lecture 6a

Toyota Kata

© 2016 The Leadership Network®

© 2016 Jidoka®

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TOYOTA KATA2nd COACH’s

Notebook

Toyota Kata


© 2016 Jidoka®

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How to use this 2nd coaches Notebook

• This slide presentation is to give you a guide as to how to observe the Coaching Kata and make notes for yourself as a 2nd Coach.

• There are instructional slides between each form as to the “How?” and “Why?” using this notebook and technique will help you become a Proficient/Expert 2nd

Coach.

• Once you have reviewed how to use this notebook, you can print the “non-instructional slides to create for yourself a 50-100 page notebook as you begin the task of developing Proficient 1st Coaches and Competent Learners of the Improvement Kata/Coaching Kata.

Toyota Kata


© 2016 Jidoka®

03

The next slide

• The next slide in this presentation is to be used by the Learner to PLAN the next PDCA Experiment.

• It should be used prior to or during the writing of the next step on the PDCA Record form

• My advice is to print the next slide once at the beginning or at the end of the 2nd Coach’s Notebook as reference.

Toyota Kata


© 2016 Jidoka®

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CHECKLIST FOR PLANNING AN EXPERIMENT(This is to be used by the Learner)

q Conduct experiments against an obstacle to the Target Condition, not randomly.

q What do you need to learn now? Identify your current Threshold ofKnowledge and conduct the next experiment there.What is the current TOK?

q How will you test your idea? Can you do a single-factor experiment, where only one thing is changed? (Not always possible)

q How can you test your prediction as soon and quickly as possible?Simple & soon is better. How about now? (Hold before tape beforeweld)

q Make sure that failure wonʼt harm anyone or anything. If necessary build up a buffer before conducting the experiment or conduct the experiment offline in a simulation.

q Write onto the PDCA Cycles Record what you expect to happen (your prediction) before you do the experiment.

q How will you measure it? The experiment must be measureable in some way, so you can determine if the prediction was confirmed or refuted.

q If possible the experiment should build on what was learned inyour previous experiment.

q In order to learn from your experiment you must be open to and willingto see that the result may not conform to your expectation. Own it!

Toyota Kata


© 2016 Jidoka®

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The next slide

• The next slide in this presentation is to be used by the 1st Coach (or 2nd coach) to assist and guide the Learner in the correct way to write the next PDCA Experiment.

• It can be used prior to the coaching kata cycle if the 1st

coach uses a practice arriving early to review the next step the Learner has written – or - during the Learner’s writing of the next step on the PDCA Record form if the Learner needs coaching and guidance to develop a good, measureable and scientific next PDCA step.


Toyota Kata


© 2016 Jidoka®

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COACHʼS CHECKLIST FORPLANNING THE NEXT EXPERIMENT

Take time to help the Learner design a good experimentq You must identify the current Threshold of Knowledge.

Ask the Learner what is the current knowledge threshold.What do you (Coach) think is the current knowledge threshold?

q Is the experiment being done at the current threshold of knowledge?

q Is the experiment a single-factor experiment? (This is not always possible.)

q Does the Learner have a plan to test their prediction soon, quickly and inexpensively?

q If the prediction fails will no one be harmed?q Is the step measureable? Will the Learner be able to use

facts and data to tell if the prediction was correct or not.q The Learner has stated what s/he expects to happen,

but does not actually know what will happen.q Is the next step/experiment part of a chain, i.e., it springs

from what was learned in the previous experiment?

Toyota Kata


© 2016 Jidoka®

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The next slide

• The next slide in this presentation is to be used by the 2nd Coach (or 1st Coach) to Evaluate the Last step on PDCA Record.

• It can be used prior to the coaching kata cycle if the 2nd

coach uses a practice arriving early to review the last step – or - during the Learner’s explanation of “What Happened?” and “What I Learned?” of the last step on the PDCA Record form,


Toyota Kata


© 2016 Jidoka®

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CHECKLIST FOR EVALUATING THE RESULTSOF AN EXPERIMENT

q To check the results of an experiment you may need to observe andmeasure several cycles.

q Evaluation has two phases:1) Compiling the facts and data from the experiment (“Check”)2) Forming conclusions based on the facts and data. (“Act”)Maintain a clear distinction between recording the facts / data, and interpreting the results.

q There are several possible outcomes, for instance:--> The results support your prediction and you can standardize the step.--> The results do not support your prediction. (Interesting!)--> The results came close and you can see what you have to try next.--> You canʼt tell and need more information.

q It is not unusual for more than 50% of the experiments to fail. The benefityou get is learning from them what you need to focus on and do toovercome the obstacle on the way to your Target Condition.

q When an experiment is successful you may need to think about how tostandardize the change you made.

q Itʼs a good idea to reflect on what could you have done differently toimprove your experimental procedure.

Toyota Kata


© 2016 Jidoka®

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The next slide• The next slide in this presentation is Mike Rother’s Guidebook

and is used primarily by the Learner to determine what type and to what degree of scientific experimentation is being planned.

• The Learner should be conscious that these experiment types progress from less scientific to more scientific from top to bottom. The desired pattern of improvement kata experimentation in a series of PDCAs should progress from “go and see” to “exploratory experiment” to “testing a hypothesis”. (Note: a few “go see” and “exploratory” experiments may be necessary to develop a “hypothesis test”)

• It should be used by all three individuals in the Kata “triad” of roles: Learner, 1st Coach and 2nd Coach


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© 2016 Jidoka®

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THREE KINDS OF PDCA EXPERIMENTSThe following hierarchy goes from less to more scientific

1) Go and SeeDirect observation and data collection, without changinganything, to learn more about a process or situation.

2) Exploratory ExperimentIntroducing a change in a process to see, via direct observation, how the process reacts. Done to help better understand the process.Example: Try to run a process as specified in the targetcondition, to see where it fails and build your obstaclesparking lot. Often this is the first experiment.

3) Testing a HypothesisIntroducing a change, ideally in only a single factor, together with a prediction of what you expect to happen.

Toyota Kata


© 2016 Jidoka®

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The next slide• The next slide in this presentation is Mike Rother’s Guidebook and is used

primarily by the 2nd Coach to make short hand notes of what the Coach says/asks and what the Learner responds.

• The 2nd Coach should not try and record every word being said. Simply a note to self, or a key word or phrase that is used, so the 2nd Coach can bring to recall a coaching thought or a possible clarification needed.

• Be conscious of the watermark questions in the boxes and be aware if the 1st Coach is addressing these main points and if the Learner is responding with enough detail to answer them. (Note: not all watermarks may be used)

• Make note of the knowledge threshold when/if it is made evident. Also, be aware if this is one of the three types experiments. Summarize your impressions in shorthand in the box noted, and pick one point the 1st Coach should work on before the next cycle.

• My advice is to print the next slide in series as you compile the 2nd Coach’s Notebook.

Toyota Kata


© 2016 Jidoka®

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Whatdoyouwanttobehappening?Whatisthepatternyou’retryingtoachieve?Howdoesthistargetconditionrelatetotheoverallchallenge?

Canyoudescribethetargetconditionwithnumbers?Howareyoumeasuringit?Whatistheprocessmetric?Whatvaluedoyouwant?Whatistheoutcomemetric?Whatvaluedoyouwant?

Whatarethelatestfactsanddata?Howdoyouknow?Tellmemoreabouthowyouknowthat.

Whatwasthethresholdofknowledge?Whatdidyouexpecttohappen?Didyoucollectanydata?Whatdoesthedatasay?Arethereanynewobstaclesyouhaveidentified?Haveyouovercomeanyofthepreviouslylistedobstaclesandifso,canyoumarkthemoff?

Whatdoweneedtolearnnext?Howwillyoutestit?Howwillyoumeasureit?Whatisthethresholdofknowledgenow?

Howexactlywilltheexperimentbedone?Exactlywhatdatawillyoucollect?Whatdoyouexpecttohappen?Canyoushowme?

Canwedothisexperimentsooner?Canwedoittoday?Howaboutrightnow?

DoesthedataconfirmorrefutetheHypothesis?Whataretheimplicationsforyournextstep?Howwillthishelpyou?Whyisthisimportant?

Helpmeunderstandyourreasoningforselectingthatoneobstacleovertheothers?

WasthereapointatwhichtheLearnerusedatriggerwordlike“Ithink”or“Maybe”orI’munsure”.ThisistheKnowledgeThreshold

Asa2nd coach,whatwasyouroverallimpressionofthecoachingkatacycle?

Makenoteof1thingyouwantthe1st CoachtopracticeinordertobuildskillintheLearneratthenextCoachingcycle

Agreeifthe2nd coachwillbepresentatthenextcoachingKatacycleoronwhatdatethe2nd Coachcanbeatthenextcycle.

Toyota Kata


© 2016 Jidoka®

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The next slide• The next slide in this presentation has been adapted from Mike Rother’s

Guidebook and is used primarily by the 2nd Coach to give feedback and coaching to the 1st Coach.

• The 2nd Coach should try and record most of the 1st coaches responses, however shorthand can/will be necessary at times. so the 2nd Coach can bring to recall a coaching thought or a possible clarification needed.

• The main theme of this line of feedback questions is to determine:ü Did the 1st Coach have an area of skill improvement in mind to coach the

Learner on going into this coaching kata cycle.ü Allow time for 2nd coach feedback on observations the 1st Coach may not be

aware of during the coaching kata cycle.ü Determine what 1 area of focus does the 1st coach have in mind to be

looking for in the next coaching kata cycle in order to increase Learner skill.


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© 2016 Jidoka®

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1.Askthe1st Coachfor theirimpressionsofthecoachingcycle:

____________________________________________________________________________________________________________________________________________________________

q Howdoyouthinkthecoachingcyclewent?

q IstheLearnerworking attheirThresholdofKnowledge?Howcanyoutell?

q Whatdidyouwanttopayparticularattentiontogoingintothiscoachingcycle?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2.Feedback:Focus onwhatyouobservedasa2nd Coach:

Iobserved________________________________________________________________________________________________________________________________________________

3.Whatisthe1st Coachconcentratingonforthenextcoachingcycle:q Whatdoyouwanttopayparticular

attentiontointhenextcoachingcyclewiththisLearner?(Justonepoint)

q How doyouhopethiswillinfluencetheLearner?

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Date:___________Time:_______1st Coach:___________________2nd CoachName_________________

© AdaptedfromMikeRotherGuidebook

Toyota Kata


© 2016 Jidoka®

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The next slide• The next slide in this presentation is simply an area to be used by the 2nd

Coach to record their thoughts and impressions of where to the 1st coach is focusing from coaching kata session to session, so the 2nd Coach can review and ensure coaching continuity is taking place.

• It is an open page to be used by the 2nd Coach to record the1st Coach’s ability to use the 1-2-3 method of coaching so as to move between a “Teaching and Instructing mode” with a novice to advanced beginner Learner, and into a “Coaching and Guiding mode” as the Learner progresses. This is to ensure the 1st Coach keeps the Learner in the “Kata Corridor” of scientific thinking and acting, without telling the Learner every action to make.

• It is an open page that can be used by the 2nd Coach to record their summarizations of where to the 1st coach is at in skill progression on the Dreyfus model from Novice – Advanced Beginner – Competent – Proficient – Expert.


Toyota Kata


© 2016 Jidoka®

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MynotesfromlastCoachingCycle Name:__________________Date:_______________

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© 2016 Jidoka®

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Printing Instructions• At this point in the presentation, the watermarked

“instructional” slides can be hidden and the file printed in series with either the Rother checklists and slides as introductory or as an appendix.

• Another option is to copy the file to a “Print only” version and delete the watermarked “instructional” slides altogether.

• You may choose to copy and paste the next 3 slides of:1. Coaching cycle Observation Record2. 2nd Coach to 1st Coach feedback record3. 2nd Coach’s Notes pageFor several pages in repetition to create your own custom 2nd Coach’s Notebook with as many pages as you want.

Toyota Kata


© 2016 Jidoka®

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DoesthedataconfirmorrefutetheHypothesis?Whataretheimplicationsforyournextstep?Howwillthishelpyou?Whyisthisimportant?Canyoushowme?Whatdoyouthink?HaveyoumadeprogresstowardsyourTC?WhathaveyoulearnedthroughyourPDCAs?






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© 2016 Jidoka®

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© 2016 Jidoka®

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© 2016 Jidoka®

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© 2016 Jidoka®

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© 2016 Jidoka®

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© 2016 Jidoka®

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Toyota Kata


© 2016 Jidoka®

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Whatwasthethresholdofknowledge?Whatdidyouexpecttohappen?Didyoucollectanydata?Whatdoesthedatasay?Arethereanynewobstaclesyouhaveidentified?Haveyouovercomeanyofthepreviouslylistedobstacles?




DoesthedataconfirmorrefutetheHypothesis?Whataretheimplicationsforyournextstep?Howwillthishelpyou?Whyisthisimportant?Canyoushowme?Whatdoyouthink?HaveyoumadeprogresstowardsyourTC?WhathaveyoulearnedthroughyourPDCAs?

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© 2016 Jidoka®

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Iobserved________________________________________________________________________________________________________________________________________________




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© 2016 Jidoka®

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lecture 6a

Business