How to Conduct a Value Stream Mapping

Learn the 3 phases to conduct a value stream mapping workshop. How to conduct a value stream mapping event with the time, the resources, and the best practices.



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✏️ Transcript of the Video

How to conduct a value stream mapping workshop.

The first thing to know is that a Value Stream Mapping workshop consists of three different phases:

Phase number 1 is preparation.
Phase number 2 is the workshop.
Phase number 3 is follow-up.


▶ Preparation

The preparation of the value stream mapping workshop must be done 4 to 6 weeks before the event takes place.

For example, if you have decided to do the workshop on May 15th, the preparation of the workshop should start in a range from April 1st to April 15th depending on the size of the Value Stream Mapping. that you want to analyze, from the maturity and experience of the team.

During the preparation phase, some questions must be answered including:

Who is the customer of the value stream we will need to analyze?
What is the service or product you want to map?
What is the start point and endpoint of the value stream to be analyzed?
Which team will be working on the value stream and their roles.

I highly recommend involving some of the leaders in the company in the preparation.

It is also essential that the person who will lead the workshop is an experienced facilitator.
If the organization does not have expert facilitators, it is advisable to contact a sensei.

During the preparation phase, it is also advisable for team members to collect data that can then be useful during the workshop.

Some data can be obtained from the computer system to be able to compare them with what will be collected during the workshop.

Here are some examples.

The cycle times of operations
The ideal and real lead times of the single operations
Quality indicators
Maintenance indicators
etc.

During the preparation phase, the logistics of the workshop must also be prepared.

It is necessary to identify an area with a wall or blackboards to hook the value stream map.

Once the area has been identified, it is necessary to prepare: sheets of paper, markers, post-its, calculators, ribbons, and everything else that can be used to draw the value map.

Still, in the preparation phase, it is advisable to align the entire organization with weekly or bi-weekly reminders.



▶ Workshop

It is very important to understand that a value stream mapping workshop cannot last 2 hours but requires a time that can vary from 2 to 5 days depending on the size of the value stream to be mapped.

It is advisable that the whole team and leadership have a Kick-Off meeting and an end-of-day meeting scheduled.

Each day of the workshop must be marked by a plan-do-check-act cycle.

in detail, the experienced facilitator who has to lead the workshop will draw up an agenda for the day, define the tasks of the team members and check how the workshop is progressing. At the end of the day, we will make a summary and a plan on what to do for the next day.

For the steps necessary to create the value stream map I have prepared a dedicated tutorial and you will find the link in the description.


▶ Follow Up

During the workshop, the current state map, the future state map, and the implementation roadmap to move from one state to another will be built.

I want to remind you that the value stream map is a time-based exercise. So the future you have been designed with the team should take 6 to 12 months to be realized.

The workshop facilitator will have to make the implementation roadmap visible in the space she had reserved. You will have to hold weekly meetings to verify the progress of activities and monitor the evolution of KPIs.


▶ Conclusions

To conduct a value stream mapping workshop it is important to know that there are 3 phases.
Preparation, Workshop, Follow-Up.

It is important to have an experienced facilitator.

It is necessary to monitor the progress of the activities weekly and verify that the workshop has brought tangible results to the end customer.




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