I gave this presentation at Agile Noida 2016. Toyota Kata, as articulated by Mike Rother, is an approach to establish a culture of Continuous Improvement. In this talk, I have tried to identify a few simple practices that Lean/Agile teams can adopt to help establish a Continuous Improvement culture.
2. @sudiptal #AgileNoida2015
Sudipta Lahiri (Sudi)
slahiri@digite.com, lahiri.sudipta@gmail.com
• Senior Vice President, Digité
• Agile/Lean practitioner (75%)
• Lean Transformation of our own team
• Developed SwiftKanban (www.swiftkanban.com), SwiftALM
(www.digite.com)
• Licensed user base of over 300,000
• Agile Coach (25%)
• Train and coach teams/organizations in Lean/Agile
• Run the LimitedWIP Societies in India
My Background
06-06-15
3. @sudiptal #AgileNoida2015
Why this session?
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Are we missing the point?
Should we have a different perspective?
Are we really happy with how Agile teams
have performed so far?
Have the retrospectives delivered the results
we were told they will deliver?
4. @sudiptal #AgileNoida2015
Toyota: unparalleled success
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Toyota is one of the most open organizations
There are many known practices that are widely
adopted and followed
Andon, Kanban, Jidoka, Heijunka...
There is so much talk about ‘Continuous
Improvement’
A3 sheets, others...
Yet, the success of Toyota rarely been replicated...
why?
Even within Japanese companies
:
:
It all comes down to Toyota’s key values!
5. @sudiptal #AgileNoida2015
Toyota’s value
It values organization’s routines for
improvement and adaptation for competitive
advantage and long term success
Not quantitative/financial targets
“ Toyota has long considered its ability to
permanently resolve problems and then
improve stable processes as one of the
company’s competitive advantages.
- Kathi Hanley, Toyota”
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6. @sudiptal #AgileNoida2015
We aren’t the best “copy cats”!
Teams need to be adapt and continuously
improve
External and internal environments are changing
continuously; you can’t predict how they will
develop
We jump to “implementation”... we jump to
methodologies... we jump to certifications!
We copy what we see...
Practices and Principles
Management thinking
and routines
(Visible)
(Invisible)
Picture from Mike Rother’s book “Toyota Kata”
... forgetting that some of
these practices and
principles were a response
to their issues, their
problems
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7. @sudiptal #AgileNoida2015
What do we mean from continuous
improvement and adaptation?
Small incremental steps, adjusting along the
way, continuously
Relying on periodic retrospectives assumes a
system that is “temporarily” static
Standards that don’t keep continuously improving
bring down system performance because system
characteristics keep changing
We are
here
We want
to be
here
Picture from Mike Rother’s book “Toyota Kata” 05-12-2015
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8. Quality of a product does not necessarily
mean high quality. It means continual
improvement of the process, so that the
consumer may depend on the uniformity of
a product and purchase it at a low cost.
- W. Edwards Deming, 1980
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9. @sudiptal #AgileNoida2015
Kata means “routine”
... routines that help its people continuously
improve and evolve... systematically, not as a
special initiative
A way of keeping 2 things in alignment,
synchronized with each other
One: The system
Two: The continuously changing environment
We don’t control the environments around us but
we can control how to manage them
Kata is not a technique, not a principle
It’s much deeper.... it’s part of work, everyday
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http://www.another-reality.in/wp-content/uploads/2013/05/Experiment.gif
10. @sudiptal #AgileNoida2015
Two fundamental “Kata”
routines
Improvement Kata
A routine that helps you to improve, adapt and
evolve
Coaching Kata
A routine that makes the experienced leaders and
managers teach the Improvement Kata to
everyone
Coachin
g
Kata
Improveme
nt
Kata
Images from:
http://www.memrise.com/user/dominici/
http://imgbuddy.com/cartoon-people-standing-
up.asp
http://getafteritsales.com/the-importance-of-05-12-2015
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11. @sudiptal #AgileNoida2015
It does not happen with...
Workshops or Classroom sessions
Action Item Lists
Value Stream Mapping helps but...
http://www.slideshare.net/KarenMartinGroup/value-stream-mapping-in-officeservice-joint-webinar-with-igrafx
Improvement
Kata at this
level
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12. @sudiptal #AgileNoida2015
What happens in retrospectives?
Best case scenario:
We get a “scattered” set of improvements
These are not generally directed in any specific direction (vision)
Without a vision, once you address these improvements, you will
get a static system
You can’t predict the outcome!
In the most common scenario:
Action items don’t get closed; over time, team loses faith and the
quality of feedback drops
Often, too many items and too many “organizational” items
Freshers, attrition, requirements are not well defined, etc.
Rarely, problems within the team, within the team members are
identified!
Rarely, a 5Why analysis to get to “real” Root Cause
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13. @sudiptal #AgileNoida2015
You must have a “vision”...
Is “Lean” = “Waste Management”?
Yes but... we focus on wastes in silos (system thinking is missing)
Defining a vision gives a direction for the “system” to think in one
direction
Mike Rother’s definition of “Continuous Improvement and
Adaptation”
“Moving towards a desired state through an unclear territory by being
sensitive and responding to actual changes on the ground”
Alvin Toffler’s says”
You have got to think about big things while you are doing small things,
so that all the small things go in the right direction
We are
here
Vision
eg:
0 defects
CSAT>X
%
ESAT>Y05-12-2015
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14. @sudiptal #AgileNoida2015
... but Vision is just a Direction
giver!
Nothing more!
Utilize these “next steps” to manage the team/people
However, as you move from point to the next, you will get
“Obstacles”
Either avoid them and move off from your vision OR
Work through it by understanding it and addressing its root cause(s)
We are
here
Vision eg:
0 defects
CSAT>X%
ESAT>Y%
Define the
next step:
Specific and
detailed
Define
the next
step...
Define
the
next
step...
Define
the next
step...
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15. @sudiptal #AgileNoida2015
So, lets establish the “Next
Step”...
Out intent must be to establish a work “pattern”
Without a pattern, you cannot identify where to
improve...
Without a pattern, you are not certain how to
react to OR how the system would react to when
you change something
We are
here
Vision eg:
0 defects
CSAT>X%
ESAT>Y%Patter
n
Patter
n
Patter
n
Patter
n
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16. @sudiptal #AgileNoida2015
To set a working pattern...
Without a pattern, every day is a different day!
Many of the TPS principles are to establish a
pattern
Heijunka, Kanban, 1*1 flow
Initially, work will not fit to the pattern...
You will get almost always get obstacles...
Resolve them and continuously improve
When people say, its not working for us...
You got it! Nail that problem
All these methods are used to see the problems
and obstacles
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17. @sudiptal #AgileNoida2015
Kanban as a method for “Continuous
Improvement”
Visible intent: produce only what we need
Invisible intent: support process improvement
to provide a target condition by defining a
relationship between stages of the value
stream
In push systems, you dump work to downstream;
rest is his problem!
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18. @sudiptal #AgileNoida2015
The purpose of Kanban is to eliminate
Kanban!
http://www.vijaywebsolutions.com/what-is-a-backend-developer/
Eliminate the supermarket...
- But don’t do it too fast!
Use Kanban to define the “next stage” of
improvement journey
There is no point in seeing the same thing what
you are doing today! There is no improvement...
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19. @sudiptal #AgileNoida2015
Target condition ≠ Target
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Target condition (pattern) depersonalizes and aligns the
corrective actions
Target condition points towards a process improvement;
target points towards numbers!
You can get the numbers by cheating the system but you can’t
game improvement
If you push for targets without process improvement, the system
will break down!
When you have high WIP, that reflects a scope for process
improvement
Target condition should be something that is distant AND you
don’t know how to get there
It shouldn’t be easy enough that we know how to get there + it
shouldn’t difficult enough that the team gives up!
Start with a small simple definition and expand as you go
forward...
As you face obstacles and resolve, you will be able to refine
better
20. ... how to try and achieve that?
So, you have a Target
Condition...
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21. @sudiptal #AgileNoida2015
Execution to target condition
Accept that the path is unclear
“No Problem” = Problem
Small, incremental and rapid step
Sometimes in minutes; no detailed plan
Don’t lose time in trying to get the perfect step; take a
bandaid step to see farther
This is where PDCA comes in
With single-factor experiments, not necessarily the
biggest problem
Not this... ... but this...
http://zarboleanhealthcare.blogspot.in/
http://www.dreamstime.com/stock-images-building-teamwork-image23767024 05-12-2015
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22. @sudiptal #AgileNoida2015
Summary: 5 questions for
Improvement Kata...
What is the target
condition (the challenge)?
What is the actual
condition now?
What obstacles are
preventing you from
reaching the target
condition? Which one are
you addressing now?
What is your next step
(starting PDCA)?
When can we go and see
what we have learnt from
the next step?
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23. @sudiptal #AgileNoida2015
Retrospectives vs Kata
Focus: Stop/fix the
problem
Typical Behaviour:
Hide the problem
Quickly move into
corrective action
Apply several
corrective actions at
once
Focus: Learn about
the work system
Understand the
situation
Typical Behaviour:
Observe and study
the situation
Apply 1 corrective
action at a time to see
cause and effect
Retrospectives Kata
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24. @sudiptal #AgileNoida2015
Don’t mess it with “metrics”
The manager relies on signals that he or she
assumes are good results measures. In fact,
employees know ways to make signals look
good that the manager hasn’t thought of and that
have nothing to do with results.
Another lousy feature of such systems that they
punish workers who have too much integrity to
game the measures
- Robert Austin
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25. This is where “Coaching Kata” comes in!
Thinking like this is not easy...
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26. @sudiptal #AgileNoida2015
Who does it?
Limited impact
Voluntary
improvement activity
Train them to think
of kaizen
Identify who is ready
to go to the next
level
90% impact
50% of their time!
Part of their job
function
Cost reduction via
improvement in
productivity and
quality
Team Members... Leader/Managers
http://networtech.com/despite-inert-economy-computer-programmers-still-high-
demand/ 05-12-
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27. @sudiptal #AgileNoida2015
Pareto Charts don’t get it done!
Its simply too late!
Even then, we don’t
look into what is
happening now
Root cause trail is
cold
The “Other” bucket
Our response has to
be immediate
Our response
should NOT BE
from the team
members...
Why? Because if the
problem is quickly
fixed, you will not be
able to address the
root cause
Too strongly
influenced by your
pain.. 05-12-
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29. @sudiptal #AgileNoida2015
Your observations...
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What’s the approach?
How is it different from what we do today?
Bottomline, this isn’t traning OR workshop! You
learn the art by doing it again and again and
again... Till your brain does it in an auto mode!
Think about how you drive...
KUMON...
Do metrics, incentives and motivators help?
30. @sudiptal #AgileNoida2015
The basics of Coaching Kata
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Menton-Mentee-Mentor-Mentee... Relationship
At lowel levels, Mentor is mostly the line
manager; as you grow, the mentor changes to
someone not in the line
Mentee is responsible for “doing”; mentor is
responsible for the “outcome”
If the learner hasn’t learnt, the teacher hasn’t
taught...
31. @sudiptal #AgileNoida2015
The basics of Coaching Kata
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As a mentor, let them experiment but keep them
in the zone; don’t tell them what to do (too hard!)
There is value of learning through small errors; its
more permanent in nature
It helps the mentor understand how the mentee thinks
Inputs for future training and improvement
Use a written document... A3... for a focussed
discussion
Putting it down in one sheet is damn hard!
Needs extreme clarity to be concise
Don’t even suggest the template to begin with... lead
to something like it
32. @sudiptal #AgileNoida2015
Let’s summarize
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Inspect and adapt... don’t copy
It not adequate to implement a methodology,
model or method
Think about you can make Continuous
Improvement a routine that your team can follow
without a second thought
Coachin
g
Kata
Improveme
nt
Kata
Images from:
http://www.memrise.com/user/dominici/
http://imgbuddy.com/cartoon-people-standing-
up.asp
http://getafteritsales.com/the-importance-of-
process/
34. @sudiptal #AgileNoida2015
Thank you for your time today...
For any questions or
clarifications, reach me at:
@sudiptal
slahiri@digite.com
I share my experiences at:
http://sudi-thoughts.blogspot.in/
Join Limited WIP Society
NCR, Bangalore, Pune and
Chennai Chapters
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Hinweis der Redaktion
This is the essence of many of TPS principles like “hiejunka” or “kanban”
You consciously do something against what is most logical then to establish a pattern; once you have a pattern, you can target
A board designed in 1st way will reveal less issues and differences in cadence.
A board designed in the 2nd way is the most optimal – no WIP between dev and test, full cadence sync. It will throw open all the system challenges.
In the 3rd option, you choose an intermediate step... Keep reducing the WIP to get the cadence between the two stages in sync.
PDCA was defined by Deming... Toyota added the “Go and see” in the middle!