Employee Involvement Employee Involvement at ArvinMeritor 1 Employee Involvement Opening Video . . . Fish Video Time 2 Employee Involvement WORKSHOP OVERVIEW 3 Employee Involvement Workshop Goal To provide you with Employee Involvement concepts and tools that will help you conduct effective EI team meetings. 4 Employee Involvement Workshop Objectives Upon completion of this workshop you will be able to: – – – – Discuss your role on an EI Team Explain the four stages of team development Identify the various roles of team members Describe effective communication techniques you can use during a team meeting – Discuss how to overcome the barriers your team may face – Use the EI Problem Solving Tools – Participate on an EI Team 5 Employee Involvement Workshop Agenda Workshop Overview Our EI Philosophy The EI Team Stages of EI Team Development Interpersonal Communications & Group Dynamics EI Team Tools EI Strategies for Success EI Team Meeting Simulation Wrap-Up and Workshop Feedback 6 Employee Involvement Key Learnings Contract Identify 3-5 things you would like to learn from today’s workshop… 7 Employee Involvement Our EI Philosophy 8 Employee Involvement EI Mission Statement “Employee Involvement is the on-going effort to involve all employees in the decisions that affect their work lives.” 9 Employee Involvement The Right Way We promote and support EI because it is the right way to operate; recognizing the abilities and potentials of all employees. EI is a prerequisite for maintaining our competitive position in today’s marketplace. 10 Employee Involvement Employee Involvement Goals Give employees a voice in changes Give everyone’s ideas a chance to be heard Involve everyone Make our products more competitive 11 Employee Involvement What are the EI Benefits? Increases job satisfaction Helps solve problems Improves skill levels Increases commitment Improves quality & productivity Reduces absenteeism Improves work environment 12 Employee Involvement Link to AM Vision Our Vision To be the number one supplier to the current and new customers by 2010. Core Values EI Mission Teamwork and Respect for Each Another The on-going effort to involve all employees in Integrity the decisions that affect their work lives.” Pursuit of Excellence 13 Employee Involvement The EI Team 14 Employee Involvement Five-Square Configuration Exercise Instructions: – Using the worksheet provided arrange the 5 squares so that at least one side of each square touches and is in line with one side of another square. – Use all 5 squares each time. – Mirror images are not acceptable. – There are 11 possible configurations. 15 Employee Involvement What is a Team? Large Group Discussion 16 Employee Involvement EI Teams Emphasize… People Building Teamwork Open Communication Problem Solving Listening Discussing Education & Training Continuous Improvement Supportive Leadership 17 Employee Involvement EI Team Characteristics 6 to 12 members May be natural work team May be crossfunctional Team selects leader Meet regularly Explore problems Recommend solutions Management listens Recognition of ideas 18 Employee Involvement Empowered to Make Contributions CONTINUOUS IMPROVEMENTS IDEAS Non-Management Management TWO-WAY COMMUNICATION 19 Employee Involvement Measures of Success % of workforce on teams – Goal: 100% Proposals per year per person – World Class Goal: 15 – Best In Class Goal: 24 % of proposals implemented – World Class Goal: 85% – Best In Class Goal: 85% Scrap reduction PPM (parts per million) Changeover time Training hours 20 Employee Involvement Typical Production Team Successes 521 Proposals (99% Implemented) Reduced downtime by 70% Reduced scrap by 82% Reduced change-over time from 1 hour to 10 minutes Reduced raw material inventory from 7 days to 2 days Reduced costs totaled $50,000 21 Employee Involvement Typical Administrative Team Success 14 Suggestions per member Implemented $100,000 in MRO savings – MRO = Maintenance Repair & Operating Implemented supply tracking system Reduced use of outside trucking firm - saving $40,000 annually Changed shipping containers saving $20,000 Contributed to doubling “On-Time” shipments 22 Employee Involvement Types of EI Teams Representative Team – Select group of representatives from different shifts Natural Work Team – Work Cells or Departments Cross-Functional Team – Representatives from different functions Ad-Hoc Team – Formed for a specific purpose 23 Employee Involvement Representative Team Example 2 from Bending Line Day Shift 2 from Bending Line 2nd Shift 2 from Assembly Day Shift 2 from Assembly 2nd Shift 24 Employee Involvement Natural Work Team Examples Accounts Payable is an operation with 6 people. Cell 4510 is a bending line with eight operators. 25 Employee Involvement Cross-Functional Team Example Line Operator Set Up Person Toolmaker Welder Floor Inspector Industrial Engineer Rods Tube Mill Piston Heads Assembly Engineering Tool Maker 26 Employee Involvement Cross-Functional Team Example 1 Division Packaging Engineer 1 Purchasing Agent 1 Customer Service Representative 2 Programmer Analysts 1 Accounting Manager 27 Employee Involvement Ad-Hoc Team Formed for a specific purpose May be created from available persons May provide help or additional resources to existing team May discontinue meeting once purpose or goal is met 28 Employee Involvement Team Member Roles Team Leader Facilitator Team Contributor 29 Employee Involvement Team Leader’s Role Committee Chairman Coordinates Activities Develops Team Approach Guides Problem Solving Techniques Encourages ALL to Participate Guides Issues and Content Reinforces Positive Behavior Minimizes Non-Productive Behavior Leads by Focusing Ensures Members Have Agenda & Minutes 30 Employee Involvement Facilitator’s Role Assists the Leader Facilitator is an Outside Consultant Observes and Suggests Improvements Concerned with Process Not Content Keeps the Team Focused on Goals Encourages Decisions by Consensus Ensures Tasks and Dates are Assigned 31 Employee Involvement Team Contributor’s Role Contributes Ideas and Suggestions Listens to Other Team Members Focuses on Team Goals and Objectives Helps Accomplish Assigned Tasks Reports Progress 32 Employee Involvement Team Task Roles Idea Initiator: Offers ideas, problems, goals, and project ideas. Information Seeker: Seeks facts, opinions, feelings, and data. Information Provider: Offers facts, ideas, opinions, research, and data. 33 Employee Involvement Team Task Roles (cont.) Problem Clarifier: Interprets ideas, clears up confusion. Summarizer: Restates the groups comments or decisions for clarity. Consensus Tester: Checks groups response on a regular basis. 34 Employee Involvement Team Social Roles Coach: Encourages and guides. Harmonizer: Promotes understanding, reconciles disagreements and reduces tension. Gatekeeper: Keeps communications open and encourages participation. Diplomat: Negotiates peace, looks for common ground, maintains objectivity. 35 Employee Involvement Meeting Content Problem Definition & Analysis Team Assignments Solutions Idea Generation Follow-Up Plans Data Gathering Progress Reports Problem-Solving Tools 36 Employee Involvement Conducting a Team Meeting General process guidelines: – Participation by all members is encouraged – Members should focus on the team goals and objectives – Meetings should not be dominated by one person – Everyone should have the opportunity to share ideas – Team meetings should be orderly – Use an agenda as a meeting guide 37 Employee Involvement Reporting Progress Guidelines Progress should be discussed at every team meeting. Report progress and obtain feedback from Leadership on a regular basis. Progress and accomplishments should be posted on a Bulletin Board dedicated to EI Team activities. 38 Employee Involvement It’s Time for a Video… Employee Involvement 39 Employee Involvement Stages of EI Team Development 40 Employee Involvement 4 Stages of Team Development Forming Storming Norming Performing 41 Employee Involvement Stage 1: Forming People may not open up Testing the situation May be polite and untrusting Depending on authority Being moderately eager Defining goals, roles, direction Having some anxiety FORMING STORMING NORMING PERFORMING PRODUCTIVITY MORALE 42 Employee Involvement Stage 1: Setting Ground Rules They are basic rules the team establishes for how they will work together. Rules cover meetings, discussions, and all the ways team members interact. Established during the formation of your EI team. 43 Employee Involvement Stage 1: Developing a Team Mission A mission statement clarifies a team’s overall purpose -- the reason it exists as a team. It is developed by the team and must be supported and understood by all members. 44 Employee Involvement Developing a Team Mission (cont.) Key questions to ask: – What has our team been formed to do? – Why have we been selected to do it? – What could we accomplish that would add value to the organization? – What would our customers say is our purpose? – What would we like to say we accomplished? 45 Employee Involvement Team Mission Examples Customer Service: Our mission is to continually enhance our service by meeting or exceeding customer needs 100% of the time. Product Maintenance: Our mission is to improve and standardize the product maintenance process so that the procedure for correcting all types of errors is clear to our customers. Marketing: Our mission is to provide services that will allow our organization to remain competitive in today’s changing environment. 46 Employee Involvement Stage 1: Setting Goals Goals are specific, measurable standards of performance or the activities to which the team commits to achieving. Ensures the team members are moving in the same direction and are aligned with the organization. 47 Employee Involvement Stage 1: Setting Goals (cont.) Well-stated goals: – Are specific and measurable – Include timeframes or completion dates – Are communicated to others – Are challenging, but attainable – Help fulfill the team’s mission 48 Employee Involvement Goal Examples By the end of the second quarter, we will process orders within three days of receiving them. By December, our team will reduce cycle time by 20% and cost per unit by 10%. By June 1, we will create a survey that measures customer satisfaction. 49 Employee Involvement Stage 1: Developing a Team Plan Clarify the scope of the task or problem Determine expected outcomes Determine how performance will be measured Brainstorm actions to take and the time required Agree on roles and responsibilities Review and finalize the plan Report progress and revise as you go 50 Employee Involvement Stage 2: Storming Being dissatisfied with team Feeling frustrated with actions Confronting one another Being competitive FORMING STORMING Needing to redefine goals, roles, tasks Needing to remove emotional blocks or resistance Having difficulty working together NORMING PERFORMING PRODUCTIVITY MORALE 51 Employee Involvement Stage 2: Sources of Tension – Small Group Exercise Take 15-20 minutes to answer the following questions: – What can cause tension among team members? •Which would be the easiest to bring up? Hardest? – What could happen if the team doesn’t deal with these problems? – How would your team address these problems? 52 Employee Involvement Stage 2: Raising Difficult Issues Request time to bring up an issue that may affect the team’s performance. Describe what you have observed. Explain what you see as the possible impact on the team. Ask others to react to your comments. Clarify and summarize what you have heard. Ask others to suggest the best approaches for addressing the issue. 53 Employee Involvement Stage 2: When Do You Bring Up an Issue? The situation is preventing the team from accomplishing its goals. You have been approached by other team members who have been reluctant to bring up the issue at a meeting. You need to talk through an issue with others. 54 Employee Involvement Stage 3: Norming Establishing Group Goals or Norms Discussing Issues Participating Asking Questions Giving Feedback FORMING STORMING Resolving Discrepancies Communicating More Openly Developing a Sense of “Team” Providing Critical, Constructive, Evaluation NORMING PERFORMING PRODUCTIVITY MORALE 55 Employee Involvement Stage 3: How Well Are We Working Together? Teams should evaluate: – How well they get things done – How freely members express their views – Everyone’s understanding of the mission and goals – The effectiveness of their decision making progress – How effective they communicate and listen to one another 56 Employee Involvement Stage 4: Performing Solving Problems Attaining Goals Using Creative Problem Solving Seeking Information Obtaining Resources FORMING STORMING Being Interdependent Having Confidence in Leader Feeling Positive Confident to Set Targets Becoming More Self-Directed NORMING PERFORMING PRODUCTIVITY MORALE 57 Employee Involvement Stage 4: Team Progress Reports Conduct regular progress reports to: – Make sure the team is on track – Give feedback on how things are going – Generate action items for things that still need to happen – Discuss lessons learned and best practices – Identify other required resources – Identify any roadblocks or issues 58 Employee Involvement Stage 4: Recognizing Accomplishments Recognize accomplishments when your team: – Has finished a project or task – Is about to meet its goals but needs to keep the momentum going – Is working well together – Has improved its performance – Is completing milestone or a goal – Is “stressed out” 59 Employee Involvement Remember all teams go through these stages of development… Forming Storming The question is… What will you do to ensure your team becomes a high performing team? Norming Performing 60 Employee Involvement Interpersonal Communications & Group Dynamics 61 Employee Involvement SOLER Activity 62 Employee Involvement How Do We Communicate? Reading Writing Did you know that listening is the most neglected communication skill and that adults listen at about a 25% level of efficiency? Talking Listening 63 Employee Involvement How Do We Become Active Listeners? Use S O L E R S Square up to speaker O Open your mind L Lean toward the speaker E Use Eye contact R Relax 64 Employee Involvement How Can We Communicate Better With One Another? Use active listening skills first. Clarify and summarize what you have heard. Be open and candid about your ideas and feelings—this is crucial to the quantity and quality of work produced. Find ways to understand different points of view because there will always be diverse personalities on a team. 65 Employee Involvement How Can We Communicate Better With One Another (cont.)? Don’t Say Is there anyone who doesn’t understand? Say That might not be clear. Do we need to go into that a little more? It’s time to move on. Is there anything else, or should we move on? That’s just the way things are. How do you think we can change that? 66 Employee Involvement Non-Productive Behavior Aggressor: Deflates status of others, very demanding, dominates the conversation, know it all. Complainer: Makes negative comments, resistant to new ideas, doesn’t recognize progress. Manipulator: Takes advantage of others, shifts focus of team to meet own objectives. 67 Employee Involvement Non-Productive Behavior Joker: Humorist, doesn’t take things seriously, makes inappropriate remarks. Nit-Picker: Misses the big picture, focuses on irrelevant details. Detractor: Does not keep the team focused on their goals and objectives. Talker: Rambles, talks too long, jumps to a new subject frequently. 68 Employee Involvement Tallest Free Standing Structure Activity Each team has 10 minutes to build the tallest structure with the materials provided. Select an instruction card from the box—do not share this information with others on your team. At the end of the activity share your team’s experiences with the entire class. 69 Employee Involvement Overcoming Team Conflicts Never attack the person! Address the behavior instead. Resist becoming defensive. Seek out reasons behind the arguments; search for facts. Try to keep the team focused on their mission and goals. 70 Employee Involvement EI Team Tools 71 Employee Involvement What Are the EI Team Tools? Brainstorming Consensus Cause and Effect Analysis – Fishbone Diagrams Ask “Why” Five Times Pareto Chart BOS Charts 72 Employee Involvement Brainstorming The purpose of brainstorming is to: – Generate a large number of ideas in an open environment – Give everyone the opportunity to share – Encourage everyone to participate – Record ALL the ideas 73 Employee Involvement Brainstorming Activity Problem: – A customer at your restaurant just complained that he was served a bad tasting cup of coffee. He asked for another cup and said the coffee was just as bad as the first cup he was served. • What are the possible causes? • What are the possible solutions? 74 Employee Involvement Consensus Building Group consensus is: 100% support by the team Reached after full discussion of all views Each individual stating his/her position and why 75 Employee Involvement Consensus Building is Not…. Majority rule Autocratic rule Pressure rule Efficient (but it is effective) Argument for, or against, different views 100 % Agreement 76 Employee Involvement Consensus Rules 1. Encourage different views. 2. Don’t vote, nor flip a coin, etc. 3. Don’t reach quick agreements. Discuss. 4. Don’t argue for or against. Logically present your case, then consider others. 5. Don’t quickly give in without discussing. 6. Don’t try to avoid conflict and disagreement. 7. Avoid I win you lose situations. Look for areas where you agree. 8. Move toward solutions everyone can support. 77 Employee Involvement Lost at Sea Exercise 78 Employee Involvement Problem Solving Process 1. Define The Problem 2. Brainstorm Possible Causes 3. Do a Cause and Effect Analysis Using a Fishbone Diagram 4. Select the Root Cause(s) 5. Verify Cause(s) & Determine Corrective Actions 6. Propose Solution(s) Including Costs, Benefits & Timing 7. Implement the Solution(s) 8. Monitor Results 79 Employee Involvement Cause & Effect Analysis – Fishbone Diagram Problem or “Effect” STEP 1 Identify the problem during one of your team’s brainstorming sessions. Draw a box around the problem. This is called the “effect”. STEP 2 Draw a long process arrow leading into the box. This arrow represents the direction of influence. Bad Tasting Coffee Bad Tasting Coffee 80 Employee Involvement Cause & Effect Analysis – Fishbone Diagram (cont.) STEP 3 MACHINE Decide what are the major categories of causes. Groups often start by using Machines, Materials, Methods, and Man. For some problems, different categories work better. MATERIALS BAD TASTING COFFEE METHOD MAN 81 Employee Involvement Cause & Effect Analysis – Fishbone Diagram (cont.) STEP 4 Decide what are the possible causes related to each main category. For example, possible causes related to man are experience, ability and individual preference. MACHINE MATERIALS drip perk size of machine manual automatic filter temperature grind brand sugar cream experience ability electric, gas, open fire METHOD BAD TASTING COFFEE individual preference MAN 82 Employee Involvement Cause & Effect Analysis – Fishbone Diagram (cont.) STEP 5 Eliminate the trivial, non-important causes. MACHINE MATERIALS drip perk size of machine manual automatic filter temperature grind brand sugar cream experience ability electric, gas, open fire METHOD BAD TASTING COFFEE individual preference MAN 83 Employee Involvement Cause & Effect Analysis – Fishbone Diagram (cont.) STEP 6 Discuss the causes that remain and decide which are important. Circle them. MACHINE MATERIALS drip perk size of machine manual automatic filter temperature grind brand sugar cream experience ability electric, gas, open fire METHOD BAD TASTING COFFEE individual preference MAN 84 Employee Involvement Ask “Why” Five Times Problem: The gage cup won’t fit on the outlet end of the tail pipe. 1. Why? The tab is too wide. 2. Why is the tab too wide? It flattens out as it gets welded. 3. Why does it flatten out? The welder temperature is too hot. 4. Why is the temperature too hot? Operator turned up temp control. 5. Why did operator turn up temperature control? Not given work instructions about which temperature ranges work best. 85 Employee Involvement Ask “Why” Five Times Problem: Expense report submitted Jan 10th, not paid by Jan. 24th. 1. Why? Disbursements Area didn’t submit for payment. 2. Why didn’t they submit for payment? Receipt for hotel stay included charges for movies. 3. Why were non-payable charges included? Employees didn’t understand these are not allowable expenses. 4. Why didn’t the employee understand? Not familiar with policy. 5. Why not familiar with policy? Policy is 30 pages, very detailed document. 86 Employee Involvement Pareto Chart A problem solving tool in a form of a bar graph: Illustrates rank potential problem areas according to their cost, part quality or total variation Helps us focus on the largest contributors (80/20 rule) 87 Employee Involvement Pareto Chart Example 60 50 40 bad welds split tube burrs other 30 20 10 0 week 1 88 Employee Involvement Tracking Results - BOS Chart BOS Chart or Business Operating System charts are one page summaries used to track results. They: –Show Data Trends –Identify Key Factors –Track Projects –Monitor Improvements 89 Employee Involvement BOS Chart Example BOS Key Measurable: PPM - Steel Can Assembly Cell Quantifier: PPM Improvement Activities 300 250 Ref # Description Resp. End Date AM 7/18/95 200 1 Redesign f inished goods packaging 150 2 Procure new component parts containers JK 6/30/95 100 3 Improv e weld in process weld monitoring sy stem SL 7/24/95 GA 9/20/95 50 4 Replace current controller on paint sy stem 0 Jan Feb Mar Apr May Jun Actual Jul Aug Sep Oct Nov Dec Target Improvement Tracking Data Analysis 50 Description Ref # Jan Feb Mar Apr May Jun Jul Aug 40 1 1 Damaged Assembly 2 Cracked Casing 20 21 20 17 18 22 20 19 3 Broken Weld 19 17 17 14 21 20 18 1 4 Paint Blistering 51 42 48 40 45 50 39 5 30 20 21 17 10 14 0 Damaged Assembly Cracked Casing Broken Weld Paint Blistering 14 15 18 14 19 17 18 12 10 14 90 Employee Involvement Team Tools - Small Group Activity Each team will be given the same problem and be asked to use an EI Team Tool to come up with possible solutions. – Time: 15 minutes Demonstrate how you came up with the team’s solutions to the entire group. – Time: 5 minutes 91 Employee Involvement Problem-Solving Guidelines Start With Simple Type 1 Problems: Team has complete control of problem They can identify problem easily Have experience to solve problem Have authority to implement 92 Employee Involvement Problem-Solving Guidelines (cont.) Some Type 2 Problems are “hand offs”: Team has limited control of problem Can identify problem easily May lack expertise to solve May lack authority to implement Can influence the decision maker 93 Employee Involvement Problem-Solving Guidelines (cont.) Type 3 Problems are “hand offs”: Team has no control of problem Can identify the problem Lacks expertise to solve Lacks authority to implement Cannot influence decision maker 94 Employee Involvement Follow-Up Guidelines 1. Was the solution implemented? 2. Were anticipated benefits realized? 3. Were projected costs realistic? 4. Did the solution affect other areas? Cause other problems? 5. Can the solution be implemented other places? 6. Can the solution be improved upon? 95 Employee Involvement EI Strategies for Success 96 Employee Involvement General Meeting Guidelines Meet once a week Everyone attends Have an agenda Take meeting minutes Start on time Have specific goals Minimize number of projects Assign responsibilities Assign dates Stay focused Rely on data Report progress Recognize accomplishments 97 Employee Involvement The Dozen “Do’s” 1. Do identify “key others” who you need and might be affected. 2. Do get input from “key others.” 3. Do invite others to meetings. 4. Do keep others informed. 5. Do involve supporters before you finalize solutions. 6. Do listen carefully to others. 7. Do be very clear about the information you need. 8. Do respect others’ problems when seeking information. 98 Employee Involvement The Dozen Do’s (cont.) 9. Do give others adequate time to get information. 10. Do have the experts give technical information to team. 11. Do remember to thank those who have given support or information. 12. Do remember that you cannot succeed without good support and information. 99 Employee Involvement And One Don’t… Don’t treat others as enemies! Other shifts, departments, management, engineering, etc. You will gain nothing, and lose much, if you attack. 100 Employee Involvement Key Word: RESPECT Look for Common Ground Build Bridges Build Consensus Build Teamwork 101 Employee Involvement It’s Time for a Team Meeting . . . 102 Employee Involvement Team Meeting Instructions 1. Organize Team • Select a Team Leader and Facilitator • Select 2-3 Observers • Choose Team Name • Identify a Work Problem to Discuss 2. Use the EI Team Tools to Determine Causes and Develop Solutions 3. Conduct Your Meeting 4. Ask Observers to Critique Meeting 5. Report Your Results to the Entire Group 103 Employee Involvement Workshop Wrap-Up and Feedback 104 Employee Involvement Key Points to Remember Be Flexible Be Innovative Be Patient Be Persistent Be Positive 105 Employee Involvement “Until we believe the expert in any job is the person performing it, we shall forever limit the potential of that person. Consider a manufacturing setting: within their 25 square foot area, nobody knows more about how to operate a machine, improve its quality, optimize the material flow, or keep it operating than the machine operators. Nobody.” John Young, President Hewlett-Packard 106