Lean Manufacturing Event

Planning Guide Introduction

 This document is intended to assist in planning and executing a
implementation event for Lean Manufacturing. Where
differences exist in the two event types (Implementation or
Educational), specific notes have been added “IMP Only” or “EDU
Only”.
 A Checklist of Preparation Activity Items is listed on the next pages
in sequential order.
 The GANTT Chart shows the activity items with appropriate
duration needed to complete each task prior to event.
 Details for each of the activity items are included in the Planning
Guide sections that follow.

The first column indicates the appendix where information or contact

personnel are available.
The next columns list the person(s) ultimately responsible for the
completion of each item; however, other individuals may be
required to provide the necessary information or input.

 Appendix sections include necessary worksheets, wall charts,

process flow and layout examples, etc.

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Preparation Activity Checklist
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01 Decide to have event X
02 Select master facilitator X
03 Prep master facilitator for planning event X X
04 Select added facilitators & instructors for presentations X X
05 Select event coordinators X
06 Review event requirements X X
07 Select classroom X X
08 Select break-out rooms (one or two) X X
09 Determine event date X X
10 Develop preparation activity checklist X
11 Prep event coordinators X
12 Select lean consultant X
13 Determine site to be subject of event X X
14 Create list of desired participants and prioritize names X X
15 Review activities with organization’s leadership X
16 Review worksite and objectives with consultant X X
17 Prepare worksite package for event participants X
18 Prepare worksite facts and layout sheet X
19 Develop event content X X
20 Develop agenda X
21 Select breakfast, lunch and break rooms X X
22 Prepare planning guides and speakers notes manuals X X
23 Distribute speakers notes to instructors X
24 Distribute facilitators guides to facilitators X
25 Confirm event package X X
26 Secure classroom layout X
27 Secure classroom equipment X
28 Secure Equipment for breakout rooms X
29 Determine trades/special equipment requirements X X
30 Secure special equipment needed X
31 Review event plans with target worksite personnel X X
32 Prep facilitators/master fac. For conducting event X
33 Prep change agent, consultant, instructors & champion X
Lean Manufacturing Event Planning Guide
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34 Review worksite and worksite packages X
35 Establish phone procedure and location for messages X
36 Secure educational material and exercise forms X X X
37 Order and obtain event supplies X
38 Select worksite guide(s) (operator in worksite area) X X
39 Provide wall charts and value stream maps X X
40 Prep worksite guides for initial worksite visit X
41 Review event visit times with worksite personnel X X
42 Dry run for instructors, champion and change agent X X
44 Confirm visitor attendance X
45 Place directional arrows in halls and in plant X
46 Final preparedness check X X
47 File report-out data for future implementation reviews X X
48 Review assessment comments X X
49 Conduct daily wrap-up meeting on all shifts (ongoing) X X
50 Provide event manuals (optional) X X

Lean Manufacturing Event Planning Guide

Implementation
GANTT Chart

ACTIVITY ITEM WEEKS PRIOR TO EVENT

#
12 11 10 09 08 07 06 05 04 03 02 01 00
01 Decide to have event

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02 Select master facilitator
03 Prep master facilitator for planning event
04 Select team facilitators and instructors for presentations
05 Select event coordinators
06 Review event requirements
07 Select classroom
08 Select break-out rooms for teams (one or two)
09 Determine event date
10 Develop preparation activity checklist
11 Prep event coordinators
12 Select lean consultant
13 Determine site to be subject of event
14 Create list of desired participants and prioritize names
15 Review activities with organization’s leadership
16 Review worksite and objectives with consultant
17 Prepare worksite package for event participants
18 Prepare worksite facts and layout sheet
19 Develop event content
20 Develop agenda
21 Select breakfast, lunch and break rooms
22 Prepare planning guides and speakers notes manuals
23 Distribute speakers notes to instructors
24 Distribute facilitators guides to facilitators
25 Confirm event package
26 Secure classroom layout
27 Secure classroom equipment
28 Secure equipment for breakout room
29 Determine trades/special equipment requirements
30 Secure special equipment needed
31 Review event plans with targeted worksite personnel
32 Prep facilitators/master fac. for conducting event
33 Prep change agent, consultant, instructors & champion
34 Review worksite and worksite packages
35 Establish phone procedure and location for messages
36 Secure educational material and exercise forms
37 Order and obtain event supplies

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 Lean Manufacturing Event Planning Guide
Implementation
GANTT Chart

# ACTIVITY ITEM WEEKS PRIOR TO EVENT

12 11 10 09 08 07 06 05 04 03 02 01 00
38 Select worksite guide(s) (operator in worksite area)
39 Provide wall charts and value stream maps
40 Prep worksites for initial event visit
41 Review event visit times with worksite personnel
42 Dry run for instructors, champion and change agent
43 Prep cafeteria manager ( if lunch room exercise is on)
44 Confirm visitor attendance
45 Place directional arrows in halls and in plant
46 Final preparedness check
47 File report-out data for future implementation reviews
48 Review assessment comments
49 Conduct daily wrap-up meeting on all shifts
50 Provide event manuals (optional)

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01 Decide to have event. The champion of an organization will determine the need for a lean X
implementation Event. The champion should fully discuss this event with all leadership and involved
personnel to ensure the necessary process support to implement a event is available.
02 Select master facilitator. The role of the master facilitator will be to work with the champion and the X
plant leadership to plan, coordinate, and facilitate the event.
Requirements: Has previously attended a lean implementation manufacturing event in its entirety. Has
good organizational skills and good facilitation skills. Can appropriately utilize the organization’s
resources to prepare for the event.
03 Prep master facilitator for planning event. Provide a copy and review entire planning guide. X X
04 Select facilitators and instructors for presentations and exercises of event content. X X
MODULE 1: Introduction, Education Theory, Change Agent
MODULE 1: Why Are We Here, Lean Manufacturing , Champion
MODULE 2: Identification of Waste, Instructor One
MODULE 3: Value Stream Mapping & Elimination of Waste, Instructor Two
MODULE 4: Pull System, Instructor Three
MODULE 5: Workplace Organization & Visual Controls, Instructor Four
MODULE 6: Pulling It Together, Master Facilitator
MODULE 6: Implementation Exercise, Obstacle Review, Measurement Explanation,
Road Map & Next Steps, Lean Implementation Review, Champion
Instructors should be recognized as leaders and hold leadership positions within the plant. Additionally,
it is strongly suggested that they have attended at least one lean implementation manufacturing event in
its entirety, and have been on a visioning trip with their champion. Additionally, the change agent,
champion and the lean consultant maybe used as instructors. However, the use of the consultant is not
recommended in that they would not be part of the plant leadership team.
Facilitators,one or two individuals, should be utilized to facilitate the lean implementation event
activity. They should have attended at least one event. Can use instructors who teach modules above.
05 Select event coordinators. Coordinators must be available to support the master facilitator before, X
during and after the event. Generally, one coordinator is needed beginning two weeks prior to and
continuing through the event and beyond, until all follow-up work is complete. Coordinators are
responsible for the classroom, break-out rooms and worksites. They should have attended at least one
implementation event, as observers, to become familiar with the process. They should plan to be present
for the event, and for the full day of set-up.

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06 Review event requirements X X
The champion should fully discuss all elements of the proposed event with all leadership and involved
personnel to ensure the necessary process support is available.
Visioning Trip: Champion should where possible take event staff and participants on an appropriate
visioning trip(s) where the lean manufacturing principles can be seen.
Prerequisite: Champion, change agent and staff should have attended a previous lean manufacturing
event in its entirety, preferably the same event. Master facilitator, facilitators and coordinators should
have assisted in their roles at a previous event.
Attendance: is required for the champion, change agent, event staff and all participants for the whole
event. The change agent should be in the classroom during all presentations. He will support the
concepts that are being presented with his comments, to emphasize the importance of the concepts. He
will visit worksites and break-out rooms to ensure the process is being followed and supported by his
staff and participants.
Resources: Champion, change agent, master facilitator, facilitators, instructors, coordinators and key
worksite personnel comprise the personnel responsible for the conduct of the lean manufacturing events.
These personnel must be available at times indicated in the planning guide and agenda.
Location: The event location should be selected based on whom the event is supporting (i.e.: production
operators, headquarters personnel, etc.). During exercises, sufficient work must be visible (worksite
locations must be operating) to allow participants the opportunity to discover.
Dry Run: Champion and event staff will dry run all teaching modules as outlined in item #42.
Classroom and Break-Out Rooms: Must be available as outlined in items #7 and #8.
07 Select classroom. It is imperative the master facilitator secures a classroom of appropriate size. The X
room needs to have good projection equipment, screen, ventilation, acoustics, security, and lighting and
sufficient wall space for wall charts
08 Select break-out (0ne or two) rooms. Break-out rooms should be located within close proximity of the
classroom and/or worksite(s). Sufficient room to hang wall charts. Room needs to have good
ventilation, acoustics, privacy, lighting and large enough for all participants, facilitator, and a visitor to
sit around a table. Arrangements should be made to ensure that all rooms can be opened by the
facilitators.
09 Determine event date. When event requirements can be completed and resources are available. X X
10 Develop preparation activity checklist for timing and responsibilities. Refer to pages 3 through 6 in X
the lean manufacturing event planning guide to plan and coordinate all events.
11 Prep event coordinators. Assign tasks to coordinators based on timing and responsibilities plan. X
12 Select lean consultant. It is essential that the lean consultant provide support for the concepts taught in X
the lean manufacturing events. The selected consultant must be conversant with all elements of lean
transformation with personnel experience with large scale lean manufacturing implementation.
Moreover, it is pivotal that the consultant fully support Parker Hannifin’s lean enterprise initiatives.

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13 Determine the Site to be the event subject. The site selection must be based upon specific criteria. X X
These criteria should be on a value added or cash flow basis. It should address a key business need or
needs to include safety, customer satisfaction or quality, profitability, delivery performance, inventory
reduction and capital avoidance. Further, an implementation event should always be done in an area of
high visibility in order to further promote lean implementation on a plant wide basis. Finally, the selected
site should offer great potential for improvement in multiple areas of lean manufacturing to include a
30% improvement in productivity, a 30% reduction in inventory, improved work- place organization,
visual control and supply chain compression etc.
14 Create a list of desired participants and prioritize names. Event intent is to educate by experiential X X X
learning. Participants maximize their understanding by “doing” and “discovering” the potential for
concepts presented. Once they have “graduated”, they will cascade this knowledge by becoming an
instructor/facilitator at the next level event for their organization. Participants should be included from
all disciplines of an organization: manufacturing, material, finance, personnel, purchasing, engineering,
marketing, and the supplier community to provide a broad base of experience.
15 Review with organization’s leadership. Review the intent of the event, the generic agenda and X
attendees with the staff and all other relevant and interested parties.
16 Review worksites and objectives with consultant. Preliminary worksites criteria selection should be X X
reviewed with staff and with all other appropriate parties prior to making final determination. Selection
and preparation of the worksite is critical and ; therefore, the following criteria must be met:
A. Worksite must be operating (all three shifts, if necessary).
B. Must be mutually acceptable to management and union (if represented).
C. Worksites must have identifiable input(s) and output and the process flow must be trackable.
D. Process must not be so large that the participants can not comprehend it during the worksite
review and also must not be so small that it does not challenge the participants.
E. Worksite must have more than one (1) customer/supplier relationship (i.e.: internal - external, etc.).
F. Worksite personnel must be approachable and cooperative.
G. Key worksite personnel must be available during the entire event.
H. It would be desirable to select a worksite that demonstrates the concepts (or lack of) taught in order to
enhance the learning experience for all participants (opportunities for improvement).
1. Identification of Waste: 7 Types, 3 contributors, standardized systems, variation, etc.
2. Elimination of Waste: Flow of a part through a number of process steps (store, handle,
inspect, process), problem prevention (error proofing devices), preventative maintenance.
3 Process or processes capable of being summarized by a value stream map.
4. Pull System: Inventory levels, scrap, lot size and containerization, pull signals, etc.
5. Workplace Organization and Visual Controls: Flexible systems, process/operator controls,
boundary samples, decoupled process, etc.

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17 Prepare worksite package for event participants. The worksite package consists of a worksite facts 5 X X
and layout sheet that graphically depicts who the worksite personnel are and their respective locations.
NOTE: Implementation Event Only, the process will be made visible with the process flow block
diagramed and value stream maps that graphically depicts the process at a macro level and highlights the
sections of the process to be reviewed . Additionally, takt and cycle time must be readily available.
18 Prepare worksite facts and layout sheet for worksite and classroom. Layout will include column X X
numbers, north arrow, equipment outlines, conveyors, personnel locations, product flow arrows and
boundaries of worksite. Include on layout: parking lot, bathrooms, worksites, classroom, break-out
rooms, phones, cafeteria, entry/exit, emergency exits, and facilities. This layout should show how to get
from the lobby to the classroom. Include in attendees folder.
19 Develop event content. Module content has been established by the champion and the change agent. It X X
includes text, transparencies, agenda events and timing, necessary to do a complete event. Examples and
illustrations may vary slightly depending on the specific needs of participants. If the champion wants
additional supportive information, (in modules one or six only) he is responsible for its development.
MODULE 6 “Clearing the Path” Exercise: Involves discussion of obstacles and points to be revisited,
by champion and participants, posted on wall charts throughout the course of the event.
MODULE 6 Process Measurement . Establish specific process measurements that will reflect the
organizations performance relative to implementation of lean. These measurements are to include but
are not limited to productivity improvements, inventory reductions, safety improvements, quality
improvements, and delivery improvements. , Generally, the champion, recognizing the Companies
initiatives will establish the specific measures for each event.
20 Develop agenda . Agenda for the event must be fully supportive of the intent of the event. In other X
words, the training modules must relate to the actions and desired outcome anticipated for the event.
Event start and stop times, breaks, and lunch will need to be coordinated with headquarters or plant
production start and stop times, breaks and lunch. Modules can not be split between two days, (Hear,
See and Do).
21 Select breakfast, lunch and break rooms. Rooms should be close to the classroom to reduce travel lead X
time. Must be large enough to allow all participants to sit down at the same time. If there is only a
single lunch room than a portion of the lunch room can be set aside for the event during the planned
lunch periods.
22 Obtain and prepare planning guides and speaker notes manuals for appropriate personnel. Run X
copies of the planning guide for master facilitators and coordinators, facilitators guide for facilitators and
appropriate sections of speakers notes for instructors (including champion and master facilitator),
maintain a master file of all documents for subsequent events.
23 Distribute instructor’s speakers notes and agenda to each instructor. Master facilitator will review X
the agenda of module timing for “hear” concepts, “see” opportunities, “do” break-outs, and “do” report-
out times with each instructor. Instructors will make known the module contents and time requirements.
24 Distribute facilitator’s guide and agenda to facilitators. Obtain facilitators guide from the planning X X
guide and provide a copy to each facilitator. Facilitators and master facilitator are to familiarize
themselves with the exercise contents and agenda time requirements for all exercise activities.

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25 Confirm event package The champion, change agent and consultant should review the package to X X X
confirm that the agenda and related exercises are consistent with event intent. From this point forward,
the event from a design standpoint is frozen. Any change following this step must be approved by the
champion. The change agent should conduct a brief walk through with both the master facilitator and the
coordinators.
26 Secure class and break-out rooms. Now that the event design and intent are finalized, secure the X
required rooms based on both size and timing of event. The rooms selected must comply with the
requirements identified in item #7 and #8 of the Event Planning Guide.
27 Secure classroom equipment. The coordinator should secure all required classroom equipment for the X
event. The required equipment should be, as a minimum, consistent with item #7. Additionally, if coffee
and/or rolls are to be provided, determine where are to be placed and disposed of.

28 Secure equipment for break-out room. The coordinator should secure all required breakout room X
equipment for the event. The required equipment should be, as a minimum, consistent with item #8 and
should include the necessary markers, easels, easel paper, markers etc.
29 Determine skilled trades/maintenance equipment requirements. Once the scope and intent of the X
event is confirmed and finalized in item #25, the change agent and maintenance leadership must
anticipate maintenance needs from both a physical and human resource needs perspective. If these needs
cannot be funded internally, then appropriate countermeasures must be taken. These measures cannot be
so obvious as to give the participants the impression that the leadership team already has the final answer.
30 Secure special equipment. The master facilitator should ensure that the necessary special equipment X
such as video equipment and maintenance equipment is available for the required times during the event.
The maintenance equipment would include mobile cranes, portable welding equipment etc.
31 Review event plans with targeted worksite personnel. The champion and the change agent must X X
review the event in its entirety with targeted worksite personnel on all affected shifts. It is critical that
they are not only knowledgeable about the event but are supportive of the activity as well. Worksite
personnel should review all fact sheets and value stream maps that are part of the event.
32 Prep facilitators and master facilitator. Review with the facilitator and master facilitator their roles X
during the event..
33 Prep instructors, master facilitator, champion and consultant. Review content of each slide for X
understanding. NOTE: If the organization has had a previous event, the instructors from that event
should prep the new instructors. Instructors must be interactive, ask questions when appropriate,
illustrate concepts with brief, personal experiences that the participants can relate to, move between the
overhead projector, screen and audience to provide variety to the delivery and adjust pace of delivery, as
required, to complete the presentation on time.
34 Review worksites and worksite packages. Master facilitator (with the coordinator) reviews the X X
worksite package with the facilitator and also visits the worksite to introduce facilitator to the worksite
personnel.

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35 Determine requirement and location of telephones and message board. . Unless it is an emergency, X
all messages will be posted on the message board. Location should be outside the classroom to avoid
interruption
36 Secure educational material. Contact the Lean Support Team for the following material. 4 X X
Video tapes: Discovering the Future Paradigm Tape, Mercury Marine, Build 4 Hour House.
Newspaper Articles: articles out of newspaper or magazines related to business.
Event Slides: Coordinator will run black and white transparencies from master copy or color
transparencies if original files are available on disk and put in frames.
37 Order and obtain color-coded event supplies. All the necessary material and supplies required for a X
event will be inventoried by the coordinator in one central location. The coordinator is responsible for
having a sufficient supply of material on hand at the time required. The coordinator’s responsibility is to
arrange for the acquisition and replenishment of necessary supplies.
38 Select worksite guides. This should be someone familiar with worksite area (operator, supervisor, etc.). X X
39 Provide wall charts and value stream maps exercise. Enlarge classroom and break-out rooms wall X
charts to 24” x 32” and laminate for protection to allow for writing on charts with water-based markers
for on-going events. Exercise forms 8 1/2” x 11” are used for team break-out and report-out activities,
make copies as needed. Enlarged value stream maps are to be placed on the walls in both the classroom
and all breakout rooms.
40 Prep worksite and worksite guides for initial worksite visit. Welcome, introductions, brief X X
explanation and tour of area. Review agenda timing “See” Opportunities: 1st visit I.D. Waste and Value
Stream Map, 2nd visit Pull System and 3rd visit Workplace Organization and Visual Controls. Any
significant points of interest, safety precautions, etc. Caution that the primary purpose of the area is to
make quality products. Questions posed to the operators should not interfere with their work. Guide
should be available for questions during all of the exercise “See” times.
41 Review event visit times with worksite personnel. Send out a letter to The event timing as it relates to X X
the worksite visits must be reviewed with worksite personnel to ensure that the worksite is operating
normally during the agenda scheduled visit times. Worksite guides must be present during these visits.
42 Dry run for instructors, master facilitator and champion. The instructors must do a complete dry run X X
as if they were giving it to the live audience so they are comfortable with their content, timing and roles.
The dry run audience should include the champion, instructors, change agent, and master facilitator to
ensure that everyone is familiar with each module and can be supportive of the event.
43 Prep Cafeteria Manager. If the optional lunch room exercise is on, then the master facilitator must X
ensure that the lunch room manager is aware of the number of people, time and any special dietary
requirements. If, coffee is served, the cafeteria will be responsible for same. Further, master facilitator
must ensure that video is properly setup for first and second day lunch room exercise. Lastly, the buffet
style lunch must be organized the first day and disorganized the second day.
44 Confirm visitor attendance. The change agent should confirm the attendance of any visitors and X
ensure that they have designated parking and have the proper attire for worksite visitation.
Lean Manufacturing Event Planning Guide
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45 Place directional arrows in halls and plant. The coordinator should ensure that sufficient directional X
arrows are in the facility to ensure that all participants can easily move from the classroom to the
worksite, bathrooms, lunchroom, breakout rooms or the parking lot.
46 Final preparedness check. Champion and the change agent must conduct a final preparedness check to X X
ensure the plant is completely ready for the upcoming event. This final check may include a final dry run
if required in the opinion of the champion.
47 File report-out data for future reviews. The change agent and the master facilitator must develop a X X
file to record and monitor performance data for each event. This file must be standardized to facilitate
monitoring by plant and Corporate personnel. Further, the report must be file in a manner that would
facilitate progress monitoring on a department or product basis over time.
48 Review assessment comments. Daily, the assessments from the event should be reviewed by the X X X X X X
champion, change agent, master facilitator, facilitator, coordinator and the consultant. This feedback
should be used to adjust current and future events as part of an ongoing continuous improvement process.
49 Conduct daily wrap-up meeting on all shifts Daily, the change agent and/or the champion should X
conduct an all hands meeting on each shift in order to ensure that all employees are aware of the event.
Care must be taken to listen carefully to the observations of those employee who are not participants in
the event.
50 Provide event manuals. This activity is optional and is left to the discretion of the champion. X

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