EP153: The Simplification Test – The Art Of Streamlining
Encourage teams to identify and simplify tasks, eliminate redundancies, and reward optimization efforts to foster a culture of simplicity and efficiency. #advancedqualityprograms #ThequalityGuy #Simplification
Want to master the art of streamlining and simplifying? As Marie Curie wisely said, “Be less curious about people and more curious about ideas.”
Let’s do a quick check. In your own words, what does it mean to simplify something? Take 30 seconds to name all the words that come to mind when you think of the concept of simplification. Are the words “clear” or “understandable” on your list? How about “easy” or “uncomplicated”?
While working with and talking to numerous colleagues in the industry and consulting with experts in academia, my team and I developed a short but effective acronym to remember what simplicity might be. It works for us it is: CARE. We use it to check our implemented actions every day.
C stands for CLEAR, meaning understandable, straightforward language that can be easily understood by the average person. For example, consider the assembly instructions from IKEA. Before these documents were simplified, people assembling furniture faced a booklet containing thousands of words, complex sentences, and dozens of semicolons. After IKEA’s simplification, it was reduced to just a few words and primarily pictures.
A stands for AVAILABLE, meaning it’s accessible to as many people as possible and transparent. Everyone can access or use it without any gatekeepers. Why does Amazon offer you so many similar products and let you see their competitors’ prices? They’re betting you’ll choose one of their products because they’ve made the information accessible, available, and saved you a lot of time checking elsewhere.
R stands for REPLICABLE, meaning things that are scalable and can be easily reproduced. Imagine the car driver of a new automobile. Do they need special training every time they must drive a new car? No, because the instruments are located in the same position in every car cockpit. Drivers can replicate the operation of driving a car on demand.
E stands for EASY, this means the number of steps, features, approvals, pages, etc., standing between you and the accomplishing something. Think of the dating apps, they changed the game of dating for people without going out the trouble of socializing, now they just need to swipe left or right before getting on a date.
The idea is to make a simplicity test when we create a new product, implement a solution, or take corrective action. My team and I CARE about simplicity, and we make sure to keep the simplicity check just before and after a new implementation. I encouraged them to write these four questions on sticky notes and CARE for simplicity:
- Is it as clear as possible?
- Is it as available as possible?
- Is it as easy as possible?
- Is it as replicable as possible?
Before they deliver the results of their next project, I ask them to run it through their four-question CARE test. If their answer to any of these questions is no, we are encouraged to keep simplifying. If their answer is yes, they’ve officially simplified it, and we are ready to go.
When we need to make something clearer, we can delve deeper by asking:
- Can we eliminate any jargon from this document or presentation?
- Can we clearly explain this to people outside our organization or industry?
When we need to make something more accessible, we can delve deeper by asking:
- Can everybody access information about this task, program, or project in real time? If not, what can we change to improve access?
- How can we make it easier for customers, colleagues, and partners to work with us?
When we need to make something more replicable, we can delve deeper by asking:
- Can we create a template for this task or process that others can use?
- If significant training is needed to learn this process, what can we change to reduce or eliminate the need for training?
When we need to make something as easy as possible, we can delve deeper by asking:
- What redundancies can we eliminate from this work or workflow process?
- How can we shorten this document or presentation to one page?
Our aim is to streamline processes without falling into the trap of oversimplification. Encourage teams to present a task, presentation, or project they consider simplified. By applying the CARE test to each example, you can collaboratively pinpoint areas that can be further simplified in the future.
Challenge associates and leadership to identify one task, meeting, or process that’s needlessly complicated or redundant. Begin your simplification process by asking questions like: What are your biggest timewasters? What’s an example of a workaround or hack that should become the new protocol? What can we stop doing that no one will miss?
Your goal is to eliminate, outsource, or simplify as many complex or unnecessary things as possible. Aim to simplify any form, document, or report that requires more than 30 minutes or three associates to complete. Does anything fit the criteria of 30 minutes or three employees? Are you aware of any other teams duplicating the same efforts or data? Which of these tasks, documents, or reports could be streamlined, paused, or eliminated?
If you need approval from higher-ups to make this change, use solution-driven phrasing to frame your request. If no one misses that thing by next quarter and there’s no negative impact, take action and delete it forever.
Encourage and reward employees who simplify frustrating processes or time-consuming tasks. Often, a process or system hinders workflow. Assuming no one’s health or safety is compromised, I’m a strong advocate for system optimization. Offer opportunities to empower team members and enhance productivity. Begin removing bottlenecks and recognizing those who streamline your business. Consider hosting a contest for the most effective optimization.
Simplicity sprints can boost engagement around simplification beyond just your team and organization. They can initiate a cultural shift away from complexity toward a simplified way of working.
One never notices what has been done; one can only see what remains to be done.
Marie Curie