The PJ (poor joke) above might no longer remain a PJ if banana peel is replaced by a typical problematic situation one encounters in daily routine. The question remains unanswered then: Why do some people find it difficult to act beyond cure? They do think 'Prevention is The Best Cure' though! I was no different from them! But now my journey is gathering speed, hopefully in the direction that the blog is supposed to drive towards. Checkout my other blogs and work at http://www.worldOFkaizen.com/
Showing posts with label SOP. Show all posts
Showing posts with label SOP. Show all posts

Monday, 23 October 2017

Waste generates waste!

Ting tong!

Security guard on the door: "The sweeper hasn't come today. Take your garbage cans inside."

Ok.

Ting tong! again after an hour.

This time the security guard comes with a casual (temporary) sweeper. I fetched the garbage cans to get them emptied.

(After a while) Ting tong! again the third time.

I rush out from the wash room.
This time the regular sweeper arrives and goes back empty handed.

I call back the security guard to check what's happening.
Why the bell is rung so many times in the morning rush hours?

The guard responds there was a communication gap.
The regular sweeper reported late on duty.

Can you see how the waste gets generated vis-a-vis the normal routine that should have happened in a flow without interruptions to anyone! You may compute the waste by measuring the impact of each activity that had to be performed extra (non value activity NVA that doesn't add value to the basic need) over and above the desired one.

The desired was also that the regular sweeper should've informed about autonomous change in his schedule.

Now you know why thefts happen in absence of the guard who's supposed to be on his regular duty rather than engaging himself in a NVA prompted by NVA of someone else. The theft and related activities also are a waste!

The sweeper changing his own schedule without prior intimation is not observing a SOP. You getting delayed to work with corresponding tension due to extra activities (NVA) such as opening the door three times is a waste too!

Well such things can happen!

But important is - not to repeat them by making relevant improvements (or Kaizens as they say) and - even to prevent such problems in similar situations at other places.

Can you think of some to suit your own circumstances so that not the guard, nor you get interrupted even if the sweeper doesn't report on duty for one day!

Can you also spot some waste to do Kaizens upon in your daily work (Nichijo-Kanri) that you inadvertently or unknowingly consider (rather take for granted) as a routine!

Also read a few relevant blogposts hereunder: Please do consider leaving a value-adding comment or consider sharing this post.

Waste-to-eat Sea-to-drink

That's How Morons Work

Can-changing-thoughts-change-a-nation

Ridiculous Poison-culture versus Maverick Kaizen-culture

How To Make A Difference

Old-Problems, New-Reasons !

Taken-For-Granted ? You Deserve It !!

Performance ... Strategise To Achieve Targets Daily

Kaizen, even in air

Prevention: The Best Cure! ... Is it really so?

Old-Problems, New-Reasons !

In a Problem?: No Problem ! Dwell A While !!

In-big-problem? Wear-hats-to-solve-it!

Success-or-failure! What-do-you-like?

Overworked? Tension? CPU of the mind hung-up?

Tuesday, 24 January 2017

5-S reality in Virtual world!


The other day an intern requested for an industrial visit with me.

Normally, it's good to test such requests to know the purpose, their commitment and their preparation. So, I asked him to self-learn through some blogposts before he earns the privilege of the visit. He did do it and earned himself the industrial visit.

Having got impressed by the learning during the visit, he seemingly continued his self-learning.

"Sir I was thinking one thing.. how can we apply 5-S to the I.T. (information technology) industry where everything is virtual?"

I like questions!
Questions show that the mind-factory isn't on strike!!

What's the virtual world by the way?

Conventionally, virtual is virtual if it's without brick and mortar. Hardly anything in this material world is virtual in reality! Even in the spiritual world... where it is subtle though!!  The so-called virtual world does have some hardware, at the least such as, say, computer and corresponding devices for the I.O.T. (internet of things). The office itself that houses the table for the computer, the pendrives, the central processor room, corresponding SOP displays and spares, et all is a reality.

Of course, a typical virtual world primarily may have virtual files. Each file may have some words written on it. The words do get realised if corresponding thoughts are in place.

Good thoughts emerge if mind is free of clutter. Unneeded thoughts are the clutter that the Seiri step of the 5-S can help get rid off. Just as it releases some memory (brain) cells for storage of the needed thoughts, similarly doing Seiri of the virtual files and virtual folders releases some memory bytes and gigabytes for storage on the hard-disk of a computer.


A typical screen design: layout and positioning of information, color codes on it, etc. to make it look aesthetically attractive, and yet functional in performance, difficulty-free with maximum information display with optimised space utilisation, itself is about applying Seiton principles effectively and innovatively. 

Accessing the information just-in-time (JIT): easily in a single click without any waste is about applying 1-is-better principle of Seiri. It helps to keep information live and realistic so that real time changes can be effected while responding to the customer demands rather than based on forecasts.

It helps to keep information live and realistic so that real time changes can be effected while responding to the customer demands rather than from stocks based on forecasts.

Excessive stocks usually tend to be obsolete warranting Seiri on it to prevent obsolescence.

So, like in material world, all the principles of 5-Ss are equally applicable in the 'virtual and spiritual world' as well.

I could write this blogpost almost instantaneouy in reply to the query by the smart intern because Seiton of virtual files and folders was in place on my smartphone.

The picture of the book page that is in this post was handy because of its PEEP on my smartphone. I could accommodate many such value adding files on the limited space on my smartphone because of the Seiri of the unneeded 'unlimited' things (WhatsApp for instance) that don't find space on my phone.



A typical software programme itself applies Seiri technique to eliminate unneeded steps. That's why you see an APP getting smaller and smaller in (MB) size as part of its continual improvement.

So applying 5-S in virtual world is about 5 things:

5-S of the corresponding brick and mortar,
5-S of the corresponding Hardware,
5-S of the corresponding software programmes so that they become leaner,
5-S of the corresponding business related Big-Data so that extracting information out of it is faster,
5-S of the Mind (so that it helps attain meditative state faster).

Also read a few relevant blog-posts hereunder: Please do consider sharing this post or sharing your initiatives on above lines in comment box.

Make It Simpler, Rest Will Follow 
One-Is-Better for JIT 
How To Make A Difference 
Big-Be Or Bug-Be ! 
Treat Root-causes, Not Symptoms ! 
Nauseous Communication Gaps 
Do You Cleanup-After-Crisis 
Raam or Krishna-Shyam: Tell me Hey Raam! 
Will It Work Here?  
Some Moron ! Some Great !!! 
That's How Morons Work 
You seem Reasonable if you appear Un-reasonable 
Smart-Moron Who Breaks Your Glass  
WOW Work-Culture: By Telling or Selling 
Suggestions On-Sale, None-To-Buy 
Can-changing-thoughts-change-a-nation
Ridiculous Poison-culture versus Maverick Kaizen-culture 
Tolerate Once, Twice, Thrice? 
That's how some business partnerships work 
Taken-For-Granted ? You Deserve It !! 
Technology in-place, security dis-placed
IQ-EQ-or-SQ: What-is-more-important?
Do you know a Best-Career-Plan 
Customer or Custo-Mer?  
Experienced A Delightful Payment ! 
An Experience of Heart-and-Soul 
Less With More And More Gets Sore 
Should one care for value?  
ABCD of India Shining
Beware Of Political-Presentations 
Do You Cleanup-After-Crisis 
Hoarders Of Filthy Hoardings

Thursday, 14 August 2014

Do You Force Customers To Quit

Insurance policy of both my car and scooter was about to expire.

I'd sold off the scooter. So when my insurance agent called me to renew it's policy, I ignored it saying the new owner will take care of it.

After a couple of weeks, when my car went for road tax payment I realised that it's insurance policy had expired. Actually my insurance agent did call me to renew car's policy but I'd inadvertently ignored his reminder thinking it was for the 'sold scooter'.

Red-tape that followed was inevitable. The procedure explained to me by the insurance agent was:

Take the scooter to the insurance company.
They'll inspect it before issuing the policy
They'll charge fine for 'discontinuation'.

Making the job 3D: Dirty-Danger-Difficult for the customer. 

While the insurance agent refused to followup with the company, the road tax agent came to my rescue saying "don't worry". May be the former was lacking motivation due to 'smallness' of business while the latter was interested in acquiring a new customer: Market development strategy as the jargon goes in management world! Theory of relativity!

The road tax agent got the insurance done from another company. Everything home delivered at just ten percent charge of the total official receipt amount.

In fact the policy issued by the competitor was priced at almost thirty percent discount.

The indifferent procedure of the previous insurance company and the behavior of it's agent (the first touch-point as it's brand ambassador) to take the customer for granted costed them business.

The Cost-Of-Poor-Quality (COPQ) to them was not only the loss of business but also a permanent loss of customers. I said loss of customers because bad-mouth publicity by every dissatisfied customer takes away more than one potential ones.

What's the learning?

More than the hard quality itself of your offering, it's the lack of soft quality, your indifference, that forces customers to call it a Quit!

So better to be-aware of behavior!!

Also read a few relevant blogposts hereunder:

In-a-problem ? No-problem! Dwell-a-while!
Customer or Custo-Mer
Experienced A Delightful Payment !
An Experience of Heart-and-Soul
Do you keep curing your brand
A customer gets what s/he deserves: Shoddy Quality! 
Listen to iceberg of VOC to acquire customers
Less With More And More Gets Sore
Should one care for value
Can-changing-thoughts-change-a-nation
Ridiculous Poison-culture versus Maverick Kaizen-culture
Tolerate Once, Twice, Thrice? 
The Business Of Businesses
That's how some business partnerships work
Taken-For-Granted ? You Deserve It !!
Strategise To Achieve Targets Daily
Does recognition really matter
That's How Morons Work
Simplicity Of Theory Of Relativity

Friday, 4 April 2014

Experienced A Delightful Payment !

I was working for this company for the first time.

As usual I sent my diagnostic questionnaire: The tool that helps me in weeding out conn-enquiries. Conn-enquiries are the ones that call for the sake of calling followed by a call to visit them only to have a cup of tea.

Such conn-companies don't realise that primary raw 'material' for offering services is time. Material for product offering can be kept in inventory. Time can't be inventoried: Once gone, is gone for ever. That's why even a TV mechanic or a water-filter mechanic charges visit fees.

So if a company doesn't help you in diagnostics you are likely to end up being a 'pig'. 'Three-Pigs' was the name of my first company where I was one of the three with a mission to scavenge in industries.

If the company answers diagnostic queries, it's likely to be serious and your time is likely to go to the needy. Moreover your time gets saved. Because many a time companies call you to ask the same questions they could have been answered on phone or by mail. Why waste fuel, time and energy kind of questions hardly bother them.

The company I am writing about responded the next day.

Asked for the path-ahead for lean journey alongwith my quotation.

My office sent proforma invoice the next day.

The company sent me their 'supplier registration form' by return with a request to "comply by return". It was followed by a reminder mail saying "Waiting for your immediate reply."

The form was one of the most complete ones that included all the information such as whether my office was a brick or a RCC structure. My office sent back the form promptly duly filled in.

Same evening I got a call saying "Your 'supplier registration' is complete. Please ensure to get bill alongwith you. End of your counseling you will get cheque in your hand."  Communication was crisp and clear.

Deliciously delightful experience! First of it's kind for me!

May be the company had timebound performance criteria for their delivery processes. But I had seen many companies in spite of having such criteria failing to pay even after a couple of years.

A typical Indian company paid me half the amount overdue to me after half century of telephone calls and five times more emails. It wrote-off half, paid me half after two years. That means the money was depreciated by half due to inflation. I have not considered cost of follow-ups though which is actually a part of any Indian's routine.

I used to call my customer-friend every time Sachin Tendulkar used to hit half-century expecting the Sachin-fan's mood to be good, but in vain.

Some such company's performance criteria is to keep more amount in credit than debit. Their unwritten rule is to delay payment multiple times the agreed payment time. Former should overrule the latter or vice versa whichever worked out favorable to them.

This 'taking others for granted' is a typical behavior in high mistrust societies. Hopefully my delightful experience is not a mystery. Actually much more than the performance criteria, it's the culture: the soft dimension that makes the difference.

The delight company happens to be an Indian subsidiary of a Japanese company perhaps richer in the soft dimension: The Kaizen Culture!

Also read a few relevant blogposts hereunder:

WOW Work-Culture: By Telling or Selling 

Make It Simpler, Rest Will Follow

How To Make A Difference 

An Experience of Heart-and-Soul

Take your career in fast lane!

Succession-Plans In Fast Lane!  

Nauseous Communication Gaps 

Do You Cleanup-After-Crisis 

Will It Work Here?  

You seem Reasonable if you appear Un-reasonable 

Can-changing-thoughts-change-a-nation

Ridiculous Poison-culture versus Maverick Kaizen-culture 

Tolerate Once, Twice, Thrice

That's how some business partnerships work 

Taken-For-Granted ? You Deserve It !! 

Customer or Custo-Mer?  

In a Problem?: No Problem ! Dwell A While !! 

Do You Ask Right Questions?  

Tuesday, 1 April 2014

Nauseous Communication Gaps

Put internet ON, she said.
Rushing to the WI-FI switch he replied: It is already ON.
Put it ON on the tablet I mean, she said
You should have said so specifically, he said while enabling WI-FI on tablet.

After a while accessing the tablet she asked: Why isn't the browser ON?

You told me to put the WI-FI ON on the tablet, he exclaimed.

Oh My God, you can't even do these simple things, she murmured. My reply to the email is already delayed by half an hour!

She appeared to exclaim at his weak IQ on jargons. Actually she wanted the Chrome browser ON. Due to lack of alignment on 'what to call what?' he went around doing rework (work to repair defect).

Often such communication gaps make work difficult in daily life. Not only do defective communications bring down expected performance levels but they also hurt egos being taken for granted. 

In fact, most problems in this world crop up due to communication gaps. Sometimes though gaps might have to be created strategically for common good as a Krishna tactic.

What's the solution?

Good to have a clear, concise and common understanding on terminology people use at a given workplace in particular. Say, 'WI-FI' for WI-FI switch, 'Internet' to enable WI-FI on tablet and Browser by its name 'Chrome', 'Dolphin', etc. as was needed in the above case. There should have been a common understanding on 'what to call what?' without diluting or mingling them.

In case of a workplace, terminology such as above might need complimentary labeling of a given equipment. Creative signboards might be needed for various spaces going beyond the conventional ones such as say a 'toilet', or a 'washroom', etc. They should visibly bring out differences among them with the help of icons or pictures or sketches.

Labeling, Signboards, etc. are a Seiton practice done in Five-S tool of Kaizen in order to remove ambiguities. They bring in uniqueness in communication. Defence services in particular use such uniqueness  very powerfully in order to prevent crisis from emerging in absence of that or in order to execute orders in split-seconds without defects in communication.

Bringing in common understanding such as above with a corresponding procedure in manual for work standards is actually a part of creating highly standardized workplace.

It's a must to reduce communication gaps at work. It's a must at home also in order to improve work although while doing so one might appear as an unreasonable, idiosyncratic fellow.

Also read a few relevant blogposts hereunder:

Prevention: The Best Cure! ... Is it really so?

Kaizen-on-Crisis-Situations

Treat Root-causes, Not Symptoms !

In a Problem?: No Problem ! Dwell A While !! 

Taken-For-Granted ? You Deserve It !! 

Tolerate Once, Twice, Thrice

Raam or Krishna-Shyam: Tell me Hey Raam!

Discrimination-is-Cremation of Law-&-Order (Part-1)

Discrimination-is-Cremation of Law-&-Order (Part-2

Discrimination Cremated! But How Long? 

Make It Simpler, Rest Will Follow

How To Make A Difference

A Ride To Hell

That's How Morons Work

You seem Reasonable if you appear Un-reasonable

Ridiculous Poison-culture versus Maverick Kaizen-culture

Tolerate Once, Twice, Thrice?

IQ-EQ-or-SQ: What-is-more-important?

Do You Cleanup-After-Crisis

In-big-problem? Wear-hats-to-solve-it!

Do You Ask Right Questions

How Many Times Do You Wash Hands

Make checklists your friends

Friday, 14 March 2014

How Many Times Do You Wash Hands

Our regular cook was to stay absent for a few days. We asked for an alternative arrangement. Usually they won't make it. You have to ask for it. 

The person who substituted her straight went to kitchen (shop)floor to fetch flour. She dug into the container without washing her hands. After a while she began beating the dough.

When I asked her 'why didn't she wash her hands' her response was that she had washed hands at home.

Funny!

One does encounter such behavior at automated high-technology workplaces as well. Other day I saw a bearer with a nice hair-cap worn to prevent hair falling in food. Although he had a glove worn over his right hand he was serving roti (Indian bread made on a touch-free automatic machine) by the bare left-hand. Funny isn't it!

Back home I had to tell the maid that her hands might have encountered so many undesired touch-points on way to my home, her workplace.

Typical Touch-Points

Fetch purse or bag while going to work
Wear shoes (one touch-point less for the good if socks aren't worn)
Hold handle of the door in order to open it
Hold handle of the bus to board it
Exchange cash for ticket
Hold the handle of the lift (at workplace)
Pick up dust bin left outside the owner's home overnight in order to bring it inside

Unbuckle her shoes

One may consider so many such kind of touch-points like combing hair, picking teeth, shaking hands with friends-and-foes on the way, and many more creative ones that people usually engage into.

After all such diversely possible touch-points, she had taken a deep dive into the flour merrily beating it's dough inside-out: All this without washing hands!

One might suffer a blackout at slightest of imagination of even a single touch-point:

On blowing their running noses, do you know how many people  touch all those handles (of buses, of doors, of toilet doors, etc.) how many times in a day?

Do you know that the currency that you exchange might have landed in your hands after having passed hands of so many beggars?

A single search on internet can confirm that one of the most dirty touch-points housing most dangerous bacteria are the various knobs and handles that one handles at public places.

After so many such dangerous touch-points, how about eating food without washing hands because they were "already washed while leaving the workplace or leaving home for work"?

One may allow such funny practices if on a massive immunization programme or is on a mission to be a guinea-pig for all kind of germs on the planet. Some more germs might not make much of a difference having swallowed some inadvertently already.

But reality is different. Not only does one take a complete wash on entering home but also takes a well-rubbed hand-wash just before eating. 

Then why tolerate double-standards like that of the maid, behaving exactly the reverse on leaving home for work?

Surely it's the result of lack of attitude that's reflected in unclean behavior. One reason might be lack of education. Prior to that it may be lack of adequate standards and procedures (SOP¹) on cleanliness: unique-standards or single-standards if you may like to call. Most important reason is the lack of commitment by decision makers to train and motivate and if required take tough and unpleasant decisions about the concerned. 

Else corresponding consequences are well-deserved if one doesn't work towards it. 

Some do appear unreasonable mavericks at times on self as well as on others to change such bad habits! 

It's not out of place here to remember those few who refrain from shaking hands. Instead they greet by putting both hands together: The well-thought-out Indian practice of Namaskar! 

Footnotes: 

1. SOP: Standard Operating Procedures such as GMP (Good Manufacturing Practices) or Five-S practices in industry. 

Also read a few relevant blogposts hereunder:

Am I 'Short-sighted' or 'Long-sighted'?  
Beware Of Political-Presentations 
Do You Cleanup-After-Crisis 
Hoarders Of Filthy Hoardings 
Are You Good If Others Are Bad?
Taken-For-Granted ? You Deserve It !!

Wednesday, 12 June 2013

Tolerate Once, Twice, Thrice?


Recently I came across a spiritual article on Tolerance that referred to UNESCO's definition: "Tolerance is respect, acceptance and appreciation of the rich diversity of our world's cultures, our forms of expression and ways of being human. It is fostered by knowledge, openness, communication, and freedom of thought, conscience and belief. Tolerance is harmony in difference."

Sometimes it appears difficult to practice some spiritual prescriptions such as above. Such sane characteristics typical of epic-character 'Rama' become impractical especially while dealing with insane 'Kaansaa's kind black behaviors. So I dug into UNESCO's definition further knowing very well that I am too small a fly in front of spiritual Gurus and UNESCO's definition as well that went on to say that, "Tolerance is the responsibility that upholds human rights, pluralism (including cultural pluralism), democracy and the rule of law."

On seeing reference to "the rule of law" in the definition, I was a bit relieved.

How long does one tolerate a given abnormal situation or an abnormal behavior, be it that of self or that of others?

Once, Twice, Thrice? How many times? Everyone faces this dilemma some time or the other.

Epic character Rama in you may tolerate abnormal behaviors limitlessly. However another epic character Krishna 'directed me' to devise my own method to make a judgement.

In any given situation there may be an involvement of man, machine (equipment), material, method (a standard, a process or a procedure to perform act/s) in a typical work environment.

Anything going wrong in any one of these ingredients individually or collectively may create an undesired or a mistakeful outcome that one refers to  as an abnormal situation. It's like an undesired, out-of-tune, out-of-beat, noise instead music getting produced in an orchestra.

The undesired outcome may be due to a collection of mistakes. Role of 'music director' of the situation is to track and trace such mistakes in order to  'orchestrate' prevention of those for producing desired effect in future.

So as a student of Kaizen-school-of-thoughts, in order to prevent making wrong judgement while studying an undesired situation, I identified three categories of mistakes.

1/ Inadvertent mistakes
2/ Careless mistakes
3/ Criminal mistakes

An inadvertent mistake is unintentional. It's not done on purpose. It might just  happen as a result of missing consciousness of one's own mistake or that of others. It is like falling in a given pit or a pot-hole on road for the first time. The cause may be inattention while talking on cell phone. Or it may be that  someone else being on wrong side forced the victim on right (correct) side to suffer.

A careless mistake happens due to missing concern or worry about consequences of a mistake. It might occur as a result of not giving sufficient attention or thought, especially concerning it's avoidance or harm therefrom. It is like falling in a pit second time while talking on cell phone. Mostly fools fall in this category.

A criminal mistake is the one that recurs due to recurring carelessness. It's criminal since there is a resistance to learn from past mistakes. It's criminal if it's done intentionally. In most cases, the criminal himself may not fall but surely makes fellow-beings fall and, if not arrested, repeatedly so. In fact, he ends up pushing them and at times pushing community itself into crises.

Inadvertent and careless mistakes are relatively easy to tackle. But criminal mistakes are the most difficult ones to tackle because they are more to do with wrong intentions and criminal mindsets deployed by-design.

So coming back to the question, "How long does one tolerate a given abnormal behavior?" is like asking "How long does one tolerate mistakes of self or of others? How many times: Once, Twice, Thrice?"

My method is:

1/ Tolerate a mistake one-time while it's Inadvertent. Invest in training and putting Kaizen efforts on errors thus revealed in order to make the process mistake-proof. Establish complimentary SOPs (standard-operating-procedures), rules and regulations to prevent deterioration of the mistake-proof level attained.

2/ May tolerate a mistake second time while it's at Careless-stage. Put in training, Kaizen efforts and complimentary rules & regulations by revisiting the mistakes in order to make the process mistake-proof.

This way the chances are that inadvertent and careless mistakes may get prevented from getting matured into criminal ones especially that concerned with safety, dignity and rightful rights at personal level as also concerned with rightful common goals.

3/ So having given opportunity for structured learning and that of tolerating mistakes once or twice, tolerating it the third-time is being criminal on the part of the tolerates or the orchestrator himself apart from tolerating the so-called criminal making mistake. Because in that case it's the orchestrator who allows a small-mistake to grow into a crime or a crisis or a disaster.

Having established that a mistake falls in criminal-category, it should be dealt with with a sense-of-urgency.

Apart from enforcing rules & regulations used to deal with criminals while 'dealing with criminal mistakes', great leaders deal with 'causes of such intentional behaviors'. Like wrong intentioned poor leaders they don't corner the people making mistakes. That's a separate topic to be dealt with some other time on investing time and efforts in 'behavior-modulation' of the people concerned.