Maturity Assessment (Module 3, Chapter 2) PDF

## MODULE 3 | DEVELOPING PROBLEM-SOLVING AND INNOVATION CAPABILITY ## CHAPTER 2: MATURITY ASSESSMENT ### 2.1 INTRODUCTION This chapter contains the maturity assessment for Organising for Efficiency. It tells the story of the journey that must be travelled in each module to become a company that ap...

## MODULE 3 | DEVELOPING PROBLEM-SOLVING AND INNOVATION CAPABILITY ## CHAPTER 2: MATURITY ASSESSMENT ### 2.1 INTRODUCTION This chapter contains the maturity assessment for Organising for Efficiency. It tells the story of the journey that must be travelled in each module to become a company that applies leading practice in terms of continuous improvement. ### 2.2 MATURITY LEVELS The term "maturity level" is used to describe the level of performance in relation to best practice. There are five levels of a company's maturity, which can be described as follows: - Novice - Learning - Competent - Sophisticated - World-Class ### LEVEL 1: NOVICE A novice company is "just in business." Its performance signifies the lowest possible score and it is characterised by a very traditional style of thinking. - Many unnecessary items are seen in the workplace - this could include patient files, nursing documentation, medication, books, scraps of paper, boxes and other equipment that is not used regularly. - Notice boards contain information that is outdated or useless. Waste bins are not cleaned regularly, and patients have to wait a long time before receiving attention. - Cables are not neatly kept and there are tripping and general safety hazards in the workplace. - People on all levels use phrases such as: "We have no time for this" and "This is the way it has always been done". ### LEVEL 2: LEARNING During the learning phase, improvement efforts have started with a single focus or they have undertaken a range of unrelated initiatives. Teams have started to dispose of unneeded items, they keep horizontal surfaces free of clutter and organise items that are needed. - People use phrases such as: "We have never thought about it this way." - The workplace might appear neat and organised at first glance, but you still find a large number of unneeded items, i.e. boxes, files and books piled against walls or pillars, or beneath work desks. - You also find disorganized or unneeded items stored in computer folders and shared network drives. - Equipment is not spotless, and is soiled with numerous stickers, sticky and other small notes. - Walls may be dirty or they require paint. - Unnecessary or misplaced items on horizontal surfaces should be stored, and the workplace should be cleared of items that are not used regularly, i.e. daily, weekly, monthly. - Time wasted due to searching for items has thus been reduced. One model workplace per department is achieved. ### LEVEL 3: COMPETENT Reaching competence means that people have started to buy into the concepts and principles of world-class thinking pertaining to continuous improvement of the work environment. The principles are applied on a broad scale in the company and positive results are being achieved with significant improvements in productivity, cost quality and delivery through energised people. The culture of the company has started to change and the "way we do things around here" has improved for the better. - The workplace is becoming organised, and the habits of people have changed. - All items are cleared from underneath desks, on horizontal surfaces and vertical surfaces with no items leaning against walls and pillars. - There are no outdated notices on display boards. - Areas of responsibility are allocated and competition between teams is promoted. - All hidden areas, i.e. archives and storage areas are organised. - Several model workplaces have been achieved. ### LEVEL 4: SOPHISTICATED Sophistication is characterized by a style of working that reflects classical Performance-Driven Teams. Visual management is completed, and all work areas are model workplaces. - Team members have developed the habit of always organising their work environment, including proper filing and work management on computers. - Shelves and storage areas are clearly marked and labelled, and storage is based on usage. - Colour coding of frequently used files or manuals makes it easy to determine where they belong. Files can be located easily by anyone, using proper organising guidelines. - Items (i.e. files, books, equipment) can be found at a glance, and are clearly labelled; all workplaces have achieved single minute retrieval. - Checklists exist to evaluate the workplace, and ensure that recognition is given to team members who are putting in an extra effort. - Items are organised and stored according to the frequency of their use, i.e. frequently used items are within arm's reach. - All team members are able to retrieve information from any workplace within one minute in a paper environment, and within 10 seconds in a computer environment. - Items are returned to their designated places; team members are committed to these habits. - All workplaces are model workplaces; even hidden areas. All workplaces pass surprise inspections. - No hidden rooms exist. - All folders are standardized on computers. ### LEVEL 5: WORLD-CLASS A world-class company embraces change and is fully prepared to deal with changing conditions in the pursuit of its goals. The company is a true leader in its field and is highly flexible, reliable, innovative, productive and competitive. It is able to adapt to the external environment and continuously improves itself to meet ever-changing client requirements, demands and expectations. The Company: - Holds routine inspections every month, and develops the habit of keeping the workplace clean and well organised - Seeks ways in which to eliminate excess paper, material and unnecessary filing - Work-in-process is visually managed. Minimum and maximum levels of work-in-process are always maintained (this includes email inboxes) - Stock levels are clearly marked; minimum and maximum levels clearly indicated - Earns a perfect score of 100 points on the maturity assessment, even during surprise audits - Identifies the causes of disorder and eliminates them - At this level, not only is the workplace fully organised and clean, but everyone has learned the habit of keeping it in that way by regularly clearing out unneeded items - Other modules of Mediclinic continuous improvement have at this stage also been improved significantly, and consequently, productivity increased, mistakes and customer complaints decreased, delivery periods are shorter, and there is more open floor space ## ACTIVITY 2 1. Describe the purpose of the maturity assessment in your own words is. 2. How often should an internal maturity assessment be conducted? 3. How would you use the results of the maturity assessment? - Internal (i.e. within the team): - External (i.e. outside the team):