Lean Office

Exercises

Nidec Motor Corporation

 Objective
Conduct 3 office process simulations to experience
the advantages of a Lean Office environment versus
the Traditional Office environment.
Traditional Office Simulation
Exercise 1 - Departmental Office
Lean Office Simulations
Exercise 2 - Co-Located Office
Exercise 3 - Office Work Cell

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 Company Name
Logo Designs & More

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 Product
Logo Designs & More

Example
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 Work Environment (Exercise 1)

Traditional Office (a.k.a. Work Silos)

Departmental (need 6 volunteers for this exercise)
Customer
CSR (issues colored index cards)
Designer I (draw X)
Designer lI (draw circle)
Designer lll (draw square / understands full scale & half scale)
Designer lV (can do all of above & is the inspector)

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 Job Descriptions (Exercise 1)
Customer Service Representative
Process Incoming Customer Orders (issues Index Cards)
Designer I
Some Knowledge of Simple Geometry (able to draw an X)
Designer II
Basic Knowledge of Simple Geometry (good at drawing circles)
Designer Ill
Basic Knowledge of Simple Geometry (good at drawing squares)
Knowledge of Scale (knows how to draw things to proper scale)
Designer IV
Advanced Knowledge of Simple Geometry/Scale

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 Design Sample Process Flow
(Exercise 1)

Draw Square Get Card

(Designer III) (CSR)
Customer

Traditional Office
(Departments)

Draw Circle Draw X Inspect

(Designer II) (Designer I) (Designer IV)

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 Tracking System (Exercise 1)
Order Tracking System
Order Number: < hand write order # in this box

Processed by: < hand write your name in this box

Date Received: < hand write today's date in this box

Date Complete: < hand write today's date in this box

Dont Forget to Update

the Tracking System!
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 Office Procedure (Exercise 1)
Customer Order Process

Customer Service
CSR Receives Customer Order for New Logo Design
CSR Processes Order & Submits Order & Index Card to Design
Engineering
Design Engineering
Create a New Logo Design Based on Customer Inputs
Engineering Sample Approval
Give Sample to Customer

Lets Do It!
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 Design Sample Process Flow
(Exercise 1)

Draw Square Get Card

(Designer III) (CSR)
Customer

Traditional Office
(Departments)

Draw Circle Draw X Inspect

(Designer II) (Designer I) (Designer IV)

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 Customer Order #1
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: Revise Logo Design.

Draw a new (50% scaled down) version of the current logo design centered on a
RED 5 x 8 Index Card (See original version attached on page 2 of this
Customer Order). Important! Customer has changed color scheme from original
design.

1. Must use RED 5 x 8 Index Card.

2. Square must be RED (50% scale reduction from old logo design).
3. Circle must be BLACK and must be tangent to 4 sides of the RED Square.
4. X must be BLACK and span corner to corner of RED Square.
5. Require 100% Inspection.

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 Customers Current Logo Design

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 New Logo Design #1

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 Customer Order X-7
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

Who Has It?

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 Customer Order X-13
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

Who Has It?

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 Customer Order X-19
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

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Wrong Color Index Card 16
 Tracking Log
Tracking Log CSR Design Engineering Design Engineering Sample Shipped Status
Order Number Date Received Date Received Approval Date Ship Date
X-1 2/1/2008 2/1/2008 2/3/2008 In Process
X-2 2/1/2008 2/1/2008 2/3/2008 In Process
X-3 2/1/2008 2/1/2008 2/3/2008 In Process
X-4 2/1/2008 2/1/2008 2/3/2008 In Process
X-5 2/1/2008 2/1/2008 2/3/2008 In Process
X-6 2/1/2008 2/2/2008 2/4/2008 In Process
X-7 2/1/2008 2/2/2008 2/4/2008 Rush
X-8 2/1/2008 2/2/2008 2/4/2008 In Process
X-9 2/2/2008 2/2/2008 2/4/2008 In Process
X-10 2/2/2008 2/2/2008 2/4/2008 In Process
X-11 2/2/2008 2/3/2008 2/5/2008 In Process
X-12 2/2/2008 2/3/2008 2/5/2008 In Process
X-13 2/2/2008 2/3/2008 2/5/2008 Cancelled
X-14 2/2/2008 2/3/2008 2/5/2008 In Process
X-15 2/2/2008 2/3/2008 In Process
X-16 2/2/2008 2/4/2008 In Process
X-17 2/3/2008 2/4/2008 In Process
X-18 2/3/2008 2/4/2008 In Process
X-19 2/3/2008 2/4/2008 In Process
X-20 2/3/2008 2/4/2008 In Process
X-21 2/3/2008 2/4/2008 In Process
X-22 2/3/2008 2/5/2008 In Process
X-23
X-24
2/3/2008
2/4/2008
2/5/2008
2/5/2008
Value Added? In Process
In Process
X-25 2/4/2008 2/5/2008 In Process
X-26 2/4/2008 2/5/2008 In Process
X-27 2/4/2008 2/5/2008 In Process
X-28 2/4/2008 2/5/2008 In Process

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 Value Added Activities (Exercise 1)

Get Card
Draw Square
Draw Circle
Draw X
How long does VA activities take?
VA Cycle Time is measured in Seconds or Minutes.
NVA Cycle Time is measured in Minutes or Days!

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 Non-Value Add activities (Exercise 1)
Multiple Mental Setups
Lots of NVA (Waste)
Distances Between Each Process Step
Movement of Paper (walking)
Queues (waiting for work / piles of work)
Searching for Orders (emails, phone calls)
Inspection (Is customer willing to pay for it?)
Rework Loops (quality issues)

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 Work Environment (Exercise 2)

Lean Office (Workers not Cross-trained)

Co-Located (need 6 volunteers for this exercise)
Customer
CSR (issues colored index cards)
Designer I (draw X)
Designer lI (draw circle)
Designer lll (draw square / understands full scale & half scale)
Designer lV (can do all of above & is the inspector)
Cell Supervisor (Instructor)

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 Design Sample Process Flow
(Exercise 2)
Cell Supervisor

Draw Square Get Card

(Designer III) (CSR)
Customer
LANE BOARD

LANE
Co-Located Office
(Workers Not Cross-Trained)

Draw Circle Draw X Inspect

(Designer II) (Designer I) (Designer IV)
LANE LANE

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 Tracking System (Exercise 2)
Order Tracking System
Order Number: < hand write order # in this box

Processed by: < hand write your name in this box

Date Received: < hand write today's date in this box

Date Complete: < hand write today's date in this box

Dont Forget to Update

the Tracking System!
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 Office Procedure (Exercise 2)
Customer Order Process

Customer Service
CSR Pulls Customer Order from FIFO Board
CSR Processes Order & Submits to Design Engineering
Design Engineering
Creates a New Logo Design Based on Customer Inputs
Engineering Sample Approval
Give Sample to Customer

Lets Do It!
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 Design Sample Process Flow
(Exercise 2)
Cell Supervisor

Draw Square Get Card

(Designer III) (CSR)
Customer
LANE BOARD

LANE
Co-Located Office
(Workers Not Cross-Trained)

Draw Circle Draw X Inspect

(Designer II) (Designer I) (Designer IV)
LANE LANE

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 Customer Order #5
Square Color Red or Black?
Note: Read Customer Requirements completely before processing
this Customer Order!
Customer Requirements: Revise Logo Design. Draw a new version
of the current logo design centered on a GREEN 5 x 8 Index Card
(See original version attached on page 2 of this Customer Order).
Important! Customer has changed color scheme from original
design.
1. Must use GREEN 5 x 8 Index Card.
2. Square must be BLACK.
3. Circle must be BLACK and must be tangent to 4 sides of a BLACK
Square.
4. X must be BLACK and span corner to corner of RED Square.
5. Require 100% Inspection.

Cell Supervisor Put Order in ER

Resolve Take Next Order

What color is the Square supposed to be?

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 Customer Order #2
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

Who Has It?

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 Customer Order #2
Customer Order Change

Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

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 Customer Order #2
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: X (standard order).

1. Index Card
2. Square
3. X.
4. Require 100% Inspection.

What if?

Who Has It?

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 Co-Locate - What did you observe?
(Exercise 2)

Still have NVA Multiple Mental Setups

Still may have NVA Rework Loops
But Errors Found Sooner in Co-locate process
Less NVA in Co-Locate Cell.
Far Less Distances Between Each Process Step
Less Movement of Paper
Very Short Queues FIFO Lanes
Less PIP (1 Piece Flow/Pull)

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 Work Environment (Exercise 3)

Lean Office (Workers Cross-trained)

Work Cell (Need 6 volunteers for this exercise)
Customer
Designer lV (5 Designer IVs are all cross-trained)
Cell Supervisor (instructor)

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 Design Sample Process Flow
(Exercise 3)
Cell Supervisor

Draw Square Get Card

(Designer IV) (Designer IV)
Customer
BOARD

Work Cell
(Cross Trained Workers)

Draw Circle Draw X Inspect

(Designer IV) (Designer IV) (Designer IV)

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 Tracking System (Exercise 3)
Order Tracking System
Order Number: < hand write order # in this box

Processed by: < hand write your name in this box

Date Received: < hand write today's date in this box

Date Complete: < hand write today's date in this box

Dont Forget to Update

the Tracking System!
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 Office Procedure (Exercise 3)
Customer Order Process
Cell Supervisor
Receive Order from Customer
Loads FIFO Board
Designer lV
Pull Customer Order from FIFO Board
Creates a New Logo Design Based on Customer Inputs
Engineering Sample Approval
Give Sample to Customer

Lets Do It!
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 Design Sample Process Flow
(Exercise 3)
Cell Supervisor

Draw Square Get Card

(Designer IV) (Designer IV)
Customer
BOARD

Work Cell
(Cross Trained Workers)

Draw Circle Draw X Inspect

(Designer IV) (Designer IV) (Designer IV)

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 No Purple Cards
Customer Order #14
Setup: Read Customer Requirements completely before processing this Customer Order!

Customer Requirements: Revise Logo Design. Draw a new (50% scaled

down) version of the current logo design centered on a Purple 5 x 8
Index Card (See original version attached on page 2 of this Customer
Order). Important! Customer has changed color scheme from original
design.
1. Must use PURPLE 5 x 8 Index Card.
2. Square must be BLACK (50% scale reduction from old logo design).
3. X must be RED and span corner to corner of BLACK Square.
4. Require 100% Inspection.

Cell Supervisor Put Order in ER

Resolve Take Next Order

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 Work Cell - What did you observe?
Better Flow
All Work Flow is Visible (6S).
All Value Added Work is done in One Location
Pull Process Flow (Not Push)
NVA Minimized (thus Overall Cycle Time Minimized)
Fewer Queues/Work Handoffs
Fewer Mental Setups
Less PIP (thus Overall Lead Time Minimized)

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