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Seven Tools Everyone Should Know
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A major gap exists in the employee-empowered workplace emphasized by many companies today On the one hand, employees are expected to know more and do more, on the other hand they receive limited training on how to plan and solve problems Mastering seven tools is critical for success in the corrective action process with a team or individual The tools are brainstorming, flowcharting, check sheets, Pareto diagram, cause-and-effect (fishbone) diagrams, prioritization matrices, and action plan guidelines Although all these tools will be covered in detail, a quick Internet search will provide additional information on how to execute them successfully
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Toolkit Planning Chart
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The toolkit planning chart, shown in Exhibit 1, is designed to provide a quick reference guide to enhance the planning and problem-solving processes You can scan the matrix to determine the need and appropriate tools that will help to facilitate the identification of opportunities SMART
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RIGHT FOCUS
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Management is focused on doing things correctly (right) and leadership is focused on doing the correct (right) thingsThis is a paraphrase from Peter Drucker, who suggests that both of MANAGING these focal points are necessary for successful performanceThe manager should always be thinking about high-quality performance, while the leader is also thinking about what needs to be done, making the right choices and decisions Using the correct tools will help to facilitate both of these aspects
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Appendix: Planning Toolkit
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and a plan to take action on them It can also help to engage and focus people during the process
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When to Use Tools Brainstorming Flowchart Cause-and-Effect Diagram Check sheet Pareto Diagram Prioritization Matrix Action Plan Identify Opportunties and Issues Rank or Prioritize Decisions
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Get People Focused
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Understand the Situation
Develop Actions
Exhibit 1 Planning tools and when to use them
Getting People Involved
There are two parts to successfully involving people in the planning process First is obviously getting the right people into the process at the right time to tap into their experience, ideas, and ability to be valued resources The second part is to facilitate their participation in a positive and productive manner The tools available here will help to guide that participation in every aspect of identifying and addressing issues uncovered in the planning process
Brainstorming
Brainstorming is a versatile tool that uses group creativity to generate a large volume of ideas that people can later refine Its power is based on both the spontaneity of free association and the encouragement of full participation within a safe environment
When used Brainstorming has a multitude of applications It is used to identify possible issues, opportunities, root causes, and solutions It is important to use brainstorming in tandem with other tools
Manager s Guide to Business Planning
TRICKS OF THE TRADE
I I I I I I I
TIPS FOR BRAINSTORMING
To effectively guide a brainstorming session, use the following quick tips to get a positive result: Offer one idea at a time Avoid paraphrasing or changing ideas Don t evaluate the ideasThe goal is to get as many ideas as possible Avoid criticism or praise of ideas Strive for full participation Build on the ideas of others Don t quit too soon Many good ideas can be generated after a lull
Aztec Manufacturing experienced an unusually high number of customer complaints regarding their shipping process Since customer satisfaction was a key objective for the company, they began to immediately address the improvement opportunity As a result of a brainstorming session the following issues were indentified for further investigation: damaged cartons, wrong quantities, wrong items, and late shipments
Identifying Issues and Challenges
Being able to get at the issues will be a great help when tracking and influencing outcomes Use of these tools will help to avoid the tendency to reach premature conclusions One of the best tools to apply to process and work flow situations is the flowchart This tool should be combined with brainstorming to help engage people in the exercise
Flowcharting
Flowcharts are used to clearly describe in pictorial form the sequence of steps in a process and the relationships between them
When used Use flowcharts in existing or ideal situations to document, analyze, or develop a path of activities or steps in a process, Flowcharts are used in process improvement to uncover loopholes, delays, and non-value-added activities Exhibit 2 shows the typical symbols used in creating a flowchart Aztec Manufacturing decided to evaluate its order fulfillment process to determine if there were any improvements that could be made to streamline the process, as shown in Exhibit 3
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