How do you learn from your lean and agile operations projects?

Assessing and gaining insights from lean and agile operations in my projects has always required a structured approach. Initially, setting clear objectives and metrics aligns the team, and we ensure that everything is measurable and relevant. Gathering and assessing feedback is a continuous process that allows us to understand how well we're performing and where we can improve. Executing and observing changes becomes essential to adapt to new circumstances, and we continuously learn from each step, ensuring that best practices are shared across the team. In essence, this approach ensures a cycle of continuous improvement, optimizing performance, quality, and customer satisfaction.

The learnings from Lean and Agile would be beneficial for any operations as getting things done would be much faster comparing to water fall methodology. While Lean teaches about optimizing the processes, Agile teaches about coordination and cross skilling. We have personally seen teams benefitting from these two approaches.

KPIs/metrics are great to measure performance, but it's critical to remember that KPIs are "Performance Indicators". There's always a variance between KPIs and actual performance which usually gets bigger as organizations and operations grow/evolve It's critical to: 1- Align the team on what drives value for the business (outputs), why this is what is driving value for the business right now, and what would make this change. Issue trees are very helpful here 2- Clarify what are the right set of actions or targets (inputs) that if the team focuses on they will achieve the desired outputs 3- Set performance metrics and targets for each input 4- Always keep the issue tree up to date 5- Never get lost chasing metrics always focus on value

Document Outcomes: Document the project's outcomes, including what worked well and what didn't. Capture data, metrics, and observations to provide a clear picture of the project's performance

Consider a software development project aiming to reduce time-to-market. The goal is to achieve a 20% improvement in the development cycle time within six months. Metrics include reducing the average cycle time per feature from 10 days to 8 days and maintaining a customer satisfaction score above 90%. KPIs also focus on continuous improvement, with a target of implementing at least three process enhancements based on retrospective feedback. Resource efficiency metrics aim to decrease the defect rate by 15% and optimize team allocation to achieve a 10% cost reduction.

Feedback is a great tool to learn from, also in decision making for organizational management. Collation of quality and relevant data can be through interviews, surveys, focus group, reviews etc. The feedback from different stakeholders will capture different views in perception of a project and inform your decision.

Quantitative feedback is critical, but anecdotes are also valuable. Anecdotes tell you where to go look. Then, you can run surveys, targeted interviews, etc... to verify how important the anecdote really is.

While emphasizing feedback in lean and agile operations is crucial, challenges exist in ensuring data quality, timeliness, and maintaining agility in response. Striking a balance between thorough analysis and the core principles of simplicity and adaptability is key for success.

Feedback Collection: Gather feedback from team members, stakeholders, and customers. This feedback can be invaluable in identifying areas for improvement.

Effective learning in lean and agile operations projects involves establishing clear feedback channels, encouraging open communication, and collecting feedback at key project points. Use a mix of quantitative and qualitative methods to analyze trends and create actionable metrics aligned with project goals. Conduct regular retrospectives and integrate a feedback loop into project management processes, fostering a continuous improvement mindset within the team. Document and share learnings, adapting and iterating processes based on feedback to optimize efficiency and effectiveness.

Root Cause Analysis: When problems or failures occur, use techniques like the 5 Whys to get to the root cause of the issue. Understanding the underlying causes is critical for preventing the same issues from reoccurring.

Let's take another example of a software development team adopting agile methodologies to enhance project management. The aim is to increase flexibility and responsiveness in delivering software solutions. Team members, including developers and project managers, engage in regular sprints to iterate on product development. They prioritize tasks, hold daily stand-up meetings for progress updates, and utilize tools like Kanban boards for visualizing workflow. Initially, they trial these methods on a small project to gauge effectiveness. Through constant communication and retrospectives, the team refines their approach, adjusting priorities and workflows as needed.

Implementing and monitoring changes is akin to planting a garden and ensuring it grows well. You need to plant seeds (implement changes) and regularly water and weed (monitor) to ensure growth. Implementing changes based on feedback and metrics drives continuous improvement. Monitoring ensures these changes deliver the desired outcomes. After collecting and analyzing feedback, promptly implement changes. Monitor regularly to track progress and make adjustments as needed. Develop an action plan detailing what changes will be made, who will be responsible, and timelines. Use tools like dashboards and KPIs to monitor progress. In a project with a manufacturing client, we implemented lean principles to reduce waste.

Implementing changes based on feedback requires a structured approach. When working with an e-commerce client to improve their checkout process, we used the Plan-Do-Check-Act (PDCA) cycle. Plan: We identified issues from customer feedback, such as complicated navigation and slow load times. Do: We implemented changes like simplifying the checkout steps and optimizing the website for speed. Check: We monitored key metrics like abandonment rates and page load times to see the impact of our changes. Act: We made further adjustments based on data and continued the cycle. This iterative process ensures that improvements are data-driven and continuously refined.

Consider a manufacturing company implementing lean principles to optimize its production process. The objective is to reduce waste and improve efficiency. Stakeholders, including production workers and managers, collaborate to identify areas for improvement. The implementation plan involves rearranging workstations for better flow, implementing a just-in-time inventory system, and providing training on lean principles. The changes are initially tested in a specific production line as a pilot. Continuous feedback from workers and real-time monitoring of production metrics, such as cycle time and defect rates, guide further adjustments. The team embraces adaptability, making incremental changes based on feedback.

Knowledge Sharing: Encourage knowledge sharing within the organization. If one team learns something valuable, ensure it's communicated to other teams so they can benefit from the knowledge. Cross-Functional Collaboration: Promote collaboration and communication between different teams and departments. This can help identify synergies and areas where Lean and Agile principles can be applied more broadly.

As an operations management professional, I learn from lean and agile operations projects by: 1. Observing their efficient processes. 2. Analyzing their iterative approach to problem-solving. 3. Embracing their focus on continuous improvement. 4. Adopting their flexibility in responding to change. 5. Incorporating their emphasis on customer value. 6. Implementing their collaborative team dynamics. 7. Applying their methods to streamline operations and enhance productivity.

Let's take an example of a software development team that embraced lean and agile principles in their project management. During retrospectives, the team identified communication issues in sprint planning, causing delays. They implemented daily stand-up meetings to enhance communication and quickly address impediments. Analyzing metrics such as sprint velocity fine-tuned their processes, and a community of practice fostered cross-functional collaboration. Documenting this experience in internal knowledge repositories provided valuable insights for future projects. By adapting practices based on continuous feedback, the team significantly improved project delivery efficiency, reducing time-to-market for their software products.

Capturing and sharing best practices is vital for continuous improvement and innovation. By documenting lessons learned and effective strategies, you can avoid mistakes and replicate successes, enhancing performance. This process builds trust and collaboration within the team, making knowledge accessible and engaging through tools like wikis, blogs, and webinars. It helps new members adapt quickly, drives innovation by inspiring creative solutions, and increases team engagement and ownership.

Let's take another example of a manufacturing company that implemented lean and agile operations in their production processes. Through regular reflections, they discovered bottlenecks in their assembly line, leading to delays and inefficiencies. Implementing Kanban boards and visual management systems helped streamline workflow and identify process improvements. Cross-functional teams collaborated to optimize inventory management, reducing waste and improving resource utilization. By documenting their successes and failures, they built a knowledge base for future projects.

Training and Development: Invest in training and skill development for team members. Knowledge and skills are essential for the successful implementation of Lean and Agile principles. Celebrate Successes and Learn from Failures: Celebrate project successes and acknowledge team members for their achievements. Similarly, view failures as opportunities for learning and growth rather than as negative outcomes.

Projects need to use a standard template to create, control and communicate. To build knowledge, these projects must be broadly communicated - and I have found that the most successful way to do that is to have an improvement wall. This can be in the same place as the daily performance review meetings, but should be reviewed weekly with the whole team. It also provides a great opportunity to share the project activity and any blockers with the broader site leadership. Learnings and improvements can then be shared across areas, plants and sites.

It's essential to foster a culture that embraces change and values continuous improvement. One story that stands out is from a project, Initially, there was resistance to adopting agile methodologies. We tackled this by organizing workshops and bringing in external speakers who had successfully implemented similar changes. This inspired the team and demonstrated the tangible benefits of agility. Always remember, the human element is crucial. Building trust, encouraging open dialogue, and celebrating small wins can make a significant difference. Our journey with clients across 60+ industries has shown that when people feel heard and valued, they are more likely to embrace and contribute to the transformation process.

Learning from lean and agile operations projects involves evaluating process effectiveness, feedback loops, metrics analysis, flexibility, collaboration, risk management, continuous improvement culture, customer value, knowledge sharing, training, documentation, and adoption challenges. By assessing these factors, organizations gain valuable insights to drive continuous improvement, enhance adaptability, and ensure project success.