Tag: quality

World-Class Operations Summarized

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The classic and current classroom texts on operations excellence tend to become too technical, specialized or applied.   Quality, process, lean, six sigma, supply chain management and other buzz words compete for supremacy.  Modern operations management can be distilled into eight simple insights.

The results of activities vary in ways that can be described and predicted by statistics and probability distributions.  Variability is inherent in human and natural activities.  Reducing variability is as important as improving efficiency or effectiveness.   Fail-safe solutions are especially valuable.  Confusing inherent variability with true exceptions/trends is common, but leads to wasted efforts.

Processes are everywhere.  Inputs are processed into outputs.  Improving the links in a process may be more important than optimizing component steps.  Processes cut across natural functions and require different management.  The broad outlines of product development, sales and operations are similar across diverse organizations, allowing rapid definition and optimization.

Most importantly, self-improving systems can be constructed by defining simple goals, measures  and feedback loops.  The cumulative effect of incremental plus breakthrough improvements from project teams and front line participants is enormous, often dwarfing the improvements from the far greater investments of organizations in day-to-day pursuit of urgent but unimportant tasks.  Self-improving systems clarify the different opportunities presented by re-engineering, kaizen and continuous process improvement efforts.

The quality paradigm, focused on perfection and eliminating waste, is a complement to the finance paradigm which focuses on short-term trade-offs and diminishing returns.  The true total direct plus indirect cost of quality together with the sales and margin benefits of higher quality usually justify greater investment in quality, even within a strict financial decision-making paradigm.  But the pursuit of extraordinary quality levels (six sigma) and the elimination of waste in all forms have revolutionized the way world-class operations teams approach their work and create new value.  The belief in the possibility of zero defects has led to a simple approach of repeatedly eliminating half of the remaining defects, improving all measures of customer value.

The notion that all value is derived from customers has ordered a complex world.  The balanced scorecard aligns resources to operations to customer perceptions to financial value in a logical fashion.  Processes can be directly evaluated to determine value added versus non-value added steps from a customer perspective.  The customer centric view has helped to align sales, operations and product functions.  It has led to a set of universal customer demands for quality, speed, flexibility, value, relationships and related costs.

The logical connection of sequences of variable events resulted in the overthrow of deeply held beliefs in planning, scheduling, optimal capacity, inventory buffers and production.  The pull approach promotes extra capacity, reaction, controlled production, zero inventory, single unit batches, flexibility and integrated suppliers.  It rejects many of the push worldview’s attempt to deterministically control a probabilistic set of process steps.  The implementation of lean manufacturing has demonstrated new ways to make processes more effective in a world of variable final demand.

People matter.  In the long-run, they are best positioned to operate self-improving systems for maximum total value.  Managers who can set clear goals and engage staff succeed.  They empower staff and hold them accountable for long-run progress while maintaining controlled systems.  They encourage the use of visual feedback systems, fail-safe steps and simple measures to gauge progress.  Managers provide resources, eliminate roadblocks and teach the principles of modern operations.

Finally, modern operations is only sustainable as part of an integrated planning, analysis and control system.  A stand alone quality system will fail.  When quality and operations goals, measures, plans, projects and reports are incorporated into the overall management system, they are self-sustaining.

There is synergy across the pillars of modern operations.  Understanding variability, defining processes, building self-improving systems, using ideal long-term goals of zero waste, pursuing customer value, using pull production designs, empowering people and operating a single management system are mutually reinforcing components of world-class operations.

Tools for Managing the Tail

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Managers and analysts who develop and improve products, systems and processes increasingly manage activities in the tail of near-perfect delivery expectations and stunning complexity.  In addition to understanding the finance and quality contexts of their functions, they can manage the tail by simplifying processes and problems, reducing goals and options, optimizing within constraints and monitoring non-critical activities.

Simplify Processes and Problems

  1. Modularize components to reduce the number of processes, flows and points of failure.  Reduce the points of contact between modules.
  2. Incorporate self-testing features to make component outputs fail-safe (poke yoke).
  3. Use a greater common denominator approach to combine options and provide just the higher value option.
  4. Separate A, B, C and D volume/variability items into focused factory, modular production, job shop and true custom flows.  Move D volume processes completely out of the system if required.
  5. Side-track complex evaluation steps to allow human expert consideration.
  6. Require incompatible orders or requests to be split and handled separately.
  7. Design processes to allow them to start again or reboot to eliminate truly random circumstances or operator error.

 

Reduce Goals and Options

  1. Set a short-term level of imperceptible defects or same level as the competition.  Use this to guide short-run choices.
  2. Reduce the number of customer goals from a dozen to six or two or one.  As demonstrated in Eli Goldratt’s book “The Goal”, this can simplify and motivate for long-run improvements.
  3. Use marketing research and Pareto analysis to determine the limits of perceptible differences and material goals.
  4. Incentivize customers to accept achievable goals and options by offering discounts, features, benefits and service.
  5. Leverage IT, technical, safety and regulatory limits to reduce options.

 

Optimize Within Constraints

  1. Set a project scope and resource budget.  Rank order initiatives and deliver within the time allowed.
  2. Simulate processes to determine the probability of occurrence and use this to eliminate low-frequency events from analysis.
  3. Apply best diagnosis practices for intermittent failures.  Set time limits.  Escalate to world-class experts. Set time and dollar limits.
  4. Limit the complexity of the system to a one-page flow-chart.

 

Monitor Non-Critical Activities

  1. Document future improvement options in a project parking lot.
  2. Develop reports and processes to monitor known risk and problem areas to identify root causes or increased frequency of occurrence.

 

There are many other approaches used by experienced product developers, project managers and analysts.  The insights of each functional area can often be used in other functions.

Creating Infinite Customer Value

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Process engineers create structures and use them to create infinite value. Most subscribe to the balanced scorecard view of commercial firms as four linked levels: 1) assets/resources used to create 2) operations excellence which 3) satisfies customers, allowing firms to 4) maximize financial returns. Many use some variation of Richard Schonberger’s six universal customer needs (QSFVIP) to structure strategies for satisfying customers. They have found that there is no practical limit to increasing the value delivered to customers.

In the world of quality, we have seen ISO 9000 type quality management systems become standard and Six Sigma quality levels approached. Informal quality assurance has been supplanted by a variety of formal measurement, feedback and improvement systems. Product defect levels have fallen from 5% to 2% to 1% to 0.1% to even smaller fractions. The improvements show no signs of stopping and customers appear to value each new level. The accident rate in commercial aviation provides a powerful case study. The basic quality feedback loop combined with statistical tools and employee engagement have made this possible.

 Speed, measured as product delivery cycle time, continues to improve. Manufacturing processes are designed in cells, using “unit of one” batches and just-in-time supplies to reduce production from weeks to days to hours. Supply chain coordination reduces production lead times from months to weeks to days. In distribution, lead times have dropped from weeks to days to latest cutoff hours for air, parcel, LTL and truck load service. Customers continue to ask for more, even beyond 2pm cutoffs for 10am next day delivery.

 Flexibility to accept orders of any size or kind at any time continues to improve. Customers no longer order ahead of peak seasons to assure supply. They order when then need goods. Customers share sales forecasts, but have no qualms about ordering 3-6-12 months of supply in a single shot and expect normal delivery. Firms have learned to add low-cost equipment and labor capacity, hold semi-finished goods and outsource peak needs to partners. This pressure has moved up the whole supply chain. Lean manufacturing techniques and integrated supply chain management have facilitated this change.

Value, as measured by unit cost, continues to improve. Labor and total factor productivity increase by 2-4% annually for decades at a time. Quality, supply chain, IT, communications, institutional, engineering and basic science advances drive these benefits.

Value, as measured by combinations of features and benefits that meet individual needs, grows each year. Micro marketing, partnerships and customer intimacy strategies ensure that goods and services better meet expressed customer needs. Data analysis, individual promotions and sales tracking allow firms to anticipate the needs of smaller and smaller groups of customers.

 Information or transaction costs continue to fall. EDI and simple electronic markets reduce transaction costs at every stage. Supplier websites, catalogs, pricing, ratings and portals reduce the costs of transactions. Formalized information sharing, vendor managed inventory and evaluated receipt settlements further reduce costs. Standard project and document collaboration systems reduce the cost of product development. Formalized risk management and emergency preparedness resources and plans reduce potential liabilities for all.

 Personal attention grows, in spite of the increased complexity of systems and use of high-technology. Firms know more about each other through partnerships, joint suppliers, product development projects and customized offerings. Firms which have adopted customer intimacy as their primary strategy have organized to become customer centric, employing customer relationship management systems (CRM) to shape their data. As routine transactions are automated, sales, customer and technical service staff focus their time on personal attention.

 Customers will be fully satisfied when there are no product defects and no risk of product defects, when goods and services are delivered at the second they perceive a need, when no purchase is delayed as being too large or unusual, when products are free or customers are paid to take them, when products are uniquely created for their needs, when transaction costs are zero and when they feel like they are the only customer in the world. Tremendous progress has been made towards those goals in the last 30-50 years, often beyond what was imaginable even 20 years ago. The rate of progress towards those ultimate goals has not yet slowed.

Talent Day

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As George Orwell demonstrated in his novels, words and word frameworks have tremendous power.  It’s time to replace Labor Day with Talent Day.

The term Labor Day reinforces several old misconceptions and needless conflicts.   Labor connotes physical labor, which became less important to the economy as energy and innovation moved the economic focus from agriculture to manufacturing to services to information.  Labor echoes the Marxian concept of class solidarity which has limited applicability in a dynamic world.  Labor is conceptually distinct from capital in the economic factors of production model, but the two are blended in many economic forms and their returns can be structured the same way.  Public sector (unionized) labor is contrasted with productive private sector capital in political ads, even though public sector employment is a shrinking share of the economy, supplanted by innovative contracting and outsourcing.  The old “labor” no longer exists.

Instead, firms rely upon a variety of human resource talents to succeed.  Physical labor or energy is the least important talent.  Hours worked or energy expended is a minor source of productivity and economic success.

Professional skills and knowledge have become more important and valued in all functions and industries.  Compare the skill levels of nurses, machinists, warehouse workers, purchasing agents, salesmen, engineers, maintenance technicians, auto mechanics, insurance adjusters, physical therapists, bankers or accountants today with those of 50 years ago.  Entry-level jobs today require professional, IT, process, quality and communications skills beyond those of master professionals in the post-war era.

The oddly named “soft skills” have also been upgraded in the last few decades.  In a world that is no longer static, mechanical and bureaucratic, all employees are required to have the skills required for a dynamic, organic and evolving workplace.  Individual character, responsibility and self-management is required.  Supervisors have been eliminated.  Research, development, innovation and improvement are expected of all employees.  Employees and contractors are expected to have teamwork skills, to understand processes that cut across functions and to manage constant change.

The human resources sector is also being asked to assume the risk management function once largely absorbed by capital.  With less labor intensive organizations, the role of financial capital is lowered.  With less employee loyalty, staff are asked to assume greater business risk of unemployment.  With greater outsourcing, contracting and narrow functional specialization in evolving technical fields, individuals are investing in skills with less assurance of ongoing usage.

On this Labor Day, let’s celebrate the value of talent in the new economy and the end of “labor” as a misused word and concept.

Functional Specialization Solutions

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There are many solutions strategies that can be used to maximize the potential net benefits of functional specialization and overcome the inherent limitations.

First, processes can be defined and optimized to effectively leverage functional talents.  The mechanical and modular paradigms can be refined to incorporate specialists.

Firms can adopt a portfolio strategy whereby the average success ratio largely offsets random failures.

Specialists and generalists can trade positions to increase their effective coordination skills and understanding.

Communications meetings, technologies, experiences and priorities can improve alignment.

Process management can be elevated to a meta-analysis level, with individuals responsible for the success of prospect to customer, concept to product and order to cash processes.

Countries, states and firms can develop long-term partnerships with their suppliers and customers and improve their prospecting, bidding and negotiation skills.

Individuals can improve their situational leadership skills, learning to balance task and people needs.

Firms can greatly improve their means-ends skills, improving staff delegation, board governance and supplier management skills.

In highly diverse and risky product development areas, firms can invest in specialized firms or in competing development teams.

Firms can invest in staff members who are highly skilled in translating strategy into projects and then into operations.

Finally, firms and individuals can increase their understanding of situations where there are two inherently conflicting objectives.  They can learn from the experience of statisticians, researchers and actuaries who routinely manage the alpha risk that a predicted relationship exists when it really doesn’t against the beta risk that a relationship is found to not exist when it really does.

Functional specialization is an incredible driver of incremental value.  Countries, states, firms and individuals will be rewarded for their attention to this factor.  Common tactics can be used to maximize the value of this strategy.

Ch Ch Ch Changes

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The Baby Boomers may have digested more workplace changes (1970-2010) than any prior generation, moving from an industrial to a post-industrial, services, or virtual world.  The post-Civil War generation saw the initial transition from an agricultural to an industrial society (1880-1920).  Their grandchildren saw the full flowering of the industrial world, with incredible advances in manufacturing, transportation and communications (1920-1960). 

Nearly every usual business practice or function in 1970 has been superseded or turned upside down in the last 4 decades.

The office world of 1970 looked much like 1920.  It was hierarchical, manual and rigid.  Secretaries assisted managers.  Typing, filing, shorthand and bookkeeping were essential skills.  Today, only a few senior execs or sales staff members have administrative or executive assistants.  Everyone else completes their own clerical functions as an integral part of work.  Paper ledger forms and 10-key adding machines have been replaced by Enterprise Resource Planning (ERP) systems in even the smallest firms.  QuickBooks offers capabilities that were unimaginable in 1970.

Mainframe computers automated high volume transaction and office tasks in large firms in 1970.  Computers have since expanded to touch every function, moving through minicomputer, PC, network and cloud phases.  Sophisticated applications exist today for every function and industry, including a dozen end-user tools such as spreadsheets, databases, word processing and collaboration/time/task management.

Communications has progressed from rotary phones, party lines and PBX systems to WiFi, VOIP systems, wireless phones and personal digital assistants.  Media has progressed from AM transistor radios through 8-track and VHS tapes to disks, digital downloads, massively multiplayer games and social media entities.

Companies today pursue core competencies, partnerships and virtual structures in contrast with the old vertically integrated ideal or financial portfolios of conglomerates.  Firms are financed through a broad range of instruments and investors throughout their lives rather than with simple stocks, bonds and preferred stocks.

Companies today compete globally and engage in partnerships with suppliers, customers and competitors.  They also compete with suppliers, customers and competitors, including small entrepreneurial start-ups.

Support functions are more important today.  The Personnel function has become Human Resources.  Marketing has assumed a strategically important role in product development and sales management.  Finance is a strategic partner in decisions.  Many functions are outsourced.

Product development is managed through a gates and phases process.

Operations functions have been totally transformed.  Quality has evolved from a technical necessity to an organizing principle.  Processes shape decisions.  Variability and waste are shunned.  The near-perfection of Six Sigma is pursued and achieved.  Firms benchmark and copy best practices.  Forecast based push systems have been replaced with JIT pull systems, reducing inventories to zero and lot sizes to units of one.  Mass production has been replaced by a network of focused factories, modular manufacturing and outsourcing.

Strategic planning has migrated from an infrequent fully integrated top-down approach to an iterative  process that massages top-down and bottom-up factors within a balanced scorecard composed of assets, operations, stakeholders and final goals. 

Suppliers are managed as long-term partners, instead of short-term contractors.  Staff members are treated as partners, even though company and staff initiated turnover is much higher.  Simplistic theory X and Y approaches (employees are good or bad) have evolved into situational leadership type approaches that match task/people dimensions to current needs. 

These generic changes have occurred seen in every industry and function, layered on top of the major technical and professional progress seen in each area. We are rapidly approaching a time when virtual organizations are a reality because they are more effective than forms suited to an industrial era.  Baby Boomers have experienced this whole cycle of change and are well situated to mange the final transitions.

Personal Strategies for Adding Value

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The Great Recession has expedited the transition to a virtual labor market, where each individual is an independent contractor constantly in the market, selling their services.  To succeed in this world, individuals need to define their product, sharpen their sales skills, actively manage their time and add greater incremental value.

The 12 million unemployed Americans are bombarded with advice on defining their personal brand.  Setting aside the gloss and polish offered by career counselors, the remaining content is the need to be easily defined in a 15 second elevator speech.  Simple and specialized products sell.  Complex and generic products die.  Specialized professional functions and industry experience are marketable.  Generalists need to become repositioned with specialist labels: as entrepreneurs, six sigma black belts, project management professionals, etc.  Certifications are highly valued.  The “signaling” theory of the labor market is winning, with HR, hiring managers and recruiters all relying upon external signals such as certifications, national/Big 4 consulting experience, top 25 university/MBA degrees and Fortune 500 experience.  Personal communications and sales skills command a premium within the universe of certified professionals.

At work or as a consultant, the most important driver of added value is the allocation of time.  Individuals divide their time among the functions of doing, managing, investing, planning and reporting.  Stephen Covey’s path breaking “Seven Habits of Highly Successful People” enlightened a whole generation on this topic.  There is a critical trade-off between doing and other functions, which senior staff and managers must exploit.  There is a trade-off between urgent and important tasks at the heart of personal time management.  There is value in “sharpening the saw” by investing in activities with long-run benefits. 

The marginal product theory of labor value applies at work.  Individuals who devote their time to the highest incremental value activities at work are rewarded.  Those who do their “fair share” of low value activities are left behind.  Managing people, suppliers, customers, assets, risks and processes offers opportunities to leverage value.  Individuals with the greatest scope of authority deliver the greatest value and are rewarded.  Investing in people, products, processes and assets provides another opportunity to add greater value.  Strategic, functional, project and individual planning offers opportunities to leverage time in a more abstract dimension.  Developing, operating and enhancing reporting and feedback systems allow key staff to identify enhanced improvement and risk management options. 

Individuals who have managed to define and sell their personal branded product and secured significant opportunities to deliver value must also know how to deliver incremental value.  There are seven generic strategies for adding maximum value.

Buy low and sell high.  All activities must be delivered by the lowest cost resource.  If there is any individual, machine or supplier that can deliver a service more cheaply, eventually they will.  Identify the lowest cost resource and employ it.  Delegate.  Divide jobs.  Outsource.  Automate.  Simplify.  As Andy Grove once said, “only the paranoid survive”.  Get this done before others.

Match skills and talents to assignments.  Functional skills, industry experience, soft skills, courage, flexibility, creativity and other talents vary greatly across available resources.  Identify the 3-5 key talents required and employ those with natural talents.  Employ personality profiles, test results and Gallup Strengths to find matches.  Create an internal labor market that encourages staff to know and apply their talents as often as possible.

Leverage the cumulative positive impact of process engineering.  Call it TQM, ISO 9000, six sigma or lean manufacturing.  Employ incremental continuous process improvement, tactical Kaizen blitzes, re-engineering projects, management systems and cultural changes to obtain the maximum value from the quality revolution.  World-class firms continue to improve and leave others behind.

Leverage the benefits of learning curves in all activities.  Individuals with one year of experience may be twice as productive as trainees.  Those with three years of experience may be another 50% more productive.  Reach mastery level in critical activities. 

Create synergy through cross-functional project teams.  There is a limit to the returns on the first four strategies.  Eventually, a senior financial analyst, research chemist or national accounts manager will find incremental improvements more difficult to achieve.  For some projects, processes and functions there is a need to combine the highest talents of complementary functions. 

Leverage the unique assets of the organization.  Firms have core competencies, intellectual property, cultural assets, brand assets, relationships, best practices and most productive assets.  Sales or product growth in adjacent space has a high success probability.

Leverage the organization’s goodwill with stakeholders.  Suppliers, customers, regulators, investors, staff and communities have a vested interest in the organization’s ongoing success.  Provide them with opportunities to reinvest in the organization’s future.

Most of us will add the greatest possible value by following the path of least resistance.  We will leverage relative market values, talents, process improvement techniques, learning curves, teamwork, core competencies and common interests.  A self-aware, proactive strategy will pay the greatest personal dividends, while delivering value to firms and society.

What Customers Really Want

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As organizations and organizational units adopt more customer-focused strategies, there is a need to better understand what customers really want.   Although firms can invest years and decades in marketing research on this question, they can also choose to obtain 90% of the value in a single day by facilitating an honest discussion with key leaders and customers.

 Those who have adopted the quality/process view believe that the first step is to confirm that customers mostly (only) care about the perceived value of final results.  They will pay for a value added process or feature, but don’t care about other activities.  Richard Schonberger proposed that all customer needs can fit into a small number of categories, which can be used to define and prioritize the findings.

Customers value final product or service quality.  More today than before; and more tomorrow than today.  Some customers value process quality, because it reduces their risk, serves their customers or is required by regulators.  What quality level is required to remain in business, to meet expectations or to differentiate a product?

Customers value delivery speed.  Product lead times have fallen from weeks to days to hours to minutes.  Service delivery is sometimes measured in seconds. 

Customers value flexibility.  They expect your firm to have the capacity to meet their orders within standard lead times.  They expect you to make exceptions.  As in the Pink Panther movies, they may agree to a standard lead time or capacity, but when they need an exception, they want you to ignore what they told you before.  Expectations regarding flexibility vary widely across industries and firms and can change rapidly.

Customers seek value.  They want lower prices or total cost of ownership.  They want features and benefits that are cost-effective, which meet their needs or which are market leading.  This is a very broad category, but firms must operate with some understanding of what is expected.

Customers value information.  They want business relations with clear information flows, minimal transaction costs and shared accountability for risks.  Ideally, you anticipate and fulfill their needs in a cost free way, without surprises and take care of surprises of all kinds: regulatory, supplier, customer, competitor, acts of god, etc.

Finally, customers value personal relationships.  This varies by culture, industry, firm and purchasing agent.  Business relations are rarely purely business relationships.  Personal connections, loyalties, favors, culture and understanding often matter.

Firms or business units should understand what their customers want.  They should identify minimal, expected and differentiated performance levels.  They should understand relative customer priorities.  This may require formal marketing research or trial policies or pricing exercises to determine real preferences.  This may require sales, marketing, engineering, production and finance to work together like never before.

A consensus one-page QSFVIP customer profile can help to shape decisions at the strategic and tactical levels.

Roar Out of the Great Recession

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It’s time to place some bets on the recovery.  Buy low and sell high.

 The labor market is softer than it has been since 1982.  It’s time to act.

 0. Reset the terms of employment with staff.  Reduce health care, pension and other benefits to a sustainable level.  Increase the share of incentive versus base compensation.  Hire some support staff to avoid burnout.  Offer a nominal pay increase now.  Provide extra time and flexibility to staff to balance.

  1. Hire qualified director/VP level staff to lead “on hold” initiatives.  They are available for lower base compensation and are highly motivated to earn incentives.
  2. Identify the most qualified scientific and technical staff in key R&D and product development areas.  They are unable to obtain venture capital support and would welcome a paycheck or contract.
  3. Complete your quality staffing, training and initiatives.  The market is loaded with very highly qualified individuals who have the business savvy to deliver value.

 Most suppliers are in weak positions, eager to begin to make progress.

 0. Propose long-term agreements with key supplier partners in return for a 5% per year reduction in unit costs.  Negotiate to a win-win position.  The best partners can reduce costs every year.  Focus on professional services firms.  Legal, accounting, insurance, HR and real estate firms face a new reality of lower revenues and profits.  They are ready to negotiate to maintain business.

  1. Take another look at outsourcing areas that are not strategic core competencies.  The third-party providers are more effective than ever and eager to do business.  All of the line and staff areas should be reviewed:  customer service, finance, accounting, HR, marketing, purchasing, logistics, distribution, manufacturing, and R&D.
  2. Engage contingency based cost saving consultants.  They are eager for business and can do their work with limited time from your staff.
  3. Look at domestic suppliers of key products and components.  The dollar is falling.  Transportation and environmental costs are rising.  Inventory and stock out opportunity costs are rising.  The remaining domestic manufacturers have outstanding capabilities.

 Make a few strategic investments.

 0. The real estate market is very weak.  Re-negotiate existing leases.  Look at sale and lease back deals.  Lease or secure options on properties for the future.  Hire or contract for unemployed real estate experts to reduce total costs of facilities and their associated risks and taxes.

  1. Take out those IT investment project lists.   Invest in the high ROI projects.  IT firms are ready to bargain, especially for larger, long-term deals.  Consider applications like Microsoft Sharepoint that knit together web, sales and communications.
  2. Pursue strategic acquisitions to acquire market share, products or talent.  Equity values have recovered.  Debt for solid larger firms is becoming available at low rates.  Smaller and highly leveraged firms are nearing the end of their liquidity options and need to sell.

 Pursue market share.

 0. Strategically evaluate the structure, number and incentives of your sales force.  You’ve maintained market share for the last 2 years.  Remove low performers.  Revise incentive schemes.  Invest in sales training for younger staff.  Make sure that your sales management team is the best possible.  Hire strong performers from the real estate, banking and insurance industries.

  1. Invest in export sales opportunities.  The markets are growing.  The dollar is falling.  The infrastructure is available to get started with a lower initial investment. 

 Great firms make progress at times like these.

Universal Measure of Quality

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 Table of Standard Quality Levels         
               
   Mean             
   Tasks       Errors       
   Between   Error   Quality   Per       
 Level   Errors   Rate   Rate      10,000  Color     
               
            4             16 6.3% 93.8%         625  Infrared     
            5             32 3.1% 96.9%         313  Red     
            6             64 1.6% 98.4%         156  Orange     
               
            7           128 0.8% 99.2%           78  Yellow     
            8           256 0.4% 99.6%           39  Green     
            9           512 0.2% 99.8%           20  Blue     
               
          10         1,024 0.10% 99.90%           10  Indigo     
          11         2,048 0.05% 99.95%             5  Violet     
          12         4,096 0.02% 99.98%             2  Ultraviolet     
               
 
             
 All quality assurance measures can use the standard scale, levels and colors 
 shown above. The levels reflect the exponential power of 2 required to achieve   
 a given mean time between errors. For example, quality level 4 reflects 1 error 
 every 16 tasks, as 16 is equal to 2 x 2 x 2 x 2, or 2 raised to the 4th power in   
 exponential notation.             
               
 Once a process measure has been defined and the process observed to be   
 “under control”, without wide swings in daily error rates or significant one time 
 events, then the average error rate can be determined.  This will set the current 
 quality level.  For example, if the observed error rate is 2.3%, then the quality   
 level is 5, as level 6 at 1.6% has not yet been attained.       
               
 Moving from one quality level to the next higher quality level requires the   
 process owner to cut the number of errors in half.  This applies to each upward 
 step.  In practice, process owners can typically move up one step every 2-4   
 months using standard root cause analysis tools.         
               
 Once the measure for a process has been defined and approved by   
 management, then the process owner reports on the monthly measured error   
 rate. A master table should be maintained showing the current quality level for 
 each defined process, and the first date at which each level was achieved.   
               
 While the ultimate goal of any process is zero defects or errors, this   
 pragmatic, incremental approach has been shown to be most effective in   
 helping front-line staff members to own and improve their processes through   
 time.               
               
 Most unmeasured processes operate at quality level 4, with a 5-7% error rate.  
 Once a process is measured, the error rate usually drops to 3-4% very quickly, 
 at quality level 5.  Once a staff member is assigned responsibility, the move to 
 quality level 6 and a 2% error rate soon follows.  These first improvements can 
 usually be done by using common sense and a little more attention. Process   
 steps are usually documented and performed consistently at this level.   
               
 Moving to level 7 and an error rate below 1% is typically much more   
 challenging.  Staff members usually need to record the details of each error   
 and analyze the errors in a time period such as a week or a month in order to   
 identify the largest cluster of problems.  At this stage, the bottleneck   
 identification and elimination techniques described in “The Goal” are very   
 useful.  Identifying the type of error, the person, the product, the time of day,   
 the machine or other sources of variability commonly leads to rapid   
 identification of the greatest problem area.  Eliminating the bottleneck can   
 often be done through manual process changes, retraining, device calibration, 
 more frequent measurements, and changes in user settings.  While computer 
 system changes may be identified at this stage, it is best to attempt to use   
 manual changes first, until these have been exhausted.     
               
 Reaching the Yellow level of stage 7 merits some celebration.  Reducing errors 
 to below one in one hundred is an important milestone.  At this point, the   
 number of errors has been cut in half 3 times for an overall reduction of 85%.    
 Fully 5 out of every 6 errors that originally occurred have been eliminated for   
 good.  Some simple processes can move straight to level 7 within a few weeks 
 or months.  It is important for staff members not to became disappointed when 
 they do more of the same good actions, but “hit the wall”, and are unable to   
 move forward as quickly, if at all, at some point.  This is normal, but there are   
 always ways to go over, around or through the wall.       
               
 The progression to Green level 8 and Blue level 9 typically requires the   
 application of more advanced quality techniques and/or the revision of   
 computer systems.  For many processes, the Kaizen approach to rapid   
 process revision can work here.  The introduction of poke yoke or failsafe   
 devices, steps, and specialized tools is appropriate here.  Moving repetitive   
 tasks to the computer is common at this time.  Staff members should have   
 been trained in quality concepts, including the basic ISO tenets of say what   
 you do, do what you say, and be able to tell the difference.  Staff members   
 should be performing all of their own measurements.  Reliance on final   
 inspection should be diminishing, as staff work quality control steps into their   
 core process.             
               
 Until a process has reached Green level 8, it is typically unwise to attempt to   
 change the underlying customer service level that is desired.  Attempting to   
 reduce a service cycle time from 14 days to 10 days when a process is not at 
 least at level 8, is likely to lead to a reversion back 2 or 3 quality levels,   
 thereby offsetting the benefit of greater speed with lower reliability.     
               
 For most processes and customers, Blue level 9, with one error for every 512   
 transactions, is at or below the threshold of materiality.  Staff members should 
 be encouraged to apply their skills to move to the next level, but be warned   
 that further improvements often require additional invest- ments in equipment,   
 computer systems or a total process re-engineering effort, including adjacent   
 processes, suppliers and customers.  Staff members should focus their   
 attention on any processes which remain at levels 4-7, before they pursue level 
 10, where errors occur once in every 1,024 transactions.  This level is usually   
 reached by front line staff with 3 or more years of quality management   
 experience or those with access to quality specialists.