Practice English Speaking&Listening with: DMAIC: 4 Steps of the Improve Phase - 2 of 2【How to make a transition plan】(Lean Six Sigma)

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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.

The Description of DMAIC: 4 Steps of the Improve Phase - 2 of 2【How to make a transition plan】(Lean Six Sigma)