How to Assess Your Organization's Excellence
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Recorded webinar: http://slidesha.re/1iuueq4 Subscribe: http://www.ksmartin.com/subscribe To purchase the book: http://bit.ly/TOObk Organizations who wish to become outstanding on all fronts often have areas of weakness that hold them back from achieving their goals. In this webinar, Karen shares the assessment she created for measuring one's current state, shares how to set a target condition, and provides how-to's for bridging the gaps that exist. Based on her Shingo prize-winning book, The Outstanding Organization, the assessment rates an organization's skill in operating with clarity, focus, discipline, and a fully engaged workforce--the fundamental behaviors required for excellence in any endeavor. Participants received a link to the free assessment, which can be used to obtain a baseline and measure progress on the journey to "outstandingness." Download the free assessment here: http://www.ksmartin.com/the-outstanding-organization/
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How to Assess Your Organization's Excellence
- 2. Welcome! • Argentina • Australia • Canada • Finland • France • Great Britain (UK) • Hong Kong • Indonesia • Israel • Italy • Netherlands • New Zealand • Philippines • Spain • United States www.ksmartin.com/subscribe
- 3. Coach / Facilitator / Consultant / Trainer: Lead Lean transformations & develop people across all industries. Teacher: University of California, San Diego Author & Speaker: Karen Martin, President The Karen Martin Group, Inc. www.ksmartin.com 3 December 2013 2013 Shingo Prize winner!
- 4. © 2013 The Karen Martin Group, Inc. 4 Upcoming Webinars • Value Stream Mapping: Visualizing Work Flow and Aligning People for Organizational Transformation – Tuesday, October 8, 2013 – 11:00 am‐12:15 pm PT – https://www2.gotomeeting.com/register/151856458 • Improvement Facilitation & Coaching: An Open Forum – Tuesday, October 29, 2013 – 11:00 am‐12:15 pm PT – https://www2.gotomeeting.com/register/999232762 • Plan‐Do‐Study‐Adjust – Tuesday, December 3, 2013 – 11:00 am‐12:15 pm PT – https://www2.gotomeeting.com/register/893454842 • Hoshin Kanri: Creating a Strategy Deployment Plan That Gets Results – Thursday, December 5, 2013 – 11:00 am‐12:15 pm PT – https://www2.gotomeeting.com/register/943880106
- 5. © 2013 The Karen Martin Group, Inc. 5 After the webinar… • All recordings are available on: – www.vimeo.com/karenmartingroup – www.youtube.com/karenmartingroup – www.slideshare.net/karenmartingroup – www.ksmartin.com/webinars • The materials are available on – www.slideshare.net/karenmartingroup
- 10. © 2013 The Karen Martin Group, Inc. Up to 98,000 deaths annually due to medical errors. Improvement goal: Reduce by 50% in 5 years 10 To Err is Human Institute of Medicine, 1999
- 15. © 2013 The Karen Martin Group, Inc. 15 What are the Mindsets and Behaviors That Produce Excellence?
- 18. Ambiguity Abounds… • Organization purpose & vision • Customers & products • Business goals & priorities • Policies & procedures • Roles & responsibilities • Process performance • Problem solving & decision making • Communication 18
- 22. 22 1. Increase sales 5%. 3. Achieve 10% profit. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec IT Mktg Ops HR Bob Fin PE Pario COM Direct CDs / AMs PD Rec PD Mgmt BMD SWS 2 3,500 units sold by 12/31/2013 through all channels (approx. $700K) X X X X X X X X X X X X Bob Dana 2 3 3 3 2 3 3 1 1 3 3 1 3 11 Develop & deliver training to top 50 Dealers X X X X X X Bob Rex/Tim 3 3 3 21 Revised course materials by 6/30/2013 X X X Bob Josh R? 2 3 3 2 2 5 Education: 1 school district spec'd/underperforming COM distributor (25) by 12/31 valued at min $35K each X X X X X X X X X X X X Howard Michael S 1 3 2 3 3 8 10 new dealers on board (net) ($500K per dealer this year) X X X X X X X X X X X X Howard Mike B 2 3 9 5 new distributors bringing $200K annual rev (& 5 terminated) X X X X X X X X X X X X Howard Howard 1 1 1 2 3 17 10 projects spec'd by 12/31; $300K rev by 12/31 X X X X X X X X X X Howard Dana 1 3 3 3 29 20 by year‐end X X X X X X X X X X X X Howard Mark H 2 3 3 3 32 TBD X X X Howard Howard 33 TBD X X X X X X X X X Howard Howard 10 Useful reporting and metrics are established and in place X X Jim Randall 3 1 1 1 1 1 1 30 TBD X X X X X Jim Josh 3 31 TBD X X X X X X Jim Josh 1 1 1 3 1 1 1 1 1 1 1 1 1 1 25 TBD Jim Shannon 3 3 1 1 1 1 1 26 System 7.0's in place X X X Jim Randall 3 2 1 2 1 15 100% accurate payroll; 100% management satisfaction at April mgmt. meeting X X X Josh Phyllis 1 3 20 Internet task list is simplified and streamlined for PDs then plan is rolled out to PDs X X X X Michael M Michael M 2 3 2 3 22 Design Calculator is updated successfully and rolled out X X X Neall Matt D 3 1 1 3 2 2 3 24 Competitive Analysis complete and distributed for use X X X Neall Dana 2 3 3 3 3 3 3 1 Design changed to solve delam issue long‐term X X X X X Susan David R 3 2 3 12 30 parts sourced in U.S.; completed plan for managing China‐sourced parts X X X X X X Susan Shannon 3 3 2 2 13 Warehouse laid out; kanban revised; Syspro implemented X X X Susan Shannon 3 14 Lay out complete; equipment installed X X X Susan David R 3 3 X = Planned 2013 Priorities 2013 Goals & Objectives 4. Improve morale (metric TBD). 2. Achieve 50% gross margin. Created: 01‐14‐13 Revised: Level of Effort/Involvement Required Priority Goal or Measurable Objective Exec Owner Plan review dates: Tactical Owner ● = Actual < Company Name > Contentremoved for confidentiality © 2013 The Karen Martin Group, Inc. Obtain Consensus, Then Maintain Focus by Consistent Plan Management
- 23. 23 • Clarity – about what really matters. • Consensus – about what really matters. • Courage – to actively choose to “not do” or “not do now.” • Commitment – to follow through on the plan. © 2013 The Karen Martin Group, Inc. Avoiding the Shiny Ball Syndrome (Organizational ADD) Requires…
- 33. The Outstanding Organization Self‐Assessment Sample Questions Key Behavior Assessment Questions Clarity C‐1: What % of the workforce can describe your organization’s purpose and the value you provide to your external customers? C‐6: What % of work areas have visual management in place? Focus F‐2: What % of the workforce say that priorities are stable and don’t shift unnecessarily? F‐6: What % of meetings have stated goals and written agenda that are communicated in advance? Discipline F‐3: What % of processes have 2‐5 Key Performance indicators that are consistently used to measure success and drive improvement? F‐5: What % of processes have a clearly identified process owner who’s accountable for performance? Engagement E‐4: What % of the workforce feel they have a degree of control over their work processes and environment? E‐5: What % of new hires receive all of the information, equipment and supplies they need to be successful beginning on day one? © 2013 The Karen Martin Group, Inc.
- 34. Data Collection Recommendations • Read each question carefully to know who the target audience is (e.g. supervisors, front lines, senior leaders, etc.) • Define your sample size (keep it manageable, but the larger the better – aim for at least 10%) • Have a conversation. This is NOT a tool designed for electronic communication. • Consider collecting data by department, level of employee, geographic region, shift, contractors vs. employees, etc. • Consider including external customers or suppliers in your analysis.
- 38. © 2013 The Karen Martin Group, Inc. TOO Assessment: Baseline Measurements 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% A B C D E F G H Clarity Focus Discipline Engagement 38
- 39. © 2013 The Karen Martin Group, Inc. Baseline Measurements By Employee Type 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 1st shift 2nd shift 3rd shift Management Clarity Focus Discipline Engagement © The Karen Martin Group, Inc. 39
- 40. © 2013 The Karen Martin Group, Inc.© The Karen Martin Group, Inc. 40 How Do You Rate? (1 = strongest; 4 = weakest) Clarity Focus Discipline Engagement Dept A 1 2 4 3 Dept B 1 3 4 2 Dept C 1 2 3 4 Dept D 4 1 2 3 Dept E 1 3 4 2 Dept F 1 2 3 4 Dept G 2 3 4 1 Dept H 2 4 3 1 Dept I 1 2 3 4
- 41. 41 What’s Your Improvement Plan?
- 42. © 2013 The Karen Martin Group, Inc. 42 X # Target Condition(s)* Action Owner Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 2013 2014 Date Complet e = Begin Instilling New Organizational Behaviors: Action Plan *Target Condition(s): Clarity, Focus, Discipline, Engagement or a combination thereof Date created: Version: Plan review dates: Timeline Due Date Plan owner: Support team: % Complet e Status (Red, Yellow, Green) = Timeline = Complete
- 43. © 2013 The Karen Martin Group, Inc. Strive for Clarity About: 1. Organization purpose ____ ____ 2. Customers & products ____ ____ 3. Business goals & priorities ____ ____ 4. Roles & responsibilities ____ ____ 5. Process & process performance ____ ____ 6. Problem solving & decision making ____ ____ 7. Information ____ ____ 1 = Very poor 10 = Outstanding 43 Aug 2013 Aug 2014
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- 45. “You can make a difference no matter where you sit in the organization. But only if you start.” 45