Lean- Kaizen 3 days audit

Global steps

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Day 2
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Day 3
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Sponsor introduction
Introduction training
Create the SIPOC Diagram
Draw the Current process (Swim lanes)
Walk the current process
Brainstorm on ideas to improve
Prioritize ideas
Draw the future state process (Swim lanes) (120 day)
Action plan to improve the process
Change Management actions
Rework process form
Build Report out deck
Practice Presentation
Deliver presentation to the sponsor

SIPOC Diagram
Define with the group the SIPOC Diagram including: Supplier, Input, Process steps, Output,
Customer.
S
Suppliers

Inputs

Outputs
Step 1
1
Step 2
2
..
3
..
4

..
5
..
6

..
SIPOC

C
Customers

Current Process Swin Lane diagram

Actors

Activities Process steps

Start

Actor 1

Activity 1
Yes

Loop
back

Hand
off

Check
?

No

Actor 2

Activity 2

Doc

End

Activity 3

Actor 3
DB

Delay
xx h

The Swim lane diagram is built by the team interactively on the wall with Post-it papers:

Brainstorming Methodology
Start by reviewing the actual process swim lane diagram with all the team.
Ask these 3 questions to the group:
1. How to reduce the number of resources involve in the process.
2. What can be done to standardize some actions, some inputs/outputs.
3. What can be cut aggressively to reduce for example half of the lead time?
For each question, participant will filled a Post-it note for each new idea and place the note on the
actual process swim lane diagram. Give 5 minutes for each question, do it in silence.

Brainstorming Result

Consolidate the result in a list approved by the group.

Clarify role between actors, implication of actors if there is an issue.

Parking lot Ideas or action as reminder

During the brainstorming participant can propose change in the organization to facilitate the
process.
Collect all ideas that are not critical but can be a good opportunity of improvement in the
future.

Sort ideas On Impact versus Difficulty

2 volunteers take post-it notes form the brainstorming, try to group them and present them to the
group to evaluate each idea for difficulties and impact to implement it in the organization.

Difficulty

Medium
Low

Impact

High

High

Medium

Low

A member of the group will capture the idea in an electronic document that will be the starting point
of an action plan. For that the writer needs to transform ideas and proposal into actions with tasks.
Example of actions plan collected during brainstorming prioritization phase:
#

Category

Action

Task Details

Roles &
Responsibilities

Project should anticipate

the questions which will
be asked to the client

With checklist, with training to the

Project

Methodology

Create a checklist /
update the form

Simplify, client context, is

agreement signed? Is there a
contact? Project scope,
date/location requested/duration

Roles &
Responsibilities

Single contact defined to

ask all questions to client

Create a RACI with the point of

contact for the client

Impact

Difficulty Priority

At the end of the collect phase, the table is sorted on the Priority column in descending order.
Rules:

Priorities 1-3 (green) will be address in the future state action plan.
Priorities 4-6 (yellow) can be included in the plan upon acceptation from the team.
Priorities 7-9 (red) must be push in to future projects.

Future State Swim Lane within 120 days

Draw with Post-it the future state of the process that will be implemented in 120 days.
On the next example picture you have the Current Process on the top and the Future State in the
bottom:

Project
Process

Measures
Measures are collected after the Current Swim Lane drawing and after the Future State Swim Lane
Drawing:

Measures

Current

Future

# VA Steps

+1 / +14%

# NVA or BNVA Steps

72

48

-24 / -33%

# Delays

-1 / -11%

Delay time

89 / 133 days

76 / 90 days

-14% / -32%

# Decisions

15

13

-2 / -13%

# Loopbacks

-3 / -60%

# Hand-Offs

33

21

-12 / -36%

Cycle Time

20-25 days

12 days

-40%

Lead Time

75 / 193 days

43 / 96 days

-43% / -50%