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20 Agile Kaizen keys to workplace improvement

Kaizen is old Agile teaching aimed at optimizing work processes and the work of both managers and employees.

The article describes the 20 Kaizen keys created a long time ago, aimed at serving any Agile-oriented organization. Reference: Modern Kaizen principles and keys to workforce optimization, vbprojects.org 2020

Kaizen Key #1: Clean and tidy. Everywhere and all the time.

Strategy – Literally, a recommendation for everyone to clean their workplace on a daily basis (not to keep confidential information in a visible place) Portable, clean and arrange everything related to your work, this makes the overall environment more welcoming and pleasant to work.

Problems – It will cost a slightly higher cost per year, which we will be able to compensate with another bone reduction, such as excessive printing of some unimportant documents.

Team – Valid for all teams in the organization.

How will it be achieved? – When everyone builds a good habit through an example from the colleague next to him, over him …
This is part of my job now and I think it is very important to be observed by everyone, especially when there is a shared workspace and you come across a, to put it mildly, not well-maintained desk!

Kaizen and Continuous improvement of the workplace.

Creating improvement as a way of life, continuous improvement of work and a better workplace.

Strategy – The natural continuation of the first step and will help us feel better every day at work. Reference: Kaizen: 20 Keys to Workplace Improvement explained with examples, PM.MBA, 2020

Problems – Approval of financial expenses, if any.

Team – Facilities team and all others (each individual)

How will it be achieved? Facilities team, periodically go through the workplaces and check the neatness, strength of, chairs, tables, etc.

Efficiency. Balancing financial problems with other areas that indirectly affect costs.

Strategy – This step is the basis of both continuous improvement and budgeting of projects, people, technologies, it is good to have clarity what cost is ok and what should be saved.

Problems – there should be no special ones unless it is financially unprofitable for one of the industries.

Team – Affects all teams, but in detail Finance, Director board etc.

How will it be achieved? With the right financial strategy provided by the teams dealing with this in the company.

Kaizen and Teamwork.

Focus on teamwork to involve everyone in enthusiastic improvements.

Strategy – In order to achieve the atmosphere that everyone wants, it is necessary to apply the above points of all and everyone to give a little of themselves. Reference: What is Kaizen methodology, medfd.org, 2020

Problems – there should be no if everyone sets a good example

Team – Everyone

How will it be achieved? Improvements will come when everyone helps and gives a little of themselves. It should not be a problem considering the quality people employed in our company.

Management style with commitment and participation. Work with all people to engage their minds and hearts, both in the work and in their hands.

Strategy – It is good, adhering to the basic standards and processes of the company, that each employee has a certain freedom, to express an opinion and to be heard. Reference: The Kaizen 20 Keys to Workplace Improvement Explained with examples Agile Programming, agileprogramming.org ISSN 2652-5925, 2020

Problems – Different characters interests and positions in the company.

Team – Everyone

How will it be achieved? A short talk can be introduced when planning the day / product where everyone can share an idea and feel it matters. If the manager (Scrum, Product, Project) has a good management approach, something constructive is almost always born. It saves money, time and improves processes. Sometimes even the lazy method is ingenious!

Planning. The timing of operations is planned to create a flow of high quality and affordable products.

Strategy – Planning the day (project) is good to do at the beginning of the day with a short meeting of all stakeholders.

Problems – the short working day combined with the many tasks and the insertion of another meeting in people’s calendars.

Team – all stakeholders. Just like the transparency principle in the Scrum framework.  Reference: Transparency in Scrum teams and Agile organizations, ScrumTime.org (Scrum Time) ISSN 2652-5445 Vol 1, 2020

How will it be achieved? To say a plan, what when, where it can be improved. We also need everyone to be informed about what is required of them, how far we are overall and what lies ahead.

Creating interconnected cells where flow and withdrawal are the main agenda.

We can interpret that your related processes should be in order and not hindered. The results are important throughout the day and at the end of the day.

Strategy – Written and unwritten rules to be followed by all.

Problems – Time and motivation to achieve

Team – Each team

How will it be achieved? During planning, it is good to have this agenda clear and articulated so that the result of teamwork is visible at the end.

Work in cross-function.

Employees work with colleagues from different departments and even change departments to gain experience in other areas.

Strategy – Improving skills and knowledge, getting into a situation and understanding the difficulties that a colleague sometimes experiences.

Problems. This process would not create a shock if the change of departments is for no more than one person in the uncluttered area of ​​the day / evening.

Team – Valid for most in the case of CIM

How will it be achieved? This would be a very good approach and from my current point of view it is good for everyone in CIM (Critical Incident Management) to gain experience in Problem Manager and be aware of what happens when the critical incident is already resolved and the root cause is sought.

Kaizen and partnerships between suppliers.

Work with suppliers, making them part of an ever-improving chain instead of struggling with them.

Strategy – Vendors are an integral part of our work and their delays often cost the client a lot of problems. It is good to negotiate the availability of major server parts in our core DC (Data Center) to respond in a timely manner and save delivery and downtime days.

Problems – Contracts, contracts with them and their implementation.

Team – DC team, Management, Financial

How will it be achieved? For this purpose, it is good to check with the Financial team and Hight Management what would be the cost of stock of these parts on stock. And whether the client would not agree to help also shorten and improve the resolving time for a specific incident.

Reduce the time to replace dies and machines for more flexible operation.

Logically, in processes that do not involve machines and tools, you can focus on reducing technological time for your operations)

Strategy – Any process that requires a human factor can be optimized.

Problems – Any reduction in time means stress for a process, it would be a problem until it is smoothed out.

Team – Unix, HW team

How will it be achieved? It would be nice to meet with HW and Unix team and share ideas monitoring which servers take a lot of people and time. Then decide where it can be optimized.

Technology and Kaizen principles

Use and training of more complex technologies and adaptation of teams to them.

Strategy – With the help of a new technology or application, we can reduce and redirect Unix’s efforts to deal more with Live Critical Incidents than to monitor servers that are currently working well.

Problems – Paying for them, implementing them in the organization and adapting to the new.

Team – Can positively affect any team in the Unix case
How will it be achieved? By optimizing resources

Zero monitoring.

Build systems that avoid the need for constant human monitoring. Instead, create a team that works to maintain and improve your technology.

Strategy – Zero monitoring using new technologies will allow us to redirect resources to more productive and important units for the company.

Problems – If the machine / code fails due to some kind of failure, it is good to have a person to restart / alarm

Team – CIM team, Management team

How will it be achieved? Investment in new technologies and innovations with a large capacity that can replace a large number of human factors. From personal experience this is not entirely possible.

Disciplined, rhythmic work. Synchronized systems where all parts work together.

Strategy – In order for machines to work in sync, people need to be in sync

Problems – to simplify the process so that it works flawlessly

Team – everyone

How will it be achieved? Here we can include the improvement of their knowledge and skills, giving them the opportunity for self-improvement.

Support and training for employees. Train employees to work at a higher level so that they can increase the value they add to the work.

Strategy – I am definitely of the opinion that it is good for our company to allocate a certain budget for company training, this would stimulate the workers and would help us to increase their skills in the exact industry or field in which they are engaged. This would definitely increase their abilities. It’s nice to be desirable!

Problems – Budget for courses, trainings, etc.

Team – Everyone

How will it be achieved? By redirecting the budget from various cost reductions

Reduced inventory and lead time. Coping overproduction and reducing costs and deadlines.

Strategy A lot of costs can be reduced after the introduction of new technologies, systems that improve the monitoring of machines (processes)

Problems – Reduced inventory and execution time would lead to stress and nervousness of colleagues.

Team – Everyone

How will it be achieved? Meetings with suppliers and decisions to have parts in stock would minimize deadlines and reduce the time in which customer applications (which at a time when they are unavailable lose a lot of money) would affect overall costs. Especially if we have to pay for a missed SLA. A lot of costs can be reduced after the introduction of new technologies, systems that improve the monitoring of machines (processes)

Support. Maintenance of machines by people who work with them, not by external specialists. This allows constant adjustment and minimum downtime.

Strategy – Following my experience, this is not always possible, it would be nice to have an internal IT team to deal with maintenance, delivery and maintenance of all laptops, phones, applications and systems …

Problems – Financial, regulatory, additional human resources.

Team – mainly IT service Desk technicians

How will it be achieved? By borrowing an already working such model … On the edge of the law and cunningly we would send several specialists to a business meeting in a vendor company offering the IT service, we would learn all the details from them with the pretext that we will sign a contract and then create our own Service Desk ps from personal experience a company once did it, then hired a large part of the team of the “stolen” ..

Defects. Defect management, including defective parts and connections.

Strategy – it is good to have such a% set from the very beginning as there are always defects. See Defects analysis, BVOP.org, 2018

Problems – cost money, time and labor

Team – it is possible to occur in any team

How will it be achieved? – The set% is monitored and in case of increase the cause is sought, then it is removed and the percentage of defect is monitored again.

Waste management

Constantly identifying and eliminating things that either do not add value or even destroy it.

Strategy – Each team lead to gather an overview of the people it works with and to sort out what is cumbersome in the processes, what can be optimized and what they would offer.

Problems – This simplification would only help, it should not cost problems.

Team – Valid for all teams

How will it be achieved? By a general meeting and clarifying what we can do without, what is cumbersome and can be improved, what will be the consequences of its removal.

Preservation. Saving resources to avoid waste, both for the company and for society and the environment.

Strategy – Minimize printing and use of plastic in offices.

Problems – A budget to provide all employees with porcelain cups for permanent use, for example.

Team – All teams

How will it be achieved? – providing all employees with porcelain cups for permanent use, for example.

Technology and competitive engineering.

Understanding and using methods such as Concurrent Engineering and Taguchi methods.

Strategy – This point definitely can be put first and even. Taguchi’s statistical method would definitely help improve the quality of many individual industries in the company. Marketing, advertising, engineering, biotechnology or related in detail to a specific product of our company.

Problems – to be understood and implemented, to convince the management and the board of directors that it works, as it has received some criticism over the years as to whether it really works and would be useful.

Team – At a high level in the company

How will it be achieved? – High-level discussion.

By Michael Young

Michael Young is the chief publisher of Libraryofmu.org and is passionate about all project management and business management disciplines from the modern education programs presented by the popular universities in the United States (USA) and the United Kingdom (UK)

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