The 20 Keys to Workplace Improvement (Manufacturing & Production) is a popular Kaizen term referring to the optimization of labor and work processes in manufacturing activities.
Kaizen is a management philosophy concerning the manufacturing and production processes and management of workers and employees in organizations. Kaizen relates to optimization and developing business value and continuous improvement. Reference: What is Kaizen (continuous improvement), BVOP.org
The report describes all 20 Keys to Workplace Improvement and explains each of them and shares examples of implementation and strategies.
Kaizen Key 1. Clean and tidy. Everywhere and all the time.
A clean environment is a necessary condition for improving the workplace and predisposes employees to feel good from the very beginning. When everything is arranged and arranged, it improves the company’s efficiency many times over in each process. Here we are not just talking about cleanliness, but also organized files, folders, and systems, where each employee can find the necessary information in seconds. Reference: 20 Agile Kaizen keys to workplace improvement, libraryofmu.org
Team: HR and employees
Strategy: The HR department to create a sheet with 10 rules that each employee must follow and stick them on a piece of paper in each room to constantly remind them about them.
Possible problems: It takes time for each employee to understand and start using the rules.
Kaizen Key 2. Teamwork. Focus on teamwork to involve everyone in enthusiastic improvements.
Everyone has a different perspective on the problem. When more people take part in a discussion, the problem can be reconsidered and solved differently than if only the same people solve these problems each time. Reference: Modern Kaizen principles and keys to workforce optimization, vbprojects.org
Team: all employees
Strategy: The management team to involve their employees in the discussion of important topics and to support them always through clear communication and knowledge sharing.
Possible problems: It takes more time, which reduces efficiency.
3. Continuous improvement of the workplace. Creating improvement as a way of life, continuous improvement of work, and a better workplace.
Flex desks, moving desks, relaxing rooms, fast systems, and the latest technology models are just some of the examples that are important for improving the workplace. When you are in an environment comfortable for concentration and work, all teams feel much more productive and will gladly go to work. Reference: Kaizen: 20 Keys to Workplace Improvement explained with examples, pm.mba
Team: HR and management
Strategy: To create an internal survey in which to indicate the most important and necessary things for employees to improve the work environment. Then choose the ones that will contribute the most and take the least resources.
Possible problems: Not everyone will want to fill in the survey.
4. Disciplined, rhythmic work. Synchronized systems where all parts work together.
Every system has been striving for synchronized systems for years. With the use of different from the beginning, this leads to wrong information, time-consuming, and work efficiency, as many teams need the information of a previous team.
Team: Development team, Product Managers, Scrum Master, Engineers Reference: agileprogramming.org
Strategy: Implementing software like Jira and Slack would help teams synchronize and work together effectively.
Possible problems: Budget and time
5. Waste. Constantly identifying and eliminating things that either do not add value or even destroy it.
There is always a way to improve the process. This is what all companies strive for until perfection and process facilitation are achieved. Constant monitoring and research of teams and their tasks help to find bottlenecks in the processes and their optimization.
Team: Business analysts
Strategy: Review the entire process by a business analyst by identifying a bottleneck and finding a solution to optimize the process.
Possible problems: Time
6. Support and training for employees. Train employees to work at a higher level so that they can increase the value they add to the work.
Investing in teams through knowledge is extremely important for improving the work and value of people. That is why many companies nowadays allocate training budgets to their employees.
Strategy: To organize monthly events, seminars, and team training on human resources.
Possible problems: Budget
7. Management style with commitment and participation. Work with all people to engage their minds and hearts, both in the work and in their hands.
Transparency and clear communication are very important goals for a team. Engaging all employees and informing them of each important step helps in both people’s effectiveness and accountability. Reference: Transparency in Scrum teams and Agile organizations
Team: Human resources
Strategy: Introduction of joint team meetings and discussions.
Possible problems: Taking away valuable time from employees that can be used to achieve a goal or job.
8. Technology. Use and training of more complex technologies and adaptation of teams to them.
With the introduction of new technologies comes the problem of learning new work processes. Organizing training and training for the teams would help in the introduction of new technologies.
Team: Development team and Team managers
Strategy: Introduce training for the respective technology before starting to work with it
Possible problems: Resistance from the teams to adapt to new technologies and processes.
9. Zero monitoring. Build systems that avoid the need for constant human monitoring.
Instead, create a team that works to maintain and improve your technology.
To achieve this method of work requires training and team building from the very beginning. This way people will know when an action needs to be improved or there is a problem in the system.
Team: Developers, Admin
Strategy: To build habits in employees, as well as certain SLA of processes.
Possible problems: too many responsibilities.
10. Reduced inventory and lead time. Coping overproduction and reducing costs and deadlines.
A popular similar model of work is Just in time delivery. This can be achieved through the implementation of these activities – planning, waste disposal, technology, teamwork, and training.
Team: Team management
Strategy: Planning, waste disposal, technology, teamwork, and training
Possible problems: Time and budget
11. Reducing the time for changing dies and machines for more flexible work
The constant change of matrices and machines reduces the efficiency of a team. For this purpose, it is necessary to train the team in such a way as to use the machines as efficiently as possible.
Team: Product development
Strategy: Appoint mentors with experience in using the products efficiently
Possible problems: Finding a good mentor
12. Support. Maintenance of machines by people who work with them, not by external specialists.
This allows constant adjustment and minimum downtime
An internal team of developers or software engineers is always a plus for the company, as they can find the problem much faster and fix it. Hiring external specialists in most cases to solve a problem takes much longer until the situation is clarified.
Team: development team
Strategy: Hiring an internal development team to monitor and maintain the systems.
Possible problems: Lack of process documentation
13. Defects. Defect management, including defective parts and connections.
Identifying defects and obstacles is an important process from the beginning for a team of developers. Distinguishing one from an early age helps the team find a solution together and deal with the problem as quickly as possible. For this purpose, it is necessary for the analyst to monitor the process and anticipate the relevant obstacles at an early stage.
Team: Business Analyst, Development team
Strategy: Assign an analyst to a team to monitor the processes in detail.
Possible problems: lack of specific knowledge and analyst in the team
14. Planning. The timing of operations is planned to create a flow of high quality and affordable products.
In Scrum and agile methodologies, planning is a very important step in the process of creating high quality and affordable products. Tasks that take more time and resources should be prioritized accordingly with tasks that take less time and resources. Depending on the product, however, not every task can be defined with specific time and resources.
Team: Scrum Master, Product Owner, Product Management
Strategy: Create an up-to-date worksheet and prioritize it according to time and resources.
Possible problems: it is not always possible to plan the time of a task correctly
15. Creating interconnected cells, where flow and withdrawal are the main agenda.
Creating processes that are in order and do not interfere with each other is an important step in applying order and discipline in a team. That is why it is important for the team to know exactly when, where, and what needs to be done. Small things like a common calendar for each team and a Kanban dashboard in which each team member knows who is working on what would help for such processes.
Team: Scrum Master, Team Management, Product Management Reference: Scrum Master role and issues related to the team and project work, w-europe.org
Strategy: Use a shared calendar and software like Trello’s team
Possible problems: not everyone will want to exchange information constantly.
16. Work in cross-function. Employees work with colleagues from different departments and even change departments to gain experience in other areas.
In large companies, this type of work is quite popular because it helps internal employees understand the whole process and apply what they have learned properly. Also, working with different teams and departments increases people’s knowledge and career development.
Team: Management team, development team, human resources
Strategy: HR department to stimulate career development in different departments by creating a career plan, which should be guided by the management departments of each team
Possible problems: it takes time to get used to one department and way of working. Not every employee would like to work in separate teams permanently.
17. Partnerships between suppliers. Work with suppliers, making them part of an ever-improving chain instead of struggling with them.
When a company works with many partnerships, it is important that they feel part of the whole process. The fact that they contribute to the creation of the final product makes them an important companion for the success of the company. That is why the attitude is very important, transparency, and correctness. In this way, a company will succeed instead of fighting with suppliers.
Team: Production, Management
Strategy: To select only the most important and fair partnerships that will contribute to the creation of a successful end product
Possible problems: incorrect attitude
18. Efficiency. Balancing financial problems with other areas that indirectly affect costs
Prioritizing tasks that contribute more profit and fewer cost increases team efficiency. Therefore, the company must invest more time in the sale of products that will be more profitable than others.
Team: Product Management
Strategy: Creating KPI’s to help prioritize and balance certain cost-benefit tasks
Possible problems: Incorrect calculation of costs or unexpected profits
19. Conservation. Saving resources to avoid waste, both for the company and for society and the environment.
Sustainability is a very important topic nowadays. Optimizing processes in such a way that it does not harm the environment is an important goal for all companies. One of the most common examples is the use of digital technologies instead of paper and the reduction of harmful emissions through the use of useful materials.
Strategy: Replace all paper documents with digital forms
Possible problems: Adapting teams and changing bad habits
20. Technology and competitive engineering. Understanding and using methods such as Concurrent Engineering and Taguchi methods.
The Taguchi method is a method used for quality control. This method is used in product development to reduce the occurrence of defects and damage to the final products.
Team: Scrum Master, Development team, Product Owner, Reference: The Product Owner role
Strategy: Use this method when testing the product so as to eliminate any errors related to the product.
Possible problems: Elimination of errors; understanding and application of this method of work