Key Points

• Lean Six Sigma works well in the public sector, but needs some changes to seamlessly connect with any projects.
• Developing solid metrics and defining the concepts of value and customers are vital for any public sector organization.
• Securing leadership buy-in makes transitioning to Lean Six Sigma much easier on the whole.

Any sort of public sector project is going to have constraints seldom seen in a typical business. That doesn’t mean you have to forego the implementation and use of methodologies like Lean Six Sigma. It takes a deft hand, careful planning, and adaptation to make the approach work regardless of intent or industry.

So, with that in mind, let’s look a little more closely at some of the ways Lean Six Sigma has been used in public sector projects. We’ll discuss what can be gleaned from these implementations and how to best use them in your public sector projects going forward.

Strong Leadership

The biggest hurdle in the successful implementation of Lean Six Sigma, regardless of its use in public sector projects, is leadership buy-in. You want the top brass exemplifying, demonstrating, and ultimately supporting the initiative to adopt Lean Six Sigma in the workplace. While public sector projects do have stricter regulations surrounding things like procurement, starting from the top is a great way to get the ball rolling with any implementation.

This is something seen in private businesses as well, with leadership buy-in being crucial for any organization looking to make use of Lean Six Sigma. The same sort of thinking applies to any sort of leadership in the public sector, and we’ve seen some impressive work done to make sure a smooth implementation is in the making for some areas.

The Department of Defense

A recent mandate from the United States Department of Defense requires the use of Lean Six Sigma. As previously mentioned, this is a mandate starting from the top down, meaning leadership is encouraged to get on board. This will be instrumental for sustaining and maintaining momentum as more and more of the DoD’s upper brass receive certifications.

While Lean Six Sigma might not seem like a natural fit for the military, the United States is making adaptations to reduce inefficiencies and increase overall productivity. Getting leadership on board now means that the shift of higher civilian leadership due to administration changes and the like won’t get in the way of the successful use of Lean Six Sigma down the road.

Resistance to Change

Any implementation of Lean Six Sigma is going to falter in the presence of resistance. This isn’t unique solely to the likes of public sector projects, and it’s something many managers and teams encounter when embarking on any sort of substantial changes. Resistance to change becomes readily apparent in the public sector, however, as these are often organizations that have deeply entrenched ways of doing things.

As a result, employees are likely to heavily resist the implementation of any sort of methodology. Fears run rampant as employees wonder about their jobs, increased workloads, or simply chafe under what might be perceived as chasing some sort of fad. This isn’t a fault of the employees, however, but rather a failure of communication and expectation to increase employee engagement before implementation starts in earnest.

King County, Washington

The government of King County, Washington, understandably anticipated such massive resistance to change when it began to implement Lean Six Sigma. Rather than forcing the decision through without a care, it started engaging employees early on. Team members were provided with comprehensive training, and the small victories experienced in early projects were celebrated to help build confidence and do away with any doubts about the process itself.

Active, proactive engagement is going to go far better on the whole compared to the likes of simply using some change management strategies and hoping for the best. King County has made the system work, and are likely far from the last government entity to seek employee engagement early on. Your employees are integral to daily operations, and getting them on board now saves a headache down the line.

Defining Metrics Requires Nuance

Standard metrics and data points gathered in Lean Six Sigma aren’t at all relevant in most public sector projects. You don’t have standard definitions of value, nor is there a clear customer in many cases. As such, much of the teaching, data gathering, and other important aspects of Lean Six Sigma might not be readily apparent at first glance.

As with any methodology, you’ll have to adapt the tools, principles, and techniques to better suit your needs. While these metrics have clear definitions in the context of for-profit businesses, you’re going to have a devil of a time figuring out how these apply when endeavoring to do any sort of training and education for Lean Six Sigma.

New York Government

The state of New York’s government took a novel approach to defining some of the key metrics behind Lean Six Sigma. One area was in identifying customers as people trying to access public records. The value was provided enabling faster access to public records, seeing a reduction of time spent by around 44%.

Other public sector projects are going to benefit from the adaptation of such metrics and will be key for the success of any project moving forward. You’ll have to make the tools fit your needs, rather than hoping there is some means to apply definitions that don’t directly correlate with your given public sector.

Availability and Quality of Data

In most for-profit businesses, you have a wealth of data points to gather. Lean Six Sigma, by its very nature, is data-driven, using hard, empirical information to drive decisions and ultimately point the way forward. This isn’t always the case for public sector projects for a few different reasons. As public sector organizations are subject to more stringent regulations, access to viable data might be protected for the sake of confidentiality.

As such, access to reliable, quality data is going to prove to be quite difficult. The entire process isn’t hopeless, however, as a few public organizations have readily demonstrated.

Environmental Protection Agency

Significant investment in IT infrastructure to aid in the collection of data is one area where Lean Six Sigma in the public sector has shown effective results. This is ably demonstrated by the EPA, which made a sizable investment in its IT infrastructure. The investment came about as a necessity, as previous methods of collecting data were inefficient and rather obtuse to use at first glance.

The streamlined infrastructure made for a far simpler task when it came to accessing reliable, consistent data. It might not suit all public sector projects, but it is a start for many organizations that are struggling to implement the tools of the trade.

Focus on Wins

This goes without saying, but one of the best things you can do for the implementation of Lean Six Sigma at any organization is to celebrate the wins. They’ll be small, unremarkable accomplishments at first, but the successful integration of Lean Six Sigma at any organization is a sizable task at the best of times.

By taking the time to celebrate the successes, you’re paving the way for excellent returns and a stable implementation. Focusing in on what works is what helps you convince your workforce of the why behind the implementation of Lean Six Sigma in any public sector projects.

Tacoma Public Schools

Public schools might not seem like a likely destination for Lean Six Sigma, but bear with me a moment. Tacoma public schools in Washington made the decision early on to celebrate wins for its workforce. The focus was placed on reducing new employee setup and onboarding, which saw a reduction of 80%. Further, educators were grading at a rapid rate, too, seeing a neat 50% reduction in the time taken to return assignments.

While seemingly small tasks in the wake of a wider implementation, this demonstrates the power and efficacy of the approach, rather than something exhaustive like an overhaul of the curriculum. By targeting improvements and championing them, Tacoma’s school district is seeing a flourishing implementation of Lean Six Sigma.

Other Useful Tools and Concepts

Looking for something else to go with your morning coffee? Total Quality Management is a popular business methodology that has quite a bit in common with the likes of Lean and Six Sigma. You might do well to learn how it could benefit your organization and TQM‘s current place in the modern era.

Additionally, you might want to take a closer look at some successful examples of BPR projects. BPR is such a drastic step for most businesses that getting a little inspiration can help to make the endeavor that much easier. Some famous brands have taken the step and reaped some substantial benefits in the process.

Conclusion

Lean Six Sigma is a great fit for public sector projects, but there are some considerations you’ll have to keep in mind as you make the change. By taking the right steps, getting employees engaged, and securing leadership buy-in, you’re bolstering your chances at making a successful implementation for the long haul.