Ted Bilich April 27, 2021 - Risk Alternatives
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Ted Bilich
April 27, 2021
Copyright © 2021 Risk Alternatives LLC. All rights reserved.Month of Learning Resilience 101 Business Continuity Questions Board and Staff Roles How to Improve, One Step at a Time
Roadmap for Today Background on “Lean” and Process Improvement Vocabulary Practical takeaways, including Value Stream A3 Report PDSA Cycle
Background
Origins
Vocabulary of Process Improvement
Core Vocabulary “Process” = Series of steps that leads to a result Importance of the customer, staff, and incrementalism “Lean Management” = Culture of continuous process improvement focusing on maximizing customer value and minimizing “waste”
What are some nonprofit
processes?
[Series of steps that leads to a result.]Importance of the customer “The consumer is the most important part of the production line.” - Deming
Every process has a customer Programs? Finances? Talent Management? Development?
Importance of staff Team members can only produce what the process allows them to produce Team members are surgeons. The job of management is to get surgeons what they need to perform their tasks most effectively “Top management should publish a resolution that no one will lose his job for contribution to quality and productivity.” - Deming
Importance of increments “A typical path of frustration. A program of improvements sets off with enthusiasm, exhortations, revival meetings, posters, pledges. Quality becomes a religion. Quality is measured by results of inspection that final audit shows at first dramatic improvement, better and better by the month. Everyone expects the path of improvement to continue along the dotted line. Instead, success grinds to a halt. At best, the curve levels off. It may even turn upward. Despondence sets in.” - Deming
What does “waste” mean? Overdoing Unevenness Overburdening
Three Tools of Process
Improvement
1. Identify and Stabilize – Value Stream
2. Evaluate – A3
3. Act – PDSA Cycle1. Value Stream When a customer asks for something, how do you do what you do?
Objectives of Value-Streaming Describe the current state of a process clearly and accurately Identify areas of potential improvement Provide a basis for proposing an achievable target “future state”
“How do you do what you do” How top leaders think it’s done How the documentation says it’s done How it’s actually done now by people performing the task Value Stream How it could be done if the first three are harmonized
An Example
Egg Sandwich
Output
Step 3
Step 2
Step 1
RequestMaking an Egg Sandwich – Current State 1. Rummage in fridge for eggs 2. Take eggs out of fridge and set on counter by stove 3. Take frying pan out of cupboard and set on stove 4. Take 2 slices of bread from the bag on the other side of the kitchen 5. Put bread in toaster on the other side of the kitchen 6. Rummage in fridge for butter 7. Take butter out of fridge and put next to stove 8. Turn on stove and begin to melt butter 9. Get bowl from cupboard 10. Crack eggs into bowl 11. Take fork from drawer and whisk eggs 12. Pour eggs into pan to cook 13. Flip eggs to cook other side. 14. Grab a plate from the cupboard 15. Remove toasted bread and butter the slices 16. Rummage in fridge for cheese 17. Take cheese slices from fridge 18. Place cheese on nearly cooked eggs to melt 19. Remove eggs and cheese from pan and place between toast slices 20. ENJOY! 21. (Wash pan, bowl, whisk)
BREAK
https://www.youtube.com/watch?v=QTFjFayRjtw
LEAN Process for Making an Egg
Sandwich – Future State
1. Grab fridge bin containing eggs, butter and cheese and set on counter by stove
2. Take frying pan out of cupboard and set on stove
3. Grab a plate from the cupboard
4. Take 2 slices of bread from the bag and butter one side
5. Turn on stove and begin to melt butter
6. Crack eggs into hot buttered pan and whisk to scramble them
7. Put bread slices on egg mixture, butter side up
8. Flip eggs and bread together to cook other side
9. Fold cooked eggs over bread.
10. Place cheese on eggs to melt
11. Flip second piece of toast onto first to create the sandwich
12. ENJOY!
13. (Wash pan)Why is the customer important?
Egg Sandwich?
Output
Step 3
Step 2
Step 1
RequestHow do you do value streaming? Gather team to observe the target process in action Use Post-It’s and a wall or tabletop to depict the process, one step at a time (or use an online tool like Miro) Achieve consensus and buy-in on description from those who are actually involved in the process
When might you use value
streaming?
When you want to evaluate and improve the most
important/most troubling/most costly processes in
your nonprofit
When you want to identify a baseline so that you can
standardize a process
When you want to reach consensus about what is
actually happening in a processChallenges in Value-Streaming Don’t talk about it. Observe it. Make the discomfort comfortable. There will be waste. Stabilize before change.
2. “A3” Report – Structured
Problem SolvingSections of an “A3” Report
Background Proposed
Current Conditions Countermeasures
Target/Goals Implementation
Analysis
Plan
Follow Up
[Don’t worry. We’ll send you the template.]When might you use an A3? When you want to get to the bottom of a significant problem and achieve an accountability process for improving the situation When you want to teach your team (or members of your team) how to think more clearly
3. PDSA (or PDCA) Cycle
1. Plan. Consider what you want
to accomplish and whether you
have the necessary data to
perform a test of a proposed
solution.
2. Do. Design a testable pilot.
3. Study. Review the results.
4. Act. Determine what you
learned, whether you need to
test more or differently, etc.
5. Repeat Step 1, with knowledge
accumulated. Or Study
6. Repeat Step 2, 3, 4, 5 . . . .When might you use the PDSA
cycle?
Any time you want to implement a proposed “solution”
to a problem in conditions of uncertainty
PDSA says stop and think, then design a testable pilot
of your proposed solution, then test it, then evaluateDifferent tools for different
aspects of improvement
Value Stream Analysis – Reach consensus about what
is actually happening in a process, so that it can be
improved
A3 – Get to the bottom of a significant problem and
achieve consensus about what steps to try as
countermeasures
PDSA – Any time you want to implement a proposed
“solution” or countermeasure in conditions of
uncertaintyPutting it all together
A3
Background
Current Conditions
Target/Goals
Analysis
Proposed Countermeasures
Implementation Plan
Follow UpConnect with Us
Email – tedbilich@riskalts.com
lindalopez@riskalts.com
Website – riskalts.com
Phone – 703.652.5659You can also read
