1. Lean
Management
Teachers
Our Improvement
Story Board
Ideas building on Mike Rothers work using
recent experience with beginning
practitioners.
March 2012 Emiel van Est

2. Our Improvement Story
 We practice the Improvement Kata & Coaching Kata as
outlined in Mike Rothers Book Toyota Kata and the
companion Handbook
© Lean Management Teachers 2

3. We used the Process Analysis Mini Kata to
Understand our Current Condition.
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
-- Example 2 --
All-in-one summary for a manual line
Customer Demand and Line Pace Customer Demand / Line Pace CURRENT CONDITION
• Customer takt
• Planned cycle time • Takt Time = 30 seconds Process
• Number of shifts currently running • PC/T = 22 seconds
• Gap = 27% Date
Overview of the Process • Running 2 Shifts + overtime
• Define the start & end points of the process • 10 changeovers per day
• Get to know the process by sketching a block diagram of it 40 Range of observed cycle times
- Where does WIP accumulate? Overview
• How much does process output fluctuate? (Cycle-to-cycle and shift-to-shift)
• Note other details about the current operating pattern • Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT
Machine Capacity   • WIP (as shown)
• Can the automatic equipment support the planned cycle time?
• How close are we to our current machine capacity limit? No Yes • Line does not meet Pc/t 25
• What is the fastest Pc/t the equipment can currently support? and must run overtime Pc/t
• Shift options? 20
Machine Capacity 90%
of Pc/t
Process Fluctuation
  • Op 90 cannot meet Pc/t 15
• Time 20-40 full cycles of each operatorʼs work No Yes (see chart)
• Are each operatorʼs work steps the same from cycle to cycle?
10
Process Stability
Necessary Number of Operators (if process were stable)
• Operator cycles fluctuate I I I I
• Calculate number of operators up to -30% / + 90% (see chart)
5
5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110
Necessary Number of Operators
Machines Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 3

4. We filled in our Target Condition Form
2 4 3 1
We were Now we are here, We want Challenge
WHAT INFORMATION IS IN APDCA to overcome obstacles
here using TARGET CONDITION? to be here & Vision
A target condition describes how you want a process to operate
• A target condition for a manufacturing process should include
the following four categories of information.
• No verbs in a target condition. Thatʼs for how to get there.
• You must include a target date for achieving the target condition.
Process: Challenge: TC date:
Achieve-By Date: (required)
Theme of this TC:
(1) DESCRIBE PROCESS STEPS, SEQUENCE & TIMES Step 1: Step 2: Fill in what
you will keep
Fill in current Current Target
A pattern you can draw or chart (see example) condition data
Condition Condition
the same
Step 3: Fill in what
you want to change
(2) OTHER PROCESS CHARACTERISTICS
Examples: • Number of operators Takt time: Takt time:
Used for • Number of shifts
proving • Where 1x1 flow is planned, and where standard WIP Pc/t: Pc/t:
(incl. quantity) is to be located # of Shifts: # of Shifts:
• Leveling sequence Overtime (how much): Overtime:
(3) PROCESS METRIC(S) (Measurement in the moment) Output / Shift (run chart): Output / Shift:
For checking process condition in real time # of Operators: # of Operators:
Examples: • Time for each step, piece, pitch, etc. Where 1x1, where WIP: Where 1x1, where WIP:
• Degree of time fluctuation from cycle to cycle Describe the process Describe the process
steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %:
(4) OUTCOME METRIC(S) Other observations about the current pattern:
Used to To check outcome of improvement efforts
check Examples: • Number of pieces per hour or shift
• Leveling sequence attainment
tcomes • Productivity Process Metric:
Outcome Metric:
Improvement Kata Handbook Target Condition Kata Handbook
© Improvement
11
Target Condition 23
© Lean Management Teachers 4

5. Now we are here mixing things up during
coaching sessions.
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
© Lean Management Teachers 5

6. Quite often, Q2 is answered by the Current
Condition we came from,..
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date:
Theme of this TC:
Step 1: Step 2: Fill in what
Fill in current you will keep
Current Target the same
condition data Condition
Condition
Step 3: Fill in what
you want to change
Takt time: Takt time:
Pc/t: Pc/t:
# of Shifts: # of Shifts:
Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process
steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern:
Process Metric:
Outcome Metric:
© Improvement Kata Handbook Target Condition 23
© Lean Management Teachers 6

7. ... instead of referring to Today's Current
Condition …
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Our Gemba
Go & See
© Lean Management Teachers 7

8. … or this section is updated every PDCA
cycle
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date:
Theme of this TC:
Step 1: Step 2: Fill in what
Fill in current you will keep
Current Target the same
condition data Condition
Condition
Step 3: Fill in what
you want to change
Takt time: Takt time:
Pc/t: Pc/t:
# of Shifts: # of Shifts:
Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process
steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern:
Process Metric:
Outcome Metric:
© Improvement Kata Handbook Target Condition 23
© Lean Management Teachers 8

9. Lean
Management
Teachers
Maybe we can make things
easier to understand
© Lean Management Teachers 9

10. Lets cut the Target Condition Form in two
and add a date for the starting Current Condition
to clearly distinct starting point and targeted point.
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date:
Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what
Step 1: Step 2: Fill in what
Fill in current you will keep
Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
you want to change you want to change
Takt time:
Pc/t:
Date Takt time:
Pc/t:
Takt time:
Pc/t:
Takt time:
Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
Process Metric: Process Metric:
Outcome Metric: Outcome Metric:
© Improvement Kata Handbook Target Condition
© Improvement Kata Handbook
23 Target Condition 23
© Lean Management Teachers 10

11. In between we can list all relevant information
about our discovery process.
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date:
Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what
Step 1: Step 2: Fill in what
Fill in current you will keep
Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
Date you want to change you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t: Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Our Gemba about the current pattern:
Other observations
Go & See
Process Metric: Process Metric:
Outcome Metric: Outcome Metric:
© Improvement Kata Handbook Target Condition
© Improvement Kata Handbook
23 Target Condition 23
© Lean Management Teachers 11

12. Lean
Management
Teachers
Lets test our redesigned
Improvement Story Board
© Lean Management Teachers 12

13. Our Improvement Story
Q1 Our Target Condition
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date: Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what Step 1: Step 2: Fill in what
Fill in current you will keep Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
Date you want to change you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t: Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
-- Example 2 --
All-in-one summary for a manual line
Customer Demand / Line Pace CURRENT CONDITION Process Metric: Process Metric:
• Takt Time = 30 seconds Process
• PC/T = 22 seconds Outcome Metric: Outcome Metric:
• Gap = 27% Date
• Running 2 Shifts + overtime
• 10 changeovers per day © Improvement Kata Handbook Target Condition 23 © Improvement Kata Handbook Target Condition 23
40 Range of observed cycle times
Overview
• Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT 90 110
• WIP (as shown)
• Line does not meet Pc/t 25
and must run overtime Pc/t
Machine Capacity 90%
20
4 4 5 6 3 4
of Pc/t
• Op 90 cannot meet Pc/t
(see chart)
15
70 3
10
Process Stability
• Operator cycles fluctuate
2 1 3 2 1 2 1
Our Gemba
5 I I I I
up to -30% / + 90% (see chart) 5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110 40 10
Necessary Number of Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
Machines Operators
Go & See
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 13

14. Our Improvement Story
Q2 Our Current Condition
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date: Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what Step 1: Step 2: Fill in what
Fill in current you will keep Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
Date you want to change you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t: Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
-- Example 2 --
All-in-one summary for a manual line
Customer Demand / Line Pace CURRENT CONDITION Process Metric: Process Metric:
• Takt Time = 30 seconds Process
• PC/T = 22 seconds Outcome Metric: Outcome Metric:
• Gap = 27% Date
• Running 2 Shifts + overtime
• 10 changeovers per day © Improvement Kata Handbook Target Condition 23 © Improvement Kata Handbook Target Condition 23
40 Range of observed cycle times
Overview
• Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT 90 110
• WIP (as shown)
• Line does not meet Pc/t 25
and must run overtime Pc/t
Machine Capacity 90%
20
4 4 5 6 3 4
of Pc/t
• Op 90 cannot meet Pc/t
(see chart)
15
70 3
10
Process Stability
• Operator cycles fluctuate
2 1 3 2 1 2 1
Our Gemba
5 I I I I
up to -30% / + 90% (see chart) 5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110 40 10
Necessary Number of Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
Machines Operators
Go & See
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 14

15. Our Improvement Story
Q3 Our obstacles
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date: Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what Step 1: Step 2: Fill in what
Fill in current you will keep Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
Date you want to change you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t: Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
-- Example 2 --
All-in-one summary for a manual line
Customer Demand / Line Pace CURRENT CONDITION Process Metric: Process Metric:
• Takt Time = 30 seconds Process
• PC/T = 22 seconds Outcome Metric: Outcome Metric:
• Gap = 27% Date
• Running 2 Shifts + overtime
• 10 changeovers per day © Improvement Kata Handbook Target Condition 23 © Improvement Kata Handbook Target Condition 23
40 Range of observed cycle times
Overview
• Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT 90 110
• WIP (as shown)
• Line does not meet Pc/t 25
and must run overtime Pc/t
Machine Capacity 90%
20
4 4 5 6 3 4
of Pc/t
• Op 90 cannot meet Pc/t
(see chart)
15
70 3
10
Process Stability
• Operator cycles fluctuate
2 1 3 2 1 2 1
Our Gemba
5 I I I I
up to -30% / + 90% (see chart) 5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110 40 10
Necessary Number of Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
Machines Operators
Go & See
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 15

16. Our Improvement Story
Our reflection
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date: Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what Step 1: Step 2: Fill in what
Fill in current you will keep Fill in current you will keep
condition data
Current
Condition Reflect Step 3: Fill in what
Target
Condition on the Last Step Taken
the same condition data
Current
Condition
Target
Condition
the same
Step 3: Fill in what
Date donʼt
Because youchange actually know
you want to you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t:
what the result of a step will be! Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift:
1) What was your last step? Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: 2) What actually happened? # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process
steps, sequence, times:
Describe the process
steps, sequence, times:
3) What did you learn? Describe the process
steps, sequence, times:
Describe the process
steps, sequence, times:
Exit cycle fluctuation %: ----------------------------> Return
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
-- Example 2 --
All-in-one summary for a manual line
Customer Demand / Line Pace CURRENT CONDITION Process Metric: Process Metric:
• Takt Time = 30 seconds Process
• PC/T = 22 seconds Outcome Metric: Outcome Metric:
• Gap = 27% Date
• Running 2 Shifts + overtime
• 10 changeovers per day © Improvement Kata Handbook Target Condition 23 © Improvement Kata Handbook Target Condition 23
40 Range of observed cycle times
Overview
• Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT 90 110
• WIP (as shown)
• Line does not meet Pc/t 25
and must run overtime Pc/t
Machine Capacity 90%
20
4 4 5 6 3 4
of Pc/t
• Op 90 cannot meet Pc/t
(see chart)
15
70 3
10
Process Stability
• Operator cycles fluctuate
2 1 3 2 1 2 1
Our Gemba
5 I I I I
up to -30% / + 90% (see chart) 5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110 40 10
Necessary Number of Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
Machines Operators
Go & See
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 16

17. Our Improvement Story
Q4 Our next step
2 4 3 1
We were Now we are here, We want Challenge
here using PDCA to overcome obstacles to be here & Vision
Process: Challenge: TC date: Process: Challenge: TC date:
Theme of this TC: Theme of this TC:
Step 1: Step 2: Fill in what Step 1: Step 2: Fill in what
Fill in current you will keep Fill in current you will keep
Current Target the same Current Target the same
condition data Condition condition data Condition
Condition Condition
Step 3: Fill in what Step 3: Fill in what
Date you want to change you want to change
Takt time: Takt time: Takt time: Takt time:
Pc/t: Pc/t: Pc/t: Pc/t:
# of Shifts: # of Shifts: # of Shifts: # of Shifts:
Overtime (how much): Overtime: Overtime (how much): Overtime:
Output / Shift (run chart): Output / Shift: Output / Shift (run chart): Output / Shift:
# of Operators: # of Operators: # of Operators: # of Operators:
Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP: Where 1x1, where WIP:
Describe the process Describe the process Describe the process Describe the process
steps, sequence, times: steps, sequence, times: steps, sequence, times: steps, sequence, times:
Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %: Exit cycle fluctuation %:
Other observations about the current pattern: Other observations about the current pattern:
-- Example 2 --
All-in-one summary for a manual line
Customer Demand / Line Pace CURRENT CONDITION Process Metric: Process Metric:
• Takt Time = 30 seconds Process
• PC/T = 22 seconds Outcome Metric: Outcome Metric:
• Gap = 27% Date
• Running 2 Shifts + overtime
• 10 changeovers per day © Improvement Kata Handbook Target Condition 23 © Improvement Kata Handbook Target Condition 23
40 Range of observed cycle times
Overview
• Output cycles vary +/- 109% 35 Lowest repeatable
• Operator work steps vary
observed cycle time
• 4 operators TT 90 110
• WIP (as shown)
• Line does not meet Pc/t 25
and must run overtime Pc/t
Machine Capacity 90%
20
4 4 5 6 3 4
of Pc/t
• Op 90 cannot meet Pc/t
(see chart)
15
70 3
10
Process Stability
• Operator cycles fluctuate
2 1 3 2 1 2 1
Our Gemba
5 I I I I
up to -30% / + 90% (see chart) 5 2 12 22
• Operator 4 cannot consistently pcs pcs pcs pcs
meet Pc/t
10 40 70 90 110 40 10
Necessary Number of Operators
• 3.2 operators / 4 actual
• Operators 1, 2 & 3
are underutilized (see chart)
Machines Operators
Go & See
© Improvement Kata Handbook Current Condition 50
© Lean Management Teachers 17