Practicing Problem Solving is Key to Continuous Improvement

Forming good habits is key to success with so many things in life.?Lean is no exception.?Last month we talked about seven fundamental Lean leadership success factors.?Today we will focus on one of them: “Have a standard problem solving methodology that becomes a common language that is practiced throughout the organization.”?We want to make problem solving a habit – common practice – throughout the organization.?Why is this important??How can an organization make this happen?

Let’s first talk about what we mean by problem solving.?Problem solving is how we make improvements.?It is the process by which we go from our current condition to our target condition or standard.?Some examples include:

• Meeting production plan: Current Condition: 50 Units/Hour; Target Condition: 60 Units/Hour
• Reducing Defects: Current Condition: Supplier Quality at 95%; Target Condition: Zero Defects
• Improving Safety: Current Condition: 10 Near Misses/Month; Target Condition: 0 Near Misses
• Improving Turnaround Time: Current TAT: 10 Days; Target TAT: 5 Days
• Improving Service Level: Current Condition: 90% On-Time Completion; Target Condition: 99% On-Time Completion

You can probably come up with many more scenarios and examples.?A typical problem solving process includes the following:

1. Clarify the Problem: Describe / Define the problem
2. Break Down the Problem
3. Set the Target
4. Root cause analysis
5. Develop Countermeasures
6. Implement Countermeasures
7. Monitor Results
8. Standardize, and Spread

In case you missed it last time, here is a brief introduction to problem solving with some more details:

Now that we understand what we mean by problem solving, let’s ask “Why is problem solving key to success?” If problem solving is how we make improvements and if everyone becomes a problem solver, more improvements will be made.?Our culture will become one of continuous improvement.?If one or two specialists only work on improvement, success will be limited.?In fact, buy-in from the front-line team members will be non-existent in that case.?

Now, the question becomes, “how do we create an organization of problem solvers??Can it be done through training?”??Going through classroom training and learning the problem solving steps and some associated tools is helpful, especially if the training includes hands-on practice; however, to make problem solving a habit, people need regular, ongoing practice.?Mike Rother, who pioneered the Improvement Kata (a.k.a. Toyota Kata) methodology, has a very simple and effective approach to practicing problem solving.?Using the improvement kata, we would work through problems using an incremental approach involving taking one step/experiment each day using the problem solving process, documenting the results, and receiving coaching/feedback to enhance the learning.?As more and more people are leading problem solving efforts and being coached, there will be more proficient problem solvers in the organization.?This makes the organization itself very proficient at continuous improvement.?Whether you use Mike Rother’s approach or some variation, it is important to practice daily, receive feedback, and constantly learn.?To learn more about the Improvement kata, watch our video on this topic:

Have you ever worked in an organization where problem solving was truly part of the culture? Or, have you worked for a company that spends most of its time being reactive and firefighting and where improvements are rare and are done by "management" and specialists only?

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