DocuMenting Kaizen events is important to track progress and measure results. First, Download a free Kaizen approval form from Bright Hub’s Media Gallery. The form lists out the specific Kaizen intervention and provides a blueprint and structure for tasks. it finds primary use to seek approvals from the business owners or CEO for various Kaizen events. Although this form does not include provisions for tracking, it also finds good use as a base to monitor and evaluate specific tasks.
The sample Kaizen form is simple and straightforward. In the first section, fill in the following:
The second section lists out a chart, requiring completion of ExiSTIng -> Desired State, and related variables. The columns for exiSTIng state and desired state should list out specific task-outcomes or events that change when subject to Kaizen intervention. Specify the exact nature of task or process to change, the resources required to effect the change, and the time required with specific dates if relevant. This is explaining the concept in a detailed and systematic way. Make sure to list out events in their sequential order
The approval team, which is usually the business owner, the CEO or someone from the top manageMent, may make comMents against such specific descriptions, either rejecting specific tasks, seeking to modify them, seeking clarifications, and so on.
The Kaizen appraisal team finally makes their decision: approval or rejection, with comMents to substantiate their decision. At times, the rejection may not be because of the proposal per se, but may be owing to some strategic considerations. In such cases, or if the manageMent feels the proposal will not work out, or will not be viable, a recomMendation comes to trash the proposal. At times, the rejection may be actually a suggeSTIon to consider the idea in a different way, based on the comMents Mentioned in the form, and to resubmit for approval. Approval may be wholesale or conditional, and immediate or deferred. The approval team may also authorize or suggest adding-on some related works, such as setting up a communication system to facilitate smooth impleMentation, Kaizen tracking and so on.
The business owners or the approval team would do well to approve or reject, whatever the case may be after a meeting among the business owners, project initiator and various stakeholders. The project initiator substantiates their assertions, all stakeholders share their critical inputs and the business owners discuss various permutations, combinations and possibilities in the meeting. Very often, the form may go back and forth pending discussions among the various stakeholders, and may require several rewrites before final submission.
The initiator of the Kaizen idea routes the form to the approving authority via any supervisor or manager. The approval team may circulate this form to the impacted departMents and other stakeholders for additional input, recorded either in the comMents section or separately.
The approval team, after making decisions, returns the form to the project initiation team, and delivers a copy to the following departMents