Productivity

Value Stream Mapping

2008-12-28T14:02:00.000-08:00

Value stream mapping is an effective tool for process optimization. By value stream mapping a process, one may identify any bottlenecks that are occurring as well as remove any superfluous steps that are not value adding. In order for a process step to be considered value adding, it must be something that a customer is willing to pay for. A customer is defined as anyone downstream of the process or the final recipient of the finished good that the process delivers.
To value stream map a process, you essentially write out each process step. A separate "Post-it" note works well for this. The steps are then arranged in order on a wall where the process handlers can view them. Then you meticulously scrutinize each step and decide whether it is value adding or not. Each step that is value adding is retained, the Non-value adding steps are eliminated from the process. However, each NVA step must be effectively dealt with so that critical activities are not left out. Some NVA steps must be retained for the process to work; the goal is to reduce the process to include as few NVA steps as possible. This technique only works if the individuals that own the process are involved, otherwise they will feel no ownership or vested interested in seeing success.

The relevance of the 5S system

2008-11-26T18:50:00.000-08:00

I recently attended a training seminar on Kaizen facilitation. One of the key principles that was discussed was the usefullness of 5S in any workspace. 5S stands for the 5 tenets of optimal workflow:

Sort - the first step in making things cleaned up and organized
Set In Order - organize, identify and arrange everything in a work area
Shine - regular cleaning and maintenance
Standardize - make it easy to maintain - simplify and standardize
Sustain -maintaining what has been accomplished

These five principles are critical in creating an effective and productive workspace. They are also the most often overlooked when an enterprise seeks to improve its productivity, however once you understand it, the relevance of the 5S system is obvious as are the immediate benefits.

The 5S system can be employed in an office environment or a simple home kitchen. The point is that if a work area is properly set up, and maintained, productivity is increased tremendously. This means that more can be done with less stress and less waste.

It wouldn't be possible to teach 5S here, and there are far too many other great sites dedicated to that goal; however, I do recommend reading up on the subject and trying it in your office or at home to realize the benefits. If you are as geeky as I am, you will want to "5S" your entire world as quickly as possible!

The basics are as follows, first you must sort the items in the work area and determine the usefulness and importance of each item for the tasks that are done in that space. This means that you must be willing to part with items that are not useful or simply clutter the area. There must be a definite place for everything that is to be retained.

Next you must set the area in order by identifying the things that will be in that area and organizing them and arranging them in a manner that will facilitate efficient workflow. For example, consider a set of kitchen knives that are stored in a countertop block; each knife has a definite slot in the block and it is obvious when a knife is missing. This is the principle of setting the area in order. You want to know at a glance that everything is in its place, labels can be extremely useful for this as can tape outlines on a table top. Once you know what goes in the area, you want to arrange things so that they are located where they can be most useful. Keeping with our knives, it wouldn't make sense to store them on a counter far from where you do most of your cutting, you want them near the cutting board to minimize travel distance. You may also want them to be near the sink so that you can quickly clean a knife when switching from cutting meats to vegetables.

Once you have the basic organization down, you want to shine the area. This means regular cleaning and checking that everything is in place-remember the knife block? Are all the knives there?

Standardizing the area goes along with locating similar objects in proximity. For 5S to be most effective, items used for a single task should be together to maximize what can be done in a single area with the minimum of changes or travelling. If you have to constantly walk across the kitchen everytime you need a new knife from the block or ingredient from the refrigerator then you are likely wasting time in travelling. Try to keep things grouped together as much as possible or at least gather all of your tools and "ingredients" together before starting a task. This will help you eliminate waste. This is an ongoing process, you should continuously ask yourself if you can improve your workflow.

The final step is the hardest to do; sustain the work area. This means preventing clutter from returning, maintaining your organization and continuously striving to improve the workflow.

Obviously there is more to the 5S system than could be fully explained here, but hopefully this will motivate you to read more!

How to conduct a productive meeting

2008-10-16T19:46:00.000-07:00

Most people do not enjoy meetings, and for good reason. Most meetings lack clear purpose. Too often, meetings are scheduled with a vague description of the topic and no clear objective defined for the participants. This usually leads to meetings that run long, are mentally and emotionally draining and end with no clear actionable items or follow up plans. This leads people to depart with one thought on their minds, "Huh?"
In order to avoid this, it is critical to develop an agenda for your meeting before you schedule it and to hold yourself to the time allotted in the meeting request.
Before you schedule your next meeting, go through the following short activity:
First, ask yourself why you want to conduct this meeting. If you can't answer with something along the lines of "I need to figure out who is going to do X" or "I need to know when will Y occur", you may need to rethink the need for the meeting.
If the meeting is necessary, circulate the agenda beforehand and request feedback or tangible items beforehand. Make sure that everyone knows what is required of them at the meeting so that they can prepare for the meeting. Be sure that people are not being requested to attend just to fill a chair.
I like to send out an agenda that lists what the topics are and who is required to present them. After the meeting, I send out minutes to everyone that captures the discussion and any follow-up action items that arise. I circulate the meeting minutes to everyone on the project team, not just the people in attendance. By doing so, people who are not at the meeting can still stay abreast of what is going on and can let me know if they have or need any additional information.

How to organize your workspace

2008-10-06T11:12:00.000-07:00

Workspace organization is just as important as organizing your time. If you constantly spend a few minutes each day rearranging or searching for things on your desk than you are wasting valuable time that could be spent accomplishing something more productive!
The best way to set about reclaiming a disorganized desk may be to just wipe it clean and start fresh. In order to do this you will probably need a good chunk of time set aside where you can be uninterrupted.
First, assess your workspace. Where do you spend most of your time? What do you spend most of your time doing? These two questions will help you focus the rest of your effort. If you spend most of the time at your desk on your computer, then your desk needs to be focused on your computer. Place the items you use most within easy reach and the items that you use least further away.
Second, identify the proper location for EVERYTHING, even your tea mug. (I don't drink much coffee anymore.) Everything should always be in its place unless you are using it; this isn't a new concept by the way, mom has been advocating it for years! At the end of each task you complete, put everything in its place before you start the next project; this way, you will know where everything is when you start.
Next, use your drawer space to file away everything that you don't use more than one time a week. Keep only the documents, files, folders, etc. on your desk that you need constantly within easy reach. Ideally, your desk will always look as if it is staged for a magazine shot and not as if a tornado just passed through!

Maintaining this organization will help you in several ways. It will make you feel good; a clean area is always refreshing, just think how you feel in a neat hotel room. It will also send out the message that you are in control of your work load and that you are competent and capable to perform your duties; this will lead to the reward of more work-but hopefully it will be better, more interesting work.

Tracking the time

2008-10-01T05:33:00.000-07:00

Sometimes, distractions pop-up that you cannot characterize. You set about doing a task but for some reason, it just doesn't get done. If you have already implemented a Top Five To-Do list to manage your time and you have streamlined your day to manage your hectic schedule and you still find that you are not making considerable progress in achieving your goals, consider creating a tracking log to further evaluate just where you spend your time.
A tracking log may be just what you need to pin-point the other distractions that you have to deal with other than disruptive email, phone-calls and endless meetings. Perhaps you are frequented by pop-in guests who have an issue that just has to be dealt with right now; sometimes this is true but perhaps also, you have made yourself far too accessible! There is a fine line between the proper amount of responsiveness and being to receptive to impromptu requests. Maybe your reports or peers are too dependent upon you for direction; if so, you may need to come up with a strategy to empower them to take initiative. Sometimes a little encouragement in this area can go a long way.
Whatever the case may be, you can pin-point the source(s) of your dilemma by maintaining a time-sheet of your working day. I recommend maintaining this kind of log for at least a one-week trial period; that may be long enough to determine to source of your woes. If not you can extend the trial period or cancel the experiment at your discretion. However, this has worked very well for me when I took on new roles or my priorities have shifted; by focusing on where I was really spending my time, I was able shift my energy to more appropriate ventures.
To make the time sheet is very easy, all you really need is paper and pen. I prefer to use a spreadsheet though. In your spreadsheet, list out the hours of your day in 15 or 20 minute intervals. Label the next two columns "Task/Project" and "Notes". As you go through your day, fill in the tasks/projects you work on for each time interval. Do not update the list every 15-20 minutes, just update the list whenever you change your focus. If you are working on checking your email from 11:00-11:30 and someone stops by at 11:10 with an emergency that you deal with, record that on your sheet. If you are able to spend 1:30-3:30 with undivided attention filling out your "TPS" report, record that as well. When you switch from "TPS" reports to playing solitaire, update your sheet again.
After a week or more, you should be able to review your time sheet and see two patterns: 1) you will be able to see who or what is consistently dividing your attention and 2) you may be able to see a consistent trend in the time of day that you are left free to work!
Give it a shot and see how it goes; let me know what you think or if you have any additional perspectives to add.

How to Manage a Hectic Schedule: Focus

2008-09-22T18:00:00.001-07:00

Focus is one of the least discussed aspects of personal effectivity. Rather, the Myth of Multitasking is promulgated as the be all of effectivity. But studies have shown that this just isn't true. Just try talking to someone who is reading email, typing a report, listening to a newscast, etc.! They cannot give you their full attention and their responses are delayed or even off-the-wall! In order to truly Get Things Done you must think about effective task management and how to manage a hectic schedule. I like to define specific tasks, broken down in chunks as small as possible, and then define a specific priority to each task and an amount of time to devote to completing each task. I have described my current, simple, method of goal management in "How to manage your time, quickly". But in order to get those tasks done you have to devote time to them.

What I have found to be effective is the realization that technology is a tool that is supposed to improve your life, not complicate it! So I take full advantage of my email and voicemail. I strictly adhere to the following:

I only check email twice a day, at 11:30 AM and again at 4:30 PM
I only respond to email once a day at 4:30 PM
I do not answer my phone and I check voicemail right after checking email
I respond to voicemail on an "as needed" basis, but I try to limit my calls to 1 hour a day from 3:30PM to 4:30 PM
I use my electronic calendar to schedule time for the tasks I want to accomplish based on my estimates-no one can schedule a meeting if you block out your calendar for (legitimate) work time to meet a deadline

In the beginning I was very careful to communicate my scheduling practices to my boss and to my reports. Now, that doesn't mean that I told them that I had "phantom" meetings on my calendar or that I was dodging calls, just that I regularly check email and phone messages at certain times and that I actively use my calendar. If there is an emergency, they are of course, expected to come visit my office.

This has greatly helped me manage my hectic schedule and get my project list under control. I have been doing this for over a year now and I have not had an issue over it with anyone I work with; in fact, I would be surprised if anyone outside of my team were even aware of my scheduling practices and I find that I accomplish a lot more.

Give it a try for a week or two and see how it goes!

How to Revive a Project

2008-09-20T20:15:00.001-07:00

I recently had a project that seemed to be stalling out. We were given an aggressive delivery date for launching the new product. As is so often the case, the delivery date was not based on the work to be done or the resources required but instead it was based on the desire by management to introduce something new at some meeting or event.
My team was frustrated and starting to feel hopeless about the delivery date. So I threw them a party-sort of.
What I did was arrange for a week long focus session to define and complete all of the verification and validation testing that had to be done for the project to launch. I also made sure to get buy-in from upper management to be sure that all of the resources we would need would be available at a moments notice. I spoke with my director, VPs and the President of the company (something that is not possible at many companies but should be!) and explained my goal and made my case. They bought in and I had all the team, immediate and extended, as well as any manufacturing or test equipment at my disposal. This was a huge boon to our progress. (This is an off-shoot of a popular process known as Kaizen, or "good changes". This is where focus is placed on solving a problem or improving or developing a process with the intent of complete analysis, development and implementation in a very short time. I reccomend reading more about it as it can be a very versatile tool.)

Next, I arranged for a conference room to be available as our "headquarters" and I made the whole team meet there everyday for a week. As a reward, I provided breakfast and lunch everyday for the team. Never underestimate the power of food as a motivator. I also had something sweet delivered for an afternoon snack.

The first morning, we spent an hour outlining the project goals and our expectations for the week. This was a TEAM exercise, not a dictatorial agenda. From there we began to map out our project schedule and activities to determine what needed (and could) be accomplished within the week. Next we attacked.

Each individual was given a task and a deadline. Nobody left that room without a specific task. We wrote test protocols, we fabricated prototypes, we tested and retested, designed and re-designed until we had acheived success. At each deadline the group came back together and reported their progress and/or issues. Completed tasks were celebrated and unfinished tasks were provided additional resources where necessary. The group was not permitted to check voicemail or email all day during the event. They were not permitted to leave the room for any unrelated task. We held status reports at the beginning and end of each day.

Due to the intense focus and the dedicated resources we were able to complete about 2 months work (per the schedule) in just this one week! On Friday afternoon, we went out to celebrate at the nearest restaurant.

The importance of organization

2008-09-20T12:27:00.001-07:00

I have recently come to value personal organization on a whole new level. My project team, which includes a very talented 3D draftsmen and a very focused process engineer, was assigned the duty of maintaining base business activities for the product development department. This means that in addition to the normal planned projects that are budgeted and tracked we inherited the ad hoc crisis projects that spring up unpredictably, require immediate attention and usually have very little visibility to upper management.
We inherited this project list primarily because the group assigned to it prior was struggling to keep up and required additional attention and constant guidance. Now that I've been managing the list for a few months I can see why!
On a daily basis I receive numerous requests for help; from international regulatory bodies for product testing, from field sales representatives that need additional information for a client, from internal sources who have questions about the product design or manufacturing process. It can be a daunting list to say the least. Each person requesting help needs immediate attention and requires constant status reports.
In order to manage it, we developed a list which at first consisted little more than the person making the request, a brief problem statement and, where provided, a due date. Now the list has evolved to be a fully sortable list in MS Excel that also has start dates, resource requirements and investments, status reports, goals, completion dates and final resolution. This list allows us to track the projects that are open, the date we began work on it and the projects that we have completed over time. It is very useful to demonstrate our current workloads and to set performance goals and priorities. I usually reserve a specific day each week to address the list solely and use the rest of the week to minister to our "normal" responsibilities. So far, the project tracking list has worked wonderfully-much better than MS Project because of its simplicity. We have managed to stay abreast of the project load and to keep track of each item without the need to maintain a complete and formal project file.

Time Managed

2008-09-19T19:05:00.000-07:00

I've recently begun a quest to regain control of my schedule at work and at home to improve my time management. I've taken to reading as much as I can about project schedule management and time effectiveness to get things done. I've read about some very neat ideas on how to better deal with a hectic shedule and regain control of my in-box. The productivity tip that I like best so far is goal management. This is the process of setting manageable goals on a daily, weekly and monthly basis. I've developed a few tools to help me with this that I've described in "How to manage your time, quickly". Take a look and let me know what you think.