Page 214 - The Toyota Way Fieldbook

190 THE TOYOTA WAY FIELDBOOK

Fax Machine #1 Fax Machine #2 Fax Machine #3 Fax Machine #4

Dealer List Fax Dealer List Fax Dealer List Fax Dealer List Fax
Machine #1 Machine #2 Machine #3 Machine #4

Figure 8-9. Revised layout of dealer lists by fax machine

Solution: Separate the dealer sheets by designated fax machine and
place the sheets in front of the machines so employees can trace the
line with a finger. The new layout is shown in Figure 8-9.
Implementing these changes reduced the errors significantly. It was
also discovered that errors were made in the initial programming of
codes. Even if the employee correctly identified the code, the fax was
sent incorrectly.

You may also ask, “Did you consider a verification process to
ensure that the fax was received by the dealer?” This was in fact
initiated, but bear in mind that this “solution” is similar to an inspec-
tion of product after it has been produced. This extra step does not
address the root causes of the error, and it adds cost. It should only
be used for critical processes, and only after root causes have been
corrected.

The key to developing effective mistake proofing lies in understanding
how or why the mistake occurred. Do you understand the circumstances that
led to the error? Was this a random mistake or a repetitive one? Does the mis-
take happen with everyone or is there one person who has difficulty? If it is
an individual, the answer may be to evaluate standardized work and make
sure that no steps are omitted. If everyone has the problem, there may be a
singular cause such as missing information or a step that is not clear. Don’t
make the mistake of believing every error requires a “device” to prevent
recurrence.
The following case example demonstrates that there are always multiple
ways to solve any problem. Encourage your employees to be creative and to
seek solutions that are highly effective and low in cost. There is great power in
simplicity. Look around you to apply existing solutions from other problems to
your problem. The idea for Velcro was developed after an observation of “stick-
ers,” and the “problem” was converted to a solution to other situations.