Lean Event Preparation Checklist

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
1.    Reduction in employees time to perform tasks
2.    Reduction in steps
3.    Reduction in handoffs
4.    Time savings
5.    Reduction in overtime
6.    Reduction in turnover
7.    Material savings
8.    Reduction in defects/mistakes
9.    Floor space reduction / reduction in storage costs
10.    Improved output
    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 Sub-Team Leader that will be responsible for assisting with event preparations and ongoing event needs, and completing the tracking of measurements (as appropriate)
    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, Sub-Team Leader, Team members, Observer
    Finalize team member selection
    Discuss:
    Work hours/days (start/end times & staying late)
    Lunch arrangements (assign to sub-team leader or team member)
    Report out
    Cell phone 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 Sub-Team Leader to order
    Print/Order training manuals or provide to Sub-Team Leader
    Prepare folder and nametag (include training manual, team charter)
    Invite Management to Daily Briefing (Monday thru Thursday from 4:00 to 4:30 p.m.)
    Invite interested parties and employees to Report Out (Typically Friday from 10:00 to 11:00 a.m.)
    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, Visio, and Report Out
    Print team certificates for report out
    Develop 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
    Upload Report Out, Deliverables, Team Charter, and Map(s) to DOM Lean Enterprise Share Point
    Follow-up Sub-Team Leader to discuss any tracking of metrics with event data and communication summary/communication plan (as needed)
    Fill out Travel Payment form (if applicable)

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
    Send updated notes to team