How to Prepare for a Lean Project in an Unfamiliar Process or Area

As a Lean Leader, we never stop learning.

There is just so much learning and growth in every next project that we get involved in. Even today, there are projects that come my way and I have no idea how to go about it.

Experience helps, learning more about the area I am embarking on helps, talking to others helps as well as doing your own Gemba to understand what's really going for this Project.

If you're tasked a Lean Project and it just feels alien to you or daunting due to the scope of the Project or just feels highly stressful due to the expectation placed by Management on you to change things, here's a few tips that might help calm your nerves and end with a great Project.

1. Familiarize with the Process/Project

As the Lean Expert, at times we are called in to improve Processes that we are not familiar with. In order to do any changes, we have to deep dive into the Process as much as we can. Data helps best, collect the needed data to understand how the Process works, who are the Stakeholders, what are their challenges and pain points.

2. Take a Gemba Walk with a Key Team Member

As an outsider, we may not be able to see what is really going on in a Process if we simply take a Gemba walk and see a Process. The best way to do the Gemba is to bring along someone who owns the Process or is a key part of the Process. This person will be able to show you, tell you and highlight many things you may not see on your own.

3. Ask Lots of Questions

The only way to help improve a Process is to ask a lot of questions. Some of these maybe basic questions. A key point here is not to only ask the Manager or Supervisor but even to the Operator or Store Man who is actually doing the work. Don't be afraid or shy to ask even simple obvious questions so you have a clear picture of the Process on hand. Do not assume. When in doubt, ask!

4. Get Management's Take on the Expectation

Even though a Project or Process assigned to you is not an assignment from Management, there is no harm in listening to Management's take on it. You'd be surprised to see at times Management may have different expectations from the Process Owner or Line Manager.

5. Talk to Other Colleagues from Similar Industry

There is great value in having Lean Connections in similar industries. Build this Lean network as there is tremendous knowledge and experience sharing that can be used as a reference for your next big Lean Project. Whether Manufacturing or non-Manufacturing, there are many Processes that are setup in the same way especially in the same industry and so much can be learnt from this knowledge sharing.

6. Benchmark Other Plants

Similarly, many organizations operate in different parts of the world but doing the producing the same product or technology. Leverage these plants, understand how things are run differently, are there similar challenges, etc. The solution to your Project may already be done in another plant. Why invent the wheel again!

7. Search the Net

When all else fails or if you still have concerns, then search the Net for any information, books, case studies, project sharing, ppt, etc. that is related to the Industry, Process or Project you are working on. Lean have been implemented more than a decade and surely there are a lot of Lean resources out there that can help you gather the right information related to your Project.

8. Have a Game Plan

Finally, with all the information that you have gathered, do ensure you have a Game Plan to put all these information to good use. Never go into any Process improvement without a Plan. These plans could include what will be the ultimate goal, who will be the Project Leader, which Lean Tool will you be using as the main driver, how will you track the Project progress, etc.

With the right preparation and right mindset, Every Process can be improved, regardless how challenging the situation may seem in the beginning.

Good Luck with your next Lean Project!