29 participants scored 100% on their quiz in November, and all Lean Practitioner Candidates scored at least

80%!!

Creating Awareness, Future State, Mistake Proofing and Kanban

SBOE January 2014

Goals

• After tonight’s session you will be able to:

– Create Awareness surrounding your project

– Create a Future State process map

– Mistake-Proof your process

– Use Kanban to organize implementation of change

Please…

• Use for note-taking if you wish, but refrain from other technological tasks during our time together

• Silence cell phones• Assume positive intent• Ask questions! (If you’re wondering, others

are as well)

Creating Awareness

Creating Awareness

• The way things are today may be comfortable, but not necessarily optimal.

•

• OR

Creating Awareness

• Make people aware things can be better– More effective– More efficient– Improved metrics

Creating Awareness

• This is how we have to do it.

• Why?

• It’s always been done this way?

• So?

Creating Awareness

• Have you ever heard of Dick Fosbury?

Old Way Event New Way Standard

http://youtu.be/d6lpk_9T5hM http://youtu.be/Id4W6VA0uLc

Old way Event New Way -> Standard

Creating Awareness

• What to expect:

Creating Awareness

• What can you do to help your school’s community become aware of the fact something CAN improve?

• What support will your stakeholders need to move beyond instability so changes and improvements become the ‘new normal’?

Mistake Proofing

Mistake Proofing

• ポカヨケ (Poka-yoke)• Behavior-shaping constraint – Prevent action– Draw attention to errors– Minimizing rework– Guiding correct completion

15

Mistake Proofing: Examples

• Standard instructions• Specific sized containers• Limited options

Mistake Proofing: Examples

Mistake Proofing: Examples

Future State Process Mapping

19

Future State Process Mapping

Visual documentation of processes and decision points• Determine bottlenecks• Identity waste• Increase system visibility

Process Step

Document

Decision Point

20

Process Mapping: Current State

Separate Payment Process

4 Unique HS Distribution Processes

Transportation Determines Eligibility Counts

RTD Delivers Passes

21

Process Mapping: Future State

Payment Process Based on Actual Pass Usage

Standard HS Pass Distribution

Transportation Determines Eligibility

RTD Delivers Passes

InvoiceUsage Reports

Visual Work ManagementUsing Kanban

What is “Kanban”?

• From the combination of two Japanese words, kan ("visual") and ban ("card" or "board")

• Kanban roughly translates to sign board or signal board.

• It was originally used in manufacturing to promote improvements on the lines.

看板

What is “Kanban”?• Kanban is a ‘Pull’ system instead of a ‘Push’ system.

• A grocery store example:– Push; make 10 dozen cookies every

day and put them on the shelf – Pull; observe how many cookies

are being purchased and make enough to keep the shelf stocked

• From the customers point of view, what are the differences between the two systems ?

Kanban Boards

• Applying the theory of Kanban Boards to visually manage our work or projects 1. Identify all the tasks that must be done to

complete the project2. Prioritize the tasks in the order that they

need to be done in3. Manage the tasks through steps on the

board until they are all done.

Managing Your Board

• Managing the tasks:

To Do In Process Done

On Hold

Use one

sticky

note per

task Finished?Move the sticky here!Almost

Done!

Stuck! Need Help.

Put all the tasks to be done here

Move tasks you’ve started here.

In the

order

you

want to

do them

Managing Your Board

• Other Kanban Board Tips:• The ‘On Hold’ section of the board is used

for tasks that can’t be completed and need to be escalated

• Limit your In Process to a few tasks that you are working on not what you “think you should get to”

• Use different color post-it notes for each person or department so that you can easily see who the tasks belong to

Managing Your Board

• Other Kanban Board Tips:• Arrange your To Do in order of priority so

that you can move through them in order• Add post-it notes with dates so that you

have completion goals for the tasks• It is always OK to identify new tasks and add

them to the board – don’t try to remember to do anything!

Managing Your Board

Dates the tasks should be done

Each Person on the team has a different color

Priority in To Do:1. Complete the

rows from top to bottom

2. Complete each row from left to right

Limit In Process to just a few per person – what are you actually working on

It feels great to move tasks to Done!

Fun!

• A Kanban Activity…

A Job For You…

• Choose a partner, you will be planning dinner and a movie.

• Decide who will lead the effort to select the restaurant and who will lead the effort to select the movie.

• Distribute the game pieces to the appropriate person. The Restaurant tasks and the Movie tasks are different colors.

• Get familiar with your tasks

A Job For You…

• Place them in the “To Do” section of your Kanban board in the order that you would like to do them. Don’t forget to coordinate with your partner!

• One at a time, move the tasks into the “In Process” section of the board

• Complete the task.• Once a task is complete, move it to “Done”• Move the next task from “To Do” into “In Process”

until you have completed all of the tasks.

Managing Your Board

• Managing the tasks:

To Do In Process Done

On Hold

Use one

sticky

note per

task Finished?Move the sticky here!Almost

Done!

Stuck! Need Help.

Put all the tasks to be done here

Move tasks you’ve started here.

In the

order

you

want to

do them

Kanban Game Summary

• What movie did you decide to see?

• Where are you going to dinner?

• How many decided on:– Dinner then a movie?– Movie then dinner?

• Any issues?

Moving Forward

• How can you apply what you learned during this session organizing your work?

• How could implementing Kanban help you and your school organize your work tasks?

Questions

Goals

• After tonight’s session you should be able to:

Create Awareness surrounding your project

Create a Future State process map

Mistake-Proof your process

Use Kanban to organize implementation of change

Some Ideas…

Some Ideas…

Some Ideas…

HomeworkWho What By WhenEveryone Take Session 4 Quiz During tonight’s session

Each Team • Project Summary/Update

• Add to your December update

• Next Steps - Name at least 3 and who is responsible for completing them (use Kanban if you can.)

• What Change Management, or Mistake Proofing steps will you take?

• Complete as a Prezi or PowerPoint

Feb 5

Help is Available!

• Do you know how to contact your CI mentor?

• Veronica: veronica_bradsby@dpsk12.org• Joy: joy_peak@dpsk12.org• Katie: katie_wolters@dpsk12.org