Three Tips in Preparation for a Successful Improvement Event
Process Improvement Partners LLC was founded to help teams achieve breakthrough improvements in safety, quality, customer service, and productivity. Improvement Events are used to bring teams together to solve critical problems in a fast, engaging, and sustainable way. These Improvement Events, also known as Kaizen Events, can vanquish problems forever when they are done well. Preparation is a key component for success. In the spirit of helping teams achieve the best possible results, here are three tips to help you successfully prepare for an Improvement Event:
1. Develop a Strong Charter for the Event
At least 4 weeks before the Improvement Event, the Leader, Sponsor, and Facilitator of the event should come together and align around a charter for the event, which asks these four questions:
Problem - What is the problem that the team is being asked to solve? Why is it a problem, what is the impact of the problem on the business or the customer(s), and what would happen if the team could solve the problem?
Objectives - What are the objectives of the Improvement Event? What are the measurable results to be achieved? What would be the tangible evidence be that would show that the problem has been solved?
Team – Who are the people who can help solve the problem during the Improvement Event? Who has the interest, enthusiasm, and creativity to come up with potential solutions in a short period of time? Who can facilitate this event, to help the team on its way to a solution? Who will lead the team?
Output Owner – When the Improvement Event is over, who is responsible to implement the solutions developed by the team? Who will make sure that changes are properly communicated? This Output Owner should ideally be the Team Leader, as they will only agree to solutions that can implement and support.
Once the charter has been agreed to by the Leader, Sponsor, and Facilitator, the team is empowered to develop and implement their solutions to the problem that they are asked to solve. There is no need to gain approval for their solution after the Improvement Event. They are encouraged to get input and feedback during the event, to ensure that they have considered all aspects of the problem and potential solutions.
2. Create Leadership Alignment and Support for the Event
There should be an Executive Sponsor for the Improvement Event. This is the person that believes in the value of the event, supports the efforts of the team during the event, will remove roadblocks during the event, and will deal with resourcing issues that come up because the team members are being asked to fully dedicate their time to the event. The Executive Sponsor should communicate directly with the managers of each team member to gain their support and commitment to clear the calendars for their direct reports. Each team member should give their full focus and attention to the Improvement Event.
3. Plan Proper Facilities and Food
An Improvement Event is special. We are asking people to set aside their normal work and focus on a critical business problem. As such, we need to provide the proper food and facilities that will help them stay focused and engaged. Bring in morning and afternoon snacks, and feed the team lunch in their working space. If they stay together, they are more likely to stay focused on the problem at hand. If they disperse during lunch, they may get distracted, lose focus, or get drawn in to other business issues.The meeting space(s) should provide adequate space and privacy from outside distractions. There should be enough floor space and wall space to allow the team to try out and display their ideas and solutions. Improvement Events are interactive, visual, and energetic. People need to be able to move around freely and safely. If they need to use computers, there should be adequate power outlets available in the meeting space(s). Finally, they should have access to any resources necessary to solve the problem. Don’t move the team off-site if they need access to others in the company who may have vital information to share.
As you plan your next Improvement Event, keep these three tips in mind to give your team the best chance for success. The investment of time and effort will paid back many times over.