Virtual Kaizen Events
For many years, I have led, facilitated, or participated in hundreds of Kaizen events. During those events, people worked together in the same location to solve important problems. Sometimes team members traveled to the location of the event. Other times people weren’t able to travel to the event and the team carried on without identified experts. I loved the interaction and energy of those events, but wondered if there might be a way to hold an event that was as effective as putting people in the same room, but would be less difficult from a travel or logistical perspective.
This year, out of necessity to work virtually, I challenged myself to develop a virtual version of a Kaizen event, and I am excited to say that I have been able to emulate the elements of my traditional Kaizen events and even believe there are some logistical advantages to the virtual Kaizen event. I now realize that it may be advantageous to consider a virtual Kaizen event and want to give you an image for what that can look like.
First and foremost, the team can come from anywhere, across any time zone. As long as they have an internet connection and some basic video conferencing technology such as Zoom, Microsoft Teams, Google Meet, or the many other options available these days, they can be part of the event. Most of the aforementioned technologies are free or have a minimal cost. Not bad when you consider the cost of travel. There are a number of software platforms that help the Kaizen facilitator (me) integrate with the video conferencing software and allow for and enhance collaboration during the Kaizen event.
Next, the topic of the Kaizen event is not limited to correcting virtual problems. While it might be a stretch to say that a virtual Kaizen event could be held to make equipment modifications or reducing physical effort or reducing changeover time, I am sure with some creativity it could be accomplished. More likely topics could include: strategic planning (VSM), cost reduction ideation, standard work development and improvement, business process improvement, process mapping, and many others. A successful Kaizen event must be chartered, so everyone is aligned around the effort and committed.
The flow of a virtual Kaizen event looks very similar to one done on site, and I have verified that all of these aspects can be accomplished virtually and efficiently. For your reference, here is the typical flow of a Kaizen event:
1. Sponsor kickoff
2. Background of the problem to be solved
3. Charter review
4. Voice of the customer
5. Lean principles overview
6. The Wheel of Sustainability explained
7. Gemba Walk of the Current State
8. Identification of the top pain points in the Current State
9. Brainstorming of opportunities to reduce/eliminate the pain points
10. Prioritization of the opportunities
11. Visualization of what good looks like in the Future State
12. Work on the top opportunities in sub-teams
13. Reviews of progress to achieve synergies across the total team efforts at multiple times during the event
14. Application of the Wheel of Sustainability and Lean principles to the work
15. Finalization of all work – testing against event objectives and the Wheel of Sustainability
16. Road mapping of any outstanding work and implementation planning
17. Report out to sponsor(s) and other stakeholders
18. Team recognition
Just a note or two about how technology can be used during the event. If a physical Gemba walk is needed, assigned team members can take their smart phone or a Go Pro or something else with them that can transmit to the team in real time. Also, they can answer questions during the walk or engage with others doing the work during the walk.
I have also reconsidered how a full day in a virtual Kaizen event might have to be managed, especially for those working from home. Sometimes you have to tend to your family, your pet, or yourself. So, we would have to be quite flexible around how breaks are managed. But, that can all be sorted out prior to the event. If nothing else, the past few months have taught me to be much more open and flexible in my thinking. But isn’t that what continuous improvement is all about?
For those of you who have put off Kaizen events in your business due to the current situation, I encourage you to consider trying a virtual Kaizen. If you wait too long, competition will pass you by. I would love to help you stay ahead.