How to solve daily, chronic problems in your business with concepts from Polya & Kaizen

This presentation on problem–solving will give you an idea of the powerful and graspable techniques that you can use effectively to solve a great many of your current problems.

Mr Jay Menon was invited to speak to a group of business owners and senior managers at an event called Marketing Mojo Meetup organized by Redbox Studio.

Presented by Mr Jay Menonat Redbox Studio's Marketing Mojo Meetup on 26 June 2013

“How to solve daily, chronic problems in your business with concepts from Polya & Kaizen”

Problem Solving

Polya’s 4-step process:

1. Understand the problem.2. Devise a plan.3. Carry out the plan.4. Look back.

Understand

Problem Solving

Polya’s 4-step process:

1. Understand the problem.2. Devise a plan.3. Carry out the plan.4. Look back.

Understand

Think

Problem Solving

Polya’s 4-step process:

1. Understand the problem.2. Devise a plan.3. Carry out the plan.4. Look back.

Understand

Think

Do

Problem Solving

Polya’s 4-step process:

1. Understand the problem.2. Devise a plan.3. Carry out the plan.4. Look back.

Understand

Think

Do

Check

Try This Exercise

a. If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

b. Describe how Polya’s four steps were used to solve part (a).

Step 1: Understand the problem.

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

• Draw a picture of a square with the diagonals drawn in.

• The question asks, “how many triangles?”

• “CLUE”: how many triangles of all sizes ?

Step 1: Understand the problem.

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

Draw a picture of a square with the diagonals drawn in.

• The question asks, “how many triangles?”• “CLUE”: how many triangles of all sizes ?

Step 1: Understand the problem.

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

• Draw a picture of a square with the diagonals drawn in.

• The question asks, “how many triangles?”• “CLUE”: how many triangles of all sizes ?

Step 1: Understand the problem.

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

• Draw a picture of a square with the diagonals drawn in.

• The question asks, “how many triangles?”• “CLUE”: how many triangles of all sizes ?

Step 1: Understand the problem.

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

• Draw a picture of a square with the diagonals drawn in.

• The question asks, “how many triangles?”• “CLUE”: how many triangles of all sizes ?

Step 2: Devise a plan.

How to count the # of triangles of all sizes?

Plan: Figure out how many sizes there are and count them from smallest to largest.

Step 3: Carry out plan.

First, how many sizes of triangles are there?

Step 3: Carry out plan.

First, how many sizes of triangles are there?

Step 3: Carry out plan.

First, how many sizes of triangles are there?

‘little’ ‘big’

Step 3: Carry out plan.

Next, count how many of each size:

# little?

# big?

Step 4: Look back.

We’ve counted 8 triangles:

If the diagonals of a square are drawn in, how many triangles of all sizes are formed?

Answer: 8

44

Consider the triangle below. How many triangles are there? (EXERCISE)

The HARDEST part is to UNDERSTAND the problem. How do we STATE the problem so that it can be SOLVED?

Here's a Hands-on Exercise

4 shapes are given. The group is asked to put them together to form a square.

4 pieces are to be arranged into a square. Both teams got it after a minute of trial and error.

1st part solved. As the shape is made of just 4 pieces, the problem can be solved quite fast.

2nd task: an extra square part is introduced as a 5th piece. The task is to now arrange all 5 pieces into a square!

Both teams tried trial and error and even after 10 minutes , they could not get a solution.

The facilitator (Jay) asked them to STATE the problem in their own words.

Originally, the facilitator just said to form a square with all 5 pieces.But if the teams just went ahead and tried to solve the problem the same way as when using the 4 pieces , then they have actually not STATED the problem in a manner which can lead the way to a solution!Hence, the facilitator asked them to go back to the 4 pieces and look at it once more.

The facilitator gave a hint by asking them what would the SIZE of the new square be?

Since the 5th piece is small, the new square can only be slightly larger than the 4-piece square. (See next slide )

The white strip area = small square area

Hence, looking at 4-piece square , we can work with 2 pieces to get at least 1 side of the new square to be slightly longer than the original square’s side.

The black arrow shows that in this case, the new length is too much.

The black arrow shows that in this case , the new length just right.Now , we can proceed working with the 3 other pieces to fit into a square using the above 2 as one side of the new square!

The teams were able to solve the 5-piece subsequently.

CONCLUSION

It is VITAL that the 1st part of Polya’s techniques requires the solvers to state the problem in an understandable way so that the next steps become obvious.

In this case, the UNDERSTANDING of the problem comes from asking the question : What will the size of the new square be?

Once its stated that way, ideas will come on how much bigger the new square will be? What would the new length be? How to obtain the new length? and so on.

Polya’s approach is essential in utilising KAIZEN techniques in any area of work or home.

You must STATE the problem clearly – in a measurable way so that the problem can be looked at systematically.Oftentimes , there are several ways to state the problem in a measurable way. Any such way is ok.

Let us look at KAIZEN – the technique we use together with Polya’s method to solve problems that previously cannot be solved!

Kaizen – Just Do It!

• Kaizen means continuous improvement.

• Moreover, Kaizen means continuing improvement in personal life, home life, social life, and working life.

• When applied to the workplace Kaizen means continuing improvement involving everyone – managers and workers alike.

- Mr. Masaaki Imai (1986)

• Japanese word meaning–Kai - gradual and orderly change,

Zen - for the better

• involves everyone in the organization in small improvements using conventional knowledge and tools

• without large capital investments.

• A culture - way of life• Focusing on eliminating

waste • Begins and ends with people• Total system focus – not just

one department

Kaizen Extends to Individual Life

Everybody deserves to and should be willing to improve himself/herself for the better continually.

“If a man has not been seen for three days, his friends should take a good look at him to see

what changes have befallen him” - an old Japanese saying that describes how natural Kaizen is

Kaizen Key Concepts

• SDCA to PDCA – standardized work• Quality first

– If something can be improved, a measure must exist by which improvement can be quantified – quality characteristics

• Upstream management• Speak with data• Variability control and recurrence

prevention

Seven Deadly Wastes

• Over-production• Waiting• Transportation• Over-processing• Inventory• Motion• Defects

THE Kaizen WET BLANKET LIST

1. I am too busy to study it. 2. It's a good idea, but the timing is premature. 3. It is not in the budget. 4. Theory is different from practice. 5. Isn't there something else for you to do? 6. I think it doesn't match corporate policy 7. It isn't our business; let someone else think

about it. 8. Are you dissatisfied with your work? 9. It's not improvement, it's common sense.10. I know the result, even if we don't do it. 11. I will not be held accountable for it.12.Can't you think of a better idea?

Basic Tips For Kaizen Activities

1. Discard conventional fixed ideas. 2. Think of how to do it, not why it cannot be

done. 3. Do not make excuses. Start by questioning

current practices. 4. Do not seek perfection. Do it right away

even if for only 50% of target. 5. Correct it right away, if you make mistake. 6. Do not spend money for KAIZEN, use your

wisdom. 7. Wisdom is brought out when faced with

hardship. 8. Ask WHY five times and seek root causes. 9. Seek the wisdom of ten people rather than

the knowledge of one. 10.KAIZEN ideas are infinite.

The next few slides will show you some features of KAIZEN processes...

About Mr Jay Menon

Jay Menon is a retired semiconductor engineer based in Penang, Malaysia whose passion isn’t just limited to engineering or semiconductor topics.

In fact, he is even busier now post-retirement. Jay is currently the chairman of Malaysian Mensa, the high IQ society. He is also the founder member of the Treasure Hunting Society of Malaysia.

When he is not creating cryptic crossword clues or puzzles for treasure hunts across Malaysia, he is setting up teambuilding challenges for the corporate world. Jay trains on technical topics such as electrical and electronic issues for semiconductor companies. He also advises companies on problem-solving and continuous improvement techniques.

Despite his highly technical background, Jay has been active in the Malaysian theatre scene where he has acted as well as directed plays with the Penang Players Music and Drama Society.

What Next? Jay Menon is willing to teach small business owners how to maximize fully from Kaizen and Polya's problem-solving methods in a 1-day intensive workshop.

The workshop aims to help you, the small business owner, find the hidden profit in your business that you never even knew you had!

This 1-day workshop opens up money-saving and money-making opportunities as well as helps business owners regain precious time for themselves without the need to hire more staff or do anything out of the ordinary. All you need to do is come with an open mind and a willingness to apply concepts that have been used with much success by global manufacturing companies.

Highly recommended for small business owners (and even managers) who are often the “firefighters” in their team.

After this workshop, you’ll have more control and will never again worry about your limited resources (people, time and money).

And then and only then can you focus on true innovation in your business.

About Redbox Studio

We’ve been building marketing-driven websites since we began in 1998.

Though we started as a web design agency, clients often came to us for business expertise and advice because we understand business and marketing.

We're also big believers in Kaizen and smart problem-solving techniques. As a small business, we have seen how using these techniques have allowed us to expand the way we think, work and innovate.

Not only do we work better, we are able to achieve a lot more with a small team. Plus the way we think and work benefits clients thoroughly too as we are able to create smarter, simpler systems that help them in their businesses too.

You could say that we're not just in the business of designing websites but we're also helping clients re-design their existing business processes – making business processes simpler and smarter. To find out more, go to: www.redboxstudio.com

Interested To Know More?

This presentation on “problem –solving” gives you an idea of the powerful and graspable techniques that you can use effectively to solve a great many of your current problems.

To fully grasp the techniques and see how they work in your favour, it is best to join Mr Jay Menon's 1-day workshop. For workshop programme or to know when the next workshop is open for registration, email: info@redboxstudio.com

This workshop is brought to you by Redbox Studio in collaborationwith Mr Jay Menon.