OEN Sponsorship Process – Days 1-3

The Oregon Entrepreneurs Network (OEN) helps entrepreneurs start up and scale up by connecting them to peers and mentors, startup funding opportunities, and hands-on training.

They are going through a big transition, as long-time Executive Director Linda Weston retired after 17 years of service to OEN and the entrepreneurial community in Oregon. New Executive Director Maggie Finnerty was looking to re-evaluate processes and responsibilities after taking over officially in January, and Lean Portland team reached out at the right time.

We had an initial meeting with OEN in early January, and setup recurring meetings with them every Monday for 2-3 hours per session.

Day 1

We met with the staff on January 23rd to map out their process to bring on corporate and event sponsors. The process was identified as a focus area, and one that needed more structure and understanding. They felt there was some opportunities to make it better, and it is an important process for the health of their nonprofit organization.

We first started with an exercise to define their purpose, to make sure everyone was on the same page. We discussed what type of clients are ideal, and if they were planning to continue with that audience, or shift in a different direction.

For training, Kjell did an excellent job of introducing the following concepts, and tying them back to the work they did:

  • Flow
  • Kaizen
  • A3
  • PDCA
  • 8 forms of waste
  • Takt time (sponsors needed per week)
  • Batching vs single piece flow (i.e. updating website)
  • 5S

We completed a current state process map, and identified some opportunities to pursue in future meetings.

For homework, we assigned 5S activity for each staff member in their office.

Day 2

Some initial 5S activity was completed, but it will take a few weeks to get through all the steps.

We broke into two groups for most of the meeting. Group 1 looked at the financial system (Quickbooks), and setup an online account to make it easier to access. Group 2 talked about the back-end website system, and how it could be used for invoicing and other functionality.

As a team, we reviewed the sponsorship process from Day 1, and discussed triggers that need to be in place when new sponsors come on board, and who would be responsible for these new steps. We also clarified some membership and sponsorship timelines and benefits.

Day 3

Discussions on invoicing options were reviewed, and further actions were identified to pursue, to see if there is a way to minimize the number of systems.

Progress was made on documenting current state photos for office organization. The team is considering blocking out a half or full day in order to make dramatic progress on their 5S efforts. This will allow them to remove unused storage space, and possibly change the layout of the office to take better advantage of the space.

Tip sheets were also drafted, in order to be used as a reference for other employees, and will continue to be updated over time with new additions and feedback. In addition, troubleshooting guides were developed for common technical problems on the website that are sent in via email or called in.

We also created a simple kanban board, to make sure everyone understood the number of projects going on, and how this could be used going forward. The team discussed how to identify each swim lane, by person or by project. We decided to use the swim lanes by project, and color code the sticky notes by person. Kanban boards will also be created for major projects. Wall space was identified to post the boards for review. There are multiple options for using electronic kanban boards (and similar systems have been used in the past), but we decided to start with a manual paper system to get used to the process.

 

The Rebuilding Center Update – Day 7

This weeks community consulting event with The Rebuilding Center was an amazing example of teamwork on everyone’s part.

The Rebuilding Center staff has expanded the Customer
Kiosks project and it looks great! I would normally call this the standardization phase of implementation…..where we copy things that work well and duplicate across the facility. That’s not really how things work out when you’re using reclaimed materials. They end up being the same only totally different depending on what we have to work with. Here are a few examples:

 

They look good and they work well in an environment that thrives on finding a use for discarded materials.

Implementing these kiosks in key areas of the facility help the shopper navigate the unique shopping experience at The Rebuilding Center. We spent some time on Saturday looking at ways to manage this improvement with standards. Asking questions like “Who will take care of this?” “Should maintaining this be assigned to a person or position?” “When will that happen?”

It was more talking about which questions need to be asked than what answers do we have.

 

Lumbar Yard 5S

There were handshakes for all, smiles, laughter and feelings of accomplishment from both groups as the team disbanded for the day. This is the people side of Lean. Helping others improve at the Gemba by sharing.

I recall many years ago when I was first introduced to Lean Consultants how they marched us all in the conference room for 3 full days and then left without touching a thing in the shop. We were subjected to whiteboards, charts, graphs, The House of Lean, and brought up to speed on the Japanese words for concepts we did not understand at that point. When they left we still had too much inventory, a disorganized cluttered shop and 13 hour days of making things we really didn’t need to make…..but no one walked with us and showed us anything different. Nothing changed.

We were fortunate to engage another Lean consultant that went with us to the shop floor and looked at what we were doing. He showed us how to measure and count and see waste. He worked with us where the value was being created and made us feel that we were doing this together. He helped us create a better work space and go home to our families on time. That made all the difference! If Anders Nielsen is reading this…Thank You sir.

Saturday’s event at The Rebuilding Center felt like the way it should be. Working together to make small improvements which impact something we actually do. Some small thing changes and our work is safer, easier, faster and we are better off for it.

I think it was Zig Ziglar that said “They don’t care how much you know until they know how much you care.”

Looking forward to our next event!!  Stay tuned.

Bret Matthews



Rebuilding Center: Year in Review

Nice mention of our work toward the end of the article:

http://www.rebuildingcenter.org/news/2017/1/4/oh-what-a-year

And let’s not forget Lean Portland, an extraordinary group of professionals who are giving up their Saturdays pro bono to help the RBC become a more efficient and effective organization to better meet the needs of our guests and our community. When you visit our store in 2017, you’ll notice “lean system” efforts underway!

Looking forward to a great 2017 at the Rebuilding Center!