Improving Systems: 5 Strategies for Improvement

Systems are a set of interconnected things. People, technology, molecules, and cells. They behave in a way that produces their own signature pattern of behaviors and responses to forces in the world. Our lives are a milieu of interconnections between machines, people, and the environment. This is why understanding and improving systems is the one of the most impactful and effective way to increase efficiency and productivity. Whether it's in industries like manufacturing or healthcare, in our personal, daily lives, a well-functioning system can make all the difference in achieving our goals and realizing our dreams. Most of the systems we encounter are complex and even the simplest systems can benefit from improvement, particularly if it consistently underperforms to its expectations. In this article, we'll explore five effective strategies to enhance any system, ensuring better outcomes with greater ease. 

1. Training the people who use the system

A system is only as good as the people who work within it. Training operators is one of the first places to start in ensuring good outcomes. Educating the people who will be working with a technology, software, or even information within the system is a must. By educating these operators on what the goals of the system are as well as how their particular job is performed and how it fits into the larger picture will help operators perform their job better. More, when faced with unexpected challenges, these operators will be in a better position to understand potential risks and troubleshoot more effectively.

Training should cover not only the technical aspects of operating the system but also include education on safety protocols, troubleshooting techniques, and best practices for optimizing performance. By empowering operators with the knowledge and skills they need, organizations can minimize errors, reduce downtime, and improve overall productivity. 

2. Job Aids and Standards

Job aids, standards and procedures can help even the most experienced operators. These tools are resources designed to assist them in performing their tasks more effectively and provides a reference for them to review and consult when unsure of what to do. These resources can take various forms, including checklists, flowcharts, manuals, digital applications, or even step by step procedures.

Job aids represent a higher level of improvement than simply training the operators because they put knowledge into the world and don’t rely on the effectiveness of the training and the memory retention of the operator. They are particularly valuable in high-pressure environments where operators may encounter unexpected challenges or distractions. By providing readily accessible support, organizations can ensure consistency and accuracy in task execution, leading to better outcomes, less risks, and increased confidence among operators. 

3. Warnings and Alerts

In any system, early detection of potential issues is crucial for preventing costly errors, safety risks, quality issues, or equipment failures. Warnings and alerts are mechanisms designed to notify operators of deviations from expected norms or impending problems, usually caused by human error of some sort. Warnings and alerts are powerful system elements because they can guide behavior and usage by mere suggestion, rather than by compulsion. The seat belt light and alarm is a great example that coaxes drivers to buckle up by emitting a warning light and alarm until the driver is secured.

Whether it's a flashing light, an audible alarm, or a digital notification, timely alerts enable proactive intervention and guide operators towards correct and preferred behaviors. 

The vehicle seatbelt warning light

An effective system element that directs (but does not compel) the behavior of the operator towards safer behaviors.

4. Inspection

System issues will inevitably occur, which is why inspection is an frequently used tool to prevent issues from going further through the system. The chief job of inspection, whether by human or machine, is to provide ongoing monitoring and verification of system performance.

Inspections serve as a means of quality assurance, identifying any deviations, discrepancies, or potential areas for improvement. By conducting inspections concurrently with system operation, organizations can detect issues in real-time and implement corrective measures promptly, preventing problems from escalating or having opaque impacts on downstream processes. 

5. Error Proofing

No system is entirely immune to human error, but proactive measures can be taken to minimize the likelihood and impact of mistakes. Error-proofing, also known as poka-yoke in lean manufacturing, involves designing systems and processes in a way that prevents errors from occurring or makes them immediately detectable.

This can be achieved through various means, such as incorporating physical barriers, automating repetitive tasks. But error-proofing doesn’t require robust technology, either. Computer ports use simple shapes to ensure hardware is connected correctly, and a piece of tape has saved me from dumping too many red pepper flakes onto my food. When error proofing, it’s best to be creative and try things out. Prototyping is a great way not only to try out solutions, but also to see first-hand how errors can occur. By anticipating potential failure points and implementing preventive measures, we can significantly reduce the risk of errors and enhance reliability.

Computer Ports as Error Proofing

Computers use simple shapes to ensure the computer operator connects hardware to the correct location. Imagine a world where all the ports were the same size!

 Conclusion

To optimize the performance of any system, we can rely on various techniques, each with their own characteristic level of impact and ease of implementation. By prioritizing strategies such as training operators, providing job aids, implementing warnings and alerts, conducting independent inspections, and error-proofing processes, organizations can enhance the efficiency, reliability, and safety of their systems.