Workplace improvement tools and techniques session 4 Define

Having analysed our data to identify the largest cause, we now need to get

the route cause of the problem so that we can fix it once and for all.

Data analysisRe producing our bar chart it is easy to identify that our biggest NRFT is incorrect location on Job ticket.

Root cause analysis

Having identified which is the largest Not Right First Time (NRFT) issue we need to get to the root cause of the problem so that it does not re-occur at a later date.

This is done by carrying out a brain storming activity involving as many people as possible who are stakeholders in of the process

Brainstorming

Creativity comes from a blend of individual and collective ``ideation'‘Brainstorming is a creativity technique designed to generate a large number of ideas for the solution of a problem which works well in groups.

• Encourages you to look at things in new ways• Diverse experience of a team instead of an individual• The whole team is involved so everyone ‘buys into’ the outcome• Should be relaxed and informal to encourage participation

You can also do this by yourself, you don’t have the same diverse experience but you are able to record and explore your own thoughts and sometimes more easily than in a group situation. Use for creativity, planning, presentations, decision-making, organising your ideas, etc

• Define the problem and agree objectives• Facilitator runs the group, making sure individuals understand the rules• Brainstorm ideas within group making sure all ideas are recorded. Maybe nominate one person but also right down own ideas (post it notes are useful for this) to ensure all your thoughts are captured• Have a list of lead questions and prompts prepared for when things die down• Categorise/condense/combine/refine• Assess and analyse against objectives• Evaluate - only at the end, agreeing actions and timescales

Brainstorming – running a session

record your thoughts, especially if someone else is talking, don’t miss idea

sticky notes allow you to reorder & group ideas during the latter stages

work away from normal environment, use fun prompts & be creative

Brainstorming rulesSuspend judgementThere is no such thing as a bad idea while brainstorming and criticism of ideas could reduce creativity. Save judgement until after the session. Encourage participation from everyone. Everybody’s viewpoint is valid and each has a unique perspective on the situation and solution.

Think freely Encourage wild and exaggerated ideas. Crazy ideas may spark other ideas which are themselves valid, so again don’t judge its feasibility, record the idea and see what else comes from it.

QuantityThe assumption is that the greater the number of ideas generated, the greater the chance of producing a radical and effective solution so this is the time to enhance divergent thinking. So at this stage focus on quantity rather than quality.

Build on ideasUse the ideas put forward by others as inspiration for your own, adapting and improving is as important as generatingnew ideas.

Mind Mapping – a phrase coined by Tony Buzan

A Mind Map is a highly effective way of getting information in and out of your brain - it is a creative and logical means of note-taking and note-making that literally "maps out" your ideas.

A mind map is a diagram used to represent words, ideas, tasks, or other items linked to and arranged around a central key word or idea. Mind maps are used to generate, visualize, structure, and classify ideas, and as an aid to studying and organizing information, solving problems, making decisions, and writing.

The elements of a given mind map are arranged intuitively according to the importance of the concepts, and are classified into groupings, branches, or areas, with the goal of representing semantic or other connections between portions of information.

Mind Mapping

A useful tool for……• Working alone• Working in groups• Ordering information• Emptying your head• Analysing information• Anytime you’d normally take notes, make lists etc

Make a start…..• A blank A4 landscape piece of paper works well• In the centre place your topic as a title or image or both• Around this place your main themes, connect them to the centre with lines• Add second, third, fouth levels of connecting ideas under each heading, radiating out with lines

As simple as…..

As visual as…….

PROBLEM

DESIRE

NEED

overgrown gardenlack of time

don’t enjoy gardening

Mind Mapping (back to your project)

neighbours complaining

GARDEN MAINTENANCE

a tidy garden to sell house

children’s play area

short term problem

hard wearing

safety

low maintenance

picture perfect lawn to impress

hobby/interest in gardening

minimum input maximum gain

sense of achievement

active lifestyle

nature friendly environment

low impact maintenance

Lateral thinking – six thinking hatsSimply look at your problem wearing each of the hats in turn to help improve your decision making.

Root cause analysisFish bone diagram method

Man Machine Material

EnvironmentMethod

Effect

incorrect location on job ticket

Route cause analysis matrixAnother theme on the same method

Effect

incorrect location on job ticket

Machine Method Materials Environment People

Sat nav faulty No Standard Operating Procedure

Incorrect SOP used

No post code checker

Pen smudge mark

Carbonated copy hard to read

Busy office

No maps to check

Not trained

Group activity

Using the data which we analysed in session 2, carryout a brainstorming activity to identify potential causes to the NRFT

To record your ideas visually please use the following methodsGroup 1 use fishbone diagram methodGroup 2 use the matrix method

20 minutes

Root cause analysis equipment

White board

Man

MachineMaterial

EnvironmentMethod

Effect

5 different colours

Optional

Cause analysis

Having identified potential root causes of the problem we need to review the list to isolate the most likely and probable cause .

This is done by carrying out a 5WHY’s activity, and/or Is/Is Not Analysis, and again involving as many people as possible who are stakeholders in of the process along with someone who is not involved.

Simply ask Why? 5 times.

1. “Why did the fuse blow?”

Too much load on the motor

2. “Why is there too much load on the motor?”

Not enough oil flow through the pump

3. “Why is there not enough oil flow?”

The filter is blocked

5 WHY

Simply ask Why? 5 times.

4. “Why is the filter blocked?”

There is debris in the oil

5. “Why is there debris in the oil?”

……………………..

Root Cause = No cap on the tank!Countermeasure = Ensure Cap always on Tank (Chain , Sensor etc )

5 WHY CONTD

Is/Is Not Analysis

• A Tool to help “The Team” clarify what it has to achieve, to clearly define the issue being resolved and quantify what the objectives.

• “A problem well-described is a problem half solved”

Is/Is Not Analysis

• The Is/Is Not analysis is used to structure team thinking onto the particular issue under investigation.

• The Tool is excellent when the expectation is that there is only partial knowledge of the situation available

• Remember to avoid thinking in terms of possible solutions but use ONLY observable FACTS.

Is/Is Not Analysis

Is Is Not Therefore

WhereWhenWhat (Kind)How (Much)Who

Is/Is Not Analysis

Is Is Not ThereforeWhere In the sales section

of the DeptIn the purchasing section of the Dept

Applicable to Sales only.

When Late afternoon – usually post 4pm

Before 4pm Only happens after 4pm

What (Kind) Internal calls External calls Must be caused by an internal Dept.

How (Much) 5 calls per day 95 calls per day Only small number of total calls received

Who Finance Dept Other Departments Incorrect Directory being used by Finance

Problem Statement – Incorrect telephone calls are constantly being received

The analysis Identified – The Evening Shift staff in Finance had incorrect pages in their phone directory

cause analysis equipment

White board

Optional

What

Where

When

How

Who

IS IS NOT

Problem Profile

Object

Get Information on

Machine

Frequency occurs

Detected

Measured

Process Seen in

Defect

Seen on Object

Seen Geograph-ically

First seen

1. Why?

2. Why?

3. Why?

4. Why?

5. Why?

Flip chart paper