Go Getters Guide To Coaching DMAIC P205 3 GoLeanSixSigma - Com v2

GO-GETTERS GUIDE
TO COACHING DMAIC
An Easy to Use, Comprehensive Reference to
Coaching Others to Success With Lean Six Sigma
P205-2  
COPYRIGHT 2016 GOLEANSIXSIGMA.COM 1
Go-Getters Guide to Coaching DMAIC
What is the Go-Getters Guide to Coaching DMAIC?

✦ A print-ready overview of how to guide all practitioners through DMAIC
✦ A list of common issues encountered during each phase of DMAIC
✦ A targeted list of coaching questions to guide all practitioners through each DMAIC Phase
✦ A list of challenges encountered during each Phase of DMAIC
✦ A Tollgate Checklist of action items and deliverables for each DMAIC Phase
✦ Recommended templates to support all DMAIC Phase deliverables
Who should use the Go-Getters Guide to Coaching DMAIC? 

✦ Advanced Green Belts ✦ Master Black Belts
✦ Black Belts ✦ Internal and External Lean Six Sigma Resources
Why should you use the Go-Getters Guide to Coaching DMAIC?

✦ To make the most of GoLeanSixSigma.com’s Online Training Courses
✦ To strengthen your own coaching and leadership skills
✦ To better help the work area, department, business unit or organization to realize their potential
✦ To build the “problem-solving muscle” of others to create a dynamic culture of problem solvers
How do I use the Go-Getters Guide to Coaching DMAIC?

✦ Plan out a structured DMAIC journey for DMAIC practitioners
✦ Make use of the Candidate Dashboards to track and guide learners through the DMAIC Tollgates
✦ Recommend the appropriate templates, tools and activities for each DMAIC Phase
✦ Use the questions and checklists to guide learners beyond barriers and through to successful completion
of their Lean Six Sigma Projects 
P205-2  
P205-3
COPYRIGHT 2017 GOLEANSIXSIGMA.COM. ALL RIGHTS RESERVED.  Page 2  
Coaching Overview
Before guiding a Lean Six Sigma practitioner to success, it’s important to put yourself in the mindset of a coach and
mentor. This overview provides mentoring tips, general coaching questions, project selection guidance and a Pre-
DMAIC Learner Checklist.
Project Sourcing Questions:

✦ Is there an opportunity related to the organization’s business priorities?
✦ Is there a Scorecard or Dashboard goal that is not being met?
✦ Is there a failure to meet customer requirements in a specific process?
✦ Which process has an excessive amount of customer complaints?
✦ Is there an existing process with multiple hand-offs that is taking too long?
✦ Where do defects and rework appear most often?
✦ Where are the costs of rework and “band-aid” solutions?
✦ What concerns have employees and managers raised?
✦ What irritates employees most about the processes on which they work?
✦ Identify problems associated with critical or core processes:
• Excessive cycle time
• Excessive defects
• High cost of usage
• Excessive re-work
Note: Make sure the candidate is familiar with the process. The best projects are based on processes that are part of the
candidate's job.
Tips for Mentoring:

✦ Determine when to be directive, coaching or hands-off
✦ Use your active listening skills
✦ Use the Socratic Method – Ask, don’t tell
✦ Use the feedback “sandwich” – Positive qualities first, then opportunities followed by more positive
encouragement
✦ Challenge learners to think
✦ Make sure they select projects with a strong potential for success
✦ Prepare learners for Tollgates – make sure they “show well”
✦ Remember that coaches are: helpful, friendly, partnering, and encouraging
General Coaching Questions: 

✦ What do you see? ✦ What do you recommend?
✦ What do we need to do to improve the  ✦ What did you do today to develop others?
current condition? ✦ How can we make the abnormal condition 
✦ What interrupts our flow? more visible?
✦ What do you think the best approach would be? ✦ What have you learned?
✦ What do we need to do next? ✦ What questions do you have for me?
✦ What are your ideas? ✦ How can I help support you? 
P205-2  
P205-3
 
Pre-DMAIC Learner Checklist
❑ Select a Lean Six Sigma Improvement Project (Project Selection Tool)
❑ Connect the improvement project to organizational purpose 

(Project Purpose Worksheet, Pose & Answer)
❑ Select a Project Team and assign both Project and Meeting Roles  
(Team Meeting Agenda, Meeting & Project Roles)
❑ Conduct an 8 Wastes assessment of project process (8 Wastes Check Sheet)
❑ Conduct a 5S assessment of the project process work area 

(5S Manufacturing Assessment, 5S Transactional Assessment)
❑ Start a Project Storyboard (Project Storyboard, Tollgate Checklist)
DOWNLOAD TEMPLATES AT GOLEANSIXSIGMA.COM IN OUR RESOURCES SECTION.
 
Pre-DMAIC Deliverables
Required Supporting
Approved Process Improvement Project Project Selection Tool
Project Purpose Worksheet
Pose & Answer
Team Meeting Agenda
Meeting & Project Roles
8 Wastes Check Sheet
5S Manufacturing Assessment, 5S Transactional Assessment
Project Storyboard
Tollgate Checklist
P205-2  
P205-3
Define Phase - Define the Problem
GREEN BELT STEPS BLACK BELT STEPS
1 1
Create the
Conduct
Project Charter
Process Walks
2 2
Interpret the Strengthen
Voice of the Leadership
Customer Skills
3
Understand the
Current State
4
Develop  
Project
Communication
P205-2  
P205-3
 
Mistakes in Define Phase
✦ Reducing cost in a cost bucket vs. a process
✦ Lack of focus on customer problems and pain
✦ Jumping to solution – usually technology, training or inspection
✦ Use of the phrase “lack of” (pre-guesses solution)
✦ Not having a measure in the Problem Statement
✦ Making themselves or their department the customer
✦ Moving work to another department
✦ Not involving the right people
✦ Not communicating with the right people
 
Coaching Questions in Define Phase
✦ How did the first few project team meetings go?
✦ Who is the customer of the process/project?
✦ What does the customer care about?
✦ How will this project impact the customer experience?
✦ How were team members selected?
✦ Who was involved in developing the detailed process map?
✦ What were some of the discoveries from studying the current state map and the process walk?
✦ What kind of communication have you had with stakeholders so far?
✦ How did you/your team develop the Goal Statement?
✦ What were some of challenges that you ran into in the Define Phase?
✦ What challenges or concerns do you have about this project?
✦ What are some of the next steps?
 
Challenges in Define Phase
✦ Spending the time needed with the right stakeholders from the start to build support
✦ Aligning with leadership early to ensure awareness of the project scope and potential impact
✦ Enabling others to take on significant roles within the project – letting go of control
✦ Keeping members engaged in virtual meetings
✦ Balancing inquiry and advocacy when working with teams, stakeholders and leadership
✦ Remembering to document the project along the way 
P205-2  
P205-3
 
Tollgate Checklist for Define Phase
❑ Verify the project has a Champion/Sponsor and leadership backing 
(Project Purpose Worksheet, Press Release & FAQs)
❑ Get approval from a finance partner for the potential savings or projected revenue 
(Cost of Poor Quality Calculator)
❑ Complete the elements of the Project Charter (A3, Project Charter, Project Constraints & Assumptions,
Project Storyboard, Meeting Evaluation, RACI Matrix, Team Meeting Agenda)
❑ Collect the Voice of the Customer and uncover any unknown requirements (VOC Translation Matrix)
❑ Make customer requirements measurable (VOC Translation Matrix)
❑ Create a high-level map of the process (SIPOC)
❑ Facilitate a team Process Walk (Process Walk Ground Rules, Process Walk Interview Sheet,  
Process Walk Planning Checklist)
❑ Develop and verify a detailed map of the process (Swimlane Map, Value Stream Map)
❑ Conduct Stakeholder Analysis and develop an influence and Communication Plan 

(Communication Plan, Pose & Answer, Relationship Map, Stakeholder Analysis – Advanced, 
Threats & Opportunities Matrix)
 
Deliverables in Define Phase
Required Supporting
Project Charter or A3 Project Purpose Worksheet
Voice of the Customer Translation Matrix Press Release & FAQs
SIPOC Cost of Poor Quality Calculator
Detailed Process Map (Swimlane or Flow Map) Value Stream Map
Project Scope Project Storyboard Draft
Project Constraints & Assumptions Process Walk Planning Checklist
Stakeholder Analysis - Advanced Threats & Opportunities Matrix
Communication Plan
P205-2  
P205-3
Measure Phase - Quantify the Problem
1 Select 
Measures
1 Lay Statistical
Groundwork
2 Plan for 
Data Collection 2 Test Your
Measurement
System
3 Collect  
Baseline Data 3 Sample 
the Data
4
Assess 
Process
Capability
5 Strengthen
Leadership
Skills
P205-2  
P205-3
 
Mistakes in Measure Phase
✦ Lack of focus on measures that customers care about
✦ Making a problem measurable
✦ Not having a measure
✦ Collecting available data, but not the right data
✦ Planning inadequately for data collection
✦ Requesting data before knowing if it’s needed
 
Coaching Questions in Measure Phase
✦ How are the project team meetings going?
✦ How did you determine the “Y” measure, or primary project measure?
✦ What did you do to plan for data collection?
✦ How did you determine the sample size to gather?
✦ What other tools did you apply in the Measure Phase?
✦ How will you graph the data?
✦ What were some of challenges that your team had in the Measure Phase?
 
Challenges in Measure Phase
✦ Getting comfortable with new statistical terms and understanding their usefulness and importance
✦ Taking the time needed to run a Gage R&R (MSA) to ensure good measurement systems
✦ Designing a robust sampling strategy before collecting data
✦ Coaching and mentoring others in the Measure Phase as opposed to taking a solo approach to completing
the tasks
P205-2  
P205-3
 
Tollgate Checklist for Measure Phase
❑ Select baseline measurements (Project Charter, A3, Data Collection Plan,  
Efficiency & Effectiveness Matrix)
❑ Develop a Data Collection Plan with Operational Definitions, stratification factors and check sheets if
needed (Data Collection Plan, Operational Definitions, Cost of Poor Quality Calculator)
❑ Develop a Sampling Plan and calculate data needs (Data Collection Plan)
❑ Conduct Measurement Systems Analysis
❑ Collect baseline data
❑ Determine process capability
❑ Update Charter and inform Stakeholders (Project Charter, Communication Plan, Press Release & FAQs,
Stakeholder Analysis - Advanced)
 
Deliverables in Measure Phase
Required Supporting
Operational Definitions Efficiency & Effectiveness Matrix
Data Collection Plan Spaghetti Map
Process baseline of Project Y Cost of Poor Quality Calculator
Measurement Systems Analysis (MSA) Results
Process Capability (Cpk) Results
Press Release & FAQs
Update the Project Charter / A3,  

Stakeholder Analysis - Advanced and Communication Plan
P205-2  
P205-3
Analyze Phase - Identify the Cause of the Problem
1 1
Conduct Lay 
Process Hypothesis
Analysis Testing
Groundwork
2 2
Conduct  
Data   Test Discrete
Analysis Data
3 3
Test 
Brainstorm Continuous
Root Causes Normal Data
4 4
Develop  Test 
Root Cause Continuous 
Hypothesis Non-Normal 
Data
5 5
Validate 
Root Cause Test  
Hypothesis Correlation
6
Strengthen
Leadership
Skills
P205-2  
P205-3
 
Mistakes in Analyze Phase
✦ Not Identifying root causes
✦ Not proving and disproving root causes
✦ Not collecting the right data to prove or disprove root causes
✦ Not including the statistical tools or graphs in their Project Storyboard
✦ Wanting to jump to solution and skipping the Analyze Phase altogether
 
Coaching Questions in Analyze Phase
✦ How are the Project Team meetings going?
✦ What were some of the root causes brainstormed in the Analyze Phase?
✦ What did you do to plan for data collection to prove the hypothesis?
✦ What were some of the challenges that your team had in the Analyze Phase?
 
Challenges in Analyze Phase
✦ Determining when a formal hypothesis test is necessary
✦ Learning how to choose the right hypothesis test given the project data available
✦ Determining how data and test information should be entered into statistical software packages
✦ Making sense of statistical test outputs
✦ Coaching and mentoring others in the Analyze Phase to navigate the world of formal hypothesis testing
P205-2  
P205-3
 
Tollgate Checklist for Analyze Phase
❑ Conduct Value and Cycle time Analysis of the process to identify opportunities to reduce waste 
(Value-Added Flow Analysis, Value Stream Map)
❑ Identify root causes using data analysis, Process Maps, 5 Whys and Fishbone Diagrams 
(5 Whys, Fishbone Diagram, Swimlane Map, Value Stream Map)
❑ Develop Root Cause Hypotheses and formal Hypothesis Statements (Root Cause Hypothesis)
❑ Collect data to run statistical tests and prove or disprove Root Cause Hypotheses 
(Hypothesis Testing Plan)
❑ Check if the team members have enough confidence in the analysis to move to the Improve Phase 
(Threats & Opportunities Matrix)
❑ Update the Charter and inform Stakeholders (Project Charter, Communication Plan, 
Help-Hinder Worksheet, Stakeholder Analysis - Advanced) 
 
Deliverables in Analyze Phase
Required Supporting
Fishbone Diagram Value-Added Flow Analysis of cycle time projects
5 Whys Value Stream Map
Root Cause Hypothesis Detailed Process Map highlighting process issues
Hypothesis Testing Plan Threats & Opportunities Matrix
Hypothesis Testing Results Help-Hinder Worksheet
Update the Project Charter / A3, 

P205-2  
P205-3
Improve Phase - Implement and Verify the Solution
1 Craft  
Solutions
1 Design of
Experiments
2 2
Strengthen
Filter  Leadership
Solutions Skills
3
Determine
Solution
Approaches
4 Conduct Risk
Management
P205-2  
P205-3
 
Mistakes in Improve Phase
✦ Not involving the right people, failure to add new team members appropriately
✦ Not communicating with the right stakeholders or affected groups
✦ Not Identifying solutions that address the root causes
✦ Implementing someone’s pet solution that is not related to addressing root cause
✦ The changes (solutions) are not incorporated or implemented effectively
✦ Failure to incorporate effective change management strategies to make change easier
✦ Failure to celebrate success and recognize employees for good efforts
 
Coaching Questions in Improve Phase
✦ How did you determine the solution?
✦ How much will these solutions impact the root causes discovered?
✦ What departments or groups will be affected by the change the most and who needs to be involved?
✦ Tell me about the Communication and Implementation Plans
✦ What kind of change management strategies are you incorporating to make change easier?
✦ What were some of challenges that your team had in the Improve Phase and what did you do to 
address them?
 
Challenges in Improve Phase
✦ Determining when it’s appropriate to make use of a Design of Experiments
✦ Learning how to set up a Design of Experiments in statistical software
✦ Making sense of Design of Experiments outputs
✦ Coaching and mentoring others in the Improve Phase to produce the most effective improvements while
ensuring acceptance by Stakeholders
P205-2  
P205-3
 
Tollgate Checklist for Improve Phase
❑ Use team brainstorming to generate solutions to address the root cause 
(5S Manufacturing Assessment, 5S Transactional Assessment, Ally’s Network Worksheet, 
Critic’s Club Worksheet, Weighted Criteria Matrix, Impact Effort Matrix)
❑ Run a pilot of the solutions if needed (Communication Plan, Cross-Training Matrix, 

Implementation Plan, RACI Matrix)
❑ Create a Design of Experiments where appropriate
❑ Assess and mitigate risk of process changes (FMEA, Stakeholder Analysis - Advanced)
❑ Implement solutions to address root cause (Implementation Plan)
❑ Confirm that implemented solutions sufficiently affect the output Y (Data Collection Plan)
❑ Celebrate with the team and recognize them for their efforts
 
 
Deliverables in Improve Phase
Required Supporting
Impact Effort Matrix showing solutions Improved “To Be” Map
5S Manufacturing Assessment, 
Implementation Plan
5S Transactional Assessment
FMEA showing risk mitigation of changes Ally’s Network Worksheet
Chart or graph verifying improvement of Project Y Critic’s Club Worksheet
Weighted Criteria Matrix comparing solutions
Cross-Training Matrix
RACI Matrix
Update the Project Charter / A3,  

P205-2  
P205-3
Control Phase - Maintain the Solution
1 1
Create
Monitoring Select Control
Plans Charts
2 Develop
Response 
Plans
2 Create Visual
Management
3 Document 
the Project 3 Strengthen
Leadership
Skills
4 Pursue
Perfection
P205-2  
P205-3
COPYRIGHT 2017 GOLEANSIXSIGMA.COM. ALL RIGHTS RESERVED.  Page 17 
 
Mistakes in Control Phase
✦ Skipping the Control Phase
✦ Not developing Monitoring or Response Plans
✦ Not involving the process owner
✦ Failing to follow through on Monitoring Plans – checking and adjusting controls
✦ Not completing the Project Storyboard
✦ Not communicating the project results
✦ Not recognizing the team for their efforts
 
Coaching Questions in Control Phase
✦ How are the project team meetings going?
✦ What Control Chart was selected and why?
✦ Who will do the monitoring and data gathering?
✦ How much has the process owner been involved in creating the Monitoring and Response Plans?
✦ What kind of communication have you had about the project results?
✦ What were some of challenges that your team had in the Control Phase?
✦ How was the team recognized or rewarded for their efforts?
 
Challenges in Control Phase
✦ Determining which Control Chart to use for a given data set
✦ Setting up data properly in order to produce Control Charts using statistical software
✦ Thinking expansively when considering how and where to apply Visual Management
✦ Coaching and mentoring others in the Control Phase to facilitate smooth project hand-offs
P205-2  
P205-3
 
Tollgate Checklist for Control Phase
❑ Create a system and/or process to monitor results (A3, Control Plan, Monitoring Plan, 
New Procedure Audit)
❑ Utilize Control Charts for ongoing monitoring of the output and key leading indicators (Monitoring Plan)
❑ Finalize Visual Management of the process (Visual Management Checklist)
❑ Create Response Plans in case there is a drop in performance (Response Plans)
❑ Complete the Storyboard of the project (Executive Summary, Project Storyboard)
❑ Assess innovation transfer opportunities (Innovation Transfer Opportunities)
❑ Hand over formal ownership to the process owner (Control Plan, Monitoring & Response Plan, 
Project Storyboard)
 
 
Deliverables in Control Phase
Required Supporting
Control Plan A3
Monitoring & Response Plan New Procedure Audit
Executive Summary Visual Management Checklist
Project Storyboard Innovation Transfer Opportunities
P205-2  
P205-3

Go Getters Guide To Coaching DMAIC P205 3 GoLeanSixSigma - Com v2

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Go Getters Guide To Coaching DMAIC P205 3 GoLeanSixSigma - Com v2

Uploaded by

Copyright:

Available Formats

GO-GETTERS GUIDE

What is the Go-Getters Guide to Coaching DMAIC?

Who should use the Go-Getters Guide to Coaching DMAIC?

Why should you use the Go-Getters Guide to Coaching DMAIC?

How do I use the Go-Getters Guide to Coaching DMAIC?

Project Sourcing Questions:

• High cost of usage

Tips for Mentoring:

General Coaching Questions:

❑ Connect the improvement project to organizational purpose

❑ Conduct an 8 Wastes assessment of project process (8 Wastes Check Sheet)

❑ Conduct a 5S assessment of the project process work area

❑ Start a Project Storyboard (Project Storyboard, Tollgate Checklist)

DOWNLOAD TEMPLATES AT GOLEANSIXSIGMA.COM IN OUR RESOURCES SECTION.

Approved Process Improvement Project Project Selection Tool

Project Purpose Worksheet

Pose & Answer

Team Meeting Agenda

Meeting & Project Roles

8 Wastes Check Sheet

5S Manufacturing Assessment, 5S Transactional Assessment

Define Phase - Define the Problem

GREEN BELT STEPS BLACK BELT STEPS

❑ Make customer requirements measurable (VOC Translation Matrix)

❑ Create a high-level map of the process (SIPOC)

❑ Conduct Stakeholder Analysis and develop an inﬂuence and Communication Plan

DOWNLOAD TEMPLATES AT GOLEANSIXSIGMA.COM IN OUR RESOURCES SECTION.

Project Charter or A3 Project Purpose Worksheet

Voice of the Customer Translation Matrix Press Release & FAQs

SIPOC Cost of Poor Quality Calculator

Detailed Process Map (Swimlane or Flow Map) Value Stream Map

Project Scope Project Storyboard Draft

Project Constraints & Assumptions Process Walk Planning Checklist

Stakeholder Analysis - Advanced Threats & Opportunities Matrix

Measure Phase - Quantify the Problem

GREEN BELT STEPS BLACK BELT STEPS

❑ Conduct Measurement Systems Analysis

❑ Collect baseline data

❑ Determine process capability

DOWNLOAD TEMPLATES AT GOLEANSIXSIGMA.COM IN OUR RESOURCES SECTION.

Operational Definitions Efficiency & Effectiveness Matrix

Data Collection Plan Spaghetti Map

Process baseline of Project Y Cost of Poor Quality Calculator

Measurement Systems Analysis (MSA) Results

Process Capability (Cpk) Results

Press Release & FAQs

Update the Project Charter / A3,

Analyze Phase - Identify the Cause of the Problem

GREEN BELT STEPS BLACK BELT STEPS

DOWNLOAD TEMPLATES AT GOLEANSIXSIGMA.COM IN OUR RESOURCES SECTION.

Fishbone Diagram Value-Added Flow Analysis of cycle time projects

5 Whys Value Stream Map

Root Cause Hypothesis Detailed Process Map highlighting process issues

Hypothesis Testing Plan Threats & Opportunities Matrix

Hypothesis Testing Results Help-Hinder Worksheet

Update the Project Charter / A3,

Improve Phase - Implement and Verify the Solution

GREEN BELT STEPS BLACK BELT STEPS

❑ Run a pilot of the solutions if needed (Communication Plan, Cross-Training Matrix,

❑ Create a Design of Experiments where appropriate

❑ Implement solutions to address root cause (Implementation Plan)

Impact Eﬀort Matrix showing solutions Improved “To Be” Map

FMEA showing risk mitigation of changes Ally’s Network Worksheet

Who should use the Go-Getters Guide to Coaching DMAIC? 

General Coaching Questions: 

❑ Connect the improvement project to organizational purpose 

❑ Conduct a 5S assessment of the project process work area 

❑ Conduct Stakeholder Analysis and develop an inﬂuence and Communication Plan 

Update the Project Charter / A3,  

Update the Project Charter / A3, 

❑ Run a pilot of the solutions if needed (Communication Plan, Cross-Training Matrix, 

Update the Project Charter / A3,  