Sharing Knowledge Technology and Networking

This month on ASQ’s blog ASQ Influential Voices blogger Manu Vora started a discussion on sharing knowledge technology. Learning is the key to success—some would even say survival—in today’s organizations. Knowledge should be continuously enriched through both internal and external learning. For this to happen, it is necessary to support and energize organization, people, knowledge, and technology for learning. A learning organization values the role that learning can play in developing organizational effectiveness.

The value of knowledge sharing to an organization is well known, yet much of the knowledge within an organization remains unshared. Knowledge sharing is the process by which individuals exchange tacit and explicit knowledge in order to create new knowledge.

Even in a small company, silos emerge. A policy of more sharing will help everyone stay in touch with what others are doing, and create a collective expectation. Keeping everyone pointed in the same direction is hard; sharing more about what’s going on, how you’re doing things, reasoning behind decisions, etc. will help.

If you don’t share knowledge within your company, your customers will suffer. Many managers are unaware that the team that sits right next to theirs is doing some great work that that could help the business deliver a better service to customers, or open the door to a new market.

By engaging in the knowledge sharing process teams create a new unique knowledge resource that competitors cannot easily imitate. Knowledge sharing leads to superior team performance and is a source of competitive advantage for organizations.

Networking is the single most powerful approach to accelerate and sustain success for any individual or organization. It provides the most productive, most proficient, and most enduring tactic to build relationships. Personal relationships enable you and your organization to stand out, rise above the noise and remain top of mind.

The network I prefer the most is the blogging community. This is the single most powerful online resource for learning and sharing. A blog is a good platform for reaching out to others. Bloggers spend most of their time sharing their ideas and insights with their readers. But I have found that my readers share a lot with me, too.

If you’re looking for an incentive to keep up to date on all of the latest information on lean or quality, starting a blog is a great start. Your weekly quest to put up new content will lead you to always be searching for new information and sharing it with your readers. Every good blog helps its readers. The power of a blog to educate, inspire, and bring like-minded people together makes blogging a great way to help people.

Facebook is another favorite platform of mine.  I enjoy the ease of sharing information and the convenience of interacting with individuals and companies. Facebook has over 1 billion users and they are interacting on Facebook. These interactions provide a tremendous opportunity to engage with like-minded individuals. Done correctly, these interactions can create value.

LinkedIn is another good community but doesn’t offer more value than blogging in my opinion. It has the professional conation that Facebook doesn’t however it is a bit clunky. There are few useful groups but many are not managed well. The networking is more useful in job hunting than professional groups. I find it helpful in managing contacts and interacting one-on-one via messages.

Social networking sites allow us to communicate with others and express ourselves easier. These sites help you find people you have not seen in a while, chat without actually going places and learn things that are happening today. Social networking sites are basically joining us to the world apart.

Actively managing knowledge can help companies increase their chances of success by facilitating decision-making, building learning environments by making learning routine, and stimulating cultural change and innovation. Proactive knowledge sharing is one of the key ways to remain one step ahead of your competitors.

I’m part of the ASQ Influential Voices program. While I receive an honorarium from ASQ for my commitment, the thoughts and opinions expressed on my blog are my own.

Lean Quote: Happiness is Not the End Game

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"Happiness is not the end game." — Actress and Writer Rashida Jones

Sometimes we like to think that happiness is a goal that we’re all reaching for, but actress and writer Rashida Jones suggests that approach isn’t really that useful. It seems like common sense, but it’s a nice reminder that the journey is just as important as the destination.

Lean Thinking is often described as a “journey, not a destination”. In many regards this is true since the best Lean companies have found that their improvement efforts never end. Each set of improvements result in improved bottom-line results but also exposes more opportunity.

For me the Lean journey is not a stroll down a winding road but rather a climb up a perpetual hill. Reaching the top of the hill is the pinnacle of the journey. So you are either improving (climbing the hill) or you are falling back. The key to keep you moving forward up the hill is to stay customer focused (not competitor focused as that is looking behind you.) Your acceleration up the hill is controlled by the rate of new learning (this changes the speed of improvement). The smarter you work the closer you get to reaching the top.

A Lean journey is full of steps not all of which are forward. Failure will occur. Its ok, the purpose is learning, and we learn through experimentation. Trying new approaches, exploring new methods and testing new ideas for improving the various processes is exercise for the mind.

Lean doesn’t end after you reach your first set of goals, and it’s not a finite project with a beginning and end date. Rather it’s a way of business life that everyone needs to pursue continuously. Sustaining the Lean effort and overcoming inertia requires institutionalizing your process (how you’re going to climb the hill). The real benefits of Lean come from a sustained effort over years, not weeks or months.

 

Daily Lean Tips Edition #82 (1231-1245)

For my Facebook fans you already know about this great feature. But for those of you that are not connected to A Lean Journey on Facebook or Twitter I post daily a feature I call Lean Tips.  It is meant to be advice, things I learned from experience, and some knowledge tidbits about Lean to help you along your journey.  Another great reason to like A Lean Journey on Facebook.

Click this link for A Lean Journey's Facebook Page Notes Feed.

Here is the next addition of tips from the Facebook page:

Lean Tip #1231 - Celebrate Team Successes.

Recognition programs should be set up for both individuals and teams. While individual performance is important, the efforts of a team can deliver exponential results. When it is a group success, recognition needs to be public to let other staffers know their achievements do matter.  Did the team exceed quarterly goals? Don’t wait until the end of the year to celebrate everything, treat each success as its own special accomplishment. When groups are rewarded for their collective success, it creates a sense of unity and fosters an environment of stronger teamwork.

Lean Tip #1232 - Foster a Creative Atmosphere.

Allow team members to question and brainstorm in a non-judgmental framework.  Encourage the team to look at obstacles as being conquerable. Nurture a “can do” company attitude. Ask why, or why not, on a regular basis. One way we cultivate a creative atmosphere at my company is by providing leadership training that encourages character development. We purposefully hire employees who aspire to be and produce their very best.

Lean Tip #1233 - Leverage Team Member Strengths.

Different personality dynamics, skill sets and experiences are present in every team. Position each team member for success by assigning tasks that play to their respective strengths. Reward both individual and team accomplishments regularly.

Lean Tip #1234 – Build Cohesion in Your Team.

Include every person on the team in as many large decisions as possible. Create a means of communicating current work flows to avoid duplication of effort. Initiate daily team huddles where each member shares what they will be accomplishing that day. This keeps everyone on the same playbook and enables team members to re-direct their efforts as needed.

Lean Tip #1235 - Communicate Company Expectations on Collaboration.

Make it clear that collaboration is the minimum standard. Define roles and responsibilities within the team. Every team member should understand their position and what is required of them. In a collaborative environment every team member takes responsibility for good outcomes.

Lean Tip #1236 - Teamwork Increases Accountability.

Teamwork increases the accountability of every member of the organization. No one wants to let each other down. Everyone does his or her best to contribute to the success of the team. The team is rewarded and not the individual. This is not always easy to complete or communicate due to the emphasis our culture places on individual performance and competition.

Lean Tip #1237 – Teamwork Needs Empowerment

When it comes to teamwork, one of the most detrimental forces is a management team that micromanages. A team functions best when they are empowered to make important decisions and complete the critical tasks that move an organization forward.

In some cases, you may need to be overt about empowering your team. Tell them that you expect and encourage them to be self-starters, to take tasks on themselves and to complete things without typical “approvals” (if possible). By doing so, you’re sending a message of trust and respect to everyone on your team.

Lean Tip #1238 - Share Information Within Your Team

No one likes to be kept in the dark, and withholding information from team members is a surefire way to create confusion and resentment among team members. It can also create competitive undercurrents in your organization, which is the antithesis of teamwork.

Be clear with everyone on your team about new information as it relates to your business and your goals. Your staff will appreciate being kept in the loop, and more importantly, it sends the message that you value and respect their place in the organization.

Lean Tip #1239 - Don’t Attribute Blame

You may all be getting on well when things are rosy but as soon as something goes wrong, the fingers start pointing. Attributing blame within a team is never helpful and just lead to resentment and arguments. Deconstruct what happened and where you went wrong but take responsibility for the mistakes as a team rather than laying it on an individual. You would all take credit for any success so you all need to do the same for your failures.

Effective teamwork is no something that is quick and easy to establish. Each member needs to communicate and listen properly while not trying to pull focus. Know what each person’s strengths are and how you can use these for the good of the group. Plan what you intend to do and be prepared to take the blame as a group as well as the credit.

Lean Tip #1240 - The Importance of Communication

Communication is the key to any effective teamwork. If you can’t share ideas and get your point across in a supportive environment then it will be difficult to get anything done. If people don’t agree, or have a problem then need to be able to tell the other members in a constructive manner. Also, each member needs to stay informed about any decisions or progress so that everybody is working together rather than in their own direction.

Lean Tip #1241 - Manage the Work Force But Avoid Micromanagement

It is well known that a large pool of employees does need to be managed, provided direction and given assistance. But with this they must also be trusted, given freedom to operate in their style and adopt measures which they think are the best to deliver results.

• This freedom to act as they deem fit helps to keep them encouraged, motivated and happy in the belief that they are trusted.
• Micro management is a human tendency but one that is detrimental to achievement, since it makes mere puppets out of employees, who are expected to toe the boss’ line and not think for themselves.
• Employees need to think for themselves, analyze the consequences of every decision or action to be able to give their best to their jobs. And the employers must make it possible for their workers to do so.

Lean Tip #1242 - Encourage, Motivate, Reward and Recognize

The employer must ensure that on his part he always has words of encouragement for his staff. Encouraging them helps them move forward and do even better, and makes the worker feel happy. Innovative ways of motivating them spurs them even more. For example, holidays or conferences paid for by the company have been found to motivate employees immensely.

• Rewarding the hard work put in by employees makes them continue to work in the same fashion, and if the employee feels that his work is not appreciated in words or in material terms, he may gradually stop doing so, since he may feel that others working less are given the same too, so he need not work more.
• Rewards, and other ways of keeping employees happy makes them feel that their effort is being recognized and that they are needed by the company.
• Without these, they may soon start looking for greener pastures and new jobs.

Lean Tip #1243 - Ensure that People Enjoy Their Work

The best performing employee is the happy employee, and the employer has to find ways of making his people happy. Besides working conditions and the work culture implemented, he has to devise ways of making the work seem challenging and interesting rather than mundane and boring.

Lean Tip #1244 - Spend Less Time on Meetings and More on Action

The current trend to have more meetings and discussion rather than spending more time working to achieve results, leads to precious productive time loss.

Meetings for reviews and sharing of ideas can be limited and kept short.

Employees should have more time to show results.

Lean Tip #1245 – Provide Learning and Improvement Opportunities

Employees are delighted when they can enhance their skills and get additional learning opportunities sponsored by the employer. This helps them learn, feel indebted for the money being spent on them, which also adds to their resume, and are obliged to perform better by applying all the knowledge gained in these courses.

Focus on “Quick Wins” to Stay Motivated With Transformation Goals

When adopting new habits, it’s always a good idea to start with small changes, and work your way up over time. For example, instead of starting an intense paleo-diet, start drinking a glass of water before every meal to increase metabolism. Or, instead of beginning a rigorous workout plan, start walking around the block a few times every morning. Small lifestyle changes will not only lead to bigger changes over time, they will come more naturally and will be much easier to adopt into your routine.

Don’t try to change the world all at once. People don’t like that – especially if they can’t see why it’s important. Start with one small, easy area. Trying to do too much when introducing a new process can be overwhelming. Too many times we try to over complicate processes, events, projects, and even standard work.  Simplicity is the key to effective continuous improvement. When we add levels of difficultly and complication we add an opportunity for error and costs, and possibly waste.

According to Occam's razor, all other things being equal, the simplest theory is the most likely to be true.  A simple solution always takes less time to finish than a complex one.  So always do the simplest thing that could possibly work next. If you find something that is complex replace it with something simple. It's always faster and cheaper to replace complexity now, before you waste a lot more time on it.

Continuous improvement is about small changes on a daily basis to make your job easier.  Small step-by-step improvements are more effective over time than occasional kaizen bursts, and have a significantly greater impact on the organization culture - creating an environment of involvement and improvement.

If your process isn’t simple, it’s going to be very expensive, not very usable, and probably not sustainable – put simply, it will fail. Whether evaluating new processes, or determining which ones to re-engineer or discard, make simplicity a key consideration. Remember this – usability drives adoptability, and simplicity is the main determinant of usability.

Lean is meant to involve the whole company. It is not intended to be put into action in only one area. It is a management philosophy which should include every part of your organization. This helps promote the concept that everyone in the company is part of the team. True Lean manufacturing needs the involvement of everyone coming into contact with the company’s product and its customer.

Large, difficult, or complex goals can be both overwhelming and discouraging if progress does not come quickly. The solution to both of these is to break the big goal into smaller goals, actually creating a separate goal for each part. By shelving some of the pieces until a later date, you can avoid feeling overwhelmed or discouraged.

In the world of business it’s not always about survival of the strongest, rather those companies that adapt to change. Human nature is resistant to change, so the entire organization must be involved in establishing company goals and objectives. Small changes are not only easier to handle, but easier to maintain and perfect. The ideal company will learn through small, incremental improvements to the current state. Think of it like building a house.  The foundation goes down first, then the frame work, the roof, the electricity, the installation, the walls, etc.

Lean Quote: Change is Hard at the Beginning, Messy in the Middle and Gorgeous at the End

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"Change is hard at the beginning, messy in the middle and gorgeous at the end." — Robin Sharma

Change is one of the most difficult things for humans to readily accept. Anyone who has worked in or led an organization's transformation understands change is not easy. We are so ingrained in the way that we do things that to do it a new way, or to stop doing something causes us to feel uncomfortable. We equate uncomfortable with wrong, instead of different, and there's a tendency to go back to what was comfortable.

However, change is necessary for growth. While it may be very comfortable to stay in a place of familiarity, we will never grow into the person we are created to be if we are unwilling to move beyond what is comfortable.  Many people have become complacent because the common notion is that change is bad. This couldn’t be further from the truth. Change can be very healthy and liberating. How we respond to change is a function of our mindset. Change your mind, change your outlook. And the reality is, change is inevitable. I like to say the only thing that remains the same is change.

The sooner we learn to embrace change and work within it, the easier it will be to begin the next challenge that comes along. We naturally gravitate toward the things that make us feel fulfilled, safe and happy. 

Change takes courage and commitment. Courage means trusting yourself to overcome your fears and doing what you are afraid to do. Courage increases conviction and inspires others to confront their fears. Being committed is about being clear on your objectives and being clear on what it will take to achieve them.

As employees begin to demonstrate a willingness to assimilate change into their daily routine, they develop a commitment to the change, a willingness to stick to the plan of action.  The change actually becomes integrated into the work environment, and employees begin to feel a sense of satisfaction in accomplishment.  They readily see the payoffs associated with the change.  They enjoy, and may even take credit for, their participation in the process.  Employees can view their efforts to bring about change with personal respect and pride. The change becomes a part of their routine, and any lingering concerns vanish.

Therefore as we embrace change more often and see the good in it… the more we will gravitate toward it with enthusiasm!

 

Change is Necessary, Resistance is Futile

Change is inevitable. Adaptation to change is a necessary and critical component to survival. But mostly, change is a constant in business. And business seems to be where the adaptation to change -- or lack thereof -- seems to have some of the most significant impact.

Former US president John F. Kennedy said, “Change is the law of life and those who look only to the past or present are certain to miss the future”.

In business, we must continually change, evolution is not an option. If we stand still in our businesses we go backwards. The day that we think we have our business model perfected is not the day to stop changing. The issue comes about when we try to make changes. With the evidence in existence related to the necessity of change in business, you would think every business would constantly be revising their model. But that is not the case.

Before you can overcome the resistance it is wise to be aware of why the resistance exists. Usually it is a result of one of the following causes…

• People not agreeing with or understanding the value / benefits of the innovation.
• Fear of the unknown.
• People have had no opportunity to provide input in the planning or implementation of the change.
• Little or no reward / benefits to the people impacted by the idea.
• Increased effort from people required as a result of implementing the idea.
• Fear that the change will result in job cuts.
• Personality clashes between the people affected by the idea and the ideas inventor.
• No trust of the people who have been mandated to implement the change
• Belief that the change is unnecessary or will make the situation worse
• A belief that the idea is inferior to another idea.
• A feeling that the change will result in a loss of security, status, money or friends.
• Bad experiences from similar changes that had been or been attempted to be implemented in the past.

Being aware of the causes mentioned above and being able to specifically identify which ones may be relevant to our particular business greatly increases your chances of overcoming the resistance to change.

Being a leader today we must to be more adaptable to change than ever before. Technology alone will challenge us to learn new things and adapt almost on a daily basis! Change is absolutely unavoidable and successful people recognize this fact and learn how to play the “Change Game”.

Let go of the feelings you have associated with the “old way” of doing things. While some strategies are tried and true… change WILL find a way… and when it does, bringing emotional attachment into the fray can spell disaster. Comfort does not equal rationality.

Change is most often a difficult thing. The sooner we learn to embrace it and work within it, the easier it will be to begin the next challenge that comes along. We naturally gravitate toward the things that make us feel fulfilled, safe and happy. Therefore as we embrace change more often and see the good in it… the more we will gravitate toward it with enthusiasm!

If we accept change is inevitable, you will need a means to continually drive change throughout your business. You should have a change management process that involves every single employee in an organization. Change should be ongoing and employees should be a critical part of that process so there is not fear of change but a willingness to embrace it because it’s a part of the everyday process in the organization.

Change is necessary, resistance is futile. Prepare to be assimilated.

Lean Quote: No One is Perfect...That's Why Pencils Have Erasers

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"No one is perfect... that's why pencils have erasers." — Wolfgang Riebe

Perfection is futile.  To be sure, perfection is the goal but it can not be achieved in one single initiative.

If we all waited for perfection, we'd still be reading by candlelight and riding horses to work. The problem in the real world is that nothing is perfect. It sounds obvious, but it is not quite as obvious.

If you try to achieve perfection you may well be at the kaizen a very long time.  Perfection is elusive.  If you can accomplish 80% of what you set out to and meet the goals of the charter then call it complete.  You will be back to improve from this new state again.

A paper and pencil is an indispensable asset to any lean practitioner. You can take notes on observations from the Gemba, document a process flow, record data, create standard work, and more. I would never leave home without it. You can’t remember everything so it is better to write it down.

Some software programs help you draw maps and perform many data manipulations. In my opinion, you should learn to draw it by hand first, because it will help you better understand the methodology. By putting pencil to paper, you emerge yourself in the mapping process, and that’s how it becomes real. Yes, it may seem like a struggle at first, but with practice it becomes easier. The day you can grab a piece of paper, start discussing a problem with a colleague, and draw a map is the day you really start to understand the power of mapping.