Hi, this is Mike Negami, Lean Sigma Black Belt. Continuing from the previous video,
Ill explain about the other half of the Improve Phase. If you havent watched the
previous video, please click the link and watch the video.
These were the first two steps of the Improve Phase.
After completing the design of your new business flow, there will be a gap with the current
process. Therefore, Step 3 is Make a transition plan to move to the new process smoothly.
For the people who are related to the process, since their operations will change, it may
bring a major disruption without a plan and preparations. Therefore, you should make a
detailed plan and preparations. Another reason to make a plan is that before
executing the transition, you can get consensus from all stakeholders on detailed areas.
Therefore, if you started the transition without a clear transition plan, other departments
may tell you I have issues with the change and it would cause a big project delay, extra
cost or a project failure at worst. Have all stakeholders involved in making the
trasition plan, then you can sort out any problems in the early stage. After completing
the plan, have all related managers see the plan and ask them for necessary preparation
for the transition. Here is a tip to make a transition plan: Write
when, who does what along the timeline. What tool is useful for that? You can use
a WBS (Work Breakdown Structure) and Gantt Chart here too.
I put links to enable you to download both of the templates in this videos description.
Download and try the templates, and let us know your feedback in the comments below.
With this Gantt Charts Excel file, by using two Excel functions, the file becomes a very
powerful transition tool. The first function is Hyperlink.
There is no space to put detailed explanations on the Gantt Chart, so you can put them on
another worksheet. Put a related name as the sheet name.
On the related process items cell in the Gantt Chart, right-click and select Hyperlink.
Select Place in This Document and the worksheet that you just made, and click OK,
then a Hyperlink will be created. Now the process item has changed to blue.
If you click on it, itll bring you to the explanation worksheet. Type Back and
put another Hyperlink for it to go back to the Gantt Chart. It will be very useful. Do
these to make and assign all explanation worksheets for each process item, so they wont be
tangled. The other Excel function is Inserting Objects.
You will need many documents and forms during your transition. You can embed those document
files on the worksheet where each document is mentioned. Lets do it together.
Select a cell where you want to embed, click INSERT Object and switch to
Create from File. Click Browse and select your document file. I put a check
for Display as icon and click Change icon, then shorten the name and click OK.
Then, that file will be saved in the Gantt Charts Excel file. After this, you can
open the file by just double-clicking the icon. You can embed not only Word, Excel and
PowerPoint files, but also pdf and picture files.
By doing this, you can compile all the necessary files for your transition in one Excel file.
This file itself becomes SOP (Standard Operating Procedure).
Step 4 is While rotating through the PDCA Cycle, complete the transition plan. The
most important thing here is to rotate through the PDCA Cycle during your transition.
The process items in your Gantt Chart are your P as in Plan. Always check if they
are completed as planned, as in Check. If not, make necessary corrections as in Act.
Ill add one more tip for the Improve Phase: Make a situation where the operators can no
longer use the old operation method. People tend to reject a change. If they have an option
to be able to do the old method, they dont transition to the new process. Make an environment
that takes out the old method completely. Today I explained the last 2 steps of the
Improve Phase. Thank you very much for viewing. Please click the Subscribe button. Also
click and watch my other related videos. Thanks.