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TCUK10 Graham Wignall - Lean Docs
 

TCUK10 Graham Wignall - Lean Docs

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There's no stopping us now! What we can learn from the Toyota Production System ...

There's no stopping us now! What we can learn from the Toyota Production System

This session looks at what we can learn from Lean Manufacturing and apply to documentation processes to improve overall efficiency and costs. As well as looking at potential areas for potential productivity gains, it introduces the language of Lean Manufacturing – helping documentation managers to align their projects with wider corporate startegies and to help secure executive management support and budget. Attendees to this session will come away with some new and innovative ideas about how to sell the vision and importance of global content management and processes to executive management by using the right language. They will understand what their global content is really costing them and how they can cut this down considerably with reuse and removal of wastage.

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    TCUK10 Graham Wignall - Lean Docs TCUK10 Graham Wignall - Lean Docs Presentation Transcript

    • There’s No Stopping Us Now!
      What we can learn from the Toyota Production System, or Lean Documentation 101
      Graham WignallBusiness Development Director
    • There’s No Stopping Us Now!
    • Topics For Today
      Why learn about lean?
      TPS, Lean techniques and documentation
      Types of waste in documentation
      Building the business case
      Conclusions
      Q&A
      Managing
      content
      A time and
      a place
      Re-use of
      content
      Conclusions
      Lean
      techniques
      Types of
      waste
      Q&A
    • Why Learn About Lean?
      “A good catchword can obscure analysis for fifty years...”
      Wendell L Willkie
      Conclusions
      Learning
      About Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
    • Why Learn About Lean?
      Too many projects, not enough funds
      What’s hot? (and what’s not...)
      Don’t speak Geek (or if you must...)
    • Lean Techniques & Documentation
      “He that idly loses 5s. worth of time, loses 5s., and might as prudently throw 5s. into the river.”
      Benjamin Franklin, Poor Richard’s Almanac
      Conclusions
      Learning
      about Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
    • Publishing – How ExpensiveIs It?
      Typical figures for technical documentation show
      Technical illustration costs per page $200
      Authoring/proofing costs per page $200
      Translation costs per page (20 languages) $800
      Total cost per page $1,200
      If you have a range of 50 products, each with a 200 page manual, you could be spending $12,000,000 per year!
      It MUST be possible to do this more efficiently…
    • Types Of Waste
      “There is nothing so useless as doing efficiently that which should not be done at all.”
      Peter F. Drucker
      Conclusions
      Learning
      about Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
    • Types Of Waste In Lean Manufacturing
      Lean Manufacturing focuses on seven kinds of waste (or Muda, Mura and Muri in TPS terminology):
      Overproduction
      Motion
      Waiting
      Conveyance
      Processing
      Inventory
      Correction
    • Types Of Waste In Documentation
      There are five main areas in documentation where waste occurs:
      Publishing ‘over-complete’ documentation that caters for multiple configurations, variants or audiences
      Lack of integration between engineering and technical documentation departments
      Multiple authors writing the same thing in different ways introducing inconsistency and lowering quality
      Process or control deficiencies allowing out of date information to be used or published
      Unnecessary review cycles
    • Re-use Of Content
      “All we are doing is looking at the time line, from the moment the customer gives us an order to the point when we collect the cash. And we are reducing the time line by reducing the non-value adding wastes.”
      TaiichiOhno, Toyota
      Conclusions
      Learning
      about Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
      無駄
      Muda: activity that adds no value
    • Re-use Of Content
      The same content appears more than once in a document
      Procedures
      Warnings, Cautions and Advisories
      • Only use lifting equipment designed for the task.
      • Never expose lifting equipment to loads exceeding the specified safe working load (SWL) value.
      • Check lifting equipment visually for damages prior to use.
      • Check that all dowels are secured with locking pins before lifting.
      • When replacing parts, only use original parts authorized by ACME Inc.
      a. Install jack adapters (1) on brackets (2).
      (1) Place adapters (1) on brackets (2).
      (2) Insert pins (3) in holes of adapter (1) and brackets (2).
      b. Position two 5-ton tripod jacks (4) under adapters (1). Use jacks.
      (1) Turn two pressure valve screws (5) clockwise to close. Use jack handle (6).
      (2) Pump handle (6) until ram (7) contacts adapter (1).
      c. Position 3-ton tripod jack (8) under tail boom
      jack pad (9).
      (1) Turn pressure valve screw (10) clockwise to close. Use jack handle (11).
      (2) Pump handle (11) until ram (12) contacts pad (9).
      d. Release parking brake (para 1.61).
    • Re-use Of Content
      The same content appears in more than one document
      Product data sheets
      User guides
      Maintenance manuals
      FAQs
    • Re-use Of Content
      The same content relates to more than one product
      Components and subassemblies
      Procedures
      Boilerplate
      BMW 120d
      BMW 520d
      BMW 320d
    • ‘Accidental’ Content
      “How do I write thee? Let me count the ways...”
      with apologies to Elizabeth Barrett Browning
      Conclusions
      Learning
      about Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
      無駄
      Muda: activity that adds no value
    • ‘Accidental’ Content
      WARNING: Switch power off only when the fan has stopped
      WARNING: Switch power off once the fan has stopped
      WARNING: Disconnect power only when the fan has stopped
      WARNING: Never switch the power off until the fan has stopped
      WARNING: Do not power down until the fan has stopped
      WARNING: Do not power down before the fan has stopped
      WARNING: You must wait until the fan has stopped before switching off the power
      WARNING: Wait until the fan has stopped running before switching off the power
      WARNING: Do not disconnect power if fan is running
      WARNING: Fan must be stopped before disconnecting power
    • ‘Accidental’ Content
      Accidental content is very expensive
      It has to be proofed
      It has to be reviewed
      It may have to be translated
      It has to be published
      It reduces consistency
      It reduces clarity
      It reduces quality
      It reduces usability
    • Driving Efficiency
      “Time waste differs from material waste in that there can be no salvage.  The easiest of all wastes and the hardest to correct is the waste of time, because wasted time does not litter the floor like wasted material.”
      Henry Ford
      Re-use of
      content
      Conclusions
      Learning
      about Lean
      Types of
      waste
      Managing
      content
      A time and
      a place
      Q&A

      Mura: unevenness, inconsistency
    • Feast And Famine
      Write
      Review
      Publish
      Translate
      Write
      Translate
      Review
      Publish
      Write
      Translate
      Review
      Write
      Translate
      Review
      Write
      Translate
      Review
      Modules can be written, reviewed and translated in parallel:
      Reduced time to market
      More effective use of resources
    • Driving Efficiency
      “When you buy bananas all you want is the fruit not the skin, but you have to pay for the skin also. It is a waste. And you the customer should not have to pay for the waste.”
      Shigeo Shingo, Toyota
      Re-use of
      content
      Conclusions
      Learning
      about Lean
      Types of
      waste
      Managing
      content
      A time and
      a place
      Q&A

      Mura: unevenness, inconsistency
    • Customer Centric Documentation
      Everywhere you look, customers are paying for banana skins
      The glove-box manual that tells them all about the optional Sat Nav they don’t have
      The handbook in 20 languages, 19 of which they can’t read
      The 400 pages of documentation when all they need to know is where to find the power switch
    • Customer Centric Documentation
      Move to “mass customisation” in documentation
      Deliver the right material in the right quantity to the right person
      Deliver only what is needed
      Assemble documentation from components
      Assemble and publish on demand
      Publish “Just In Time”
    • Managing Content
      “The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency.  The second is that automation applied to an inefficient operation will magnify the inefficiency.”
      Bill Gates, Microsoft
      Conclusions
      Learning
      about Lean
      Types of
      waste
      A time and
      a place
      Managing
      content
      Re-use of
      content
      Q&A
      無理
      Muri: overburden, lack of standardisation
    • The Challenge Of Re-Use
      Any new method that reduces Muda or Mura but produces more work downstream for people or equipment eventually produces a new type of inefficiency
      Moving from tens or hundreds of documents to thousands or tens of thousands of components represents a major challenge for people and systems
      Identifying, versioning, managing and assembling output requires new tools and skills
      As the number of ‘moving parts’ increases, so does the management overhead, particularly when dealing with an extended supply chain
    • Component Content Management
      To get maximum value from your documentation resources, you should be able to do a number of things:
      Write once, use many.
      Re-purpose.
      Manage translations where appropriate.
      Publish to multiple outputs.
    • Building The Business Case
      “The most efficient way to produce anything is to bring together under one management as many as possible of the activities needed to turn out the product.”
      Peter Drucker, Management Consultant
      Managing
      content
      A time and
      a place
      Re-use of
      content
      Conclusions
      Learning
      about Lean
      Types of
      waste
      Q&A
    • Re-use Of Content – The Opportunity?
      Typical figures for technical documentation show
      Technical illustration costs per page $200
      Authoring/proofing costs per page $200
      Translation costs per page (20 languages) $800
      Total cost per page $1,200
      Total cost for 10,000 pages $12,000,000
      Industry case studies show typical figures for re-use of 20-30% or more
      If re-use allows you reduce the amount of content you produce, that amounts to
      3,000 pages per year
      $3,600,000 per year
    • ‘Accidental’ Content – How Expensive?
      Typical figures for technical documentation show
      Technical illustration costs per page $200
      Authoring/proofing costs per page $200
      Translation costs per page (20 languages) $800
      Total cost per page $1,200
      Total cost for 10,000 pages $12,000,000
      If you reduce the ‘accidental’ new content by just 10% you save:
      $20 per page authoring
      $80 per page translating
      $1,000,000 per year
    • Automation – The Opportunity?
      Typical figures for technical documentation show
      Technical illustration costs per page $200
      Authoring/proofing costs per page $200
      Translation costs per page (20 languages) $800
      Total cost per page $1,200
      Total cost for 10,000 pages $12,000,000
      SDL’s experience indicates that human ‘transaction’ costs account for 50% of document production
      Automation typically reduces these transactions by 30% saving:
      $30 per page authoring
      $120 per page translating
      $1,500,000 per year
    • Conclusions
      “If you need a new process and don't install it, you pay for it without getting it.”
      Ken Stork, past president,
      Association for Manufacturing Excellence
      Managing
      content
      A time and
      a place
      Re-use of
      content
      Conclusions
      Learning
      about Lean
      Types of
      waste
      Q&A
    • Conclusions
      Many organisations have invested heavily in Lean Manufacturing tools and methodologies, but their documentation lags far behind.
      Authoring Management tools to enforce terminology and reduce ‘accidental’ content creation
      Component Content Management to support modular content and re-use
      Dynamic Publishing tools to build customer centric documentation on demand
      Align the requirements of Technical Communications with wider corporate initiatives.
      Learn the language of those who have access to funding!
    • Questions & Answers
      Managing
      content
      A time and
      a place
      Re-use of
      content
      Conclusions
      Learning
      about Lean
      Types of
      waste
      Q&A
    • DITA Workshops
      DITA Workshops with JoAnnHackos @ SDL in Maidenhead:
      • Minimalism: Creating Information People Can Use
      • December 7th-8th
      • DITA: Getting Started
      • December 9th – 10th
      www.comtech-serv.com
    • © 2009 SDL International. Company Confidential. Forward-looking information is based upon multiple assumptions and uncertainties and does not necessarily represent the company’s outlook.
      Thank you
      Copyright © 2009 SDL International. All rights reserved.
      SDL and the SDL Logo are trademarks or registered trademarks of SDL International or its affiliates in the U.S. and other countries.  Other names may be trademarks of their respective owners.
      This document is provided for informational purposes only and is not intended as advertising.  All warranties relating to the information in this document, either express or implied, are disclaimed to the maximum extent allowed by law.  The information in this document is subject to change without notice.