Plan a kaizen event as a Gantt chart
A kaizen event, or rapid improvement event, compresses an improvement project into one focused week. The week itself is the easy part to schedule. What makes or breaks it is the preparation before and the follow-up after, and a Gantt chart keeps all three on one page with the dates that matter.
Before: two to three weeks of preparation
- Choose the process and agree the goal with the sponsor (a milestone)
- Pick the team: people who do the work, plus one or two from outside it
- Collect the current numbers: volumes, times, errors
- Book the room, the people's time and the area to be improved
The week: one goal per day
Give each day its own task in an "Event week" group, each depending on the day before:
- Day 1: map the current process, as it really runs, with the team who runs it
- Day 2: find the waste: waits, rework, handoffs, steps nobody needs
- Day 3: design the new way and agree it
- Day 4: try it for real, and measure
- Day 5: present the results and the follow-up list to the sponsor (a milestone)
Day one is a process map
The first day's output is a map of how the process works today: every step, who does it, and where work passes between people. A swimlane map built from a simple table is quick to make with the team in the room, and quick to change on day three when the new way is drawn.
After: 30 days of follow-up
Most of the gains from an improvement week are lost in the month after it. Put the follow-up actions in the same chart, in a "Follow-up" group that depends on day 5: each action with an owner and a date, and a 30-day review milestone at the end. Progress on each action shows at a glance whether the change is sticking.
When the change has to be rolled out to other teams or sites, that is a project of its own, with training, documentation and sign-off.
Frequently asked questions
What is a kaizen event?
A focused improvement project, usually five days, in which a small team maps a process, removes waste, tries the new way and presents the results, with preparation before and follow-up after.
How long does a kaizen event take to plan?
Usually two to three weeks of preparation for a five-day event, plus about 30 days of follow-up to make the change stick.
Try it on your own plan
The editor is free and opens with a starter plan. One row per task, and the Gantt chart schedules itself as you type. No signup required.
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