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Digital Wastes

Digital Wastes • Most of our work is done on computers • Information is stored in many applications, and on many drives • It’s difficult to ‘follow the process’ when it is digital • 10 Digital Wastes Slide 2

Overproduction Producing work (e.g. information, document, report, etc.) before it is needed by the next process, and/or generating more than necessary • Producing reports before they are needed • Producing reports that are not used, or providing additional fields for reporting that are not viewed or used by anyone • Unclear expectations of what information is required by the next process Slide 3

Waiting (Time-in-Queue) Waiting for anything – approvals, confirmations, information, etc. – is a waste • Delay in getting feedback, approvals or decisions from peers or management • Lack of visual KPIs or performance dashboards to highlight exceptions, notification or deviations and enable timely corrective actions • Delay in replying to emails (more than 24 hrs) Slide 4

Motion Any movement of information (e.g. emails, forms, attachments, etc.) or searching for information that includes unnecessary motion that does add value, is waste • Searching for misplaced electronic files or documents • Excessive email distribution lists • Presenting data that is not easy to read or not ‘user friendly’ to support decision making • Sending event notifications that do not provide all the details Slide 5

Transport • Transport affects the delivery of information within the office or to and from a customer. It also involved unnecessary hand-offs, filing, and movement of information in and out of different database systems • Filing/saving documents that will never be used again • Moving data from one system to another • Sending and/or requesting unnecessary data to/from the customer (customer inputs information but you have to contact for further info) Slide 6

Overprocessing Putting more resources than necessary into processing the information than is required by the customer is waste • Processing excessive emails to highlight issues or actions requiring attention • Entering data into multiple systems and/or stand-alone spreadsheets • Over-resourcing a process to meet the peak demand rather than investigating work leveling opportunities Slide 7

Inventory Excessive computer files and time spent searching for documents are waste. Information waiting in a queue is considered “data” inventory • Filing unfinished documents never to be used again • Keeping multiple copies (or versions) of reports • Having (and not using) excessive icons on the desktop • Keeping excessive unread email in your Inbox Slide 8

Defects (Rework) All process required to correct a defect or mistake, either from the previous process step (upstream) or the current process step that require correction • Returning forms/applications due to incomplete data • Having discrepancies in data content because they are stormed in different systems • Handling a report numerous times • Missing information due to poorly specified information requirements or features Slide 9

People’s Skills Not utilizing people’s skills to their fullest or employing a person beyond their capabilities • Assigning an employee two jobs due to understaffing • Not providing adequate training to assist the upstream process when there are work flow problems Slide 10

Office Politics Additional work that is done solely to gain favour with management • Creating management reports using incomplete information or estimates • Requesting direct reports to consume valuable resources to extract and analyze information for the sole purpose of creating a ‘good impression’ • Performing a task that is politically motivated Slide 11

Unevenness Lack of a consistent flow of inputs, information or scheduled work from upstream processes causes many of the other types of waste • Not having information ahead of time to meet deadlines, causing overtime • Having poor office standards and processes causing difficulty in finding documents/reports when ‘usual’ staff member is away • Lacking performance standards or clearly defined work parameters from the downstream process (customer) Slide 12

I’ve found them….now what? • 5S for the desktop – Sort, Set in Order, Scrub, Standardize, Sustain • Process mapping • Standard Operating Procedures (SOP) Slide 13