LeanLegalTM
Map Your Way to Process Improvement: Integrating Mapping into Your Process
Improvement ProgramKaren Dunn Skinner & David Skinner
ALA Golden Gate K2L Conference 2016
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Gimbal - Lean Practice Management Advisors
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OverviewPart 1: Introduction to Lean and process optimization
Part 2: Introduction to mapping
Part 3: Integrating mapping into your process improvement program
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Image © David F Skinner
Why Map?So you can see the forest for the trees…and the trees for the forest
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A Mapping ProjectPreparing for the Project
Mapping the Current State
Designing the Future State
Creating the Improvement Plan
Implementing the Improvements
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VSM Project TeamValue stream mapping is about WHAT your organization needs to do to succeed, so you need people who can make those decisions
Management heavy
management committee or GC
practice group leaders
director-level business and administrative people5
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Process Map Project TeamProcess mapping is about HOW you do what you do, so you need people who know how the work is carried out
Subject-matter experts
lawyers
business and other administration professionals
paralegals and assistants6
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It Takes Time
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To Save Timegraur razvan ionut, freedigitalphotos.net
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The 3-Day PlanDay 1: understanding your baseline and mapping the current state
Day 2: designing your future state
Day 3: creating your improvement plan
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Day 1Review of the Charter, goals and objectives
Deep dive into the current state
wastes, frustraters, and pain points (DOWNTIME)
waste walk
baseline metrics
Current state map
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Day 2: Future State
Root cause analysis
Brainstorming
“We could do that IF…” mindset
Mapping
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Image © Karen Dunn Skinner
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Day 3: Improvement PlanProvides your roadmap for the next 6 to 12 months (maybe longer)
Creates a timeline and accountability
Gives team members ownership of improvements
Must be presented to and approved by management
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4 Get better value from students and junior attorneys Create practice guide SP Kyle /
Eleanor 25%
6 Reduce attorney time for question prep Create checklist of main categories/headings/topics SP Michael 50%
7 Improve work allocation Create guidelines for staffing Project PGL12 Improve handling of undertakings Create practice guide for paralegals Project Eleanor 75%13 Reduce time delay and cost of
transcriptions Solicit bids for services from all local transcription services JDI Jen / Kyle 100%
14Reduce variation and extra processing, and standardize form of report
Create a standard form of report SP PGL / Jen
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Facilitate implementation of improvements, and control over new practices, by improving accessibility to all guides/checklists/templates.
Build an internal online resource page for the practice group, including best practices, guides, templates and checklists JDI IT
Maintain momentum for process improvement
Add continuous improvement to standing agenda for all Practice Group monthly meetings JDI PGL 100%
Date: Date:
* Execution Method = JDI (Just-do-it), SP (Short Project - approximately 1 week), or Project (Longer Project)
Signature: Signature: Signature:
Date:NOTESIO = Improvement OpportunityPGL = Practice Group Leader
Executive Sponsor Process Champion
Date Created
IO Improvement Target Action / Approach Exec. Method * Owner
Nov
Facilitator
Status
Oral Discovery Improvement Plan
Planned Timeline for ExecutionJune July Aug Sept Oct
Process Oral Discovery
Executive Sponsor Polly Partner (Managing Partner)
Process Champion Practice Group LeaderFacilitator Gimbal
Scheduled Review DatesReview in regularly scheduled monthly meetings
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Your Greatest Asset
Consistency Error ProofingKnowledge CaptureTraining
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Habits are hard to break
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Produc'vityRevenueMarketShareMarginProfitEtc.
Time
TheJourneyfromChallengetoImpact…
Whatweexpect
Challenge
Impact
15|ExperienceChange|CaseStudy&ChangeTheory
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Produc'vityRevenueMarketShareCMProfitEtc.
TheJourneyfromChallengetoImpactisnotlinear
Whatactuallyhappens
Time
WHY?
Gambrell&Stevens16|ExperienceChange|CaseStudy&ChangeTheory
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FeelingtheDip
17|ExperienceChange|CaseStudy&ChangeTheory
Kübler-Ross
Denial
Resistance
DisorientaBon
Commitment
ExperimentaBon
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Modera'ngtheDip
19|ExperienceChange|CaseStudy&ChangeTheory
Peoplewhoknowwhattodo(changemodels&tools)andhowtoact(changemindsets&reflexes)canmoderatethedipandachieveimpactearlierandmoreoFen.
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It All Adds UpSaving 1 minute, 5 times a day saves
20 hours/year
If five of you do the same thing, it’s
2.5 free weeks a year
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Gimbal
Karen Skinner: [email protected] David Skinner: [email protected]
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gimbalcanada.com 514-667-2288
