Toyota Kata Jeff Strabala 1 Toyota Kata PURPOSE

Toyota Kata Jeff Strabala 1

Toyota Kata PURPOSE: changing how we think and act to make continued, sustainable improvements WAY OF THINKING BEHAVIOR 2

Toyota Kata Definition: a “form” or a deliberate sequence of actions meant to be practiced regularly Kata What it means for LEAN: simple, structured routines that are deliberately practiced to develop thinking and skills which are used to accomplish improvement Sometimes add this symbol which means: Commitment of Continuous Coaching 3

Toyota Kata Way of Thinking : continuous learning and application to make improvements What we expect to happen LEARNING What actually happens Why: behavior now focuses on using learning to make continuous improvements Road blocks Where we Are now Where we want to be Uncertainty 4

Toyota Kata Two Types are needed at same time: 1. Coaching (Management) a) b) c) d) 2. Ensure KATA Process is followed Validate Challenge / Direction Facilitate Learning goals – use of Questions” Ensure support by Organization “ 5 before Improvement (Learner) a) b) c) d) Learn to Go-and-See, Process Assessment skills use Facts vs Assumptions Experiment to achieve targets after 5

Toyota Kata 1. Setting the Challenge for KATA 2. Grasp the Current Condition 3. Set the Next Target Condition Co ac h Le ar ne r Planning & Coaching Image Planning Activities Coaching 4. Experim ent Towards the Next Target Executing Coaching 6

Toyota Kata Basic Tools for Toyota Kata Learner = Storyboard Options Mobile board Paper document Coaching = 5 Q Card COACHING KATA 7

Toyota Kata Four Step Method: 1. Understand direction or challenge 2. Grasp the Current Condition 3. Establish Next Target Condition & Timing 4. Experiment to achieve Target 8

Toyota Kata: Four Step Method 1. Establishing direction or challenge Guidelines: a) b) c) d) e) f) Top Down (company / value stream level improvement) Concrete & Measurable Focus on Customer benefit Time Frame 6 months to 2 -3 years Difficult but achievable Write Challenge Statement as if “already there” Challenge Current Condition 9

Toyota Kata: Four Step Method 1. Establishing direction or challenge Exercise (5 min) = write down 2 Challenge Statements for your company using previous Guidelines #1: #2: Challenge Current Condition 10

Toyota Kata: Four Step Method 1. Establishing direction or challenge Evaluate your Challenge Statements (5 min) a) b) c) d) e) Is Challenge Important to the Company? Cannot achieve with current practices / methods Not impossible to do We can measure both progress and result Does it benefit Customers (internal and/or external) Challenge Current Condition 11

Toyota Kata: Four Step Method 2. Grasp the Current Condition Guidelines: a) Ensure there are metrics that measure performance • • Outcome / Results (ex: daily volume, # defects total) Process – measured every time (ex: Cycle Time, walking) b) What is the NEED (Takt time) c) Go-and-See to map out the Process (Diagram / Value Stream) Outcome Metrics Process Block Diagram Customer Needs 12

Toyota Kata: Four Step Method 2. Grasp the Current Condition Guidelines: d) Evaluate Equipment Capacity • • • Machine Operating Time Loading & Unloading Time Change Over Time e) Calculate Core Work Content • • • Working Time (Value Added) and Variation x operator Infrequent Work (change over, Walking & Waiting Time Equipment Capacity L/U C/O L/U Total 80” / 30” require only 2. 67 people Work Content TAKT 33” Process Goal 30” C/O C/T 22” 31” 27” 13

Toyota Kata: Four Step Method 2. Grasp the Current Condition Document Current Condition 14

Toyota Kata: Four Step Method 3. Establish Next Target Condition & Timing Guidelines: a) Set ”Achieve-by Date” • 1 Week to 1 month in future b) c) d) e) Identify Outcome Metric / Performance (score) Establish Process Metric (how you will achieve score) “No VERBS” – describe as if “already there” Target is NOT Actions ! “by March 15, (2 weeks) 20% less defects with -1 operator at same volume” Process Metrics Outcome Metrics 15

Toyota Kata: Four Step Method 3. Establish Next Target Condition & Timing Toyota KATA will generate multiple Target Conditions through repetition Steps to consider with Coach 1. 2. 3. 4. Review Your Challenge Agree on “Achieve-by Date” Define desired Outcomes Define the desired Operating Pattern (Process / “how to run the 5. operation”) Start ”Obstacles Parking Lot” (what may prevent you from achieving Target) 16

Toyota Kata: Four Step Method 3. Establish Next Target Condition & Timing 5. Start ”Obstacles Parking Lot”. (= what may prevent you from achieving Target) TIP: use the following sentence. . “We cannot currently move closer to target condition because…. . ” Obstacle Not an Obstacle “Variability in how work is done” “High moisture content in material” “# 3 machine has low availability” “Lack of Standard” “No Material Dryer” ”No Preventive Maintenance” These are countermeasures or solutions – not Obstacles 17

Toyota Kata: Four Step Method 4. Experiment to achieve Target This is about Learning – not always solutions Use P-D-C-A Cycle What we expect to happen EVALUATE Compare Data and Prediction. What was Learned? DATA Observe carefully, and Measure what happens LEARNING 4 1 3 2 What actually happens PREDICTION What we will do and what do we expect to happen TEST Try it, take the step, make a change 18

Toyota Kata: Four Step Method 4. Experiment to achieve Target Guidelines: a) b) c) d) e) f) Select ONE Obstacle at a time to Experiment upon Complete Prediction Section Coaching Session (5 Q Card) Test Your Experiment Record what happened Evaluate & Learn 19

Toyota Kata: Four Step Method 4. Experiment to achieve Target Sequence of Activity is Left to Right a b Experiment # 1 prediction 1. 2. c d e f Experiment # 1 Evidence Complete # of Experiments for ONE Obstacle until it is eliminated. Use new sheet for next Obstacle 20

Toyota Kata: Four Step Method 4. Experiment to achieve Target Check List for conducting an Experiment: q q Experiment on ONE Obstacle at a time What do you know vs need to learn now? Am I building upon earlier knowledge? How will you test your idea 1. Simple and Fast 2. Cost Effective q q q Make sure unexpected Result will not do harm Build ”bank” or “buffer if necessary Document EVERY experiment How / Who will measure Outcomes / Process Communicate with Operators Own it ! 21

Toyota Kata: Four Step Method 4. Experiment to achieve Target Check List for evaluating results of an Experiment: q Measure multiple cycles to validate performance q Charts for multiple metrics as needed q Evaluation has 2 phases 1. Compiling the Facts and data 2. Interpreting and Forming Conclusions based on Facts q Outcomes determine next steps 1. 2. 3. 4. Results = Predictions. Need to standardize Results ~ Predictions. What to do next Results Unclear. ID missing information & repeat Results DIFFERENT. What are Learning Points ? q Think on what you could have done to make experiment better 22

Toyota Kata: Four Step Method Summary Reflection (can be calendar, # Experiments, or after each Obstacle) 1. Setting the Challenge for KATA Planning Phase 2. Grasp the Current Condition 3. Set the Next Target Condition Summary Reflection Execute 4. Phase Experim ent Towards the Next Target at Target Condition or at Date ? 23

Toyota Kata: Four Step Method Summary Reflection 1. Target Condition met, reflect now 2. at “Achieve-by Date and not meeting Target 1. Both Learner and Coach think about a) b) c) what went well (“+”) and what needs to be improved (“-”) For EACH STEP of the KATA activity 2. Normally the Learners Board is then reset a) b) Clear off the Learners Board and retain earlier documentation 24

Toyota Kata: Four Step Method Self Test List the Four Steps of Toyota Kata 1. 2. 3. 4. Can more than one person be the “Learner” circle one Y/N Why? What is the Role of the KATA Coach ? 1. 2. 3. 4. 25