How are Kaizen Events Done?

Kaizen is a business philosophy focused on the idea of achieving significant improvements by making small, incremental changes to processes, products or services. This philosophy revolves around the idea of making continuous improvement. Kaizen events or kaizen studies are a way to focus on how an existing and inefficient process can be improved. In Kaizen workshops, experienced teams come together and develop solutions to the problem and implement improvements.  In this blog post, we talked about the characteristics of Kaizen and Kaizen events. 

What is Kaizen Methodology?

Kaizen is a Japanese business philosophy that focuses on continuous improvement in operational processes, but advocates making these improvements through small, incremental changes. It advocates that employees at all levels of the business proactively participate in regular and incremental improvements and share their ideas.

Small changes in kaizen include just-in-time production, quality control, efficient use of equipment, and elimination of waste. Small improvements made on these factors create big impacts over time.

Briefly, the basis of Kaizen is as follows:

• Good processes create good results.
• Improvements should consist of small changes.
• Improvements should be measurable, standardized, and repeatable.
• Employees should be empowered and participate in Kaizen.

What is Kaizen Event?

Kaizen event, also known as Kaizen attacks, is a brainstorming session that focuses on finding effective and short-term solutions to improve the operational process. All frontline employees and management should be involved in the process and together should focus on running the process efficiently.

Kaizen events are guided by a facilitator. The facilitator brings the team together to work on improvement by considering a specific process. The team comes together to brainstorm on issues such as mapping the current process, eliminating problems, reducing waste, and streamlining the flow. After this exchange of ideas, the ideas that will provide improvement are implemented.

What are the Kaizen Event Stages?

According to the Kaizen Institute, Kaizen events consist of three steps: Preparation, Implementation, and Follow-up.

• In the preparation phase, all data regarding the current state is collected and inefficiencies are identified. After these studies, the necessary materials are provided.
• In the implementation phase, everyone in the team presents new solution ideas to improve the process. These ideas are evaluated, and the accepted ideas are transformed into a plan and implemented.
• Finally, in the follow-up phase, the implemented results are monitored and it is examined whether the desired results have been achieved. If any deviation has occurred, it is corrected.

When Should Businesses Use Kaizen Events?

The reasons for Kaizen events vary from business to business. In general, if a process is not working as it should if it does not add value to the customer or if there is any waste, a Kaizen event is needed.

The main reasons why a business should organize a Kaizen event are as follows:

• Addressing a critical issue that poses a threat to the business and requires a quick solution
• Increase in customer complaints,
• Recognizing and correcting the underlying causes of problems that prevent daily improvement cycles from delivering the desired results
• Overcoming cross-functional challenges such as improving workflow between teams and incorporating both upstream and downstream events into the production value stream

In creating a Kaizen culture, it is mandatory for every employee of a business to apply Kaizen principles consistently in daily processes. However, planned Kaizen events are needed to address and solve more important challenges effectively. Kaizen events help solve the root causes of problems before they escalate.

Factors to consider for a successful kaizen event

In order to implement Kaizen event in the most efficient and effective way, it is necessary to pay attention to some rules.

• The team formed for the Kaizen process should include people with different skills from different departments. Diversity helps people with different perspectives to offer creative and effective ideas to solve the problem.
• In Kaizen work, everyone in the team needs to focus on a specific issue. Dealing with different issues together causes distraction. Therefore, focusing on a single topic provides a specific direction.
• The event must have measurable objectives. Measurable objectives allow to analyze and evaluate the progress of improvement work.
• The duration of the Kaizen event must be well-defined.
• The events must take place in Gemba, i.e. in the actual place where the work is carried out. Work done in Gemba helps teams to better observe and understand the process.
• Improvements decided in Kaizen studies should be implemented as soon as possible. Implementing the plans quickly enables to get results from improvements as soon as possible.
• In Kaizen's effectiveness, it is necessary to use proven Kaizen tools such as PDCA cycle, A3 Problem Solving, Six Sigma, 5 Cause Analysis, and Value Stream Mapping. These tools provide teams with an easy and efficient way to analyze and solve problems and create improvement plans. 
• The improvements implemented in Kaizen events should be monitored and their effects should be calculated. Analyses such as whether the studies have had the desired effect or not, and if not, what else can be done are done at this stage.

Benefits of a Kaizen Event

• It enables improvements in daily business processes.

• Kaizen event provides advantages in issues such as quality, cost, motivation, growth, and productivity. For example, with kaizen activities, results such as 30% productivity increase, 50% quality improvement, 70% stock reduction are achieved.

• Process improvement activities help eliminate waste.

• Kaizen event is an activity aimed at teamwork. It enables teams to listen to each other and exchange ideas. This improves collaboration, communication skills and problem-solving ability among employees.
• Activities develop employees' sense of ownership over their work, as they give them responsibilities such as identifying problems and sharing improvement suggestions. This increases employee motivation and productivity.
• Improving processes also increases quality. This positively affects customer satisfaction.
• Kaizen events are a way to create a strong culture of continuous improvement because they help put Kaizen principles into practice.

How to Implement Kaizen Event?

It is necessary to make preliminary preparations before the Kaizen event. In this preliminary preparation, the purpose of the kaizen activity, the targeted process, the people who need to participate in the activity and the expected result of the event are determined. Afterward, important steps need to be taken to plan the kaizen work. These steps are as follows:

• Appointment of a Facilitator

The facilitator should be someone who is trained in lean manufacturing and techniques, is willing to create positive change, and has the ability to motivate the team throughout the process. You can train a team leader for the facilitator role or get support from a consultant.

• Role of Leadership

In the success of Kaizen initiatives, it is very important for leaders to be aware that Kaizen efforts will provide many benefits to the business. The leader's commitment and support to the process also positively affects the approach and participation of the employees.

• Determining the Scope of the Event

Define a precise scope for the Kaizen event and focus primarily on a specific area or process characterized by inefficiencies that directly impact customer value. You can narrow this focus through a comprehensive review of key performance indicators (KPIs), root cause analysis, and various Lean tools.

• Bringing the Team Together

The team to be established in the Kaizen event should consist of 6 or 10 people and should be selected strategically. Team members who will participate in the Kaizen event must have certain characteristics. These features are as follows:

- Team members should be regularly doing the work related to the process planned to be improved,

-Employees from different departments who can contribute to the process that needs to be improved should be selected,

-People who provide input and output to the current process should be included,

• Outlining the Event Program

You should develop a program that outlines the intended results of the Kaizen event and communicate these goals to team members. The program should include sequential steps to be performed each day throughout the event.

How Long Does a Kaizen Event Take?

Kaizen events are usually completed within a week. During this time, the team analyses the inefficient process, develops a solution, and implements and tests it.

What is The 5 Day Kaizen Event Process?

The following steps should be followed in a five-day Kaizen event:

• Day 1

Provide team members with training on Lean Manufacturing. After training, identify areas of waste in a process with the team and collect data.

• Day 2

Brainstorm to find the root causes of inefficiencies and develop solutions. Identify the improvement idea to be implemented from the emerging ideas and develop a plan.

• Day 3

Implement the developed improvement plan.

• Day 4

Test how the plan improves. Measure the results of improvement efforts and make necessary corrections.

• Day 5

Communicate to management the effects of improvements made and celebrate the success of the work completed.

Efficient Kaizen Processes with Continuous Improvement Solution

Continuous Improvement Software is a digital platform that combines Kaizen, Suggestion System, 5S Audit Management, Near-Miss Reporting, Lessons Learned, Action Management, A3 Problem Solving, Customer Request Management, and Digital Audit Management modules. The solution is the best and easiest way to collect feedback from employees, evaluate ideas, measure Kaizen applications, conduct 5S audits, in short, manage continuous improvement processes.