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Reducing office paperwork project

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  • #44749

    Scott Hencshel
    Member

    Has anyone worked a project on reducing correspondence burdens in the office?  I am to work a Green Belt project looking at that specifically for a CEO level operation.  Lots of memos, letters, forms and a lot of time lost and project risk due to rewrites, edits, poor formatting etc.  Thoughts or ideas?
     
    Scott

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    #144028

    Rodrigo
    Member

    Hi Scott
    I havent done any work on that front but I am reading a book at the momment that might be of interest. Its called:
    “Lean Six Sigma for Service: How to Use Lean Speed and Six Sigma Quality to Improve Services and Transactions ” by Michael L. George and others.
     
    Have a look on amazon and see if it helps.

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    #144039

    Orang_Utan
    Participant

    One German MNC uses lean approach and another Asia MNC uses six sigma method for a similar office paperwork reduciton project. Both are Fortune-100 listed company.First company takes one week while latter one takes 6 months to complete their project.

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    #144046

    Scott Hencshel
    Member

    Thanks.  I will look into it.
     
    Scott

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    #144053

    Cherukara
    Participant

    Dear Scott : A suggestion or two.
    1. Get a small Innovative and Creative Circle (ICC) group to thrown in ideas relevant to your situation. If possible offer the savings on costs for a weekly or monthly lunch/dinner/movie treat ! Try the ICC, I am sure you would have loads of brialliant ideas and they would help you too!
    2. Consider trying a network based communications with the Org chart details with communications groups and the all the friendly emails for person to person. If possible tie it with the sms.
    3. Try implementing 5 S  Housekeeping. 
    4. Some kind of document control system with slight modification  might be of help too. Create established forms and documents. Templatize and place them on the LAN.
    Let us know how you progress.
    Cheers!

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    #144173

    melvin
    Participant

    I’d start with doing some value added / non-value added analysis.  Prior to improving the correspondence burden, it’s critical to see what’s actually necessary.  You don’t want to improve work that would be better off not getting done.  It’s astonishing how much of this correspondence is produced with unclear understanding of what the customer / recipient actually requires.  

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    #144189

    NPope
    Participant

    An approach we have taken with good success has been a Value Based Communications workshop, where all of the correspondence and communications are listed — and a team of the “recipients” of the various pieces meets to discuss how often they need each piece; the appropriate medium (email, mail, meeting, web-posting, etc.); and the appropriate frequency for each.
    The workshop combines the value-add / non-value add review, with the ICC concept others have posted here.
    As an output of the workshop, you can recommend consolidations and reductions in the total correspondence volume — and distribute that recommendation for sign-off to the total affected audience.
    Good luck, and please let me know if you have additional questions.

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