Archive for the ‘Leading Six Sigma’ Category

The Future of Six Sigma 2013 Update

Tuesday, March 26th, 2013

I am often asked my opinion regarding the future of Six Sigma.

Regarding the future of Six Sigma, it continues on despite rumors of its death which began shortly after its birth in the 1980s. For those doing it right (arguably a minority, but a sizable one,) the Six Sigma approach has evolved into a new way to lead and manage an organization. Many have rebranded the approach to shed the baggage which Six Sigma has accumulated during its 27-year run as a “fad.” The new approach to leadership and management is distinguished from the traditional approach by four characteristics:

  1. a balanced approach to stakeholder demands (versus managing primarily for shareholders,)
  2. a balance of short- and long-term goals (versus a focus on quarterly results,)
  3. emphasis on facts and data, (versus reliance on expert opinion,) and
  4. a “horizontal” value stream perspective (versus a top-down command-and-control hierarchy.)

Any one of these things would be a game-changer. Taken as a whole they would ordinarily be thought of as revolutionary. However, probably due to the fact that the changes happened over nearly three decades, they haven’t been widely recognized as having the impact that they’ve had. Instead, as organizations using this approach have pushed their usage upstream to suppliers and downstream to customers, their adoption has slowly spread from United States manufacturers to all industries globally. As a result it is now commonplace for career guidance counselors to advise people to become Six Sigma certified. Some advise recipients of Bachelors degrees to become Six Sigma certified before pursuing Masters degrees.

The Next Big Thing: Big Data

One thing I’d like to see embraced by Six Sigma is the Big Data Revolution, which is a theory-free approach to using data in corporate data warehouses. Big Data is akin to part of the Measure Phase of a Six Sigma project, except that instead of using information in a data warehouse to test ad hoc theories, Big Data crunches the data warehouse contents to look for correlations. Correlations are then used for planning activities and, usually, the cause of the correlation is not pursued. This is very different than the use of data in a Six Sigma project, where the analysis is focused on achieving a particular goal. I don’t see Big Data as a competitor but as an opportunity for the Six Sigma community to move into another area. After all, analysis is a skill set Six Sigma practitioners have. We need to add a few new tools to our toolkit (e.g., data mining tools,) but these are similar to the statistical tools we already use .

Six Sigma and the quality profession can add a dimension to Big Data by filling in the gap between correlation and causation. By employing our ability to assemble interdisciplinary teams and utilizing the tools of experimental design, we can go beyond Big Data’s casual acceptance of correlation and answer the all-important question: why does this correlation exist? This is essential if we are to avoid the many traps that result from blindly acting on correlation without a deeper understanding of cause-and-effect. For example, a call center using Big Data discovered that callers who were kept on hold for as long as 1-hour were no less satisfied with their experience than callers whose calls were answered immediately, providing their issue was resolved. Further research into the cause of this unexpected result led to the determination that the missing variable was that many callers hung up rather than wait an hour for their calls to be answered. The customers who abandoned the call were not asked to complete the after-call survey. When these callers were contacted and their satisfaction scores added to the data, the  correlation not only disappeared, it was reversed. I.e., customer satisfaction declined as hold time increased.

Big Data also misses the boat in a number of other ways that Six Sigma and quality professionals can address. There are inherent problems with relying solely on data in data warehouses. These data are generally operational data, not data from planned experiments. Thus, they are often missing important variables. When variables are not manipulated in a planned way, statisticians are often not able to disentangle their interrelationships. They are also not able to properly explore important interactions between the variables. Operational processes are carefully controlled, so the variables involved don’t vary by much, leading to the “range restriction effect” that hides underlying relationships. These and other shortcomings of “happenstance data” analysis are well-known to Black Belts and Quality Engineers.

Speaking of skilled professionals, the obvious preferred group for addressing Big Data issues is Statisticians. However, Statisticians are in notoriously short supply and have been for decades (if not always.) Six Sigma “belts,” quality engineers, and reliability engineers are trained in a significant subset of useful statistical techniques. This pool of skilled workers can be leveraged to greatly expand the reach of the few statisticians available in most organizations.

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Lean Six Sigma Requires a Flexible, Motivated Workforce

Monday, March 18th, 2013

Lean Six Sigma increases workforce flexibility and agility as it helps businesses improve their bottom line. In fact, according to the white paper, “The Lean Workforce: Applying Lean principles to improve workforce management,” a critical component of a successful program is having a “flexible, motivated workforce.” This requires you to understand what motivates your workforce and then to accurately measure those drivers.

In the Quality Digest article, “Creating a Six Sigma Workplace,” Tej Mariyappa writes about the CREATE principle for “driving a successful Six Sigma deployment.” The six factors he chooses – Commit, Reward, Evangelize, Aspire, Train, and Empower – clearly play a critical role in motivating employees.

Mariyappa’s recommendations include:

  • Commitment in terms of time, resources, and upper-management focused over a sustained period
  • A well-thought-out structure for rewards and incentives
  • Developing a concerted communication strategy and reinforcing key messages
  • Declaring to become the best in the industry
  • Developing strong training capabilities
  • Empowering employees to do what it takes to root out inefficiency and waste

The question then becomes how to measure these drivers accurately and efficiently to further employee motivation. The most time-honored method is by developing measurable objectives. 

The goal is where we want to be. The objectives are the steps needed to get there. – Unknown

Measurable objectives are the specific measures used to determine whether you’re successful in achieving your goal. In other words, the objectives are your instructions on what you want to be able to do.

The best measurable objectives contain action verbs and specific conditions, such as how many, as well as criteria for measuring success. A complementary tool that many people use is the SMART goal – specific, measurable, attainable, realistic, timely.

For instance, if your goal is to develop rewards and incentives, your objectives may include the definition, development, approval, and introduction of new reward and incentive programs. Naturally, your goals and objectives will contain more detail.

The whole idea is that to achieve Lean Six Sigma improvements it’s important to develop a flexible, motivated workforce. Without them there is no Lean Six Sigma program.

For further information on LLS, what it can bring to your business, and our training programs, contact us.

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Lean Six Sigma Can Help You Achieve ‘Aha’ Moments

Thursday, January 17th, 2013
Scott Yates

Scotty

An ‘aha’ moment is a moment of clarity, when all the pieces of a puzzle come together and seamlessly converge to form that perfect realization of what needs to happen next.

Terri Stentz, director of global sourcing for Cardinal Health, offers a great example in a recent post for Industry Week.

A customer was ordering items one at a time, multiple times per day, Stentz explains. An examination of this purchasing process revealed the customer usually ordered seven pieces per day; however, the items were being pulled from cartons that held 10 items. Why not just purchase an entire box at a time, rather than buy them individually? 

It was only a few years ago that Cardinal Health embraced Lean Six Sigma, the initiative that helped guide Stentz.

What began as an effort to reduce errors, waste, and lost revenue by driving “collaboration in the health care supply chain,” wound up pointing out that they needed to do more work to eliminate inefficiencies. Ultimately, Cardinal Health discovered what many Lean Six Sigma proponents realize: it’s about building relationships and trust with key supply chain partners and working with them to determine what the customer really needs.

Some might suggest that coming to this realization was an equally important ‘aha’ moment, given that there was a time when quality for most companies was focused more on policing the work, rather than addressing the customer’s needs.

Today, a quality professional’s role is about integrating processes seamlessly into all business operations that involve customers. To do this, many firms are using Lean Six Sigma to enable them to determine the best approach for satisfying the customer, leading them to many more ‘aha’ moments.

Let us help you experience the feeling that occurs when all the puzzle pieces fall into place. For more information on Lean Six Sigma, what it can bring to your business, the joy of the ‘aha’ moment, and our training programs, contact us.

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Don’t Neglect the Human Factor When Applying Lean Six Sigma

Thursday, January 10th, 2013

Ask those in the know and they’ll tell you that Lean Six Sigma increases revenue and reduces costs. However, they don’t always mention the positive impact it has on people.

While it’s important to train your team on the tools and techniques of LSS, it’s equally important to consider the human factor.

Resistance to Change

People doing things the way they’ve always done them. It’s an age-old problem. The if-it’s-not-broke-don’t-fix-it mentality often surfaces when organizations try something new. It’s no different with Lean Six Sigma. Therefore, the first stop when building a LSS culture is in addressing the resistance to change.

Jeffrey D. Ford and Laurie W. Ford suggest in their Ohio State University white paper, “Stop Blaming Resistance and Start Using It,” that engaging the resistance can be a powerful tool in the “successful accomplishment of change.”

They propose that resistance is:

  • A legitimate response
  • A sign of engagement
  • An opening for dialogue

Employees resist because they are engaged and committed. They want a “voice.”

Working with people in an organization to clarify their concerns is a strategy for improving the success of change initiatives. Change planning and implementation can be made smarter, faster, and cheaper by listening to the feedback embedded in “resistance.”

Tap into the Skills of Your Team

Employees are your best resource for understanding how to improve the efficiency and effectiveness of your business processes because they have first-hand knowledge of your business operations. Utilize their knowledge and skills, give them a voice in the change initiative, and make them accountable for the outcomes – now and in the future.

In the white paper, “Creating a Six Sigma Culture,” Tracy A. Thurkow, Ph.D., Partner and Chief Operating Officer, CLG, recommends taking these three actions:

  • Tell employees the behaviors you want then reinforce their actions when you see them doing it right.
  • Ensure there are more positive consequences for positive behavior than for wrong behavior.
  • Review and measure the positive behaviors.

Don’t just focus on the technical part of Lean Six Sigma. To increase your chances of increasing a successful implementation, build an environment that accepts change and encourages workers to become part of the change. Remember that encouragement, motivation, and reward drive the process.

For more ideas or information on LSS training programs, contact us.

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Can Innovation and Lean Six Sigma Coincide?

Thursday, December 27th, 2012

Companies often introduce Lean Six Sigma because it is an effective way to cut costs and improve profitability. A very powerful tool indeed.

However, what if your company goals include innovation? Can a process-focused methodology such as Lean Six Sigma promote creativity and drive innovation?

Yes, it can.

In the 2010 post, “Leadership and Lean Six Sigma Opens Door to Innovation,” Steve Crom writes:

Lean Six Sigma improves the quality of management, working processes and applies resources in a targeted way that can dramatically increase the productive and creative potential across a business population. 

As Crom suggests, Lean Six Sigma is an opportunity to solve business problems by developing new working processes. To do this, companies need to:

  • Encourage employees to consider new approaches
  • Find ways to improve new ideas rather than throw them away
  • Establish “stretch goals” that require functions to work together
  • Prioritize resources and develop talent to work in cross-functional teams

Jay Arthur, author of Lean Six Sigma Demystified, states it well in his post, “Is Lean Six Sigma Killing Innovation”:

Simplify, streamline and optimize existing business operations using Lean Six Sigma to boost productivity and profitability. As Lean Six Sigma clears away the clutter, look for ways to redesign or re-engineer the business. 

Lean Six Sigma isn’t an innovation killer. It’s another tool in the business toolkit. It’s about creating the right business environment; one that embraces innovation under a continuous improvement umbrella.

For more ideas and further information about Lean Six Sigma or to learn how our LSS training program can enhance the innovation in your organization, contact us.

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Using Lean Six Sigma to Improve Employee Engagement

Friday, December 14th, 2012

Partnership and team workPeople often see Lean Six Sigma as a method to ‘make a better workplace’ instead of realizing it is equally an important tool for improving employee engagement. Therefore, it’s important to understand that while selecting the right projects is important, ensuring employee engagement is critical to Lean Six Sigma success.

As a continuous improvement strategy, LSS methods, tools, and processes have the potential to improve employee productivity and performance by engaging them at all levels. In fact, according to the December 2011 post, “Incorporating ‘People Improvement’ in Lean Six Sigma Initiatives,” traditional process improvement methodologies have heretofore focused primarily on driving business performance and customer satisfaction. However:

What is needed to boost lean Six Sigma’s effectiveness is a measurement-based approach to managing and continually improving the contribution of another powerful driver of process performance: people. 

A 2010 study by the American Society for Quality (ASQ) and Metrus Group found that  the “organizations receiving the highest marks for successful implementation of quality initiatives and resulting business results are those that”:

Have support from top leadership

  • Develop a quality-focused culture
  • Effectively manage employee contribution to performance

The findings from this survey further confirmed that organizations that “focused on and managed employee performance contribution,” saw the biggest success.

During the past few years, there has been considerable research on the relationship between employee engagement and organizational performance. Engaged employees—those highly connected and committed to their organizations’ goals and values—dramatically outperform their peers on numerous measures, including their attention to quality and service.

What Lean Six Sigma has taught us is that the right initiatives develop and teach employees how to eliminate waste, build process consistency, and attain cost savings. The result is higher employee satisfaction and less absenteeism.

To find out how Lean Six Sigma can help your organization improve efficiencies and become more successful, and increase the engagement and satisfaction levels of your employees, contact us for more information.

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Successful Companies Understand the Strength of Using Lean Six Sigma throughout the Organization

Thursday, December 6th, 2012

When organizations today look for ways to get back in the game in this post-recession economy, many realize they lack the processes, discipline, and culture to embrace meaningful innovation continuously, according to the IBM executive brief, “Driving operational innovation using Lean Six Sigma.” 

Moreover, organizations that found the most success aimed beyond merely operational improvements and sought innovation throughout the enterprise. Their goal was to create a company culture in which innovation was instinctive. And Lean Six Sigma had a major impact beyond process improvement and cost reduction. In fact, this perspective was seen as “shortsighted.” 

The leading companies we studied are proving that the Lean Six Sigma approach has applications far beyond process improvement; they are using it to innovate in all areas of their businesses – their operations, their products and services and even their business models. 

Traditionally, Lean Six Sigma has offered operational assistance in areas such as:

  • Reduced lead time
  • Reduced material waste
  • Increased value-added processes
  • Reduced labor costs

However, Lean Six Sigma offers companies the opportunity to rethink their entire business and create a more innovative environment, according to the IBM executive brief. Specifically, the organizations highlighted in the brief found success through:

  • Strong leadership. When there was “a high degree of CEO commitment and a top-down corporate deployment approach,” teams saw the impact of their efforts and how they contributed to the whole
  • The ripple effect. Innovation in one area of the business led to a “transformation in another”
  • Factual discovery. Instead of relying on “guesses and assumptions” companies gained insight into areas that required improvements

Ultimately, the common characteristics shared by these successful companies included:

  • An innovation vision based on factual customer and market insights
  • Leadership committed to perpetual innovation
  • Alignment across the extended enterprise
  • Organizational capabilities that made innovation habitual

Clearly, Lean Six Sigma approaches can significantly affect innovation throughout business operations. It’s just a matter of whether or not your organization is ready to take the next step.

For further information on Lean Six Sigma and the training programs we have available, contact us today.

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Pyzdek to Present Work Shop in New York Area

Monday, April 23rd, 2012

Announcing the ASQ NY/NJ Metropolitan Section 2012 Ellis R. Ott Workshops: “Learn it Today, Use it Monday”

New York, NY April 16, 2012— Now in its sixth decade, the Ellis R. Ott Workshop in 2012 offers attendees the opportunity to obtain an immediate return on time invested using practical quality tools and methodologies in a personalized instructor-facilitated setting. The one-day conference will take place on Thursday June 21, 2012.

This year’s theme, “Learn it Today, Use it Monday,” consists of workshop-based programs focusing on immediate skills development. Each of the three tracks, ranging from business process models to simple six sigma solutions using Excel to “a quality system in two pages” consists of hands-on sessions whose tangible results can be immediately applied upon returning to the office.

This year’s workshops feature Thomas Pyzdek, renowned business advisor and founder of the Pyzdek Institute, Jay Arthur, six sigma thought leader and president of Know Ware International and Michael Mickelwright, lean quality systems advocate and columnist for Quality Digest.

To enhance the quality of the face to face instruction, class sizes will limited.

ABOUT THE ELLIS R. OTT CONFERENCE

The Ellis R. Ott Workshops were founded in the 1940s by Dr. Ellis R. Ott, a Rutgers professor and early proponent of statistical quality control methodologies in American industry. Originally started as the All Day Quality Conference on Quality Control and Statistics in Industry at Rutgers University, the NY/NJ Metropolitan Section of the American Society for Quality is proud to continue the tradition of fostering practical business skills in the ever evolving contemporary quality profession. The conference honors the legacy of Dr. Ott, who was a founding member of the NY/NJ Metropolitan Section and himself served as Section Chair in 1950.

ABOUT THE ASQ NEW YORK/ NEW JERSEY METROPOLITAN SECTION

The NY/NJ Metropolitan Section, founded in 1946 by leaders of the modern quality profession such as William Edwards Deming, Joseph Juran, Ellis R. Ott, Harold Dodge and Walter Shewhart, is the premier forum for quality professionals in Greater New York City area. Located in one of the most vibrant and diverse regions in the world, the Metropolitan section is a multi-disciplinary, cross-functional section, fostering a knowledge-based approach to growing the profession’s future while building upon the legacy of its foundational past.

 

For further information and registration, please go to the Metropolitan Section website.

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What is an Acceptable Error Rate in Contact Centers?

Monday, February 13th, 2012

There are two diametrically opposed answers to the question posed in the title. Here is the first one: a jaw-dropping number of calls completely riddled with errors is totally acceptable in call centers today. Preposterous, you say. Please keep reading.

First, the big picture.  In contact centers no one talks about Six Sigma or Five-9s, or Taguchi’s “on target with minimum variation.” Those ideas are constantly being discussed in manufacturing, but are laughable notions in call centers. No one talks about it.  No one aspires to it.  No one even thinks anything remotely close is even possible.  Further, no one does any benchmarking to see what “world class” companies do so that “stretch goals” can be established around even a “tolerable” level of agent errors.

OK, fine you say, so contact centers don’t set their sites very high.  What if we just went from center to center and determined the error rate and called the average across those centers “acceptable?” You wouldn’t even be able to do that.  In manufacturing, specs are sine qua non and performance against those specs is constantly measured. But for some reason, contact centers rarely even define, by call type, specs or Required Call Components…exactly what the agent is supposed to do in their systems and exactly what information needs to be provided to the customer, let alone measure performance against them.

Consider a quotidian price change for a service where we decide to check the agents’ accuracy in giving the new price. Hate to break it to you, but on the day after the price was changed, there is no way the agents will quote the right price 100% of the time. So then what would be the acceptable error rate? 75%? 80%? Would 45% be OK? What would be acceptable two months after the price change?

We know of one consumer electronics company that listened to 10 out of 10 of their outsourcer’s agents give the old price for a service. The outsourcer didn’t even know their agents were making so many mistakes. The client, of course, was none-to-happy, but the outsourcer didn’t get fired. De facto, the outsourcer’s performance was acceptable. (For more on the sloppy process changes in call centers, see Inside Jokes)

I know what you are thinking. A price change? Come on! What’s the big deal? If the agents get this wrong it is unfortunate, but not the end of the world. OK, then, what would be an acceptable error rate on debt collection calls which are regulated by the Fair Debt Collections Practices Act?

According to the FDCPA, debt collectors are required to disclose to the debtor 1) they are calling from a debt collections agency and 2) their mini-Miranda rights (“…anything you say can be used to help collect this debt.”) Failure to disclose could result in lost collections and stiff fines against the agency.  Here we might need to be a little better…how about 90%? Would 85% be OK?  What level of performance would make you jump for joy?  What level of performance would get you hoppin’ mad?  What range of performance would result in you changing nothing about your current approach?

We work with multiple collections agencies and their performance on just these two disclosures (prior to deploying our software of course!) is highly variable and all are less than 90%, despite the fact that it is a law!

Assuming you had already established specs or RCCs and you wanted to track error rates, what would you do?  If you record every call, you can use speech analytics software to “listen” to the calls and calculate an error rate. This is a workable solution but an expensive one that is not widely deployed and is thus an option for only a subset of centers.

For most centers, the only way to determine the error rate just for a point in time is to dedicate a group to listen to 50 calls with clearly defined Required Call Components and estimate the center-wide quality rate from the sample. To track this over time, you would have to repeat the process every day or every week. Fat chance. Processes are changing all the time in call centers.  If you tried to track either the error rates on process changes or on RCCs that weren’t changing, you would end up with a monitoring team larger than the size of your agent population.

 

Lowering the Error-Rate Once You Know It

Should you decide to wade into this murky water and try to determine the error rate for some call types, the number you come out with will likely not be too flattering. You may find yourself motivated to try to lower that error rate in which case you would have a couple options.

Call monitoring is the same as trying to “inspect in” quality in manufacturing, a practice manufacturing abandoned a long time ago (see What the Call Center Industry Can Learn from Manufacturing: Part II). Honestly, how is occasional  monitoring and occasional coaching supposed to improve error rates on the hundreds of call types some agents have to handle?  The only way monitoring can drive increased compliance is if you monitor almost every call, publicly track error rates, and dismiss agents below the 95th percentile of agent performance. This is a lot of work in and of itself, it would result in a lot of expensive turnover.  It would also create a tense work environment.

Instead of paying for a bunch of monitors to act like cops with radar guns trying to catch people doing it wrong, why not just make it easy for the agents to do it correctly?  Stealing a page from manufacturing’s playbook, centers can use error-proofing and the call center equivalent of Andon lights to make it impossible for agents to skip key steps, to track quality, and to correct any problems that do arise real time.  A range of agent-assisted automation solutions are the best practices here and with these approaches, 99.999% quality is achievable. (For more information see: Is it Time for Mass Customization of Call Centers?)  Error-free, call center quality is absolutely a reality.

Some days it seems as if there are an overwhelming number of problems in this world. But you know what? Polio isn’t one of them. It used to be a huge problem.  Then they invented a vaccine. Arguing and worrying about what level of contact center agent errors we should tolerate is a watt-less discussion because there is a way to deliver error-free performance every time.

Finally, in case it isn’t now obvious, the second answer to the question posed in the title? Zero.


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Free Webinar on Innovating With Lean Six Sigma

Thursday, January 12th, 2012

ArtworkCEOs report that their innovation efforts are hampered by unsupportive cultures, rigid organizational mindsets, and lack of processes and discipline. Lean Six Sigma addresses all of these issues. When done properly, Lean Six Sigma can be used to supercharge innovation. Find out more by attending this free webinar delivered by Thomas Pyzdek.

Click the link below to reserve your seat for this webinar.

Wednesday, January 18, 11:00AM EST. Click here to register.

Click here to view a recording of the webinar.

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