Effective Presentation through Storyboarding by Operational Excellence Consulting

1. © Operational Excellence Consulting. All rights reserved. Effective Presentation through Storyboarding This document teaches the basics of developing an effective business presentation based on the A3 storyboarding approach.

2. © Operational Excellence Consulting. All rights reserved. 2 Contents 1. Introduction to Storyboarding  What is a storyboard?  7 elements of A3 storyboarding  What is an A3 storyboard?  3 types of A3 storyboard  When to use an A3 storyboard  Why use an A3 storyboard format  A3 storyboard is based on the PDCA approach  Relationship between PDCA and A3  Key points for A3 storyboard  Adapt the storyboard to your target audience 2. Storyboarding: Step-by- step  Step 1: Theme  Step 2: Background  Step 3: Current State  Step 4: Goal Statement  Step 5: Root Cause Analysis  Step 6: Countermeasures  Step 7: Check/Confirmation of Effect  Step 8: Follow Up  Summary NOTE: This is a PARTIAL PREVIEW. To download the complete presentation, please visit: http://www.oeconsulting.com.sg

3. © Operational Excellence Consulting. All rights reserved. 3 What is a Storyboard? • Storyboarding refers to the “story” that the presentation will follow. • There are many formats for storyboarding. • The storyboarding format adopted in this presentation guide is based on the A3 Report (11”x17” paper) developed and popularized by Toyota. • In this guide, we shall refer to the A3 Report as the A3 Storyboard.

4. © Operational Excellence Consulting. All rights reserved. 4 Seven Elements of A3 Thinking 1. Logical thinking process 2. Objectivity 3. Results and process 4. Synthesis, distillation and visualization 5. Alignment 6. Coherency within and consistency across 7. Systems viewpoint

5. © Operational Excellence Consulting. All rights reserved. 5 What is an A3 Storyboard? • An A3 storyboard is a one-page story about the logical thinking process to “grasp the situation”. • When applied to problem solving, the A3 storyboard indicates the steps to use when solving problems. • Although it is important that we solve problems logically, in the same manner, we also need to use the A3 storyboard to report it. Hence the A3 storyboard is also referred to as the A3 report.

6. © Operational Excellence Consulting. All rights reserved. 6 Three Types of A3 Storyboard 1. Theme 2. Background 3. Current Condition 4. Results 5. Remaining Issues/ Action Items 1. Theme 2. Background 3. Current Condition 4. Analysis/Evaluation of Alternatives 5. Plan Details 6. Unresolved Issues (optional) 7. Implementation Schedule 1. Theme 2. Background 3. Current Condition & Problem Statement 4. Goal Statement 5. Root Cause Analysis 6. Countermeasures 7. Check Results 8. Follow Up Actions Problem Solving Proposal Status Update The storyboard can be easily developed by following the steps outlined below.

7. © Operational Excellence Consulting. All rights reserved. 7 When to Use an A3 Storyboard? • Anytime you wish to clearly tell a story – especially when you wish to simplify or clarify a complicated story.

9. © Operational Excellence Consulting. All rights reserved. 9 Key Points for A3 Storyboard • Plan time to grasp the entire situation. • Decide what kind of story you need to tell. • Relate the story to company goals and values. • Make your story flow in a logical sequence. • Save words – use graphs and visuals. • Use bullet points – be specific, make very word count.

10. © Operational Excellence Consulting. All rights reserved. 10 Adapt the A3 Storyboard to your Target Audience Shop-floor Boardroom Audience • Supervisor, team leader and team members/operators • Senior management Location • Huddled in front of the activity board • Seated in a meeting room When • Morning or beginning of shift (Asaichi) • As and when required Communication tool • A3 sheet • PowerPoint presentation • A3 sheet (optional - printed and distributed)

11. © Operational Excellence Consulting. All rights reserved. 11 A3 Storyboarding Steps • In this section, we will look at the various parts of the A3 storyboard for problem solving. • The approach can be adapted to the other two types of A3 storyboard:  Making a proposal  Providing a status update

12. © Operational Excellence Consulting. All rights reserved. 12 A3 Storyboard Format – Problem Solving COUNTERMEASURES FOLLOW UP CHECK RESULTS ANALYSIS GOAL CURRENT STATE Detailed description of the current situation (e.g. process flow, trend chart, Pareto analysis, gap identification and problem statement). Specific goal to address the gap or target state from the current state. Depiction of analytical techniques to uncover the root causes of the problem or factors that affect the problem in the current state. Alternatively it may be a description of a proposed target state to achieve. A summary of who will do what by when in order to resolve the problem situation or achieve the target date. Quantitative comparison of actual results versus your goal. Summary of follow up action items (e.g. lessons learned, communication to other parties, training, standardization, or other areas). BACKGROUND Relevant historical data and information. THEME Concise statement of what this A3 storyboard is about.1 2 3 4 5 8 7 6

13. © Operational Excellence Consulting. All rights reserved. 13 Step 1: Theme • Every storyboard begins with a thematic title that introduces the content to the audience. • The theme should help the audience quickly discern the gist of the content. In essence, the theme is the storyboard or document description. • Examples of themes in manufacturing industries:  Reducing scrap in the machine shop  Improving productivity in stamping  Improving on-time delivery  Lead-time reduction in assembly

14. © Operational Excellence Consulting. All rights reserved. 14 Step 2: Background ILLUSTRATIVE 1. Corporate Goals 2014  Increase global market share  Improve quality and service  Increase corporate profits 2. Manufacturing Goals 2014  Reduce cost by 5%  Reduce scrap by 15%  Improve productivity by 7%  Improve HSE index by 10% 3.2 2.62.73 2 1 2.3% Goal Not meeting goal for 2014! Background 2012 2013 2014 (YTD) Overall Scrap %

15. © Operational Excellence Consulting. All rights reserved. 15 Step 2: Background – Key Points • Make the overall context of the situation as clear and as visual as possible. • Identify the target audience and write accordingly. • Provide the necessary information that the audience needs to know before going forward. • Explain how this topioc aligns with company’s goals. • Include any other information, such as hostorical data, dates, or names that might help the audience to understand the importance of the problem.

16. © Operational Excellence Consulting. All rights reserved. 16 Step 3: Current Condition • This section is perhaps the most important in the A3 storyboard. The objective is to frame the current condition in a simple way for the reader or audience to understand. • In it, the author draws a visual representation that depicts the critical elements of the system or process that produced the problem. • This should involve the use of charts, graphs, tables or other techniques to depict the current condition while avoiding straight text summaries or bulleted points.

17. © Operational Excellence Consulting. All rights reserved. 17 Example: Current condition with storm bursts to highlight the problem areas ILLUSTRATIVE Customer A Market ForecastMonthly forecast Supplier 2Supplier 1 Receiving I 200 Production Control Weekly schedule C/T = 2 min C/O = 2 hr Batch = 50 Uptime = 74% Milling 2 People I 1000 C/T = 2 min C/O = 2 hr Batch = 50 Uptime = 74% Welding 5 People I 4 min C/T = 2 min C/O = 2 hr Batch = 50 Uptime = 74% Painting 3 People I 1500 C/T = 2 min C/O = 2 hr Batch = 50 Uptime = 74% Inspection 1 People Weekly Production Supervisor Shipping (13 days) I 1700 Customer B 7 min 2 min2 min 5 days 10 days 15 days 8 days 13 days Total Lead Time = 51 days Value added time = 15 min Daily Kaizen Kaizen Note: C/T = Cycle Time; C/O = Changeover

18. © Operational Excellence Consulting. All rights reserved. 18 Step 3: Current Condition Example 1: • Customers in the Northern region are dissatisfied with the ordering service. • Errors have increased by 23% during the last 3 months. Example 2: • Since the rationalization of the patient registration services, complaints of long waiting times have increased by 35%. Examples of Problem Statement ILLUSTRATIVE

19. © Operational Excellence Consulting. All rights reserved. 19 Step 4: Goal Statement • The goal statement of the A3 storyboard depends upon the type of problem and type of A3 report. • For problem-solving A3s, the goal statement should at least two fundamental issues:  How will we know that the project is successful at the end of implementation, and  What standard or basis for comparison will be used. • Simpler situations may only have one metric to verify success. More complex cases where trade-offs are involved (e.g. weight, cost, lead-time and complexity) might involve several metrics.

20. © Operational Excellence Consulting. All rights reserved. 20 Step 4: Goal Statement – Key Points • Set a clear goal or target state for the situation. • Be clear on the measure of performance. • Consider how to collect the data to later evaluate and check the effectiveness of any action items.

21. © Operational Excellence Consulting. All rights reserved. 21 Step 5: Root Cause Analysis • The storyboard author should continue with the investigation of the current condition until the root cause of the problem symptoms identified in the current condition diagram is uncovered. • Failing to address the deeply rooted seed of the problem means it will likely recur. • There are two common methods for root cause analysis: 1. 5 Whys 2. Cause and effect diagram (a.k.a. fishbone diagram)

22. © Operational Excellence Consulting. All rights reserved. 22 Why? Answer 1 Why is there oil on the floor? Oil leaks from the cylinder rod when activated. 2 Why did oil leak? The O-ring was cut. 3 Why was the O-ring cut? The rod was flawed. 4 Why was the rod flawed? Dirt in the oil abrades the rod. 5 Why did dirt get in the oil? There are holes and gaps on the upper plate of the tank. Example of 5 Whys ILLUSTRATIVE Root cause of the problem

23. © Operational Excellence Consulting. All rights reserved. 23 Step 6: Countermeasures • Countermeasures are described in terms of “what” (what is the cause of the problem), “how” (how it was investigated or implemented) “who” (who was responsible for this countermeasure), “when” (when was it implemented), and “where” (where was it conducted). • “Why” the countermeasure is being conducted should also be clear, if only from context, as well as a plan for how to check and see if the intended effect is achieved or not. • If necessary, insert a diagram (e.g. future state map) that illustrates how the proposed process or system will work.

24. © Operational Excellence Consulting. All rights reserved. 24 Step 6: Countermeasures – Key Points • Make sure to address the potential root cause(s) with action items. • Identify who will implement the countermeasures. • Make it clear exactly what will be done. • Clarify the due date by which action items will be completed. • Make the implementation order and location clear.

25. © Operational Excellence Consulting. All rights reserved. 25 Step 7: Check Results • The author has to use the standard or basis for comparison stated in the goal section. In other words, do we know whether the action items have had an effect or not? Which action items have a more significant impact on the effect? • The check section establishes the casual linkage between the action items and the observed effect. • The author should seek to understand the cause-and- effect relationships, not just implement a variety of things that help make the problem go away.

26. © Operational Excellence Consulting. All rights reserved. 26 Example: Use of Pareto Chart to compare ‘Before’ and ‘After’ a process improvement Restaurant Complaints Before After 33% Reduction in Wait Time ILLUSTRATIVE

27. © Operational Excellence Consulting. All rights reserved. 27 Step 8 : Follow Up • Identify additional improvements that may be made for the future. • Consider what must be done to ensure that the gains from the countermeasures are sustained. • Present the results to managers and other teams. • Use the lessons learned to improve the improvement process itself. • Celebrate the success. • Plan for future projects.

28. © Operational Excellence Consulting. All rights reserved. 28 Step 8 : Follow Up – Key Points • Look for similar processes in the department that can benefit from these countermeasures. • Ask whether there are any similar processes outside of the department or plant that should know this information. • Consider whether there are any planning departments that should be made aware of the change for the purpose of improving future processes.

29. © Operational Excellence Consulting. All rights reserved. 29 Summary • Storyboarding is a powerful communication and visual tool that highlights vital points. • There are three types of A3 storyboarding – ‘problem solving’, ‘proposal’ and ‘status update’. • Whether to use an A3 sheet or a powerpoint presentation to convey the story depends on your target audience. • The storyboarding process is powerful enough to cover any concerns you may have.

31. © Operational Excellence Consulting. All rights reserved. 31 About Operational Excellence Consulting • Operational Excellence Consulting is a management training and consulting firm that assists organizations in improving business performance and effectiveness. • The firm’s mission is to create business value for organizations through innovative operational excellence management training and consulting solutions. • OEC takes a unique “beyond the tools” approach to enable clients develop internal capabilities and cultural transformation to achieve sustainable world-class excellence and competitive advantage. For more information, please visit www.oeconsulting.com.sg

Effective Presentation through Storyboarding by Operational Excellence Consulting

Operational Excellence Consulting (Singapore)

Effective Presentation through Storyboarding by Operational Excellence Consulting