How to use Lean within human resource management?

Lean principles

The Lean methodology is based on several principles that are used to guide process improvement and eliminate waste. Here are the five core Lean principles:

1. Value: The first principle of Lean is to focus on value. Value is defined as any activity or process that the customer is willing to pay for. The goal of Lean is to identify the value stream (the entire sequence of activities that add value to the product or service) and eliminate any non value added steps or waste.

2. Value Stream: The second principle is to identiªfy and map the value stream. Mapping the value stream involves identifying every step in the process and evaluating whether it adds value to the customer. This helps to identify waste and areas for improvement.

3. Flow: The third principle is to create flow. Flow means that work moves through the process smoothly and efficiently, without any delays or interruptions. The goal of Lean is to create a continuous flow of work that maximises efficiency and reduces waste.

4. Pull: The fourth principle is to create a pull system. In a pull system, work is only produced when the customer demands it. This helps to prevent overproduction and reduces waste.

5. Continuous Improvement: The fifth principle is to strive for continuous improvement. Lean is a continuous improvement process and the goal is to continually identify areas for improvement and make incremental changes to the process. This is done through a cycle of Plan-Do-Check-Act (PDCA), where the process is planned, implemented, checked for effectiveness and adjusted as necessary.

The five core Lean principles are to focus on value, identify and map the value stream, create flow, create a pull system, and strive for continuous improvement. By following these principles, organizations can eliminate waste, increase efficiency and improve customer satisfaction.

It is good practice to monitor the impact Lean can have on any business process.  This can help build business cases for future projects, acknowledge employee performance, savings made not only in time, but also financially and increased productivity.  It can aid with buy in from anyone reluctant to believe it in or embrace it. 

Lean asks a simple question, how do we improve efficiency? You can apply to that to washing a car, to improving a production line, to streamlining a recruitment process.

How to use lean within HRM?

Lean principles can be applied to various aspects of Human Resource Management (HRM) to improve the efficiency and effectiveness of HR processes.

Here are some examples:

Recruitment and Selection

Lean principles can be used to streamline the recruitment and selection process, reducing the time and cost of hiring.

For example, HR can map the recruitment process and identify any bottlenecks or waste, such as lengthy job descriptions, multiple rounds of interviews, or lengthy background checks.

By eliminating these unnecessary steps, HR can reduce the time to hire and improve the candidate experience.

Onboarding

Lean principles can also be applied to the onboarding process to reduce waste, enhance flow and improve the new employee experience.

HR can identify any unnecessary steps or paperwork and eliminate them, streamline the orientation process and assign mentors or coaches to help new hires get up to speed quickly.

Performance Management 

Lean principles can be used to improve the performance management process, such as setting goals, providing feedback, and evaluating employee performance. HR can streamline the performance appraisal process, eliminate unnecessary paperwork, and ensure that performance metrics are aligned with organisational goals. 

Training and Development

Lean principles can also be applied to the training and development process to ensure that employees receive the right training at the right time. HR can identify the skills gaps and training needs of employees, eliminate irrelevant or redundant training programs and focus on training that adds value to the organisation.

Lean principles can be used in HR to improve the efficiency and effectiveness of HR processes, reduce waste, and improve the employee experience.

What are the lean pitfalls?

While Lean can be a powerful methodology for improving efficiency and reducing waste, there are also several pitfalls to watch out for. Here are some common Lean pitfalls:

1. Over reliance on tools: Lean tools and techniques, such as value stream mapping or kanban, are important for identifying waste and improving processes. However, Lean is not just about using tools, it is a holistic approach to continuous improvement. Focusing too much on tools and not enough on the underlying principles of Lean can lead to a shallow understanding of the methodology and limit its effectiveness.

2. Lack of management commitment: Lean requires strong leadership and management commitment to be successful. Without the support of top management, it can be difficult to implement Lean initiatives, overcome resistance to change and sustain improvements over time.

3. Failure to engage employees: Employee engagement is critical for the success of Lean initiatives. Without the involvement and buy in of front line employees, Lean projects can falter and improvements may not be sustained.

4. Ignoring customer needs: Lean is ultimately about delivering value to customers. Failing to focus on customer needs and preferences can lead to improvements that do not add value or improve the customer experience.

5. Treating Lean as a one time project: Lean is not a one time project, but a continuous improvement process. Failing to sustain improvements over time can lead to backsliding, lost momentum and frustration among employees.

In summary, Lean pitfalls can include over reliance on tools, lack of management commitment, failure to engage employees, ignoring customer needs, and treating Lean as a one time project. To avoid these pitfalls, it is important to take a holistic approach to Lean, involve employees at all levels and focus on continuous improvement over time.

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