Increase WIP increases chaos

Decreasing work in process is one of the basics of lean manufacturing because of many reasons. Recently, I had an experience that really shows one of the benefits of decreasing WIP which is decreasing chaos. We have been working successfully on decreasing our WIP for several months and one of the results was less calls from sales to expedite the processing of specific semi finished products because every thing is flowing in a queue and there is no waiting before down stream processes.

In a certain month, we had to produce a large contract that required certain stage to be slightly overloaded, and after few days operators discovered that there was a quality problems that required rework of certain quantity which resulted in more overloading of that step. We tried to decrease the WIP going to that machine but later on we had to produce other contracts which needs the processing of that machine and other machines as well. Simply, in that month we couldn’t control our line balancing and our WIP increased to some extent.

What was very obvious is that we started receiving requests from the sales people to process this contract ASAP and we had to to set priorities for processing the WIP in several stages. Any delay our deviation from our priorities meant more chaos.

Decreasing WIP through line balancing and mixed production model makes products flow smoothly without the need to set priorities or to ask anyone to process anything ASAP because everything is by default processed ASAP. If you add proper maintenance and less quality problems to the line balancing and Mixed production model then you get a very smooth operation. At that time, you can set very accurate delivery time and everyone will be working in a good stable working environment.

…. Because they do not visit the workplace

• Managers do not think there is any problem because they do not visit the workplace
• Managers do not know the reality because they do not visit the workplace
• Managers can easily be deceived by their subordinates because they do not visit the workplace
• Managers cannot improves the business processes because they do not visit the workplace
• Managers do not know who is working very hard because they do not visit the workplace
• Managers do know about work difficulties because they do not visit the workplace
• Managers do know how the customer is feeling because they do not visit the workplace
• Managers  do not know whether the workplace is disorganized or dirty because they do not visit the workplace
•  Managers seems to be talking about another planet because they do not visit the workplace
• Managers try to solve problems that are not real and ignore the real ones because they do not visit the workplace

If you visit the workplace (where the products are manufactured or the service is provided) you’ll find many problems, you will talk to your employees, you’ll know what they need, you will not be deceived by fraud reports, you will know who is working, you’ll know how to improve the performance, you’ll look at you customers’ faces as they receive the service, you’ll be part of the real workplace. On the other hand, sitting in your air conditioned office will make you part of an imaginary world that your subordinates create for you.

I know that you have an office, but you should know that you have to leave it everyday to be in the real world. You can not use anything instead of frequent site visits.

How to Motivate Your Manager?

Most management books tells you how to motivate your employees. It is as if the manager does not need to be motivated by his subordinates; however, the subordinates can really motivated or de-motivated their boss. As subordinates, why do we need to motivate our boss? Because we work in a team and if he/she is motivated we can succeed, if he is motivated he will try to improve our work, if he is motivated he will help all of us. Simply, the boss is a key team member and we need to have this member active, motivated, innovative.

So, how can you motivate your boss? The boss is a human being that has similar needs to yours. You will not give him the basic needs because you are not his employer, but you can give him part of the other needs. For example, you can do the following:

• When he/she tries to help you, show your appreciation
• When he suggests a good idea, tell him that his idea is a good one
• When he tries to apply a certain procedure/rule, try to follow even when he is absent
• If he puts a goal for the team, try to achieve
• If he asks for your suggestions, be honest and serious
• If he asks for a task twice, try to help him not to ask again
• If you think he is taking the wrong decision, discuss with him in a polite decent way
• When you want to criticize him, tell him about the things that he has improved then tell him about the things that you think he missed
• When he supports your new ideas, tell him that he did a good job
• When he wants to work as a manager, do not waste his time in tedious work
• Be fair when evaluating your work experience
• If he needs information or technical assistance, be a sincere trainer
• When he is facing a work challenge, work hard to help him
• When he wants to talk about his personal/social problems, be his friend
• Show him respect as a team leader
• Do not complain all the time
• Do not feel shy to apologize if you make a mistake
• Do not ask him what he cannot do
• Show respect for his role
• Try to build trust with him
• When you cannot do what he asks for, explain your reasons. Do not tell him: you asked for this and I will not listen to you.

If you want your team to succeed, try to keep the leader motivated. Think of motivation as “two way” not “one way”.

Why dont’t some managers listen?

Listening to employees, customers, colleagues, and even suppliers is an essential management tool. When the manager does not listen he misses the reality and makes wrong decisions. But why don’t some managers listen:

• They know they are wrong. If they get involved in a discussion with anyone they won’t be able to defend their decisions. Those should rethink about how they make decisions in the first place
• They think they are very experienced that no one else can add anything. Those should remember that sometimes a new look will allow for new ideas.
• They are highly educated that they don’t think a less educated customer or supplier or employee can give them any information. Those should study marketing to understand the role of customers.
• They are lazy. The point is that they don’t know the power of listening
• They don’t know how to listen. Whenever they listen they don’t reach anything useful. Those need to know how to listen and how to use what they hear.
• They don’t like to be criticised. A manager should know that criticism contains very useful information. If one criticises your product/service ten he is really helping you to improve it.
• They are not used to it. Working in an environment where no one listens for a long time makes it a habit “not to listen”

Listening to employees makes them feel they have some value and allows you to get very important information. You will know about problems, employees way of thinking, and their feelings. Listening to customers is very essential for improving current products and developing new ones. Listening to suppliers allows you to get their experience and their input. Listening to colleagues allows you to know their problems and their opinions. Listening to others allows you to see your mistakes. So, please listen.

How to build a creative environment?

How can you make the employees think and innovate? How can you make them suggest new ides? How can you encourage them to improve processes? How can you build a learning organization? Here are some tips:

• Show them your interest in improving through their ideas
• When you receive an idea, evaluate it as soon as possible
• When you receive an idea, show respect and appreciation
• Set prizes for the successful implemented ideas
• Put goals for the number of ideas per month
• Show the total number of ideas received and its distribution across the different departments
• Help implement approved ideas in short time
• Make the necessary information available
• Supply employees with supporting tools: white board, stationery, meeting table, dictionary, standards, manuals, internet access,..
• Train employees on problem solving tools
• Make conferences to present major successful ideas
• Put creativity as a performance measure for managers’ performance
• Always ask employees for solutions to problems
• Make new ideas evaluation and implementation decentralized
• Walk around, listen and watch new ideas and their results
• Train them on technical / managerial  topics as needed
• Build a culture of solving problems instead of hiding them
• Make it easy to have the resources to implement approved new ideas

It is simple. Tell them that you need them to suggest new ideas. Have those ideas evaluated. Have the approved ideas implemented. Share results. Show respect. Give prizes.