Kaizen Event Planning in 7 Simple Steps

Here at KaiNexus, we get the opportunity to chat with organizations across all industries and write about many different continuous improvement tools and techniques they use. Lately, I’ve been thinking about two things that most have in common.

First, the tools they use are generally simple but not easy.

And second, the key to success lies in the planning phase.

Both of these observations apply to Kaizen events. The concept is straightforward. A team sets aside other responsibilities for a few days to focus on solving an important challenge in short order. That’s pretty simple, but getting results requires a significant amount of planning and preparation

Fortunately, there is a well-defined path to success.

Here are the seven simple steps to follow before you kick off your next event.

Appoint a Skilled Facilitator

Strong leadership is essential to a successful Kaizen event. You might hire a professional facilitator from outside the company or choose an employee who has been trained to fill that responsibility. Either way, the facilitator should be someone who is well-versed in Kaizen and who has the knowledge and skills to leverage the improvement techniques, such as PSDA or DMAIC, that will be used during the event. They should be a person who can help the team stay on track. They should understand how to make sure that everyone on the team has a voice and knows how to manage conflict.

Learn more about the leadership behaviors that support kaizen by watching this webinar:

Make Sure that Leadership is Engaged

Executive leaders aren’t always directly involved in the Kaizen event, but they should be enthusiastic supporters who understand the process and objectives. Ideally, they will communicate their support to everyone in the organization and underscore the importance of this type of work. Executive support is important because it makes it more likely that employees will fully engage.  It also helps ensure that the results of improvement will be long-lasting. Finally, leaders are often involved in removing roadblocks and providing necessary resources for the event.

Set the Scope and Limits of the Event

One danger in Kaizen event planning is the temptation to try to boil the ocean. But Kaizen events are designed to be very specific and targeted. They are not the ideal approach for structural changes that span many functional areas. That’s why it is a good idea to have a clear definition of the target process and function before the event begins. You should clearly state which teams and departments will be involved and which problem you are trying to solve.

Assemble the Team

Kaizen event team members usually include those who are directly responsible for the process to be improved and other stakeholders, such as internal customers of the proves. You might also want to add subject matter experts if appropriate or potentially even external customers or vendors. Kaizen events should also be recognized as a training opportunity, so you might also want to include people who have not yet had the chance to practice this improvement technique, even if they aren’t directly involved in the process being improved.

Define Success

Improvement is relative, so in order to know if your Kaizen event has been effective, you must set some benchmarks for improvement. That means taking some objective measurements of existing results and deciding how much better you expect them to be after the event. These key performance indicators might include metrics around quality, cost, resource utilization, customer satisfaction, space utilization, staff efficiency, or other results important to your business.

Provide Training

If your team has had lots of practice with Kaizen events, pre-event training might not be necessary. Otherwise, it is essential to take the time to provide guidance on what to expect during a Kaizen event and which improvement tools will be used. The team should be trained on your improvement management technology and know how it will be used before, during, and after the event to support the effort and capture the knowledge generated. Everyone should be clear about their role and know how their performance will be measured.

Outline the Event Schedule

Flexibility is important during a Kaizen event, but going in, you should have a general roadmap of what is expected to occur. Your exact needs may vary, but generally, we see a plan that looks like this:

Day 1: Map and measure the current process. Decide on the desired results.

Day 2: Consider root causes and possible solutions. Achieve consensus on improvements to be implemented. Document resources needed to apply improvements.

Day 3: Implement improvements.

Day 4: Measure results and apply any necessary adjustments. Document new “standard work.”

Day 5: Complete training on new standard work. Communicate the changes to the organization. Recognize and reward team members who contributed to the success.

How KaiNexus Supports Kaizen Events

To truly unlock the potential of these events, utilizing the right software is crucial. A dedicated platform like KaiNexus can significantly amplify the success of a Kaizen Event by centralizing communication, tracking progress, standardizing outcomes, and ensuring the enduring impact of each Kaizen event. 

Pre-Event Preparation

Centralized planning ensures every Kaizen event starts with consistency. All necessary materials, such as charts, KPIs, and training documents, can be attached and stored in one place, while roles and responsibilities are assigned seamlessly for clear accountability.

Facilitating the Event

During the event, real-time collaboration tools allow teams to capture ideas and insights as they emerge. Visual tools, such as Kanban boards, provide an organized view of progress and identify any bottlenecks.

Implementing Improvements

To keep improvement initiatives on track, monitor tasks and deadlines with precision. Real-time KPI tracking helps validate the success of implemented changes, while any ideas that fall outside the event’s scope can be set aside for future exploration to maintain focus.

Refining & Standardizing Work

After implementation, new standard work procedures are documented and validated to ensure sustainable improvements. Teams can refine their processes based on feedback, leading to optimized workflows that are ready for organization-wide adoption.

Post-Event Institutionalization

The results and lessons learned from the event are shared throughout the organization to maximize impact and foster a culture of continuous improvement. Long-term ROI and recurring benefits are monitored, ensuring that the outcomes of the event remain valuable over time.

As you can see, much of the effort of a successful Kaizen event is front-loaded. But careful planning is needed if you want to achieve significant results that last. If you follow each of these steps, you’ll put yourself and the team in the best position to tackle even the trickiest of challenges.