IMPROVE PhaseConsider these Improvement Initiatives!

Six Sigma Simplicity

Your process maps are key here! In particular, cross functional maps will be useful. Every process step should be evaluated using Value Analysis. Look at areas where your process repeatedly crosses functional lines.

Using your map, you can then redesign the process to reduce handoffs.

Examples:• Paperwork repeatedly moved between people for processing• Multiple copies sent to several departments

Payoffs:• Cycle time improvement, accuracy improvement, more interesting

work, cost reduction

Reduce Handoffs – Eliminate Bureaucracy

Opportunities

Improvement Initiatives - Simplify

Every process step should be evaluated using Value Analysis. Look for process splits, where there is no need for 2 groups to be involved.

Using your map, you can then redesign the process to reduce handoffs.

Examples:• Many “routed” processes• Reconciling two sets of data

Payoffs:• Cycle time improvement, accuracy improvement, more interesting

work, cost reduction

Combine Process Steps – Reduce Duplication

Opportunities

Improvement Initiatives - Simplify

Look for opportunities to do process steps simultaneously rather than sequentially to reduce cycle time.

Move things done internally, to externally – Reduce Setup / Changeover Time

Examples:• New Business Development:

• Acquisition into standard process• Reviews and sign-offs• Anything with multiple sequential steps

Payoffs:• Reduced cycle time, faster to market

Perform Steps Parallel Rather Than Serial

Opportunities

Improvement Initiatives - Simplify

Inventory/ clutter causes delays in processing, hides errors and costs money.

It also includes “stuff” in your in-basketHandle information once

Examples:• 10 quotes in process simultaneously• 10 boxes of copier paper in office• 200 unread messages in your email box

Payoffs:• Reduced cycle time, defect opportunities, holding costs

Reduce Inventory/ Clutter

Opportunities

Improvement Initiatives - Simplify

Evaluate existing measures

Implement measures into your ‘Control Plan’Communicate preventive actions in your ‘Response Plan’ also

Examples:• Eliminate measures that drive wrong behaviors• Eliminate measures that don’t cause action whether they go up or

down• Eliminate using “convenience” measures

Payoffs:• Improve accuracy, improve process performance

Correct Existing Measures or Add New

Opportunities

Improvement Initiatives - Simplify

Look for opportunities to co-locate resources that work together

Spaghetti diagram will point out excess process flow

Examples:• Purchasing and Accounts Payable functions co-located in Chandler• Use of net meetings and data bases

Payoffs:• Reduce cycle times, better accuracy, reduced costs, better cross-

functional understanding

Co-locate and Sequence Tasks Where Possible

Opportunities

Improvement Initiatives - Simplify

Standard Operating Procedures / Standard Work should be used to encourage process standardization

Laminated visual guides to perform processes can be helpful

Consistency will always reduce variation

Examples:• Several functions or shifts perform the same process differently

Payoffs:• Reduced labor cost, reduced cycle time, improved accuracy

Select One Way to Perform and Activity

Opportunities

Improvement Initiatives - Standardize

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Standard Work Considerations

• As standard work improvement is done, be sure that:– The work load is leveled– The work area is paced– The new standard operation has extra capacity– New standard operation and quality procedures have

been written and are correct– Standard operation and quality procedures are followed– 30-, 60-, 90-day progress reviews have action plans with

process owner(s)

Templates• Pull-down menus on databases - Force Selection• Protected Fields

Color CodingBar CodingSingle Use tools

• Computer dedicated to shipping manifests• Fast, dedicated, no delays

Security Permissions• Edit, delete, read

Decisions• Job aids, decision trees, expert systems

Transactional Error Proofing

Opportunities

Improvement Initiatives – Eliminate / Automate