Using an audit checklist to guide program requirements can streamline implementation.
Implementation of a new CPI initiative involves interrelated parts moving fluidly through (and beyond) the entire organization. One method of implementation focuses on using an audit checklist to drive the desired results. This is related to the concept of “beginning with the end in mind”, and can be an essential part of driving the right behaviors.
Simply put: if you start with a vision of your “ideal future state”, you can work backwards to identify the actions necessary to get there. It is a great way to ensure that you stay focused on your goal when planning and implementing your process improvement strategy.
One simple tool that can keep you on track when delineating each audit item’s requirements is to use the six basic question words. The outline below shows how:
- –What is the expectation?
- –Why is it needed by the organization?
- –Where is it written?
- –Who is affected (to complete the action, to enforce completion, and to audit effectiveness)?
- –When is it expected?
- –How is it to be accomplished?
By answering these questions, you create clarity in your program. A simple example is shown below:
Audit item: “Is there a formal process in place for selecting Continuous Process Improvement (CPI) projects?” (you’ve determined this to be an essential measurable output (“y”) of your CPI initiative)
- -What is the expectation?
- “All processes will be selected in accordance with ‘the vital few’ as identified by Pareto chart. Projects may deviate from this if an explicit explanation is provided that describes appropriate business needs that are being met. (you’ve clearly identified what action supports the audit item.)
- -Why is it needed by the organization?
- “In order to ensure resources are expended effectively it is necessary to ensure projects have a high likelihood of success with a positive impact on bottom line requirements.” (you’ve explained the importance to the organization for following the expectation.)
- -Where is it written?
- “In the CPI Standard Operating Procedure (SOP).” (You’ve linked the item to the governing document, which can provide deeper detail as to what is being measured.)
- -Who is affected?
- Completing the action: “Any employee initiating a CPI project will do this.” (Be specific.)
- Enforcing the action: “The project leader’s manager is responsible for ensuring compliance.” (This will depend on your organization’s culture.)
- Auditing the action: “The CPI coach or the implementation leader audits compliance.” (Again, organizational norms influence this.)
- -When is it expected?
- “January 10th” (You can use whatever makes sense for you: a date, a time interval, or something else. Be as specific as possible.)
- -How is it to be accomplished?
- “Specific actions are available in the CPI SOP, including required actions, timelines, and reporting requirements.” (This can be less specific if you are referring to a document that provides a deeper level of detail.)
I’m sure your answers will differ from mine. Implementation should always take into account the culture of your organization; there is no “one size fits all” solution.
What are your thoughts? Do you use a different method to build out your program? Leave a comment and share your experiences with the community!