DOWNTIME

What are the 8 wastes of Business and HR?

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What does Waste mean, what is DOWNTIME and how does it affect the world of HR?

Toyota created a lean framework with the following 8 lean manufacturing wastes, the acronym for these eight wastes is DOWNTIME. The wastes below are present in all of business processes and if you can address them and strip them out, you will save your teams a lot of time, effort and cost.

Defects

Overproduction

Waiting

Not utilised talent

Transportation

Inventory excess

Motion waste

Excess processing

 

Lets looks at DOWNTIME in a little more detail

Defects
Forms completed incorrectly and then had to be re-completed and resubmitted.

Writing an advert or job description for a hiring manager, only to find out that the location is wrong.

Overproduction

Finding 6 candidates for 4 roles, as per the workforce plan, which is incorrect and those roles no longer exist in the new structure

Poorly applied automation in the Recruitment and HR process

Waiting

Waiting for a colleague in finance to send you the requisition approval before you can begin your job

Unbalanced workloads in a process will lead to bottlenecks

Not utilised talent

Not speaking to the HRBP who used to work in Recruitment, Finance and HR to ask how we can streamline things… they know better than anyone.

Assigning staff members to the wrong tasks

Transportation

Sending internal mail by post and then waiting 24-48 hours for it to arrive…. why are we posting things in 2017? Scan it!!!

Posting contracts out to new employees to sign and return by post.

Inventory

Thousands of HR and new starter packs and documents in a cupboard never to be used

Poor monitoring systems to assess inventory

Unreliable recruitment suppliers

Motion

Driving to the other side of the country for a meeting, to discover you could have dialled in

Walking up to level 4 to speak to someone, because you can never reach them on the phone.

Excess processing

Hiring Manager’s hands being held way too much through a process, because they are too busy, untrained or are being lazy.

Double handling of the same task, eg someone checking someone else’s work, why cant it be done right first time?

Re-entering data

If you would like help discovering and stripping out your DOWNTIME & waste.

Get in touch – Info@improveandconsult.co.uk or here

Lean Workshop

Map it, remove waste and Improve your HR process

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Every company I have ever worked for had waste in its HR and shared service processes. What do I mean by Waste?

  • Forms completed incorrectly and then had to be re-completed and resubmitted
  • Hiring Manager’s hands being held way too much through a process, because they are too busy, untrained or are being lazy.
  • Waiting for a colleague in finance to send you the requisition approval before you can begin your job
  • Not speaking to the HRBP who used to work in Recruitment, Finance and HR to ask how we can streamline things
  • Sending internal mail by post…. why are we posting things in 2017? Scan it!!!
  • Driving to the other side of the country for a meeting, to discover you could have dialled in
  • Double handling of the same task, eg someone checking someone else’s work, why cant it be done right first time?

We have worked in the HR industry since 2005, we understand that you are stretched and under pressure and don’t have time to have lunch let alone improve the status quo. Let us come in and help run an audit or improve your processes with Lean Workshops.

Lean Workshop

What can we do for you for £750? 

  • Come to your offices and run a workshop to map your current processes
  • Work with your stakeholders to discover where the waste is in your way of working
  • Offer solutions as to how to strip out this waste
  • Develop a new more efficient LEAN process

Get in contact to discuss – Info@improveandconsult.co.uk or here

What are the 8 wastes of business and HR?

HR Recipe

Lean HR Recipe – What Ingredients do you need?

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So you are looking to make your HR processes lean, what are the main ingredients of this recipe?

Ingredients:

1 Manager/Process owner

1 Engaged Team (all main stakeholder groups represented)

1 roll of Brown Paper

2-3 packs of coloured Sticky Notes

2 packs of coloured sticky dots

1-2 Files of sample Data

1 pack of blue tack

2-3 pens

1 Flip Chart with paper

Cooking Time: 2-3 hours

Lean Workshop

Recipe Prep:

Analyse data to understand where there may be issues, bottlenecks and waste.

Take Roll of Brown paper and stick to the wall with blue tack

Draw swim lanes on the brown paper to indicate the different position/stakeholder groups involved in the process (eg Recruiters, HRBP, Finance, HRadmin etc)

Preheat the engagement of the team and stakeholders to 180c, by explaining the structure of the workshop and benefits.

Many of these people live this process day in day out, and may get a little hot under the collar, you may need to be fan assisted.

Method:

Ask the group what is the first step of the process, and who does this action?

Write on a sticky note and place on relevant swim lane. Ask what is the next step, and note down again. Complete this for all steps until you have a nice and congested process map.

Ask workshop members to take 6 red sticky dots and season generously the map, where they feel the waste and issues in the process are, with 3 red dots on the action/task with the most waste, 2 red dots on the next issue, and finally 1 red dot on the action that is the third biggest issue.

Lean WorkshopAt the end, you will have a map littered with red dots. If further seasoning is required to ascertain the issue, repeat the exercise. Once the red dots have been distributed, spend some time talking through the results and discuss why the group thinks these are issues.

Looking at the map, ask the group which tasks can be improved or removed. You’ll be surprised how many tasks are wasted time, effort or cost. At the end of the workshop you will have identified the areas that you will want to improve or remove and create a new lean process.

Lean WorkshopNext you will need to spend some time discussing the improvements and how to implement them. Then you will need to measure the new process, to see the new positive results and compare it against the original data that you captured.

If you liked this Recipe, please share.

For other definitions on waste see DOWNTIME.