Kaizen Continuous Improvement Definitions and Characteristics
What is Kaizen continuous improvement?
In addition to being one of the main tools of lean manufacturing, the Kaizen continuous improvement method is an ancient philosophy based on a very powerful assertion. And what does this mean? It means that if we want to generate sustainable changes over time, we must focus on achieving radical changes in the short term.
Even better, let’s think about making small improvements every day, and these will lead us to the great goal we seek. Kaizen continuous improvement is governed by the principle that a series of small events of continuous improvement is better and more effective than a single large change. It seems simple and obvious, but it hides a very powerful advantage. This drives us to overcome our natural response to fear and, thus, put an end to our impulses to procrastinate, something that happens a lot when it comes to eliminating activities that do not add value.
Feeling overwhelmed by the need to make big changes is not a big problem if we can take small actions. These, carried out continuously over time, become habits and generate permanent results. Continuous Improvement is not a slogan; it is a philosophy, a way of life. It implies never settling, always seeking to surpass oneself.
While Kaizen continuous improvement is a philosophy, there are tools that help us structure our way of working. In this way, we can guide activities towards these management practices. Above all, the most powerful one is the PDCA (Plan, Do, Check, Act).
What is PDCA and why is it a planned way of Kaizen continuous improvement?
The PDCA Cycle, also known as the Deming Cycle, is the most widely used tool for implementing Continuous Improvement systems in organizations and production systems. Its power lies in the continuous self-assessment over time. This allows us to understand the strengths that need to be maintained and highlights the areas that need improvement. To clarify, the acronym PDCA stands for the English words “Plan,” “Do,” “Check,” “Act,” which in Spanish mean “Planificar,” “Ejecutar,” “Verificar,” and “Actuar.” In other words, PDCA consists of four cyclical stages. The concept is based on the idea that once the final stage is completed, we must return to the first and repeat the cycle. Therefore, activities are periodically re-evaluated to incorporate new improvements.
What are the stages of continuous improvement?
As mentioned earlier, the cycle consists of four stages. Thus, in a structured way, they will guide us in the most efficient method for implementing Continuous Improvement. Furthermore, it can be applied to any type of organization. These stages are described below.
Plan
It involves understanding the problem/opportunity, breaking it down, and defining the objectives. Additionally, its corresponding method must be defined for implementation. Also, in this stage, it is important to include a root cause analysis. Ultimately, this ensures that the objectives are well-focused. Certainly, it is very necessary to have a multidisciplinary team here. Especially to be able to analyze it comprehensively. This way, we can minimize the natural bias when we think in advance that we know the root of a problem.
Do
It implies effectively carrying out the defined plan, and it is also very important that the execution is organized. The most relevant aspect here is to follow the planning by defining responsible parties and deadlines.
Check
It means checking if the results match what was expected according to the plan. If the problem has not been solved, the process should be re-planned. This stage is often overlooked when there is an “impression” that the problem has been solved. However, it is vital to ensure that the results have been achieved. Otherwise, we may realize too late.
Act and get involved in the change
Once we ensure that the expected results have been correctly achieved, we must formally document the improvement. Where possible, multiply it across other areas where it can be implemented. Like the previous stage, this part of the process is often forgotten and is of the utmost importance. This is because it will ensure that the wheel never stops turning. There is always room for improvement, and to ensure success, it is essential never to stop doing so.
How to Apply the Kaizen Method?
Kaizen, which means “good change” in Japanese, is based on the idea that continuous improvements and small constant changes are more effective and sustainable than major revolutions. To apply the Kaizen method, we must follow some key principles:
Participation of Everyone: All members of the organization, from entry-level employees to top management, must be involved in the continuous improvement process. Each employee’s experience and perspective are valuable for identifying improvement opportunities.
Process Focus: Kaizen focuses on improving processes rather than pointing fingers. It aims to identify inefficiencies, bottlenecks, and areas for improvement in existing processes.
What are the Two Pillars of Kaizen?
Kaizen is built on two fundamental pillars:
Continuous Kaizen: This involves the constant implementation of small improvements in processes. Employees are encouraged to identify and solve problems as they arise, leading to gradual and continuous improvement.
Kakushin (Radical Improvement): While continuous improvement is essential, sometimes more significant changes are necessary. Radical improvement occurs when innovative solutions are applied, and processes are completely redesigned to achieve substantial improvements.
How to Conduct a Kaizen Project?
To carry out a Kaizen project, it is important to follow a structured process:
Project Selection: Identify an area or process that needs improvement. This could be based on performance indicators, employee feedback, or customer input.
Form a Kaizen Team: Assemble an interdisciplinary team that includes members with knowledge of the process and diverse inputs.
Process Analysis: Examine the current process to identify areas for improvement and bottlenecks.
Generate Improvement Ideas: Encourage the team to propose solutions and improvements. Use techniques such as cause-and-effect analysis, brainstorming, and process flow diagrams.
Implementation and Monitoring: Implement the proposed improvements and continuously monitor their effectiveness.
What are the Tools for Continuous Improvement?
There are numerous tools and techniques that support the continuous improvement process, including:
Ishikawa Diagram: Also known as a fishbone diagram or cause-and-effect diagram, it helps identify the possible causes of a problem and its effects.
5S: Refers to five key principles: Sort, Set in Order, Shine, Standardize, and Sustain. It helps organize the workplace and eliminate waste.
Kanban: A visual management system that helps control and improve workflow.
Poka-Yoke: Means “error-proofing” and refers to designing systems or processes in a way that makes errors difficult to commit.
Examples of Kaizen
As an example, here are some situations where the Kaizen method has proven effective:
Reduction of Production Cycle Time: By identifying and eliminating inefficiencies in the manufacturing process of an Assembly line, a company was able to reduce its production cycle time by 20%.
Improvement of Customer Service: By involving customer service employees in the continuous improvement process, a company significantly reduced response time to customer inquiries.
Inventory Optimization: Using Kaizen techniques, an organization was able to reduce inventory levels without affecting product availability, resulting in significant cost savings.
In summary, the Kaizen method is a powerful tool for achieving continuous improvement in organizations. By focusing on participation from everyone, gradual improvement, and process-oriented approach, companies can achieve higher efficiency and quality in their operations management. With the right tools and a structured approach, Kaizen becomes a philosophy that drives constant innovation and sustainable growth.
