Robert Walters - Vice President - Yellow Belt - Six Sigma for Meetings
Issue 2 December 2017
In the last issue we discussed the first 4 wastes in D-O-W-N-T-I-M-E and this issue will focus on the last 4 wastes-T-I-M-E. Remember, this is just one aspect of the full Lean Six Sigma for Meeting Professionals (LSSMP) Green Belt course. We have added a few more locations so you can check the schedule here.
To recap – there are 8 deadly wastes that affect every aspect of your meetings and in the Lean Six Sigma world they are referred to as D-O-W-N-T-I-M-E. This acronym stands for:
D – DEFECTS
O – OVERPRODUCTION
W – WAITING
N – NOT-UTILIZING TALENT
T – TRANSPORTATION
I – INVENTORY EXCESS
M – MOTION WASTE
E – EXCESS PROCESSING
When you apply this to the meetings industry it is easy to identify wastes in every category. Basically, anything that does not increase value to your customer or stakeholder must be considered waste and every effort should be made to identify these and eliminate them.
If you missed the last issue you can read about the first 4 wastes – D-O-W-N – by clicking here.
T – Transportation
Flying to Denver from Chicago with a connection in LA! How often do we wind up spending more time travelling to our meetings for our convenience, frequent flyer programs, etc? Are you really saving money when you have several extra hours of unproductive travel time?
What about shipping more meeting supplies than necessary and then having to incur costs to ship them back to the office? Do you set deadlines to have supplies, equipment, etc. ready to ship so you maximize savings? Are there ways you could take advantage of lower cost ground shipping than last minute overnight – or worse, having to pay the baggage fees to take boxes with you on your flight!
Transportation can refer to any aspect of shipping, travel, shuttles and other ground transportation that are used for your meetings.
I – Inventory Excess
One of the biggest areas of waste is generating too many badges, workbooks, meeting agenda books and other materials that we think of as normal in the course of holding a meeting, These are all items that have a specific expiration date and any remaining inventory is 100% waste.
Many organizations continue to print these documents for their meetings for that oft heard reason – ‘that’s the way we’ve always done it’ or ‘it’s what the attendees expect’. Let’s take one aspect – printed meeting agenda materials – including handouts and course ware. Based on industry surveys, the vast majority of you have invested in a mobile APP so why not use that as your vehicle to deliver these materials. One of our clients actually saved money by replacing their meeting book with a mobile APP – it included the meeting schedule, maps, vendor profiles, course synopsis and materials, videos, etc.
By re-visiting these areas you can not only save on printing costs – but you have to ship the materials both ways, you need to have some room or area to store them , and someone to hand them out! Since your attendees are bringing their devices with them – you have no shipping costs and they take them home without having to stuff in suitcases and maybe pay extra fees – reducng waste in many areas!
M – Motion Waste
Isolated and siloed operations, lack of standards. What delays do you encounter in your meeting process? Have you ever missed a deadline in getting a contract reviewed by legal or signed by a stakeholder that is out of the office? Have you had long lines at registration because you didn’t look at trends of when your attendees typically check in and you are under-staffed?
Motion waste can be anything from the time it takes to get approval to re-submitting documents that are incorrect or incomplete to multiple stages of negotiating contracts that could have been done in fewer steps.
E – Excess Processing
Excessive reports – unnecessary levels of review and approval. Another great example is re-entering data, if your SMM systems don’t ‘talk’ to each other, for example your registration system and your mobile APP. You wind up re-keying the information and having to manually track updates, etc. this on its own has numerous additional wastes as you need to spend time double-checking and correcting errors. Do your current procedures require multiple approvals and distribution of documents that might be streamlined – reducing another waste – Motion – and saving several steps.
Do you generate a series of reports only to repeatedly answer questions the reports were intended to answer? Is that because no one reads them or is it maybe that the formatting and information in the reports isn’t what is needed?
Coming Next Issue
Job One – Getting management to embrace LSSMP
Getting your LSSMP Green Belt is both a financial and time commitment – so how do you present your case to management to get approval (and funding) to attend?
LSSMP White & Yellow Belt Webinar Series – January 2018
In November we launched a very successful series of webinars to not only introduce meeting professionals to the concepts of LSSMP but to provide the opportunity to earn certifications and CE credit hours. We will be continuing these webinars in January and we are waiving the on-line course fees (a savings of $148) for a limited time. If you want to register for one or more of these webinars, go to our WEBINARS page on our website and sign up!
Rob Wilson, founder of Six Sigma Meetings and a Lean Six Sigma Black Belt will present the core principles of Lean Six Sigma for meetings and lay the groundwork for the LSSMP Green Belt course.