stream.

4 Conduct the mapping

When you have assembled the VSM team, you need to conduct the mapping sessions with them. You can use various tools and techniques to facilitate the mapping process, such as flip charts, sticky notes, symbols, icons, or software. You need to guide the team through the steps of creating a current state map, identifying wastes and inefficiencies, developing a future state map, and devising an action plan. You need to encourage the team to share their insights, opinions, and suggestions, as well as to listen and respect each other's perspectives and experiences. You need to foster a collaborative and creative atmosphere where the team can learn and improve together.

5 Implement and monitor

After you have completed the mapping sessions, you need to implement and monitor the action plan with the VSM team. You need to assign roles and tasks, set deadlines and milestones, allocate resources and support, and track progress and results. You need to communicate with the team regularly and provide feedback and recognition. You also need to measure and evaluate the impact of the VSM project on the value stream performance and customer satisfaction. You need to celebrate the achievements and identify the areas for further improvement.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?