Kaizen Sessions. Duke Rohe, M.D. Anderson Cancer Center. Kaizen is a small improvement; a little like me!

Transcription

1 Kaizen Sessions Duke Rohe, M.D. Anderson Cancer Center Kaizen is a small improvement; a little like me!

2 Do you want your department to be one of these!

3 Would you like? A culture with a bulldog mentality about improvement Staff interested in making a difference Ideas implemented from staff at alarming rates In the late 80 s Japanese workers averaged 36 ideas per employee per year. Americans: 1 idea every 8 years. What is the idea rate in your department?

4 Why don t we have more ideas? No expectation from leadership that improvement is part of everyone s job. No mechanism to receive and implement ideas No assurance from the employee that they won t feel ridiculed after submission. No appreciation for the small idea.

5 What is Kaizen Japanese term for small incremental improvement. Employee generated and tested Management supported It s a mindset that everything is a candidate for improvement. Okidata, (a Japanese printer manufacturer) averaged 1000 ideas per employee one year.

6 Improvement is traditionally management s responsibility Staff Management Wouldn t it make more sense if all the staff were patching holes in their system!

7 Kaizen thinking: improvement is everybody s responsibility First wave of idea cards in Outpatient Pharmacy

8 What is a Kaizen Session? A series of 15-minute weekly meetings which enlists the entire workforce to focus and generate ideas around an aspect of improvement.

9 Goals of the Sessions Induce total workforce contribution then compliance around improvement Empower staff to generate implement-able ideas Continually improve the work environment Grow trust between peers and with management

10 Needed for an idea-friendly environment 1. Mechanism to collect ideas (idea cards) 2. Mechanism to evaluate and implement ideas (evaluation forms) 3. Mechanism to groom ideas (test for the best filter) 4. Mechanism to acknowledge contribution (before/after form) 5. Mechanism to stimulate idea generation (Kaizen sessions)

11 1. Idea Card in every pocket

12 Anatomy of a Kaizen series Pick an improvement theme or view for everyone to focus on Week 1: Introduce theme Week 2: Request Action around theme Week 3: Share Feedback from the Action Week 4: Perform Evaluation or commitment to a collective agreement from action.

13 Anatomy of a Kaizen Session (up to 4 Sessions in a Series) Icebreaker or change opener (2 min) Kaizen lesson (2 min) Output sharing (3 min) Lay down an assignment challenge (2 min) Can I count on you commitment (1 min) Note 5 minutes is used in getting everyone together

14 How small can a Kaizen be? If it saves.6 of a second, it s worth considering Kaizen formula: idea + implementation = innovation

15 Outpatient Pharmacy Improvement # Implementation Date Process Description: Manning the front desk and filling scripts. Error Prevention Streamlining X_ Delay Reduction Error Detection X_ Friendlier Service Culture Builder Control Cost Effective $$ Increased Alarm Faster Cycle Before Improvement: (what was happening) Patients always asked what to make their checks payable to, slowing them down from writing their checks ahead of the transaction. Staff also asked for the drivers license which also took extra time for them to search and show it After Improvement: (how it was fixed) This is an I did it kaizen. In place, gaining benefit as we speak. Hopefully there is a professional (keep the color highlight) replacement. Saves 30 seconds per transaction for those patients who don t know to do this already. Measurement (how and frequency): Change Sustainer: (owner name)

16 Visual Control Theme Get the information as close to the point of action as possible!

17 Kaizen Themes Red Tagging (getting rid of clutter) Visual Control (instructions in the workplace) Better (any small improvement) Benchmark (adopt other industry service) Clarity (communication without confusion) Pit Stop (streamlining critical activity) Service Supreme (using our best experience as our standard)

18 Receiving/Nurturing Ideas 1. Idea Formation 2. Idea Qualification 3. Idea Evaluation 4. Idea Implementation 5. Idea Celebration 6. Idea Collection

19 More Kaizen Themes Do Right Things (effectiveness) Do Things Right (efficiency) Do Things Better (improve) Do Away With Things (cut) Do Things Others Do Well (copy) Do What No Other Is Doing (unbeatable) Do What Can t Be Done (incredible)

20 Celebrate/Showcase Kaizens Keep Count Brag on Owner Before/After Shots Approximate Time Value Ideal: Bonus points in annual review

21 What Kind Of Mind Creates