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| <p>Frequently Asked Questions about Lean</p> |
| <p><strong>Are we compromising environmental protection? </strong>This is not about loosening environmental regulations or our agency’s commitment to environmental protection. We are looking for efficiencies in workflow, paper processing, number of steps in our process, etc. In fact, our goals are to enhance our ability to protect the environment by being able shift more time and resources on environmental protection activities.</p> |
| <p><strong>Will anyone lose his or her job by making this process so efficient? </strong>Our people are very important and will continue to be part of this agency. Some people’s job duties may change and some may have different office locations or configurations. But all staff will remain part of this agency.</p> |
| <p><strong>Municipalities, consulting engineers, and other external entities slow down the permitting process. How are they involved, and who will make them more efficient? </strong>Outside stakeholders will take part in the event to help identify opportunities and concerns. However, this is not about how other organizations conduct processes, which we cannot control. Rather, we are focusing on what we can control, and that is how we move a permit through the approval process.</p> |
| <p><strong>What guarantees do we have that this will actually help the process? </strong>Lean is a proven methodology used to break through barriers and cut through bureaucracy, helping teams reach their goals. </p> |
| <p><strong>Why are we doing this on [Event Name]? Why not another issue? </strong>First, [Event Name] meets the three criteria for undertaking a Lean event: it should be a large-volume process; it should use the same steps every time; and it should be a core business activity. Second, we see this issue as an integral step to improving the water quality in the State.</p> |
| <p><strong>Have we messed up? Have we done something wrong? </strong>The [Agency] is proud of the professionalism and performance of this staff. Conducting a Lean event is a way to enhance that performance. The goal is to give people the tools to do their jobs better. Each of us, in our own work areas, could benefit from that type of assistance.</p> |
| <p><strong>Is this a test of my job performance? Will I get in trouble for not doing well in my job? </strong>These events are performed under the assumption that everyone involved is already doing their best—but that with some assistance, efforts can be altered to lessen steps, delays, and time, with no loss of performance or quality. Improvements will focus on reducing the time that no one is working on a project. The time it sits in someone’s in-box or is waiting for a reply is waste that can be reduced. </p> |
| <p><strong>How can you expect to get meaningful change in one week? </strong>These events are specifically engineered to achieve results in an intense, one-week work session. Additionally, preparation has taken place prior to the actual event.</p> |
| <p><strong>How can they understand something as complex as [Event Name or Process] in a week? </strong>The participants will learn the steps in the process, not how to conduct the process. The process will be laid out in graphical form to make it easier to understand the sequence and how steps are interrelated. </p> |
| <p><strong>Who is involved and why? </strong>The team that will be designing the new process is composed of [Team Members], other Agency employees involved in the [Event Name], and some of the people who are impacted by the process or who impact the process. All of these different viewpoints are important in designing a better process. </p> |
| <p><strong>Even if I’m not directly involved on the team, what will I need to do during that week? </strong>You may be asked questions by the team members to clarify your part in the process. Please take the time to answer their questions completely. Team members may also ask to observe and time you while you complete a step in the process or discuss the time necessary to complete a step. </p> |
| <p><strong>Will people be in my office? Will they observe us talking about confidential issues, sensitive operations, controversial issues, sensitive policy issue debates, and phone calls that all occur each week? </strong>The team is not interested in specific projects, but how the process works in general. </p> |
| <p><strong>What happens if I have to leave during the week? </strong>If you are a member of the team, please coordinate your absence with the team leader, [team leader name]. If you are not on the team, you only need to coordinate your absence with your supervisor, as usual. </p> |
| <p><strong>Will the recommendations be rigid or able to change in the future if they fail or cause unintended consequences? </strong>The team will not be making recommendation—they will design an improved process that will be implemented immediately. The new process will be tested during the event, but if adjustments need to be made later, they will be made. </p> |
| <p><strong>How is this process to be judged a success or failure? </strong>Data are being gathered on how well the process performs before the event and data will be collected after the event for comparison. </p> |
| <table><tr><td><p>RESOURCES</p> </td></tr></table> |
| <p>Lean in Government Starter Kit | <strong>Page PAGE 70</strong></p> |
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