What Is Kaizen: Top 10 Untold Facts in 2024 [Updated]

What is Kaizen?

Kaizen is taken from the two Japanese words, Kai (Change) and Zen (Good). It means ‘continuous improvement’ or ‘change for the better.’ It is a Japanese philosophy that continuously improves processes by involving all the employees of the organization. It is defined as continuous efforts by each and every employee – from top management to field staff – to ensure that processes and systems of a particular organization improve. Kaizen does not mean only improvement. It actually means continual improvement. Improvement is static if it does not reach beyond what is currently improving. If one wants to understand “What is Kaizen” and the importance that Japanese give to Kaizen process, then he/she must work with a Japanese company. The Kaizen process has always helped Japanese organizations to have an edge on all other competitors by following certain rules and guidelines. Kaizen helped them eliminate defects and ensure better quality and ultimately customer satisfaction.

Origin of Kaizen

USA developed small-step work improvement approach. This approach suggested that rather than encouraging big and radical changes to accomplish objectives, small improvements should be done, ideally ones that could be executed on the very same day. Reason behind this was that during WWII there was neither time nor assets for big and creative changes. The objective of the approach was to improve the utilization of the current workforce and technology. As a feature of the Marshall Plan after Second World War, USA occupation forces got specialists to help the Japanese industry while the Civil Communications Section (CCS) built up a training program that covered statistical control methods. W. Edwards Deming name was suggested for statistical methods training.

Implementation

Toyota is known for Kaizen wherein workforce is supposed to stop production line in case of any deformity and suggest an improvement to resolve the deformity. Toyota explained world “What is Kaizen.”

Establishing components

Following are the five establishing components that explain “what is Kaizen”:

1. Teamwork
2. Quality circles
3. Suggestions for improvement
4. Personal discipline
5. Improved morale

Three pillars of Kaizen

Following are the three main pillars of Kaizen. They explain what is Kaizen all about:

• Gemba: It means ‘Workplace’ in Japanese. It focuses on ensuring that right tools are available with team to work effectively.
• Muda: It means ‘Waste’ in Japanese. It focuses on waste elimination by targeting delays, rework and bottlenecks.
• Standardized change: Plan, Do, Check and Act.

What is Kaizen 5S approach?

“Five S” of Kaizen is a systematic approach.  It results in foolproof systems and standard policies to lead to a healthy work culture in the organization. It is very hard to find an individual working in a Japanese company who is unhappy or dissatisfied. The employees of Japanese organizations never speak negatively about their company. The process of Kaizen plays a significant role in employee satisfaction and customer satisfaction by means of small continuous changes. Kaizen tools and techniques lead to a well-organized workplace that ultimately results in optimum productivity and better quality.

Details of five S are as follows:

1. SEIRI: SEIRI means “sort out.” According to Seiri, things should be sorted out and organized well by employees. Items should be labeled as  ”Critical,” “Necessary,” ”Most Important,” “Useless,” “Not needed now,”  etc. Eliminate whatever is useless. Keep aside whatever is not needed for the time being. Keep those items safely that are critical and most important.
2. SEITION: SEITION means “organize.” Studies reveal the fact that employees waste half of their time in searching items and documents. Each item should have its fixed space and must be kept at its place only.
3. SEISO: SEISO means “shine the workplace.” The workplace ought to be kept clean. De-clutter your workstation. Necessary documents should be kept in proper folders and files. Use cabinets and drawers to store your items.
4. SEIKETSU:SEIKETSU means “standardization.” Standard rules and set policies must be there in each organization to ensure superior quality.
5. SHITSUKE: SHITSUKE means self-discipline. Employees need to respect organization’s policies and follow rules. Self-discipline is important. All employees must follow work procedures and should never forget to carry their identity cards to office. It always gives a sense of pride and respect for the company.

Kaizen Principles

The common question that comes to the minds of people is “What is Kaizen and what its principles are.” The five fundamental principles of Kaizen are as follows:

1. Know Your Customer: Organizations must know their customers. It is very important that organizations recognize their client’s interests to improve their experience.
2. Let It Flow: It is applicable for the target of zero waste. It might appear as an unrealistic goal, but that is Kaizen. If one achieves this goal then improvement would stop. Hence, each and every employee in the organization should works toward eliminating waste from their end.
3. Go to Gemba:The meaning of the word Gemba is “the real place.” It is about leadership and knowing what is happening at each and every level of the company.
4. Empower People: This is organizing teams in such a way that it supports the Kaizen principles. Therefore, leaders must set goals for their teams in such a way that there is no contradiction. Teams should be offered a system and tools to help them achieve these targets.
5. Be Transparent:The strongest determining factor is data. It is data that can measure success. Therefore, data must be maintained and real data must be used for tracking performance and improvements.

The idea of always making small improvements is not dissimilar to lean manufacturing, especially with the emphasis of eliminating waste. Kaizen, like a lean or agile approach, works with iterations. It keeps companies flexible.

What is Kaizen role in our personal lives?

We can always improve ourselves. Whether it is learning new thing or improving a skill we already have. There is always an opportunity to get better in everybody’s life. Kaizen can be applied to one’s personal life for continuous improvement as explained below

• Never Stop in life: There is always an opportunity for improvement in everyone’s life, irrespective of how successful they are in their lives. One should focus on the continuous improvements in life, every day, irrespective of how small the change or improvement is. Every change makes us better than what we were yesterday.
• Always be Proactive: One should not hesitate because of hurdles that one foresees. Always move toward goal for continuous improvement. It is important not to take any chance in the improvement, and each person in the organization must take responsibility for ensuring improvements. While it is one part to brainstorm regarding the improvements that should be made, it is different to make an action plan to achieve the results.
• Get Rid of Old Practices: It is important to get rid of old traditions that are obsolete. As we are part of a culture that continuously makes changes and improves, it is important for organizations to keep up with this for continuous improvement.
• Do Not Stop: Never consider yourself perfect. There is always scope for improvement. One can always improve himself/herself. Regardless of whether it is gaining new knowledge or improving an already acquired skillset, there is always possibility of showing signs of improvement in everyone’s life.
• Do Corrections: Few parts of the trial and error process requires correcting practices or processes that have issues with them. It is important to continuously make corrections throughout the process in order to ensure continuous improvement. One should always observe the areas in his/her life that need improvement, and make relevant changes.
• Encourage and Empower All Employees to Contribute: Each and every person who is associated with the organization must be encouraged to give suggestions and solutions for issues that can be fixed, or improvements that can be done. There are no employees who deal with our own life but we can still ask our family members and friends to give suggestions if they see potential for improvement. Discuss with different people about your targets and collect their feedback.
• Don’t Assume New Methods Will Work: It is not true that a new method will always give results and improve the things. The important step is to question the status quo in order to find out potential for improvement. Trial and error is required for this until desired results are achieved. In case of personal life, it might take a while to decide a methodology that works when it comes to achieving targets. It is not necessary that if a method worked for one person then it will definitely work for you as well.Try a few things before trying a new method.
• Practice the “Five Why” Method: Before concluding and making any decision, always find out the root cause of the problem by asking ‘why’ 5 times. By repeatedly asking yourself “why?” you will definitely find out the actual cause of the problem.
• Be Economical: Always keep an eye on your finances while making an improvement. Always try to find out ways for saving money while making improvements, and spend the saved money on new improvements.

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Top 10 Untold facts about Kaizen

I worked with multiple publishing companies. While working with one of the publishing companies, I frequently used to hear about “Kaizen” in various discussions and meetings. After repeatedly hearing about Kaizen it was natural that following question “What is Kaizen” was there in my mind. One day I decided to find out the answer of the question. I enquired QA manager about same and he explained me “What is Kaizen and how it can be used in our industry.” Soon Kaizen groups were made in the organization and weekly brainstorming started. I was really impressed by the zeal of workforce and their contribution was remarkable. They used to discuss their points, collected during week days, in the weekly meeting. I could see significant improvements in the process through Kaizen. I realized the following points about Kaizen

1. Kaizen always encourages continuous improvement attitude: Kaizen meaning is continuous improvement and it always focuses on it. It always stresses on continual improvement.
2. Kaizen builds an environment wherein changes, for good, are never ending. One must always question status quo and come up with better ideas.
3. Kaizen ensures that everyone (Top management to field worker) participates: Sidney Yoshida says “only 4 percent of an organization’s front-line problems are known by top management” and the majority are known to ordinary workers and their supervisors. Hence, Kaizen stresses on the participation of each and every person working in the organization.

4. Kaizen utilizes simple math to ascertain things and potential cost savings. There is no need of using complicated tools and simple math can server the purpose.
5. Kaizen prescribes only low-cost practical solutions. It never promotes solutions that need huge investment. Taiichi Ohno said “Use your brain, and not the company’s money” in problem-solving.
6. Kaizen always prioritizes process-orientation and not result-orientation: A few managers always say “I don’t care how you do it, as long as you achieve the target.” But that is wrong. The best way is to improve the system so that the best possible result can be achieved by eliminating waste and non-value adding activities.
7. Kaizen accepts all idea but does not promote all.
8. Kaizen makes quality inspectors irrelevant: System needs to be improved so there will not be any need of inspectors to correct the defects or mistakes.
9. Kaizen requires a robust 5S good housekeeping program as its foundation: Without 5S, much cannot be done even if we buy expensive equipment and put extra manpower to do the job. The seiri-seiton-seiso-seiketsu-shitsuke approach was copied from Ford Motors, which means Cleaning, Arranging, Neatness, Discipline and Ongoing Improvement.
10. Kaizen maximizes the use of existing company resources: We cannot ignore extra manpower, unutilized machines and idle raw materials. They are always cost to the organization. The existing company resources must be used to maximum.

It is evident that there are multiple benefits of applying the principles of Kaizen. The solutions suggested by Kaizen stresses on low-cost approaches and continuous improvement. If Kaizen approach is followed religiously then the waste can be eliminated and process speed can be optimized leading to the best system.

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