Lean Event Preparation Checklist
Planning (8 – 6 weeks prior to event)
- Sponsor meeting (refer to sponsor checklist)
- Scope of event
- Consider metrics in the following areas
- Reduction in employees time to perform tasks
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- Reduction in steps
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- Reduction in handoffs
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- Time savings
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- Reduction in overtime
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- Reduction in turnover
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- Material savings
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- Reduction in defects/mistakes
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- Floor space reduction / reduction in storage costs
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- Improved output
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- High level process steps (SIPOC - as needed)
- Data available (time, quantity, frequency)
- Budget (Cost center)
- Potential internal and external team members
- Identify support staff (if available)
- Identify the Team Leader that will be responsible for assisting with event preparations and ongoing event needs, and completing the tracking of measurements
- Reserve room for Pre-Event, Event, and Report Out presentation
- Invitation/Email to team members about Pre-Event and Event date, time and location
Pre-Event Meeting (4 weeks prior to event)
- Setup room
- Setup projector and laptop (for Lean overview & charter)
- Setup 1 easel stand and pad, provide easel markers
- Develop Team Charter (Scope, Goals, Objectives, Pre-work) for event
- Define which metrics best apply for the team to track (may be within the goals)
- Identify pre-work
- Explain roles: Sponsor, Facilitator, Team Leader, Team members, Observer
- Finalize team member selection
- Discuss:
- Work hours/days (start/end times & staying late)
- Lunch arrangements (assign to Team Leader or team member)
- Report out
- Technology usage
- Participation by everyone
- Send out invite for 30, 60, 90 day, 6 mth, 1 year follow-up date, time, and location
- Send final charter to team
Before Event
- Order supplies (refer to Supplies List) or provide to Team Leader to order
- Print/Order training manuals or provide to Team Leader
- Prepare folder and nametag (include training manual, team charter)
- Invite Management to Daily Briefing (daily 4:00 to 4:30 p.m.)
- Invite interested parties and employees to Report Out (Typically 1 hour.)
- Prepare Report-out presentation with info from charter
- Prepare “Deliverables” Spreadsheet with info from charter
- Prepare certificates (as much as possible)
Event
- Setup room and layout folders and nametags (if possible complete day prior to event)
- Event supplies available in the room
- Setup projector, laptop and speakers
- Setup 2 easel stands and pads, easel markers
- Prepare Flip charts for: Introductions, Goals for Week, (DOT simulation for Kaizen)
- Verify lunch arrangements
- Take team picture mid-week (for team certificate and ppt)
- Capture all documentation on Deliverable Document, Implementation Plan, Visio, and Report Out
- Print team certificates for report out
- Develop implementation and communication plan
Report Out
- Organize room prior to report out
- Typically held last day of event
- Approximately one hour in length
- Assign slides
- Practice presentation
- Present report out presentation
- Sponsor hand out certificates
After Event
- Send Thank you to team members
- Email team members Report Out Presentation, Deliverables, Maps and other relevant files
- Send Report Out, Deliverables, Implementation Plan, Team Charter, and Map(s) to DOM Lean Enterprise
- Follow-up Team Leader to discuss any tracking of metrics with event data and communication summary/communication plan (as needed)
Follow-ups
- 30, 60, 90, 6 mth, 1yr
- Set up room, laptop and projector
- Team members report on progress of each homework item: Progress/Lack of progress, Barriers
- Discuss any measurements
- Team make adjustments as needed
- Keep sponsor(s) updated on team’s progress (or invite sponsor to follow-up)
- Send updated notes to team