Over the years I have continued to learn how to communicate better. Through lean I have learned how to communicate more clearly using illustrations and eliminating the “other” information that isn’t necessary to get my story told.
One tool that has helped me communicate more clearly is the A3. The limited space really focuses me on what is important to talk about. Understanding waste, and not wanting to duplicate my work I use my A3s in during discussions with groups of people instead of creating a multiple slides in PowerPoint stating the same words. If I need a drawing to support my discussion, I use a white board or chart pad to draw it out, because the drawings can take time to recreate in PowerPoint.
We are taught the A3 is a communication tool. Don’t duplicate work. The story is important and that is what needs to be communicated.
WARNING!!!!! Know your culture and where you are in your lean journey at all times.
After the first few times of using A3s and chart pads to communicate within my current company, I was pulled aside by a couple of senior leaders and told that I come off as unprofessional and not prepared because I didn’t use PowerPoint.
Having no filter, I asked if it was better to spend three hours working on the issue or three hours putting together PowerPoint? I also asked how I came off unprepared because I could answer any question they had about the issue? Aside: you might consider how you are talking with before being that direct.
The point is, the leadership and culture at that time were not ready to be communicated with in that fashion.
If you are in a similar situation, I would recommend using slides as a supplement to the A3. Yes, it would be overprocessing waste, but it is better then people not listening because of a format issue and having to rework everything.
I’ve been in a really reflective state lately as I try to weigh some different opportunities. While I have come up with some really interesting topics for posts, most of them have turned too lengthy or incoherent to clog your Lean reading time. One of the discarded themes has also come up a couple times lately in conversation and I thought I’d throw it out in print. Here are three of the less obvious skills that have served me well in solving problems and working in continuous improvement activities over the years.
The first one is utilizing some sorta advanced Excel skills. For all of you statistics nerds out there, I totally agree with you that Excel is not statistical software. But it can be really, really helpful in sorting out piles of data in to something useable in a hurry. For me, sometimes digging through the raw data can help highlight a pattern that I can’t see in aggregate. Sometimes it can help put information in context and help people make better decisions faster. I have used functions from Pivot Tables to conditional sums to writing macros (with some excellent assists from Matt) and so on. It’s not sexy, but it is helpful.
The next skill that has served me well is another Office tool…PowerPoint. I’m not talking about fancy slide transitions with animated gif’s and musical accompaniment. I’m more referring to using the existing toolbox to tell concise, effective, clean stories. You could argue that A3 reporting is much more concise and clean (and I’d agree), but PowerPoint is still massively used. The ability to create a visually appealing communication is valuable for almost everybody.
Another skill that seems to be on and off the radar is the ability to filter information. Learning how to quickly separate signals from noise is a very underrated skill and one that needs your attention. Every person and every idea deserves respect and consideration. But not every idea needs to be implemented. Abnormal situations should get due attention, but not every abnormal situation should be weighted the same in terms of response. Developing the ability to say “no” or “not right now” with a reasonable justification can save a lot of inefficiency.
That was my quick list of unspoken skills (in no particular order). For the record, I’m not propping these up because I consider them strengths of mine. They’re just things that I do well enough to not do too much harm when I try to bust them out. Mostly they’re things that I’ve picked up from others and tried to emulate. What about you? Do you think I overrated any of these? Any other not-just-Lean traits that you use or seen others use effectively?
Have I taken my lean thinking too far? I don’t think so, but there are others that do.
PowerPoint is a useful tool for presentations, but is WAY overdone. Everything needs to be done in PowerPoint in order to have any validity anymore. People put things in PowerPoint that are seen once and never referred to again. Most of the time the PowerPoint slides do not add any value to the conversation.
Anything that does not add value is waste. So why do people spend so much time creating PowerPoint slides?
I have gotten away from the waste of creating needless PowerPoint slides. During kaizen events, the team has the maps on the way and we take the management group out to the floor to see the changes. You can’t get that from a slide. If it is information to digest, I make the original file (Excel, Word, .jpg) as readable and easy to understand as possible and use that to illustrate my point. I love to use pictures to show people.
Unfortunately, not everyone I work with agrees. More importantly the upper management doesn’t agree. I have received feedback from a few that I nail the project deliverables, bring great data analysis to the table, do great work, BUT it doesn’t feel quite finished. When I ask what is missing I get the prettiness factor, the PowerPoint slides.
Really?! I get dinged for that?!
When I ask what value it adds I get the run around.
There are times when PowerPoint is very useful. Training is a great example. I am not encouraging to but a novel on a slide. In should be some bullet points to highlight your point. Adding a visual to re-iterate your point is powerful too. People learn in 3 ways: reading (bullet points), visual (picture), or auditory (hearing the explanation). There is the learning by doing, but there usually is an explanation before the doing and that is what I am referring to.
PowerPoint can add value if you are having to give a presentation in a large room where not everyone can see a flip chart or when you have to give the same presentation multiple times.
Whether you use PowerPoint or not always prepare for the presentation. When you have the chance challenge the value of using PowerPoint slides to convey the message. And if you do need to use PowerPoint, ask yourself if the slide is adding value to the presentation or not.