Gemini Skills Workshop
July 1998

• Purpose of a Brown Paper
• Elements of a Brown Paper
• Building a Brown Paper
• Appendix
– What to include
– Practical hints
– Preparing for presenting at a Brown Paper Fair
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PURPOSE OF A BROWN PAPER
...describes the process as it works today from start to end
...may be used to describe the process as it should be
...shows the big picture
...is high touch, low-tech
...identifies strengths and opportunities
...captures the complexity and disconnects of operational issues
...quantifies elements of timing, volume, resource requirement
...develops enthusiasm and ownership of issues
...builds project momentum
...is self-explanatory
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PURPOSE OF A BROWN PAPER
For Gemini...
The Gemini Team . . .
• . . . often has limited time to gather information
• . . .
understands the “generic process”, but not the process
specific to the client
•
. . . has hypotheses of potential opportunities - based on limited data and past experience, which need to be tested
•
. . . needs to surface the politics and emotions involved in the current situation
. . . and the Client
The Brown Paper map . . .
•
. . . describes the process as they use it today and identifying who gets involved, how, and where
• . . . identifies strengths and opportunities as they see them
•
. . . provides the basis for further data gathering / studies
•
. . . helps to mobilise the client and allows them to focus on the opportunities without blame
The technique is superb at breaking down hierarchical boundaries and developing broad client ownership
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
Title
Brown Paper
• xxxxxx
• xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx
• xxxxxx
• xxxxxx xxxx xxx xx
Task
Sign-in
Sheet
Decision
Strength
(Typically
Green)
Clarification
(Typically
Yellow)
Live
Documents
Opportunity
(Typically
Pink)
Red Flags
Highlighting
Key Opportunities
Link to Another
Process
Summary of
Opportunities
Summary of
Strengths
But for every standard there are exceptions — check what’s preferred by the client or the project manager!
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
Task
•
Describes activity/task performed
• Starts with an action verb
• Use few words (less than 5)
– e.g. “Receive order”, “Dispatch sales person”, “Give feedback to customer” etc.
• Include organisation unit/person who does the task today
– Both official and daily life names
“Question”
Yes xx%
•
Describe decision as a yes/no question
– e.g. “Fault found in local loop?”, “Found OK?”etc
– Write English translation in brackets underneath
• Quantify outcome (volume, percentage)
No xx%
“Process
Name”
•
Comments
•
Link to another process flow outside this Brown Paper
•
Describe required input/output
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BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
Comment
•
Comment on activity, process flow etc.
• Include valuable information, e.g:
– man-years used for activity
– number of iterations (rework)
– dwell times
– etc.
Flag an
Opportunity
“ # ”
•
Highlights an opportunity to improve
•
Number flag to reference it
Name of
IT system
• Shows that an information system is involved
• Include valuable information, e.g:
– name of systems
– responsible persons
– link to other IT support system s
– etc.
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
• Standard activity connection with flow direction
•
Indicates that flow lines cross each other
•
Indicates telephone or other electronic transmission
Draw the lines on the brown paper itself - first with a pencil (draft), then with a thick black pen
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
To the far left: introduction to the
BP, who made the BP and sign in sheet.
PANELS ATTACHED TO BROWN PAPER
Process Name
Start point:
End Point:
Assumptions:
Created By: Organisation/ Unit: Phone:
Location:
PROSJEKT ‘98
Tools - (042) Brown Paper Standards
Date:
PANELS ATTACHED TO BROWN PAPER
What is a Brown Paper?
Brown Papers are used to illustrate process flows in a high - touch, low - tech way. By incorporating the views of a broad cross-section of employees who participate or are affected by the processes, Brown Papers provide insights into strengths and opportunities, and highlight focus areas for improvement
YOUR PARTICIPATION
Please add your
•
•
•
Red
Green
Yellow
Highlights an opportunity to improve
Highlights a strength to be preserved
Comments on process flow
Please sign the list below when you have gone through the Brown Paper
THANKS FOR YOUR HELP!
19:12
20-10-94
PROSJEKT ‘98
Tools - (042) Brown Paper Standards
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To the far right: summary of findings, strengths and opportunities
BRO WN PAPER STANDARDS
Findings
Finding one
Findings
Fin…
…
(Flagged) etc.
P ROS J E KT ‘ 9 8
4 : 3 1 a m
1 9 / 1 0 / 9 4
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BRO WN PAPER STANDARDS
Strengths
• Strength one
• Strength two
• Str…
• …
• etc.
Strengths
4 : 3 1 a m
P ROS J E KT ‘ 9 8
BRO WN PAPER STANDARDS
Opportunities
•
Opportunity one
• Opps two
• Opp…
• …
• etc.
P ROS J E KT ‘ 9 8
4 : 3 1 a m
1 9 / 1 0 / 9 4
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Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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ELEMENTS OF A BROWN PAPER
Red
• To point out an area of improvement
Green
•
To point out a strength
Yellow
•
To comment on process flow
– e.g. disagreement with the way the process has been mapped
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
- 10 -

BUILDING A BROWN PAPER
Plan Do Review
Prepare Logistics Build Review Analyse
•
• Hypothesize about todays process
Think about what information you need to validate hypothesis
• Invite the
“right” people to build the process flow
•
Logistics
• Map the “As
Is” process flow
• Gather as much information around the process as possible
• Invite people to give comments to the Brown
Paper
• Validate the
Brown Paper with staff and management
•
Arrange
Brown Paper
Fairs
• Analyse for root causes
• Try to understand costs, cost drivers and key performance indicators
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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BUILDING A BROWN PAPER
Prepare
• Be clear about the objective and scope
• Hypotheses about the process today
– and about benefits, opportunities, data
• Create a draft of the process
• Decide appropriate level of detail
– given the potential opportunities and time constraints
Set-Up Logistics
• People to make it (owner, credible experts & users, facilitator/helper)
• Prepare materials (cut/taped brown paper, postit’s, icons)
• Location (wall space, strong wall-paper)
• Time contract
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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BUILDING A BROWN PAPER
Build the Brown Paper
• Reiterate objectives and expectations
• Clarify scope - start and end points, interfaces
• Provide some guidance on level of detail
• “Just-do-it” — it’s easy to course correct, but it’s painful to procrastinate
• Identify where you need further details and arrange next steps to get them
• Capture strengths and opportunities as you progress
• Ask the participants at the end what they think the key opportunities and concerns are
• Allow time for client to air complaints and frustrations
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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BUILDING A BROWN PAPER
Review
• Follow-up next steps
• Smarten up the paper as necessary
• Capture/review builds from review group(s)
• Highlight and validate key strengths and weaknesses
Analyse
• Design necessary in-depth studies
• Identify “Early Wins”
• Identify root causes
• Look at the process from a customers point of view
• Use the BP as a starting point to understand costs, cost drivers and key performance indicators
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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– What to include
– Practical hints
– Preparing for a Brown Paper Fair
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
- 15 -

WHAT TO INCLUDE
• Person/function carrying out each activity (who does what)
• How many people involved
• How much time is spent in the process/activity (man years used)
• Volumes, Values of flows
• Backlogs
• Touch times
• Time in system
– elapsed time, cycle time
• Dwell times & reasons
– e.g. “rest” time on a desk before being processed
•
Errors
– how often
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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WHAT TO INCLUDE
• Rework Nº of iterations
• Checking
– when, by whom, how much time, why
• Approval points & funding gates
• Authority level needed to take decision, sign document etc.
• Interface traffic & hand offs
– mail, telephone, office system, E-mail etc.
• Input/output that are required
• Duplication of work at boundaries
• Information about the IT systems used in the process
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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WHAT TO INCLUDE
• Attach copies of actual documentation used, e.g. forms
• Obtain copies of all working documents
• Get documents/reports describing process
• Get information on past and present initiatives that address the process
– Project Plan
– Names, org. unit and phone numbers of key persons involved in the initiative
– Preliminary reports etc.
• IT systems supporting the process should be clearly shown on the
Brown Paper
– indicate along the process where the different IT systems are used (e.g. use different icons for different systems)
– have a separate section on the Brown Paper describing the different IT systems
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PRACTICAL HINTS
• Have complete supply kit
– Keep a spare set of icons - you never have enough
• Strengthen the edges of the Brown Paper with tape
• Use yellow or white “Post-it” notes first for each activity/task before rewriting them on white rectangles
• Make sure hand-written text is easy for others to read
• Draw connections with a soft pencil first, to enable adjustments
• Initially attach papers in a way that they are easy to move around
– Don ´t glue down any papers until the Brown Paper has been reviewed
• Make sure you use glue that will last
• Tape “post-its” on with small tape
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PRACTICAL HINTS
• Prepare a rough draft (high level flow)
– Based on preliminary discussions and knowledge on a separate sheet and integrate with content experts
• Clearly define the start and stop points in the process
• Manage the scope
– Do not try to depict a lengthy/complex process Flow in a single session
• Clear objectives
• Get “creators” to do the work while joint team member “facilitates”
– When they get involved they will really feel ownership for the outcome
• Focus on what really happens - not what is supposed to happen
• Keep participants focused on the “As Is” - not the “To Be”
• To maintain continuity try to have a team of people that can be there for the whole session when constructing the Brown Paper
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PRACTICAL HINTS
• Continue probing, what else?, what happens next?, how often?
• Keep them moving; don ´t let them deliberate too much (maintain focus)
• Remember the 80:20 rule when driving the detail
• Integrate “presenting back” what is on paper
– This helps clarify the process and facilitates knowledge transfer
•
Never leave the Brown Paper to be done by people who do not have the proper training
• Always ask: who else should see this, or who else is involved in the process?
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PREPARE FOR A BROWN PAPER FAIR
1. Schedule Time(s)
– There will never be a perfect time - be brave and pick one - with interest, people will make time
– May need a few events e.g. night shifts; different sites/offices; management &/or others
3. Communicate Expectations
& Promote the Event
– Use all available methods of communication
(meeting cascade, E-mail, 1-21’s)
– If necessary create concern / intrigue to ensure participation
– Pre-position key clients to be there and be interested
– Discuss behavioural norms 2. Plan the Logistics
– Client owner / champion - at /near ‘the top’
– Coordinator with time and accountability(client & Gemini involvement needed)
– Agenda
– Room & layout
– Appropriate running order of the papers
– Extraordinary needs - popcorn in America,
Oompah bands in Europe!
– Launch / instructions by a (client) leader
– Hand-out for guidance and to collect feedback
4. Prepare the Papers
– . . . And prepare the people to ‘man’ them
– Too perfect and people won’t want to criticise
5. Do It
– Welcome and ‘sign-in’ at entrance
– Keep the atmosphere up beat
– Role-model listening and post-it issues capture, and coach people to do it
6. Follow-up
– Expect, plan for, and fulfill/manage the expectations that are generated
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
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PREPARE FOR A BROWN PAPER FAIR
• Define the work process flow:
– Purpose of the flow
– Legend describing brown paper icons
• Describe the client involvement:
– Participation from people in various functions
• Describe the process analyzed:
– Identify the process
– Describe the beginning and end point of the process
– Describe major blocks of activity in the process
• Describe activities and decisions
– Capture vital details (ratio, # of times, etc.)
– Understand decision dynamics
• Made alone/group
• Importance/frequency
• Individuals involved
• Describe overall strengths and opportunities:
– Key comments and anecdotes made by client participants
– Solicit input from the audience
– Summarize strengths and opportunities
Presentation of the process can be anywhere from five minutes to one hour depending on the objectives of the presentation.
Gemini Consulting Limited • Proprietary and Confidential
BP process v3.ppt
- 23 -