Continuous Improvement Process Training & Facilitation

Why Continuous Improvement (CI)?
If facilitated in the correct manner, CI should result in increased efficiency, enhanced communication, improved teamwork, and a better bottom line. In addition, successful action plans as a result of CI should assist leaders of organizations in achieving strategic initiatives and develop operational processes. Continuous improvement should become part of the ongoing culture of an organization and its success starts at the top level. CI is an ongoing cycle of positive change and employee involvement. CI is the subsequent phase of all TeamWorks training programs.

Training Progression Outline:

Phase I – Setting the Stage

• Desired outcomes and return on investment criteria are established with the training coordinator
• All CI initiatives will be aligned with the organization’s Vision – Mission – Core Values, Philosophy, and Strategic Planning.
• CI teams can be departmental or cross-functional teams that include representatives from more than 1 department or unit
• CI teams are a decision making forum of 15 people or less and should include at least 1 Supervisor, Manager, or Team Leader.
• Leadership CI teams are comprised of leaders who represent various operations within an organization
• All CI training will require leadership support and continuity in order to be successful.

Phase II – Progression of Training & Facilitation

CI Training & Education:

• CI team training will include:
• Effective team interaction
• Constructive communication
• Decision making processes
• Creating an environment that is safe for open and honest communication
• Advantages & inhibiting factors with respect to the CI progression

Phase III - A TeamWorks Facilitator will facilitate the following:

• Establishing CI meeting Ground Rules
• Assist team members in defining and illustrating the importance of continuous improvement in their organization
• Team members will be encouraged to address strategic initiatives that relate to:
• Operational efficiency
• Improving collaboration & communication
• Promoting teamwork
• Creating an enjoyable work environment
• Team members will share their perceptions of recommended operational improvements through conventional and unconventional brainstorming
• Team perceptions are listed and through true consensus, a priority is selected from the brainstormed list as the first CI action initiative. This cycle continues.
• The key components for CI are successful outcomes. In order to ensure success, all action initiatives must follow the SMART system:

Specific – All action initiatives must be specific with respect to purpose and desired outcomes
Measurable – Measurement criteria is determined for goals and objectives
Action Driven – All action initiatives need to be driven to action between scheduled CI meetings
Realistic – All action initiatives need to be realistic, reliable, and sustainable      
Time Specific – All action initiatives need to be assigned a leader (not managers, supervisors, and team leaders) to oversee action plans, coordinate and encourage others to get involved in the action plan (teamwork), and commit to a reasonable but challenging time frame (specific date) to complete or “check in” on the action plan.

Note: The key to the SMART system is the commitment of the Facilitator, organizational Leaders, and the CI participants to support and celebrate successes.

Important Considerations:

• The Facilitator’s role is to engage and to be aware of the interactive styles of the CI participants
• The Facilitator needs to facilitate meetings in a manner that does not frustrate the dynamic of the group
• The TeamWorks facilitator will provide an Agenda, Minutes, & Action Plan form that will be used at all meetings
• A rotation of CI team members will be responsible to fill out this form and distribute to all participants
• The Facilitator will make sure that the CI team’s meeting ground rules are followed

Note: Continuity of Continuous Improvement is the key to success. Meetings should take place weekly or bi-weekly and meeting duration should not exceed 1 to 1.5 hours.