One of the best ways to solve problems is by getting all the people involved together in a Kaizen event with the purpose of solving the problem.
What is a Kaizen Event?
A two to five day focused improvement activity during which a sequestered, cross-functional team designs and implements to a defined process or work area, generating rapid results and learned behavior.
- Karen Martin & Mike Osterling The Kaizen Event Planner.
To maximize your chances of success follow these five steps in preparing for a Kaizen Event.
1] Create a good Charter. Charters provide you the ability to clearly define what the problem is you are trying to solve. It helps you communicate with leaders what is it they expect from the event. They also help set boundaries that prevent scope creep.
2] Create and follow a time base Kaizen preparation check list that will cover all the logistics prior to an event. Depending on your company’s culture, configuration, and size, the time frame of checklist could be 3-2-1 week(s) prior to Kaizen event.
3] Develop a supplies checklist and make sure the location/room has the items:
As the Kaizen Event unfolds you want to document everything on flip chart paper or whiteboard. Periodically take photographs of information captured in case it is erased.
4] Create and communicate a good agenda.
Don’t be specific to the minute otherwise people will constantly judge progress by time. What you want to do is block sections by objective. Below is a good example.
5] The day before, make sure:
You go to the Kaizen room and that everything needed is there.
Test out any electronic / communication / presentation items.
Verify one last time people are showing up or calling in.
Verify with management that you have their support.