First of all what you want to do is to start your own personal kaizen and make a list of the areas you want to improve. You can make your day more efficient by timing your activities and you can make your day more productive by reaching the goals you want to achieve day in and day out. Take a look at what you spend the most time on such as reading email, taking phone calls or writing reports.
Let’s say email takes the longest time to sort. This is another idea of kaizen – to start with the lowliest of tasks. You might consider introducing a folder flow or create an inbox and an urgent box. Set aside time for the urgent mail first and do it several times if there is a lot. Then leave the regular inbox to clear out when you have accomplished other tasks first.
What you want to do is to externalize thinking and “free” yourself for the tasks that must be accomplished in one working day. Even if you set aside other tasks for the following day you will have the satisfaction that what had to be done was done.
Sometimes as it happens when you are done with the important tasks you might look over the less important ones and perhaps some of them can be incorporated into one big task which makes it easier to take care of and requires less time.
Kaizen also focuses on eliminating waste. In a company situation it is important to have employees set up tool stations so that everything is easily within reach and no time is wasted looking for certain tools. By cutting out steps that waste time productivity can be greatly increased.
Another kaizen principle is standardization when you think about what the best practices are and do this before they are put into motion. Once you are ready by already visualizing these practices you can have them implemented almost automatically.
Once you see how these practices work then you can consider if any of them need any improvement and work on that next. It can be a good idea to adopt one new practice each month. After a while you will see which of these practices become outdated and move on to another.
Make sure you keep track of them and soon you will see that as amazing as it seems there might even be some time each day to sit back and reflect on the working process and catch your breath. You want to have everything running smoothly which greatly soothes the mind and then you can concentrate on the more difficult tasks which might be still causing some problems.
Keep in mind that kaizen is a system for introducing process improvements and the most important thing is to use these systems to make your life much easier. You can get more work completed from happy and satisfied employees than from unhappy and stressed employees.
Once employees are also helping one another to understand certain processes and everyone is learning as they go along you can be sure that production won’t stop. This will also free you up to concentrate on the tasks that are of most importance to you.