3rd week prior to event | 2nd week prior to event | 1st week prior to event |
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1: Confirm event area, topic, and steering team direction | 1: Determine actual current customer demand, access | 1: Review "3 weeks prior" and "2 weeks prior" checklists. Resolve open items. |
2: Clarify external team leader, co-leader, and team members. | 2: Determine actual throughput for event area over past 4 weeks. | 2: Define clearly the boundaries of the event:
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3: Confirm that at least 1/3 of the team is from the event area. Is IT expertise needed on team? | 3: Determine actual total hours worked to create this throughput. (Get the actual time tracking data.) | 3: Finalize customer demand and productivity. |
4: Define the action deliverables expected from the event team (such as create 1-need flow layout with Standard Work). | 4: Calculate actual productivity (use data: actual throughput divided by actual total hours worked). | 4: Hold final meeting with area members and supervisor from area. Review measurements, targets, and action deliverables. Ask for feedback, try to address concerns. Reinforce "what's in it for them." |
5: Define the measurements and targets for the team. Make sure there are only 3 or fewer key measurements. | 5: Review sentinel events/incidents in the past year and member concerns. List top 5 patient safety issues. | 5: Arrange for resources the team expects to need:
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6: Review action deliverables, measurements and targets with the external or internal experts. Revise if needed. | 6: Review actual customer complaints, audit results. List top 5 quality issues. | 6: Brief the experts. |
7: Ask a few "hard" questions (then revisit 1, 2 and 3):
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7: Hold a meeting that includes every member of the area. Explain measurements, targets and action deliverables. Address questions and concerns. | 7: Prepare supplies and logistics for the team:
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8: Update event charter from value stream analysis, review with site leadership, and send to experts for approval. | 8: Put up a blank flipchart in the event area to get suggestions and questions for clarification. | 8: Reconfirm schedule commitments with each team member, supervisor, maintenance person, contractor. |
9: Review and confirm event team leader, co-leader and members (reconfirm 1/3 of team from area). | ||
10: Brief team co-leaders and members: event schedule, measurements, targets and action deliverables. | ||
11: Make sure that each team member understands that they are committed for the whole week!!! | ||
12: Review availability of all necessary training areas and equipment. |
1st week after event | 2nd week after event | 3rd week after event |
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1: Verify open action items and that appropriate personnel were assigned to work them. | 1: Ensure 1st week after activities have been completed. | 1: Follow up and report on open action items. Elevate concerns to next level of leadership. |
2. Meet with action item owners to ensure they understand the action requirements and due dates. | 2: Follow up and report on open action items. Elevate concerns to next level of leadership. | 2: Ensure visual management tools (control boards, visual charts, etc.) are being used. |
3: Verify that any new standard work sequences and standard processes are being maintained. | 3: Ensure visual management tools (control boards, visual charts, etc.) are being used. | 3: Participate in transformation rounds with leaders. |
4: Insure that all safety and quality issues identified during the event are followed to completion. | 4: Participate in transformation rounds with leaders. | |
5: Participate in transformation rounds with leaders. | ||
6: Publicize event results. |
The following additional activities should occur at 30-day, 60-day, and 90-day intervals after the event: