Process Mastering : A Sure Way to Invigorate Your Improvement Efforts

1. Process Mastering:A Sure Way to Invigorate Your Improvement Efforts Presented by Ray W. Wilson

2. Definitions • Process Mastering: A discipline which focuses on reducing process variation and increasing process knowledge through experts, linking customers and suppliers. In this case the experts are the people who do the work in the process everyday. • Process Master: The documented, current best known way to do a job or run a process. A cookbook for doing the process - putting the best known way down on paper or on line. • Best Known Way: The safest, easiest, simplest current way to get results that satisfy customer needs – the road map for everyone to follow until a better method is chosen.

3. The Team Leader: Assembles the team Sets agendas Leads team meetings Coordinates paperwork Trains new workers using process master Monitors the process to be sure master is followed Is the process owner Step One – Select Team Leader • Done by the Process Mastering team sponsor

4. What is the name of the process? Where does the process start and stop? What inputs and suppliers are part of the process? What is the process output? Are there naturally occurring boundaries? Smaller is normally better because processes are always more complicated than they look. An ideally sized process could have up to 9 major steps with fewer than 5 sub-steps each Step Two – Define the Process • Set process boundaries

5. Team members should have: Process know-how, tricks of the trade Process theory, safety information Approximately five process workers Team members should: Keep rest of workers informed Get input from other workers All shifts need to be included May include suppliers and customers Step Three – Select a Team • Sponsor and team leader select team

6. Step Four – Establish Team Norms • Team chooses standard, rules, or pattern for their individual and group behavior • Decided by the team and sponsor • Every team member gets a copy • Everyone is expected to follow, challenge and add to the list as necessary • Examples: • Everyone participates • Honesty • No put-downs • No beepers or cell phones

7. Use a top-down flow chart with major steps at the top and sub-steps underneath Capture the best known methods Start step name with an action verb Number flow chart steps for later identification Identify key steps with asterisks Capture new, untried ideas on a Parking Lot List for later trial Step Five – Flowchart the Process • Decide on the best sequence of job steps

8. Step Six – List Customers Needs and How the Process Fills Those Needs (Do this for External and Internal Customers) • List the vital few customers or customer classes • List and choose two to five most important customer needs • List process actions (steps) which affect how the customer needs are met • Evaluate how strongly the process actions affect the customers’ needs

11. Step Seven - List What is Controlled List two to five critical conditions or control points watched in the process • Write how the critical conditions or control points can be monitored for effectiveness • Evaluate how important the measurement is to the critical condition or control point

13. Step Eight - List Needs From Suppliers • List the vital few suppliers or classes of suppliers • List what is wanted or needed most from suppliers • List how the process uses the suppliers’ deliveries • Evaluate how important the supplier inputs are to the process

15. Step Nine – List Tools, Equipment and Supplies . . . that are necessary to do the job. (Those that are necessary but may be removed from the work area) • Ex. A volt meter, grease gun, or gas mask, NOT a desk or light fixtures • List supplies that may be used up during the process • Note if inspection, calibration or maintenance is required before use

16. Has the step caused errors in the past? Is the step complicated? Does the step have a safety issue? Has the step been found important to internal or external customers? (Check the A Charts) Is a control point associated with the step? Step Ten - Capture Key Steps -Identification • Identify key process steps on the flow chart • Mark key steps on flow chart with asterisks

17. Step Ten - Capture Key Steps (cont.) - Worksheet • Transfer flowchart step number and name to worksheet • Reach consensus and document the best known way to do the step • Capture “tricks of the trade” • Identify consequences of doing the step wrong including safety issues • List or identify at least one measurement for the process • Discuss possible exceptions to the best known way

20. Step Eleven - Try Out Process Master • Train those not on the team • Follow process master to check for errors and omissions • Have a novice work through the process to see if it makes sense • Collect exceptions that may be added to the process master

21. Step Twelve - Review and Modify Process Master • Are any steps, tricks, or safety concerns missing, wrong or unclear? • Should any exceptions be included in the master? • Did the novice follow through the process master to find anything that doesn’t make sense? • Discuss how it went

22. Step Thirteen - Sign Off and Take Responsibility • Update the Process Master and get documents put into final form • Have everyone including the sponsor sign the finished document • Monitor the use and the process measurement(s) • Begin improving to make the process better

23. Stable predictable processes Trained workforce Communication cleaner and friendlier Management support (Workers are empowered) Less reliance on inspection Data used to manage and make decisions Fewer workers injured on the job Happier, more fulfilled workers. More pride and joy in work. Lower employee turnover Fewer breakdowns Organization learns more rapidly Support for revised ISO 9000 More profit, less waste Some Benefits From Process Mastering

24. Additional information: Ray Wilson, P.E. served on the executive management team of Countrymark Cooperative, Inc. for 10 years and led the company's Customer Focused Quality improvement effort. He is co-author of Process Mastering - How to Establish and Document the Best Known Way to Do a Job. His firm, Ray Wilson & Associates, specializes in organizational and operational improvement. Email: rwwilson@iquest.net Web Page: www.rwwilson.com