Managing an Idea System - PDF Document

Presentation Transcript

  1. Managing an Idea System Center for Innovation & Transformational Change (CITC) 1

  2. Agenda • Idea System Introduction – Purpose – Components • Implementing an Idea System • How to effectively facilitate an Idea Board Huddle • Questions

  3. Objectives • Ability to describe the Idea System • Strategies to implement • Awareness of how to facilitate effective huddles

  4. Questions for Thought • What happens today when you see a problem? • How can idea systems help? 4

  5. Our Patients Our People When do people feel respected? Our Our Future Discoveries When they’re empowered to implement their suggestions for improvement Respect for People Continuous Improvement PDSA Learning Cycles 5

  6. What is an Idea System? A process and environment for empowering people, allowing for continuous improvement and aligning with True North + + + Idea Board + Idea Cards + Team Huddles + Celebration Seeing and surfacing problems is a good thing! 6

  7. Principles of the Employee Ideas System • Improvement is a part of everyone’s job • Continuous learning to see new opportunities for improvement • Focuses on achieving organizational goals • A team process for sharing ideas • Shared accountability built through performance expectations and following standard work • A process for celebration, recognition of staff innovation, and focused team work

  8. What would you like to focus on? • Set a clear Aim and Goal(s) for the Ideas. For example: – General ideas of all types? Or ideas to address a specific problem? – “What gets in your way” – Eight Wastes – Specific departmental goals – Strategic Priorities (True North Metrics) • Establish General Guidelines around the purpose, problem, or ideas – Low to no cost – Focused in your area – Can be Implemented in 30 days – Involves you in the solution

  9. Choose the location • Idea Board location – Common area where all staff have access • Idea Huddle – Schedule them regularly • Once a week (or more) • Consider noise • Can be 5-30mins long

  10. Sample Idea Card Idea Name(s): Date: What is the problem/waste? Why is it happening? Idea: Date Implemented:

  11. Sample Huddle Agenda 5-30 minutes 1. Greeting /Welcome - Ask team: Anything new, updates or things to recognize this week? 2. Choose facilitator/Timekeeper /Assign a Scribe –Rotate weekly 3. Go to “Ideas in Progress”/Discuss action items due this week - Status update, move idea card to next step (if applicable), use teamwork, help each other. 4. Discuss “New Ideas” (when space is available in task list) –Why is it happening? Record task on board in “ideas in Progress”, assign owners and due dates… 5. End meeting when out of time or all ideas in progress discussed. Don’t forget to record implemented Ideas. 6. Remind everyone to vote on the “New Ideas” during week (before next huddle) 7. Debrief - How did the huddle go today? What went well? 8. Celebrate Progress! Congratulate and recognize team & individual progress!.

  12. Huddle Lead Meet @ board 5 min prior to huddle to review ideas on board with Huddle Buddy Huddle Buddy Meet @ board 5 min prior to huddle to review ideas on board with Huddle Lead Role during huddle: • Review the task list for updates. • Read & sort (pick chart or by votes) new ideas posted. • Begin work on a new idea (assign a task, ask questions to the team), if capacity available. • Celebrate progress! Role during huddle: • Scribe task list. • Keep track of time. • Help Lead maintain group’s focus. • Be able to step into Lead role if needed. • Give Lead feedback after the huddle.

  13. Example Idea Idea Name(s): Nick Date: March 21 What is the problem? Copy machine constantly jams and needs to be restarted and repaired Why is it happening? Copier is being overworked Idea: New copy machine Date Implemented:

  14. Questions during the Huddle 15

  15. Lean discussions in the Huddle • Ask: “What value does the idea add?” – Add value. . . to the employees experience, to quality & safety, to employee engagement, to financial sustainability • Ask: “What waste does the idea eliminate?” – Aim to eliminate waste from work processes • Is the problem clearly stated? Do we have a good understanding of the problem and why it is occurring? Does the idea address the root cause?

  16. Mock Huddle – 10mins • Use example idea board & idea cards • Discuss the example ideas, use the idea board, and the structure of the idea card

  17. Prioritizing New Ideas: Voting • Sticky notes (3 per team member) to put on the board before the meeting – Can put all 3 votes on one idea, or spread among ideas • If talking about New Ideas during the huddle, start with the idea with the most votes • If no votes, then no need to discuss at that time

  18. Prioritizing New Ideas: Pick Chart Ideas that will be further investigated because they have a high potential impact but with numerous barriers to success Ideas that will be acted upon because they have a high potential impact with few barriers to success HIGH Implement Consider Impact Possible Not at this time Ideas that will not be acted upon because they have little impact and many barriers Ideas that might be acted upon because they have few barriers to success, but limited impact LOW LOW HIGH

  19. Don’t forget to Celebrate! • Acknowledge and share success: – End Huddles on a high note. – Thanks!!! – Patient/Employee Comments – Accomplishments – Contributions to waste reductions and value-adding activities

  20. Example Guidelines for Idea Huddles • Huddles are held regardless of who is/isn’t present • Suspend judgment of ideas – ask questions instead • One conversation at a time • Keep the meeting 30mins or less (assign a time keeper) • If too many ideas to discuss prioritize 2-3 to discuss at the start of the meeting • Review the board prior to the start of each meeting

  21. Example Guidelines for Idea Cards • Low to no cost • Focused in your area • Can be Implemented in 30 days • Involves you in the solution • Does not contain Protected Health Information (PHI) or Personal Information (PI)

  22. No idea is too small! • An idea can be as small as changing the types of pens you write with because the ink bleeds less… • Or having all the computers automatically turn on at 6:30am so they are ready when staff arrive… • Using the font Century Gothic when printing because it uses 80% less ink

  23. Characteristics of Great Idea Systems • They are managed locally (i.e., by the department) • Ideas are visible to all • Group ideas are encouraged • There is a mechanism for prioritizing • The implementation/execution of ideas is tracked • Linked to specific goals (e.g., True North) • Ideas are reviewed in daily/weekly huddles • Employees are empowered to implement ideas • Praise is provided for ideas implemented

  24. Idea Systems can vary & should be tailored to your dept. 25

  25. Example Celebration Boards 26

  26. Q & A Thank you Ernest Byers, M.A. Sr. Process Improvement Specialist Center for Innovation & Transformational Change (CITC) UMass Memorial Health Care email - ernest.byers@umassmemorial.org Office Phone - 774-441-6756 Cell Phone - 508-353-0410 Varang Parikh, MBA Sr. Process Improvement Specialist Center for Innovation and Transformational Change (CITC) UMass Memorial Health Care Email: varang.parikh@umassmemorial.org Office: 508-856-2134 Cell: 508-769-0585