There’s No Stopping Us Now!<br />What we can learn from the Toyota Production System, or Lean Documentation 101<br />Graha...
There’s No Stopping Us Now!<br />
Topics For Today<br /> Why learn about lean? <br /> TPS, Lean techniques and documentation<br /> Types of waste in documen...
Why Learn About Lean?<br />“A good catchword can obscure analysis for fifty years...” <br />				Wendell L Willkie<br />Con...
Why Learn About Lean?<br /> Too many projects, not enough funds<br /> What’s hot? (and what’s not...)<br /> Don’t speak Ge...
Lean Techniques & Documentation<br />“He that idly loses 5s. worth of time, loses 5s., and might as prudently throw 5s. in...
Publishing – How ExpensiveIs It?<br />Typical figures for technical documentation show<br />Technical illustration costs p...
Types Of Waste<br />“There is nothing so useless as doing efficiently that which should not be done at all.” <br />							...
Types Of Waste In Lean Manufacturing<br />Lean Manufacturing focuses on seven kinds of waste (or Muda, Mura and Muri in TP...
Types Of Waste In Documentation<br />There are five main areas in documentation where waste occurs:<br />Publishing ‘over-...
Re-use Of Content<br />“All we are doing is looking at the time line, from the moment the customer gives us an order to th...
Re-use Of Content<br />The same content appears more than once in a document<br />Procedures<br />Warnings, Cautions and A...
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.</li></ul>a. Install jack adapters (1) on brackets (2...
Re-use Of Content<br />The same content appears in more than one document<br />Product data sheets<br />User guides<br />M...
Re-use Of Content<br />The same content relates to more than one product<br />Components and subassemblies<br />Procedures...
‘Accidental’ Content<br />“How do I write thee? Let me count the ways...”<br />with apologies to Elizabeth Barrett Brownin...
‘Accidental’ Content<br />WARNING: Switch power off only when the fan has stopped<br />WARNING: Switch power off once the ...
‘Accidental’ Content<br />Accidental content is very expensive<br />It has to be proofed<br />It has to be reviewed<br />I...
Driving Efficiency<br />“Time waste differs from material waste in that there can be no salvage.  The easiest of all waste...
Feast And Famine<br />       Write<br />      Review<br />      Publish<br />     Translate<br />  Write<br />      Transl...
Driving Efficiency<br />“When you buy bananas all you want is the fruit not the skin, but you have to pay for the skin als...
Customer Centric Documentation<br />Everywhere you look, customers are paying for banana skins<br />The glove-box manual t...
Customer Centric Documentation<br />Move to “mass customisation” in documentation<br />Deliver the right material in the r...
Managing Content<br />“The first rule of any technology used in a business is that automation applied to an efficient oper...
The Challenge Of Re-Use<br />Any new method that reduces Muda or Mura but produces more work downstream for people or equi...
Component Content Management<br />To get maximum value from your documentation resources, you should be able to do a numbe...
Building The Business Case<br />“The most efficient way to produce anything is to bring together under one management as m...
Re-use Of Content – The Opportunity?<br />Typical figures for technical documentation show<br />Technical illustration cos...
‘Accidental’ Content – How Expensive?<br />Typical figures for technical documentation show<br />Technical illustration co...
Automation – The Opportunity?<br />Typical figures for technical documentation show<br />Technical illustration costs per ...
Conclusions<br />“If you need a new process and don't install it, you pay for it without getting it.”<br />Ken Stork, past...
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TCUK10 Graham Wignall - Lean Docs

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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

  1. 1.
  2. 2. There’s No Stopping Us Now!<br />What we can learn from the Toyota Production System, or Lean Documentation 101<br />Graham WignallBusiness Development Director<br />
  3. 3. There’s No Stopping Us Now!<br />
  4. 4. Topics For Today<br /> Why learn about lean? <br /> TPS, Lean techniques and documentation<br /> Types of waste in documentation <br /> Building the business case<br /> Conclusions<br /> Q&A <br />Managing<br />content<br />A time and<br />a place<br />Re-use of<br />content<br />Conclusions<br />Lean<br />techniques<br />Types of<br />waste<br />Q&A<br />
  5. 5. Why Learn About Lean?<br />“A good catchword can obscure analysis for fifty years...” <br /> Wendell L Willkie<br />Conclusions<br />Learning<br />About Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />
  6. 6. Why Learn About Lean?<br /> Too many projects, not enough funds<br /> What’s hot? (and what’s not...)<br /> Don’t speak Geek (or if you must...)<br />
  7. 7. Lean Techniques & Documentation<br />“He that idly loses 5s. worth of time, loses 5s., and might as prudently throw 5s. into the river.” <br /> Benjamin Franklin, Poor Richard’s Almanac<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />
  8. 8. Publishing – How ExpensiveIs It?<br />Typical figures for technical documentation show<br />Technical illustration costs per page $200<br />Authoring/proofing costs per page $200<br />Translation costs per page (20 languages) $800<br />Total cost per page $1,200<br />If you have a range of 50 products, each with a 200 page manual, you could be spending $12,000,000 per year!<br />It MUST be possible to do this more efficiently…<br />
  9. 9. Types Of Waste<br />“There is nothing so useless as doing efficiently that which should not be done at all.” <br /> Peter F. Drucker<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />
  10. 10. Types Of Waste In Lean Manufacturing<br />Lean Manufacturing focuses on seven kinds of waste (or Muda, Mura and Muri in TPS terminology):<br />Overproduction<br />Motion<br />Waiting<br />Conveyance<br />Processing<br />Inventory<br />Correction<br />
  11. 11. Types Of Waste In Documentation<br />There are five main areas in documentation where waste occurs:<br />Publishing ‘over-complete’ documentation that caters for multiple configurations, variants or audiences<br />Lack of integration between engineering and technical documentation departments<br />Multiple authors writing the same thing in different ways introducing inconsistency and lowering quality<br />Process or control deficiencies allowing out of date information to be used or published<br />Unnecessary review cycles <br />
  12. 12. Re-use Of Content<br />“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.”<br />TaiichiOhno, Toyota<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />無駄<br />Muda: activity that adds no value<br />
  13. 13. Re-use Of Content<br />The same content appears more than once in a document<br />Procedures<br />Warnings, Cautions and Advisories<br /><ul><li>Only use lifting equipment designed for the task.
  14. 14. Never expose lifting equipment to loads exceeding the specified safe working load (SWL) value.
  15. 15. Check lifting equipment visually for damages prior to use.
  16. 16. Check that all dowels are secured with locking pins before lifting.
  17. 17. When replacing parts, only use original parts authorized by ACME Inc.</li></ul>a. Install jack adapters (1) on brackets (2).<br /> (1) Place adapters (1) on brackets (2).<br /> (2) Insert pins (3) in holes of adapter (1) and brackets (2).<br />b. Position two 5-ton tripod jacks (4) under adapters (1). Use jacks.<br /> (1) Turn two pressure valve screws (5) clockwise to close. Use jack handle (6).<br /> (2) Pump handle (6) until ram (7) contacts adapter (1). <br />c. Position 3-ton tripod jack (8) under tail boom<br />jack pad (9).<br /> (1) Turn pressure valve screw (10) clockwise to close. Use jack handle (11).<br /> (2) Pump handle (11) until ram (12) contacts pad (9).<br />d. Release parking brake (para 1.61). <br />
  18. 18. Re-use Of Content<br />The same content appears in more than one document<br />Product data sheets<br />User guides<br />Maintenance manuals<br />FAQs<br />
  19. 19. Re-use Of Content<br />The same content relates to more than one product<br />Components and subassemblies<br />Procedures<br />Boilerplate<br />BMW 120d<br />BMW 520d<br />BMW 320d<br />
  20. 20. ‘Accidental’ Content<br />“How do I write thee? Let me count the ways...”<br />with apologies to Elizabeth Barrett Browning<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />無駄<br />Muda: activity that adds no value<br />
  21. 21. ‘Accidental’ Content<br />WARNING: Switch power off only when the fan has stopped<br />WARNING: Switch power off once the fan has stopped<br />WARNING: Disconnect power only when the fan has stopped<br />WARNING: Never switch the power off until the fan has stopped<br />WARNING: Do not power down until the fan has stopped<br />WARNING: Do not power down before the fan has stopped<br />WARNING: You must wait until the fan has stopped before switching off the power<br />WARNING: Wait until the fan has stopped running before switching off the power<br />WARNING: Do not disconnect power if fan is running<br />WARNING: Fan must be stopped before disconnecting power<br />
  22. 22. ‘Accidental’ Content<br />Accidental content is very expensive<br />It has to be proofed<br />It has to be reviewed<br />It may have to be translated<br />It has to be published<br />It reduces consistency<br />It reduces clarity<br />It reduces quality<br />It reduces usability<br />
  23. 23. Driving Efficiency<br />“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.” <br /> Henry Ford<br />Re-use of<br />content<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />Managing<br />content<br />A time and<br />a place<br />Q&A<br />斑<br />Mura: unevenness, inconsistency<br />
  24. 24. Feast And Famine<br /> Write<br /> Review<br /> Publish<br /> Translate<br /> Write<br /> Translate<br /> Review<br /> Publish<br /> Write<br /> Translate<br /> Review<br /> Write<br /> Translate<br /> Review<br /> Write<br /> Translate<br /> Review<br />Modules can be written, reviewed and translated in parallel:<br />Reduced time to market<br />More effective use of resources<br />
  25. 25. Driving Efficiency<br />“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.”<br /> Shigeo Shingo, Toyota<br />Re-use of<br />content<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />Managing<br />content<br />A time and<br />a place<br />Q&A<br />斑<br />Mura: unevenness, inconsistency<br />
  26. 26. Customer Centric Documentation<br />Everywhere you look, customers are paying for banana skins<br />The glove-box manual that tells them all about the optional Sat Nav they don’t have<br />The handbook in 20 languages, 19 of which they can’t read<br />The 400 pages of documentation when all they need to know is where to find the power switch<br />
  27. 27. Customer Centric Documentation<br />Move to “mass customisation” in documentation<br />Deliver the right material in the right quantity to the right person<br />Deliver only what is needed<br />Assemble documentation from components<br />Assemble and publish on demand<br />Publish “Just In Time”<br />
  28. 28. Managing Content<br />“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.” <br /> Bill Gates, Microsoft<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />A time and<br />a place<br />Managing<br />content<br />Re-use of<br />content<br />Q&A<br />無理<br />Muri: overburden, lack of standardisation<br />
  29. 29. The Challenge Of Re-Use<br />Any new method that reduces Muda or Mura but produces more work downstream for people or equipment eventually produces a new type of inefficiency<br />Moving from tens or hundreds of documents to thousands or tens of thousands of components represents a major challenge for people and systems<br />Identifying, versioning, managing and assembling output requires new tools and skills<br />As the number of ‘moving parts’ increases, so does the management overhead, particularly when dealing with an extended supply chain<br />
  30. 30. Component Content Management<br />To get maximum value from your documentation resources, you should be able to do a number of things: <br />Write once, use many.<br />Re-purpose.<br />Manage translations where appropriate.<br />Publish to multiple outputs.<br />
  31. 31. Building The Business Case<br />“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.”<br />Peter Drucker, Management Consultant<br />Managing<br />content<br />A time and<br />a place<br />Re-use of<br />content<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />Q&A<br />
  32. 32. Re-use Of Content – The Opportunity?<br />Typical figures for technical documentation show<br />Technical illustration costs per page $200<br />Authoring/proofing costs per page $200<br />Translation costs per page (20 languages) $800<br />Total cost per page $1,200<br />Total cost for 10,000 pages $12,000,000<br />Industry case studies show typical figures for re-use of 20-30% or more<br />If re-use allows you reduce the amount of content you produce, that amounts to <br />3,000 pages per year<br />$3,600,000 per year<br />
  33. 33. ‘Accidental’ Content – How Expensive?<br />Typical figures for technical documentation show<br />Technical illustration costs per page $200<br />Authoring/proofing costs per page $200<br />Translation costs per page (20 languages) $800<br />Total cost per page $1,200<br />Total cost for 10,000 pages $12,000,000<br />If you reduce the ‘accidental’ new content by just 10% you save:<br />$20 per page authoring<br />$80 per page translating<br />$1,000,000 per year<br />
  34. 34. Automation – The Opportunity?<br />Typical figures for technical documentation show<br />Technical illustration costs per page $200<br />Authoring/proofing costs per page $200<br />Translation costs per page (20 languages) $800<br />Total cost per page $1,200<br />Total cost for 10,000 pages $12,000,000<br />SDL’s experience indicates that human ‘transaction’ costs account for 50% of document production<br />Automation typically reduces these transactions by 30% saving:<br />$30 per page authoring<br />$120 per page translating<br />$1,500,000 per year<br />
  35. 35. Conclusions<br />“If you need a new process and don't install it, you pay for it without getting it.”<br />Ken Stork, past president, <br /> Association for Manufacturing Excellence<br />Managing<br />content<br />A time and<br />a place<br />Re-use of<br />content<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />Q&A<br />
  36. 36. Conclusions<br />Many organisations have invested heavily in Lean Manufacturing tools and methodologies, but their documentation lags far behind.<br />Authoring Management tools to enforce terminology and reduce ‘accidental’ content creation<br />Component Content Management to support modular content and re-use<br />Dynamic Publishing tools to build customer centric documentation on demand<br />Align the requirements of Technical Communications with wider corporate initiatives.<br />Learn the language of those who have access to funding!<br />
  37. 37. Questions & Answers<br />Managing<br />content<br />A time and<br />a place<br />Re-use of<br />content<br />Conclusions<br />Learning<br />about Lean<br />Types of<br />waste<br />Q&A<br />
  38. 38. DITA Workshops<br />DITA Workshops with JoAnnHackos @ SDL in Maidenhead:<br /><ul><li> Minimalism: Creating Information People Can Use
  39. 39. December 7th-8th
  40. 40. DITA: Getting Started
  41. 41. December 9th – 10th</li></ul>www.comtech-serv.com<br />
  42. 42. © 2009 SDL International. Company Confidential. Forward-looking information is based upon multiple assumptions and uncertainties and does not necessarily represent the company’s outlook.<br />Thank you<br />Copyright © 2009 SDL International. All rights reserved.<br />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.<br />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.<br />
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