Module 4 – Chapter 4 –Supportive Tools and Techniques

Module 4: Understanding and Analysing Processes

• This module provides tools and techniques for understanding and improving work processes.
• The goal is to identify best practices and eliminate wasteful activities in the hospital.

4.1 'Stand in the Circle' Observations

• Introduced by Taiichi Ohno (father of the Toyota Production System).
• Used to help managers identify wasteful activities.
• Focuses on building awareness and re-wiring the brain to see minor problems to help team members see similar problems.

Important Information

• Before starting: print the observation sheet, prepare a pencil/pen and clipboard, comfortable shoes, and schedule an hour in your calendar.
• Cameras are optional.
• Check if the use of cameras is appropriate in the area.

Steps

• Step 1: Choose a suitable location in the work environment.
• Step 2: Stand and silently observe the area for 30 minutes without obstruction.
• Step 3: Write down any observations of wasteful activities or concerns.
• Step 4: Make at least 30 observations, noting issues and inefficiencies by the minute. Record all details, including small issues, abnormalities.

Important Information (cont'd)

• Observing and Recording: Just observe and record; no need for discussion. Describe your observations and why they are wasteful. Use a "still, tree-like" observation style over a "fluttering butterfly" style to focus on the area and spot issues.
• Potential Problem Areas: Look for safety issues, quality problems, environmental issues, and energy losses.
• Ergonomics and Workspace Issues: Check lighting, storage, desk areas, any awkward movements or poor ergonomics, and the work positions.
• Observation Sheet Sections: Note the "seven wastes" to capture different observations. This section provides categories such as overproduction, transportation, motion, waiting, processing, inventory, and defects. It also includes columns for calculating wasted time, energy, and the monetary value.
• Improvement Focus: Choose one observation area to improve after the 30-minute exercise.

Activity 5

• Practise the observation technique by going to your workplace and completing the template, then summarise your learning.

Glossary

• 5W1H: Method for asking initial questions about a process or problem. It stands for "Who? What? Where? When? Why? How?" to see its process and how to improve it.
• Continuous Improvement Team: Small group to solve a specific problem. These people are from various departments.
• Performance-Driven Teams: Teams committed to the efficiency of a company. Each team member has a specific role which is complementary, supporting innovation and high collaboration to create positive results.
• Root Cause Analysis: Helps identify the main reasons for problems.
• Value Stream and Process Flow Map: Helps visualise and understand the movement of people, information, and materials through a process to find better ways of improving flow.