Office Lean Overview
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This document discusses various Lean concepts and tools including 5S, visual controls, Kaizen, value stream mapping, pull vs push scheduling, mistake proofing, changeover time, Six Sigma, activity-based costing, Theory of Constraints, ergonomics, and knowledge management. It also briefly discusses costs of accidents and conducting effective meetings.
![Why Knowledge Management? Knowledge is: Knowledge results in: Conclusion The cutting edge of organizational success (Nonaka, 1991) The engine transforming global economies (Bell, 1973, 1978) Leading us toward a new type of work with new types of workers (Blackler, Reed and Whitaker, 1993) The element that will lead to the demise of private enterprise capitalism (Heilbruner, 1976) The sum total of value-added in an enterprise (Peters, 1993) The “mobile and heterogeneous [resource that will end the] hegemony of financial capital [and allow employees to] seize power” (Sveiby & Lloyd, 1987) Knowledge is fast becoming a primary factor of production (e.g., Handy, 1989, 1994; Peter, 1993; Drucker, 1992) The “learning organization” (Mayo & Lank, 1995) The “brain-based organization” (Harari, 1994) Intellectual capital” (Stewart, 1994) “ Learning partnerships” (Lorange, 1995) Obsolete capitalists economies and radically different societies (Drucker, 1993)](https://image.slidesharecdn.com/officeleanoverview-091123120540-phpapp02/85/Office-Lean-Overview-20-320.jpg)
Office Lean Overview
- 2. OUTLINE What is Lean? 5S & Visual Controls Kaizen Value Streams Pull Manufacturing Mistake Proofing Quick Changeover Six Sigma Lean Accounting Theory of Constraints Human Factors
- 3. EIGHT SERVICE INDUSTRY WASTES Errors in documents Transport of documents Doing unnecessary work not requested Waiting for the next process step Process of getting approvals Unnecessary motions Backlog in work queues Underutilized employees
- 4. EXAMPLES OF OFFICE PROCESS WASTE Too many signature levels Unclear job descriptions Obsolete databases/files/folders Purchase Orders not matching quotation Errors – typo’s, misspelling, wrong data Waiting – for information, at meetings, etc. Poor office layout Unnecessary E-mails
- 5. 5S AND VISUAL CONTROL 5 Elements of 5S Why 5S? Waste Workplace observation S ort S traighten S hine S tandardize S ustain Visual Factory
- 6. WHAT IS KAIZEN? Kaizen (Ky’zen) “ Kai” means “change” “ zen” means “good (for the better)” Gradual, orderly, and continuous improvement Ongoing improvement involving everyone
- 7. OUTLINE What are Value Streams? Identifying the Value Streams Value Stream Mapping The Current State The Future State Implementing Change Roadblocks
- 8. PUSH VS. PULL SCHEDULING Push Scheduling • traditional approach • “ move the job on when finished” • problems - creates excessive inventory Pull scheduling • coordinated • driven by demand (pulled through system) • extensive use of visual triggers (production/withdrawal kanbans)
- 9. WHAT IS JUST-IN-TIME? Management philosophy of continuous and forced problem solving (forced by driving inventory out of the system) Supplies and components are ‘pulled’ through system to arrive where they are needed when they are needed. Goal: Achieve the minimal level of resources required to add the necessary value in the system.
- 10. KANBAN Japanese word for card Authorizes output from downstream operations based on physical consumption May be a card, flag, verbal signal, etc. Used often with fixed-size containers Kanban quantities are a function of lead-time and consumption rate of the item being replenished (min qty=(demand during lead-time + safety stock)/ container quantity)
- 11. A philosophy that rejects batch, lot or mass processing as wasteful. States that product should move (flow) from operation to operation, only when it is needed, in the smallest increment. One piece is the ultimate (one-piece-flow) One Piece Flow
- 12. Standardized work consists of three elements: Takt time Matches the time to produce an itemwith the rate of sales. It is the basis for determining workforce size and work allocation. Standard in-process inventory The minimum number of parts, including units in machines, required to keep a cell or process moving. Standard work sequence The order in which a worker performs tasks for various processes. Once a standard work is set, performance is measured and continuously improved Standardized Work
- 13. WHAT IS MISTAKE PROOFING? The use of process or design features to prevent errors or their negative impact. Also known as Poka yoke, Japanese slang for “avoiding inadvertent errors” which was formalized by Shigeo Shingo. Inexpensive. Very effective. Based on simplicity and ingenuity.
- 14. CHANGEOVER TIME DEFINED Changeover time is the total elapsed time between the last good unit of the previous run, at normal efficiency, to the first good unit of the succeeding run, at full efficiency.
- 15. WHAT IS SIX SIGMA? A Vision and Philosophical commitment to our consumers to offer the highest quality, lowest cost products A Metric that demonstrates quality levels at 99.9997% performance for products and processs A Benchmark of our product and process capability for comparison to ‘best in class’ A practical application of statistical Tools and Methods to help us measure, analyze, improve, and control our process
- 16. ACTIVITY-BASED COSTING Allocates overhead to multiple activity cost pools and assigns the activity cost pools to products by means of cost drivers An activity is any event, action, transaction, or work sequence that causes the incurrence of cost in producing a product or providing a service A cost driver is any factor or activity that has a direct cause-effect relationship with the resources consumed
- 17. LEAN ACCOUNTING Lean Accounting is intended to replace traditional accounting and measurement systems; it is not intended be an additional analysis. Lean Accounting is right for companies that are well on the path toward lean. Lean Accounting is more than a set of tools relating to measurement, capacity usage, value, and continuous improvement. Together these tools become a lean business management system that is radically different from traditional management.
- 18. THEORY OF CONSTRAINTS Based on the concepts of drum, buffer and ropes Drum Output of the constraint is the drumbeat Sets the tempo for other operations Tells upstream operations what to produce Tells downstream operations what to expect
- 19. WHAT IS ERGONOMICS? - It is the practice of arranging the environment to fit the person working in it. - Ergonomic principles help reduce the risk of potential injuries from : * Overuse of muscles * Bad Posture * Repetitive motion - Objective of ergonomics is to accommodate workers through the design of: * Tasks * Controls * Tools * Work stations * Displays * Lighting & equipment
- 20. Why Knowledge Management? Knowledge is: Knowledge results in: Conclusion The cutting edge of organizational success (Nonaka, 1991) The engine transforming global economies (Bell, 1973, 1978) Leading us toward a new type of work with new types of workers (Blackler, Reed and Whitaker, 1993) The element that will lead to the demise of private enterprise capitalism (Heilbruner, 1976) The sum total of value-added in an enterprise (Peters, 1993) The “mobile and heterogeneous [resource that will end the] hegemony of financial capital [and allow employees to] seize power” (Sveiby & Lloyd, 1987) Knowledge is fast becoming a primary factor of production (e.g., Handy, 1989, 1994; Peter, 1993; Drucker, 1992) The “learning organization” (Mayo & Lank, 1995) The “brain-based organization” (Harari, 1994) Intellectual capital” (Stewart, 1994) “ Learning partnerships” (Lorange, 1995) Obsolete capitalists economies and radically different societies (Drucker, 1993)
- 21. COST OF ACCIDENTS Direct Costs Medical Costs (including worker’s comp) Indemnity Payments Indirect costs Time Lost (by worker and supervisor) Schedule delays Training new employees Cleanup time / equipment repairs Legal fees
- 22. CONDUCTING EFFECTIVE MEETINGS Preparing for the Meeting Set Objectives – problems to solve, issues to address, decisions to be made Select Participants Set a Time and Place Plan the Agenda Distribute the Agenda and Relevant Materials in Advance Consult with Participants Before the Meeting
Editor's Notes
- #5: There are many more examples of waste. Can you think of some?
- #10: It is good at this point to emphasize the notion that JIT is a philosophy not simply delivery of small lots at specific times. It is also helpful to emphasize that JIT requires an ongoing effort.
- #14: Mistake-proofing is the use of process or design features to prevent errors or their negative impact. Mistake-proofing is also known as poka-yoke, which is Japanese slang for avoiding inadvertent errors. It was formalized by Shigeo Shingo, whose picture is up here in the corner, and comes out of the Toyota product system. I understand that there is a long way between the Toyota product system and medical operations, but I think there are also some worthwhile similarities. Mistake-proofing is inexpensive. Mistake-proofing is very effective for manufacturers that are aware of it. Not all manufacturers are aware of it. It is also based on simplicity and ingenuity. But let me be clear that simplicity, in its true sense, is rarely an easy thing to accomplish. Finally, mistake-proofing is something you probably already have in isolated instances in your organization. So, as you look around you will find examples.