The Kaizen Business

Here are three simple tools to help you get a handle on just any business process. Each has a different look and a different purpose however each can be used as an excellent way to start continuous improvement:

IPO Diagram (Input Process Output)
Draw a box, this represents the process or place like a workstation where a step in a procedure is done. On the left side of the box draw lines and label them with the inputs, these inputs are things like raw materials, paperwork, tools and even required approvals. The right side of the process box has lines as well, label these with the outputs of that particular process, such as a sub-assembly, paperwork, scrap, finished product and so on. After completing several sequential IPO diagrams link them together by having the outputs of one diagram become the inputs of the following diagram and now you have a detailed value stream which is an extremely valuable tool.

Process Flowchart
Traditional tool of choice by software programmers is the flowchart, they can also be included in documentation. These consist of simple lines connecting boxes and diamond shapes. Each box has a brief description for a single step in the process which is then connected to other boxes with a line, use diamonds for questions and decision steps and ovals for the beginning and end of the process. Rarely will a flowchart span more than one page for any particular process.

Spaghetti Chart
Create a map of the facility or office layout that is to scale. Next trace the actual physical route of a particular process by drawing the route on the picture. For each step in the process make a note of the physical distance travelled including time and write or place a sticky note on the picture. Spaghetti charts are very useful for clearly pointing out how much distance or motion is in a given process and since this is a waste you should find ways to eliminate it.

After going out and observing any process then employing any one of these tools to document what is going on should take no more than 15 to 30 minutes to sketch on a white board or piece of paper. Armed with this information you should have identified some issues or potential steps that can be improved upon, your next task is to set out to implement one improvement idea right away.

-Jim