Managing a team or company can be challenging, if not downright overwhelming at times. With so many moving pieces, it’s hard to know where to focus efforts to meet the needs of your customers, get the most out of your employees and grow your business.
One approach that has helped countless organisations become more efficient and productive is Lean management — a system that prioritises value for customers while also focusing on continuous improvement for team members and the organisation as a whole.
If you’re looking to change the way you run your company or more effectively manage your teams and projects, read on to learn how to master and implement Lean management strategies.
This article will cover:
- What Lean management is
- The history of Lean management
- The five principles of Lean management
- Tools for implementing Lean management
- Benefits of Lean management
- How to get started with Lean management
What is Lean management?
Lean management is an organisational management strategy that combines two goals — continually improving efficiency and providing high value to customers. It’s a long-term approach designed to reduce waste and create a streamlined workflow through small, incremental process changes.
While the main purpose of Lean management is to maximise value, it also emphasises the success and continual growth of employees. It accomplishes all of these goals by focusing on the three main pillars of Lean management:
- Providing value to the customer
- Reducing waste
- Improving continuously
Lean management also encourages shared responsibility across the organisation. All team members are respected and encouraged to contribute ideas and everyone is expected to continually improve and contribute to shared goals.
When correctly implemented, Lean management can lead to increased efficiency, productivity and customer and employee satisfaction.
A brief history of Lean management
The story of modern Lean management began in the Japanese manufacturing sector. In the 1940s, automaker Toyota wanted to reduce waste by slimming down its business processes. Its leaders developed a unique business model called the Toyota Way — and later known as Lean management or Lean manufacturing.
The model was highly successful and it began to spread from Japan. The first person to dub the methodology “Lean” was John Krafcik in 1988. Krafcik had worked at Toyota early in his career and later went on to be the CEO of Google’s self-driving car project. But Lean management as we know it today was more fully developed in 1996 by James Womack and Daniel Jones in their book about Toyota, The Machine That Changed the World, now a management classic.
Since then, Lean management has become a successful and leading approach to business in countries and industries around the world. It has also evolved over time as new generations have adapted the strategy to help run more efficient startups and software companies.
The five principles of Lean management
True Lean management is based on five core principles — establishing value, mapping the value stream, creating a continuous workflow, creating pull and improving continuously. Let’s take a deeper look at each principle.
1. Establish value
To be a successful business, you must provide value to the customer. Value is defined as something the customer is willing to pay for, and true value convinces them to buy your product. The first step to Lean management, then, is to identify precisely what kind of value you are providing and where it is coming from.
2. Value stream mapping
Next, create a visual map of the workflow of your company. Value stream mapping helps you to identify exactly where value is being created — and where it’s not. Visualising your business process helps you to see what’s working, what needs improvement and what can be considered waste.
3. Create a continuous workflow
Once you’ve pinpointed value in your workflow, you can cut the fat by eliminating any business processes that don’t help to provide that value. You might find that cross-functional teamwork poses a challenge by creating bottlenecks — a common roadblock for Lean management. You can correct this by accurately mapping your workflow, identifying issues and re-engineering problematic processes. The key to a continuous workflow is avoiding bottlenecks and creating a waste-free, seamless workflow for all employees.
4. Create pull
Another vital way to avoid waste is to create product only when there is demand. Organising your workflow so that work only happens when triggered by demand is known as “creating pull.” This keeps you from doing work that doesn’t provide value and helps minimise overhead. It also ensures that whenever there is demand, you have plenty of resources available to rise up and meet it.
5. Continuous improvement
The previous four steps build the Lean management system, but the final step may be the most important principle of all. Lean management is not finished once the system is built — it’s just getting started. You and your employees must constantly optimise and improve as problems arise and are solved. Each time an inefficiency is noted, employees should have the responsibility and be empowered to tweak the system to make it more efficient. This means all employees are contributing to the continuous improvement of the business.
The tools for implementing Lean management
A variety of tools and strategies based on the principles of Lean management have developed over the years, each offering a slightly different take on Lean. Here are a few you might consider using to improve your organisation’s overall performance.
Six sigma
Six sigma is a strategy for optimising business processes based on the five-step DMAIC methodology — define, measure, analyse, improve and control. The steps are not necessarily sequential and six sigma encourages revisiting earlier steps in the cycle to identify what needs to be optimised and implement changes on an ongoing basis.
5S
5S is a method of organising a workspace for efficiency. The components of 5S include:
- Sort. Identify what is and is not needed in the workspace.
- Straighten. Arrange and store things so they are easily accessible and ensure everyone knows where things belong.
- Shine. CLean equipment and workspaces regularly.
- Standardise. Revisit the first three Ss on a regular basis and make adjustments as needed.
- Sustain. Ensure all employees know and keep the rules to sustain the new order over time.