The practical workflow for your Journey to Eliminate Inefficiencies

Yesterday I shared with you an approach to implement a change program to eliminate inefficiencies.

As a reminder - here are the various approaches:

There are multiple ways to achieve Operational Excellence success, specifically if the elimination or inefficiencies is your ultimate goal. The following list is not prescriptive, but rather a collection of approaches that have worked in the past. Some of these strategies may not suit your specific situation. Take these strategies as starting point for your consideration.

To overcome specific operational inefficiencies, consider the following strategies:

• Automation: Implement automation technologies to reduce manual labor, increase accuracy, and improve productivity.?
• Standardisation: Establish standardised processes and procedures to ensure consistency and predictability.?
• Lean Principles: Apply Lean principles to eliminate waste, reduce variability, and improve flow.?
• Employee Empowerment: Empower employees to make decisions and take ownership of process improvements.?
• Collaboration and Communication: Foster collaboration and open communication among teams to ensure seamless handoffs and efficient workflows.?
• Technology Enablement: Leverage technology to streamline processes, improve visibility, and enhance decision-making.?
• Supply Chain Optimisation: Optimise supply chain operations to reduce lead times, improve quality, and decrease costs.?
• Change Management: Effectively manage change to minimize disruption and ensure a smooth transition to improved processes.?

WORKFLOW:

Implementing Operational Excellence in the pursuit of eliminating inefficiencies is quite an involved process. It takes months to adopt a new mindset and work ethic in the company, but when approached in a systematic and progressive manner the changes will incrementally improve the overall quality of work.

Here is a sample workflow with timelines and responsible personnel to identify and eliminate the root causes of process inefficiencies and achieve Operational Excellence:

Phase 1: Identify Inefficiencies (Weeks 1-4)

• Step 1: Gather Data and Map Processes (Week 1-2)

Responsible: Process Improvement Team (PIT) Leader

Tasks:

??- Gather data on current process performance metrics (e. g. , cycle time, throughput, defect rate)

??- Map out current processes using tools like swimlane diagrams, value stream mapping, or flowcharts

??- Identify potential areas of inefficiency

Timeline: Week 1-2

• Step 2: Conduct Employee Surveys and Interviews (Week 2-3)

Responsible: PIT Leader and Operations Manager

Tasks:

??- Conduct surveys and interviews with employees to gather information on pain points, inefficiencies, and areas for improvement

??- Analyse survey and interview results to identify patterns and themes

Timeline: Week 2-3

• Step 3: Identify Root Causes (Week 3-4)

Responsible: PIT Leader and Quality Assurance Team

Tasks:

??- Analyze data, surveys, and interviews to identify root causes of inefficiencies

??- Use tools like the 5 Whys, fishbone diagrams, or SWOT analysis to drill down to root causes

??- Prioritize root causes based on impact and feasibility of solution

Timeline: Week 3-4

Phase 2: Develop Solutions (Weeks 5-8)

• Step 4: Develop Solutions and Implement Quick Wins (Week 5-6)

Responsible: PIT Leader and Operations Manager

Tasks:

??- Develop solutions to address root causes, focusing on quick wins with high impact

??- Implement solutions and track progress

??- Monitor and adjust solutions as needed

Timeline: Week 5-6

• Step 5: Develop Long-Term Solutions (Week 6-8)

Responsible: PIT Leader, Operations Manager, and Department Heads

Tasks:

??- Develop more complex solutions requiring changes to processes, procedures, or policies

??- Collaborate with department heads to ensure solutions are feasible and effective

??- Establish project plans and timelines for implementation

Timeline: Week 6-8

Phase 3: Implement and Monitor (Weeks 9-16)

• Step 6: Implement Long-Term Solutions (Weeks 9-12)

Responsible: PIT Leader, Operations Manager, and Department Heads

Tasks:

??- Implement long-term solutions, following project plans and timelines

??- Monitor progress and adjust as needed

??- Provide training and support to employees as necessary

Timeline: Weeks 9-12

• Step 7: Monitor and Refine (Weeks 13-16)

Responsible: PIT Leader, Operations Manager, and Quality Assurance Team

Tasks:

??- Monitor process performance metrics to ensure improvements are sustained

??- Refine solutions based on new data and lessons learned

??- Identify opportunities for further improvement

Timeline: Weeks 13-16

Phase 4: Sustain and Improve (After Week 16)

• Step 8: Sustain Improvements and Identify New Opportunities (Ongoing)

Responsible: PIT Leader, Operations Manager, and Quality Assurance Team

Tasks:

??- Continue to monitor process performance metrics and refine solutions as needed

??- Identify new opportunities for improvement and prioritize based on impact and feasibility

??- Develop and implement new solutions to address emerging inefficiencies

Timeline: Ongoing

Responsible Personnel and Roles

Process Improvement Team (PIT) Leader: Oversees the entire process, ensures timely progress, and coordinates efforts

Operations Manager: Provides operational expertise, supports solution development, and ensures implementation

Quality Assurance Team: Supports root cause analysis, develops solutions, and monitors process performance

Department Heads: Collaborate on solution development, ensure feasibility, and provide resources for implementation

Employees: Participate in surveys and interviews, provide feedback, and support implementation of solutions

In summary - the Timeline for this workflow is as follows:

Phase 1: Identify Inefficiencies (Weeks 1-4)

Phase 2: Develop Solutions (Weeks 5-8)

Phase 3: Implement and Monitor (Weeks 9-16)

Phase 4: Sustain and Improve (After Week 16)

Note: The timeline is an estimate and may vary depending on the complexity of the operations, the scope of the project, and the resources available.