PM Hustle

Sometimes, the most profound professional shifts stem from immersive experiences that challenge our preconceptions.

I recently returned from an intensive one-week training in Japan, the birthplace of lean management and the Toyota Production System (TPS). Learning directly from the seasoned experts at Toyota, I was steeped in both the theoretical frameworks and practical applications of TPS. Without mincing words, it was an experience that reshaped my entire approach to project management (and even to life). It was life-changing, instilling lessons that transcend the walls of factories and apply directly to the nuanced art of managing projects.

In this blog, I'm excited to distill these lessons into three practical ways you can weave the TPS philosophy into your project management practice. These aren't just concepts; they're transformative practices that can redefine efficiency and value in any project.

Embrace "Kaizen" for Continuous Improvement

"Kaizen" is not just a principle; it's a culture of continuous improvement that I observed in every nook and cranny of Toyota's operations.

• Implement regular review cycles. Reflection is a key part of the learning process. After each project phase, dedicate time to assess the successes and the shortcomings.
• Encourage team feedback. The voices on the ground often hold the keys to refinement. Foster an environment where feedback is not just welcomed, but actively sought.
• Refine processes: Small, incremental enhancements can lead to monumental gains over time. Let the steady rhythm of improvement be the heartbeat of your project management.

Map the Value Stream to Eliminate Waste

In the bustling hub of Toyota's factories, the value stream is clear and purposeful. Applying this clarity to project management can cut through noise and confusion.

• Visualize your project flow. Just like a Toyota floor manager maps out the path of production, map out your project's lifecycle.
• Identify non-value-adding steps. If a step doesn't contribute to the end goal, it's ripe for reevaluation. Reducing clutter here can dramatically streamline your process.
• Optimize for flow. A smooth, uninterrupted workflow is the lifeblood of lean management. Shape your project's processes to flow with similar grace.

Standardize to Create a Baseline for Improvement

Toyota's consistency is not born of rigidity, but of a shared understanding of best practices. Bringing this standardization to project management can anchor your team's efforts in a common ground.

• Develop Standard Operating Procedures (SOPs). Create a playbook for success that every team member can refer to and rely upon.
• Create checklists and templates. Avoid reinventing the wheel with each project. Efficiency is born in the familiarity of process.
• Train and empower your teams. Empowerment comes from mastery of the system. Equip your team with knowledge and watch them thrive within the framework you've built.

Applying TPS to project management isn't about a wholesale replacement of existing methods; it's about adopting a mindset of continuous improvement, value creation, and waste reduction. By integrating these three TPS principles into your project management approach, you can expect not only to improve project outcomes but also to foster a more proactive and engaged project team.

As you embark on this journey, remember that the true spirit of TPS lies in its respect for people and the relentless pursuit of improvement, two tenets that are as applicable in the boardroom as they are on the manufacturing floor.