Deviation from Work Standards
We’ve mentioned heroics above, and how this action is prompted by the necessity to find solutions on the fly in order to get the product to the finish line, and preventing further losses due to wastage of resources. This normally happens in unplanned work, where research and development are doing things on the fly, therefore lacking the automation to give them the agility to work efficiently, reducing waste in process.
These examples above are considered the major hardships and challenges that can weaken a value stream. Eliminating these requires the careful evaluation of the current value stream mapping and the current work load that the devs are currently handling; how feedback moves from ops to dev; and how interruptions like task switching, special requests, and unplanned work can be minimised or avoided, in order to improve time management and time allocation, and eliminate waste in the value stream.
Solving the Problem
Eliminating waste entails a series of solving problems that are related, dependent, or completely unrelated to each other. Some problems stem from one major issue, while others occur due to a completely different error. Below are some steps that can be taken to solve the problem of wastage.
Get the actual numbers
Being honest about the numbers involved is key in finding and implementing the proper solution. If there are 10 WIPs for example, then that must be written down as 10 WIPs -no more, no less.
Put things in order
If there are 3 or 4 different projects the dev team is switching to and from, identify the one that has a higher value and decide which ones comes next and which one can wait. Same goes for the WIPs and unplanned work. This has to be communicated clearly with other teams and stakeholders, in order to show everyone where all the bulk of the time is going to and the things that cause the flow to slow down and the choke points that hamper progress.
Count the steps and measure the time
Going back to the planning and research documents can provide useful information in finding ways to possibly streamline the process. Making sure that the purpose, the methods and processes, and the expected outcome are aligned is key to a successful project. This exercise can also expose unnecessary steps, leading to a more streamlined and clearer work path.
Add, Remove, Replace steps in the Value Stream Map
Once the steps have been reviewed, it’s time to weed out the non-value adding steps, insert automation where it’s beneficial and where it adds value to the work and the work outcome, improve time allocation for each of the steps, and set a hand off process in place, showing the scope of support for each team or individual, define the step and state the work that needs to be done, indicate the amount of time it needs to be completed, and the next team to receive the work. Layering the value stream map with a work flow that contains a list of resources and requirements not indicated on the value stream map will improve the efficiency and effectiveness of the value stream.
Follow the stream
Stay on track and avoid deviating from it. And though this is easier said than done, once the mastery of this has been achieved, the positive effect will be like the ripple in a pond; it will affect other areas and teams within the organisation, and eventually lead to the reduction of waste, and ultimately, the elimination of it.
Improve the flow
Keep the team agile and the value stream lean. As the demand for products and services evolve overtime, so does the value stream map. Continue fine tuning it until it reaches its optimum state. And once it has, share the best practices and lean methods that were utilised in order to achieve a stable and profitable value stream map.
These actions require dedication and commitment – it takes actual work and effort to eliminate waste and change wasteful work habits. By analysing the triggers and the reactions to these triggers, it is possible to identify the improvements that need to be done in the work processes, and how inefficient work habits can be changed by rewarding planning and showing the benefits being preventive instead of the fleeting acknowledgement gained from heroics.
Overall, the careful evaluation of the current work situation, the current work habits in the workplace, the current value stream mapping and the current work flow can expose bad work habits, errors in the process, unseen dependencies, and areas of the work where waste normally occurs. Understanding the difference between necessary waste and pure waste is also important, as this will help in determining whether a step is necessary or not, and whether it does add value to the product or the service that the customer is paying for. All these things must be considered in order to achieve a leaner value stream that beneficial to the end users, the developers, and profitable for the organisation.