In order to implement a philosophy of continuous improvement or Kaizen, the search for alternatives that facilitate the transmission and learning of knowledge should be initiated, in the same way that they contribute to the implementation of a standard in operations that develop in the organization. The fourth principle of the Kaizen methodology proposes the active participation of staff at all stages of continuous improvement, including skills transfer.
A fundamental requirement for the implementation of a process of continuous improvement, is undoubtedly the high commitment of management, whose main function is the creation of scenarios and provision of participation tools, which link all the staff of the organization with the cycles of improvement.
One of the main support tools that an organization can come to rely on based on participation needs is the One Point Lesson (LUP), a current communication tool that leverages the company’s intellectual capital.
What is a One Point Lesson or LUP?
The One Point Lesson (LUP) also known as the OPL by the acronym One Point Lesson, is a communication tool, used for the transfer of simple or brief knowledge and skills. It is worth clarifying that although the knowledge transmitted through a LUP is inconscient and unproficient, it must be reviewed and approved, and does not replace a Standard Operating Plan (POE), in fact it can be used as a complement to an SOP, or to transmit information that does not require it. A good LUP should essentially allow for easy, clear and accurate learning.
What is the main purpose of the One Point Lesson?
We can find several objectives, but I would highlight the following:
- How to ensure knowledge transfer; let us know what to do, why we have to do it that way and what it’s good for us to do it that way.
- Have the information and knowledge at the right time and at the minimum possible time (process, procedures, documents, indicators, …) right at the time that is needed.
- It is also very useful to develop cases related to problems, errors, defects, deficiencies, … identifying causes and effects and preventing their recurrence.
- And even to document the processes of implementing an improvement; initial situation, tasks performed, indicators that allow to check the desired progress and the desired final situation.
It is a methodology that I can assure you helps to motivate the group work, getting that the objects described above, do not fall into a broken sack.
And it helps us to increase the commitment and involvement of the person with the working group by being reflected in continuous improvement.
What would be the minimum information we should have in The Lesson of a Point?
I always advocate a practical and simple design, without embellishments
So simple how to make sure it contains the following information:
- Who has crafted the Lesson of a Point
- On what date, in order to control the current version
- Type of lesson that we want to transmit, for example, if it is a safety capsule, an improvement practice, an environmental activity….
- Person reviewing and approving the One Point Lesson
- And finally and most importantly: the description of the knowledge we want to convey. The tasks and activities to achieve the goal with this One Point Lesson. Here you can better use graphics, images, infographics (how fashionable they are) etc.
Once prepared and transmitted it is advised that it be available in its place of use. For example, exposed on a bulletin board or pasted on the computer
Note that they must be generated and used in the same workplace; easy access for your consultation.
What are this One Point Lesson technique for?
It will help you to reduce training times and therefore costs and thereby increase profit.
It will provide you with a standardized system to impart training, document and transmit knowledge.
It is practical as it facilitates the retrieval and consultation of information and training when required and where it is needed.
It is very easy to elaborate, transmit and understand.
How can you get started with this technique?
- The first thing you can do is identify the key topic or issue you want to convey, as well as priority knowledge and skills. For example, the procedure of cleaning a filter in an oil transfer pump.
- Choose the person who will design the One Point Lesson document, previously, giving you basic notions of how to make a diagram, for example.
- Applies the previously defined LUP template (or use a standard)
- Presentation to relevant one-point lesson staff, by applying activities and tasks on-site.
- And deliver or disseminate the document to attendees.
If you realize it is a simple and clear way to train the members of a working group, with very satisfactory results.
What kind of knowledge can I convey in a One Point Lesson?
Sometimes we do not know procedures as simple and everyday as the operation of a photocopier, either because it is new, it is not in the area to which we belong, or because by requiring it we always rely on a person who masters the procedure. Processes like this can be easily illustrated in a LUP.
If in our company we use a color code for a certain classification, a LUP is certainly the precise tool to transfer knowledge about the meaning of each color.
It is common for procedures as simple as the correct way to use a respiratory protector, and their respective adjustment tests, to be completely unknown to staff, a LUP can make this procedure easily remembered.
The above are some of the countless examples of knowledge that can be transferred through a LUP, even companies go further in their use, in such a way that it is common for the LUP to be an inescapable requirement of an Action Plan, after detecting a non-conformity, or suffering an incident or accident at work. Its use is without a doubt unlimited.
One Point Lesson Example
The format for consigning a lesson should be standardized for the entire company, its design can be simple, and contain basic information such as:
- Who prepared the LUP
- LUP title
- Type of LUP (Safety, Environment, Small Improvement, others)
- Revised and approved (Usually this space is staged by the area manager)
- Consecutive (Determined by the central area in which the LUP’s file rests)
- Step in the TPM column.
On the back of the LUP, a tab should be generated in which information is contained of the people to which the lesson was disclosed.
How to implement One Point Lessons?
The main requirement for the implementation of this strategy is the provision of scenarios and tools for lessons to be developed, so that each resource has the availability of time and materials to develop lessons. So, some of the conditions are:
- Create a standard LUP’s presentation format
- To have in all areas of the organization the formats to prepare their lessons in them.
- Provide each area of the company with quality LUP’s materials, for example: colors, markers, drafts, tapes, etc.
- Give each area an element, or a visible place where LUPs are conscribed for consultation.
- Determining an area responsible for channeling LUPs, such an area is usually TPM or RR. HH, your role is to approve and digitize (good practice) all the lessons that are presented, it is common for lessons to be returned to each area for consultation, but to rest in a digital file that is easy to consult.
- Set a LUP’s fee per employee at certain time. In practice, when human resources manage to internalize the benefits of the strategy, this quota is far surpassed by the worker’s initiative.
- Establish disclosure minimums, i.e. a minimum number of workers to whom each LUP should be disclosed.
- Encourage workers with recognition based on lesson quality and disclosure volume.
Benefits of One Point Lessons
- Leveraging the intellectual capital of the organization
- Decreased training and training times
- Improved procedure execution
- Normalizing simple processes
- Promoting organizational culture
- Channeling ideas
- Evidence generation: transition from tacit to explicit knowledge
- Creative stimulus for staff