Using Lean in the Library
University of St Andrews
Overview
• What is Lean?
• How have we used it in the Library
in St Andrews
• Lessons learned
University of St Andrews
What is Lean ?
• Originated in Toyota- Toyota Production
System
• Is not just about business process review but
a methodology for changing organisational
culture’.
• Respect for people
• Continuous improvement
• Processes designed around what the
customer wants
– Ignoring organisational silos
– End to end process reviews
University of St Andrews
What is Lean?
• Identifies waste in a process, efficiency
gains come from eliminating waste.
• Those who do the job are the ones in
the best position to suggest changes to
it.
• Managers role is not ‘command and
control’ but is to facilitate changes
suggested by those doing the job.
University of St Andrews
Lean is not…..
• Just business process review
– but a framework for culture change
• A computer programme or about IT
• A silver bullet
– quick fix
– rapid cost cutter
University of St Andrews
Process outline
• Identify area
• Scope and set challenging target
• Gather data to understand the current
process
• Blitz
– Map current process, identify waste
– Redesign the process without the waste
• Implement solution
• Re-measure and review
• Start again!
University of St Andrews
Library Projects
• Library Cataloguing
– 10 weeks to 2 days
• Re-shelving
– 3 months to 4 hours
University of St Andrews
University of St Andrews
University of St Andrews
University of St Andrews
University of St Andrews
Lessons Learned
• Start at the beginning i.e. with acquisitions
• People need to learn how to interact with
Lean
• Ensure you have management commitment
• You have to keep at it ( its not a one off
intervention)
• Bench marks are a useful starting point but
you need to set harder targets
University of St Andrews
Challenges
• Being ‘Leaned’ seen as a punishment
• Quantifying the intangible (our service can’t
be measured)
• Identification of failure seen as criticism of
past (or existing management!)
• Perception of removing or down grading jobs
• Time intensive- results in short term backlogs
• Unclear incentives for getting engaged
• Embedding culture change
University of St Andrews
Summary
• Beware of the blockers
– Including the passive ones
• Get the scope for review right
– Ignore the silos
• Lean is not a quick cost cutter or an easy fix
• Lean will give you:
– Customer focussed services
– Engaged and motivated staff
– Challenge to management practice and
requirements
– Higher standards
– Efficient and effective processes with results that
matter
University of St Andrews
Contact
Heidi Fraser-Krauss
Director of Business Improvements
hmfk@st-andrews.ac.uk
www.st-andrews.ac.uk/Lean
University of St Andrews