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200 TPM-A Route to World-Class Pevformance

The emphasis on cleaning equipment becomes an emphasis on ease of
checking/archiving data (both physically and electronically) and reducing
effort required to maintain the workplace. Here a major source of contamination
is excess or out of date paperwork. The equivalent to reducing sources of
contamination is the use of a 'One is best' campaign, e.g. one-page memos,
one copy filed, one-hour meeting, and so on.
As set out above, during Milestones 1 and 2, this is applied within the
department. During Milestones 2,3 and 4, this is spread out to include internal/
external customers and suppliers.
As with TPM, the first two milestones focus on a move from reactive to
proactive management by standardizing core competences. This releases
experienced resources to develop added value services to aid the competitive
position of the business.
The reason this is referred to as TPM in Administration rather than TPM
in the Office is that the process has been found to be effective in non-office
environments such as stores, warehousing and support functions which do
not have a fixed location (see 10.1 - An Overview).

Team launch
The initial training activity is similar to a conventional core team launch. The
important point to emphasize here is the fact that hidden losses occur in any
environment. TPA is a tool to trap and progressively eliminate these dynamic
system losses.
Core team members need to feel comfortable with the distinction between
the following loss categories (Table 10.2).
It is useful to explore with the team how the six losses can be expressed in
relevant administrative terms. Although there can be more categories of loss,
these six provide a framework for systematically addressing the main sources
of waste. The team should agree how to capture the level of losses in each
case to develop and monitor overall administration effectiveness.

Table 10.2 Loss categories and examples
Loss catepy Definition Loss examples

Availability Things which prevent the Inaccurate records (system
(improve information job from starting breakdown)
collation/retrieval)
Performance Things which extend the Cross-referencing not
(improve job process processing time correct (minor stop)
stages) Lost file (reduced speed
loss)
Quality Things which influence the Misdirected document
(reduce risk of quality of the work (rework)
human error) Initial errors (start-m loss)