Roadmap to True North: A Lean Case Study Presenters: Annelise Doll and Laurie Stark

Roadmap to True North: A Lean Case Study

8/2/17

Who We Are

• Annelise Doll, Scholarly Communications and Repositories Librarian

• Laurie Stark, Staff Development and Lean Initiatives Coordinator

Roadmap to True North: A Lean Case Study

8/2/17

Safety

• Fire Exit• In case of fire, please walk to the nearest exit.

• Unsafe act or condition • If you see an unsafe act or condition, please notify

presenters

Roadmap to True North: A Lean Case Study

8/2/17

Getting to Know You

• Name and Affiliation (Organization/Company/Employer)

• Where are you in your Lean journey?

Roadmap to True North: A Lean Case Study

8/2/17

Energizer

• Fish throwing

• Toss your fish to someone within the circle

• Rule is that once you toss it to someone, you must pass it to the same person in the next round

Roadmap to True North: A Lean Case Study

8/2/17

Roadmap

• History of Lean at Michigan Tech and the VPOL

• Methods used for infusing Lean at VPOL

• Suggestions for applying Lean

• Draft action plans and report out

Roadmap to True North: A Lean Case Study

8/2/17

History of Lean at Michigan Tech• 2008 - President initiated continuous improvement using Lean Principles;

brought in a consultant to train and coach a Lean Implementation Staff

• 2009 - First kaizen event on campus

• 2011 - Received grant from the Federal Mediation and Conciliation Service to train more facilitators

• 2011 - Present• Expanded outreach of Lean practices with a Lean blog, lending library,

Twitter, campus workshops, and a regular feature in daily campus newsletter• Formed Copper Country Lean Group as an association of local businesses and

organizations involved with Lean, quality, and continuous improvement efforts

Roadmap to True North: A Lean Case Study

8/2/17

Roadmap to True North: A Lean Case Study

Lean Initiatives

Lean Facilitator Training Background Slide

• Lean Facilitator Training Completion• 2015 - 1 staff member• 2016 - 4 staff members• 2017 - 1 staff members

• Training Experience• Monthly sessions, all day• Learned tools and concepts first, then applied them to our

own workplace and lives• Individual and group homework and discussions• Public speaking

Roadmap to True North: A Lean Case Study

8/2/17

Lean Initiatives Committee

• Developed organically as a result of training

• Chaired by “Staff Development and Lean Initiatives Coordinator”

• Includes all 6 Lean Facilitators

• Promotes Lean initiatives, conducts in-house kaizens, informal continuous improvement events, and training

• Organizes Lean Moments for monthly staff meetings

Roadmap to True North: A Lean Case Study

8/2/17

Lean Outcomes

Roadmap to True North: A Lean Case Study

8/2/17

Lean Moments

• Monthly staff meetings

• Short, no more than 10 minutes

• Occasionally interactive

• Enabled all staff members to learn the same tools, culture and speak the same language

Roadmap to True North: A Lean Case Study

8/2/17

Homebuilding Activity

Form teams of two and select roles:

• Foreman

• Builder

Roadmap to True North: A Lean Case Study

8/2/17

How can I create a Lean culture that uses a common language?

Roadmap to True North: A Lean Case Study

8/2/17

Lean Moment Ideas

• Personal and Project Kanbans

• 5S

• 5 Whys

• Kaizen Report-outs

• Process Mapping

• Gemba Academy Videos

• PACE/ICE

Roadmap to True North: A Lean Case Study

8/2/17

Consultations

• Grew naturally from Lean Moments

• Socratic questioning became an important part of doing consultations

• “Just Do It”, mini-kaizens, kaizens

• “Less Intimidating”

Roadmap to True North: A Lean Case Study

8/2/17

How can I use a Lean Moment to generate consultation requests?

Roadmap to True North: A Lean Case Study

8/2/17

Affinity Diagram Activity

• Form groups of four

• Write down three ideas for an improvement event in your work or personal life - anything!

• Put all post-its on a wall and categorize by the three categories: “Just Do It”, mini-kaizen, or kaizen

Roadmap to True North: A Lean Case Study

8/2/17

Affinity Diagram

• Easy to duplicate with staff at your place of employment to generate ideas for continuous improvement/consultations

• Successfully used in Lean Facilitator Training

• Example - Digital Commons kaizen

• Helps staff begin regularly thinking about ways to improve their work through “just do it” activities

Roadmap to True North: A Lean Case Study

8/2/17

Application of Tools and Concepts • Visibility of tools

• Staff Lounge• Visual Management Boards• Personal Kanbans

• Tools and concepts in meetings• Affinity diagrams for brainstorming• PACE/ICE for decision making (example)• Process mapping (creating new procedures or process)

Roadmap to True North: A Lean Case Study

8/2/17

Application of Tools and Concepts

Roadmap to True North: A Lean Case Study

8/2/17

Small Group Discussion - Lean Tools

• Think about what Lean tools you currently use and how you can make them more visible.

• How can you share Lean tools or concepts by infusing them into your meetings, etc?

• Discuss with the people at your table.

Roadmap to True North: A Lean Case Study

8/2/17

Library Lean Tour

• Open to everyone on campus & invitations were sent to local companies that use Lean

• 10 staff members presented (at least 1 from every department)

• ~50 attendees, ¼ from off-campus• 9 posters on three floors of the library• Feedback collected at refreshments station• Additional tours for an academic class and student org

Roadmap to True North: A Lean Case Study

8/2/17

Bottom-up Approach• Onboarding of new staff

• Introduce Lean during their first week

• Report-Outs at Staff Meetings• Meetings that our director/team leads/assistant directors

attended so that she could see the good in Lean

• Get people involved - even if they are not trained, gather anyone interested in Lean together

• Difficult encounters or problems• Listen, Apologize, Solve, Thank you (LAST)

Roadmap to True North: A Lean Case Study

8/2/17

LAST Example

Enjoy the skit!

Roadmap to True North: A Lean Case Study

8/2/17

LAST Example

Roadmap to True North: A Lean Case Study

8/2/17

LAST Example

Roadmap to True North: A Lean Case Study

8/2/17

LAST Example

● What’s the difference between the 1st interaction and the 2nd?

Roadmap to True North: A Lean Case Study

8/2/17

Draft Action Plans

• Think about the current state of Lean at your workplace

• Ideal (Realistic) Future State• Goal setting (smart goal-inspired)

• Roadblocks and countermeasures

• How can you infuse a common language for Lean?

• How can you generate consultations?

• How can you make tool use more visible?

Roadmap to True North: A Lean Case Study

8/2/17

Report Out

• Please share your plan!

Roadmap to True North: A Lean Case Study

8/2/17

Closing Activity

• Write your future self a note!

Roadmap to True North: A Lean Case Study

8/2/17