Implementing Lean principles in knowledge work is a 4 step process. The first step is to define the workflow, the second step is to clarify the connections between the people, and the third step is to define the work of the individual, which I will talk about today. The fourth step is continuous improvement.
Improving the work of the individual was where I focused most of my process improvement attention when I was an engineer. I was continuously working on ways to make my job easier and more meaningful (like removing distractions and dumb data entry tasks). I implemented improvements such as learning to program an Excel sheet to automate writing inspection instructions, turning off email most of the time to remove distractions, and creating a proposal template which reduced time to create proposals from two weeks to two hours.
This is where we define priorities, set standards for how we work, optimize desk space, reduce software clicks, automate processes, use email templates, and shorten the time and distance required to complete tasks
When defining the work of one, the tasks should be highly specified including the content, sequence of steps, time required, and outcome. To start, make a list of all of the regularly occurring tasks of an individual. I recommend anything they do that is more than 30 times per year. Then determine which ones are most important to define and standardize and begin working on those.
Not every task in knowledge work can be defined as you would for manufacturing an item but. For instance, brainstorming or figuring out a novel solution to a hard problem cannot be highly defined but the task of writing a work instruction can be.
Now go and make a list of tasks that you do regularly and determine which ones need to be defined and standardized.
Funny video: https://www.youtube.com/watch?v=c6V_zUGVlTk