Let’s Get Lean
CECILIA DANLIN, continuous improvement manager, Messer Cutting Systems, talks with FFJournal about reducing waste in industrial settings
Published: FFJournal, December 2024, FaceTime editorial.
Q: What is Lean, and how does it apply to transactional environments?
A: Lean manufacturing has long been recognized as a gold standard for continuously improving processes in industrial settings- and it principles can be applied to the office environment, as well. Transactional and administrative processes are considered “non-value added” (that is, processes or tasks that do not contribute to the creation of the product or service the customer is willing to pay for). Of course, many of these activities are required to run the business, so we refer to them as “non-value added but essential.” Regardless of whether a process is essential, it is important that transactional processes are targeted for the application of Lean.
Lean is a methodology focused on identifying and eliminating waste in processes. In an office setting, “waste” can manifest itself in unnecessary paperwork, redundant meetings, or inefficient workflows. By applying Lean principles, we can significantly improve efficiency and reduced costs.
Q: What are the core principles of Lean?
A: The core principles of Lean include the following.
- Specify value. Clearly defined what your customers value and what they are willing to pay for.
- Identify the value stream. Map out all the steps involved in delivering value. This includes the manufacturing processes and office based activities, as well as the hand-offs that occur between them, such as sending purchase orders to suppliers and creating shop orders that are handed off to the production supervisors.
- Create flow. Make steps flow smoothly without interruptions. Reduces the number of requirement documents, eliminate waste that is baked into the processes, and arrange equipment and workstations to facilitate smooth flow of materials and information.
- Establish pull. Produce only what is needed when it is needed. Avoid printing anything if possible, don’t keep a rack of shelves well stocked with rarely used forms. With the advent of current technologies, we should be asking ourselves if something is really needed before hitting the print button.
- Seek perfection. In the words of legendary football coach Vince Lombardi, “perfection is not attainable, but if we chase perfection, we can catch excellence.
Q: How can I identify waste in the office?
A. Common types of waste in office settings included overproduction, such as brochures, forms and unused reports; time spent idle waiting for information, resources, approvals and decisions; unnecessary movement of people or documents, doing more work that is required, such as re-entry of data having too much stockpiles of supplies or information; and errors or mistakes that need to be corrected.
Q: How do I started with lean in my office?
A. Begin by forming a cross functional team of employees – a Lean team, and provide training on Lean principles and tools. Then, start with small, high-impact pilot project. Use value stream mapping to visualize the current process, pinpoint areas for improvement, amend processes to eliminate waste and streamline activities, and track key performance indicators (KPIs) to asses the impact of lean.
Q: How can I overcome resistance to Lean implementation?
A: Change can be challenging, so it is important to communicate clearly, provide training, recognize and reward achievements, and be patient. Buy-in and culture shift are critical elements Lean, so explain the benefits and involve employees in the process. Lean is a journey, not a destination. By embracing Lean principles and tools, offices can achieve significant improvements in efficiency, productivity, as well as overall customer and employee satisfaction.