| 3rd week prior to
event |
2nd week prior to event |
1st week prior to event |
| 1: Confirm event area, topic, and steering
team direction |
1: Determine actual current customer demand,
access |
1: Review "3 weeks prior" and "2
weeks prior" checklists. Resolve open items. |
| 2: Clarify external team leader, co-leader,
and team members. |
2: Determine actual throughput for event area
over past 4 weeks. |
2: Define clearly the boundaries of the
event:
- Who are the customers? What are the outputs? What triggers the
area to do something for a customer?
- Who are the suppliers? What are the inputs?
|
| 3: Confirm that at least 1/3 of the team is
from the event area. Is IT expertise needed on team? |
3: Determine actual total hours worked to create
this throughput. (Get the actual time tracking data.) |
3: Finalize customer demand and productivity. |
| 4: Define the action deliverables expected
from the event team (such as create 1-need flow layout with Standard Work). |
4: Calculate actual productivity (use data:
actual throughput divided by actual total hours worked). |
4: Hold final meeting with area members and
supervisor from area. Review measurements, targets, and action deliverables.
Ask for feedback, try to address concerns. Reinforce "what's in it
for them." |
| 5: Define the measurements and targets for the
team. Make sure there are only 3 or fewer key measurements. |
5: Review sentinel events/incidents in the
past year and member concerns. List top 5 patient safety issues. |
5: Arrange for resources the team expects to
need:
- Information technology and facilities (internal/contractors).
- Materials and any equipment that the teams may need.
|
| 6: Review action deliverables, measurements
and targets with the external or internal experts. Revise if needed. |
6: Review actual customer complaints, audit
results. List top 5 quality issues. |
6: Brief the experts. |
7: Ask a few "hard" questions
(then revisit 1, 2 and 3):
- Will this team improve its value stream?
- Will it bring the team closer to its desired "future state"?
- What is the business case for the topic (customer and financial logic)?
- Will this team improve the area's key measurements (list examples).
|
7: Hold a meeting that includes every member
of the area. Explain measurements, targets and action deliverables. Address
questions and concerns. |
7: Prepare supplies and logistics for the team:
- Locations and schedules (Day 1 briefing, leaders' meetings, team
break-out in the area, final presentation),
- Food (daily morning snacks, lunches, late-night food).
- Timekeeping (i.e., how hourly paid team members will charge their
time and get data submitted daily).
- Supplies (RIE and standard work forms, transparencies, clipboards,
stopwatches, Post-it® notes, markers).
|
| 8: Update event charter from value stream analysis,
review with site leadership, and send to experts for approval. |
8: Put up a blank flipchart in the event area
to get suggestions and questions for clarification. |
8: Reconfirm schedule commitments with each
team member, supervisor, maintenance person, contractor. |
| |
9: Review and confirm event team leader, co-leader
and members (reconfirm 1/3 of team from area). |
|
| 10: Brief team co-leaders and members: event
schedule, measurements, targets and action deliverables. |
| 11: Make sure that each team member understands
that they are committed for the whole week!!! |
| 12: Review availability of all necessary training
areas and equipment. |
| 1st week after event |
2nd week after event |
3rd week after event |
| 1: Verify open action items and that appropriate
personnel were assigned to work them. |
1: Ensure 1st week after activities have been
completed. |
1: Follow up and report on open action items.
Elevate concerns to next level of leadership. |
| 2. Meet with action item owners to ensure they
understand the action requirements and due dates. |
2: Follow up and report on open action items.
Elevate concerns to next level of leadership. |
2: Ensure visual management tools (control
boards, visual charts, etc.) are being used. |
| 3: Verify that any new standard work sequences
and standard processes are being maintained. |
3: Ensure visual management tools (control
boards, visual charts, etc.) are being used. |
3: Participate in transformation rounds with
leaders. |
| 4: Insure that all safety and quality issues
identified during the event are followed to completion. |
4: Participate in transformation rounds with
leaders. |
|
| 5: Participate in transformation rounds with
leaders. |
|
|
| 6: Publicize event results. |
|
|
The following additional activities should occur at 30-day, 60-day, and 90-day
intervals after the event:
540 Gaither Road Rockville, MD 20850 
