Detailed Report on Continuous Improvement Systems and Processes

This report provides a comprehensive analysis of continuous improvement (CI) systems and processes within an organization. It begins by emphasizing the importance of establishing a formal system to support continuous improvement, using examples such as surveys to identify efficiencies. The report outlines a decision-making process involving goal identification, information gathering, and alternative evaluation. It details organizational policies and procedures related to digital systems, decision-making, and continuous improvement, including aspects of cyber security, agenda building, knowledge management, quality management, performance management, and sustainability. The report includes a training session for managers covering the definition of continuous improvement, its benefits, and models like Plan-Do-Check-Act (PDCA) and DMAIC. The training session also facilitates a brainstorming session focused on sustainability and reducing paper usage. The document further details actions to implement CI initiatives, such as promoting sustainable eating habits, recycling, energy savings, and sustainable transportation. It illustrates the application of the PDCA approach for the 'go paperless' initiative. Finally, the report documents an improved CI policy, communicates a decision-making process, outlines a knowledge management system, and evaluates systems and processes against sustainability requirements, ensuring compliance with legislation and regulations and considering social impact.

Question and answer

TASK 1
Explain the importance of establishing a formal system and process to support continuous
improvement. Provide two examples of systems and processes used in continuous
improvement when discussing your answer.
Continuous improvement are helps to driving both the improvement of products and
process. The organizations are use this approach for enhancing the business ins order to increase
the value of products of services. Example, Survey are conducted in order to identify the
efficiency people and the learning outcome so that it helps to develop the continuous
improvement.
Outline a decision-making process.
Decisions making process are based on some steps such as identify the goal regarding the
effective strategy and then gathering the information in orders to weigh the option. Also, it is
necessary to make the decision and alternative also so that it will help to take better decision so
that everyone can evaluate the decision accordingly.
List common organisational policies and procedures relating to digital systems, decision-
making processes and continuous improvement systems.
Item Policies and procedures
(two/item)
Digital systems Cyber security
Decision-making processes Agenda building, implementation
Continuous improvement
systems
Evidence based approach
Relation to Explanation (40-80 words/business system and
requirements)
Knowledge management The effective change management are including active
knowledge and leveraging existing process regarding the
product knowledge. Also, to capture knowledge are help to
gain at the time of implementation of change for all the
stakeholder.
Quality There are some quality management principle related to

Relation to Explanation (40-80 words/business system and
requirements)
continuous improvement related to ongoing improvement of
services and product through the process which are related to
incremental and taking break through.
Performance management This is related to the human centered such as promoting,
evaluating or improving the performance of employee. This is
enabling for the organization for creating trusted environment
that are help for own development.
Sustainability Sustainability helps to make the improvement on the basis of
measurement for makings sure about the improvement.
Task 2.1
Before the training session
 Prepare a PP presentation to cover all the required points. Submit the PP with your
assessment.
 Prepare to train the managers.
 Review the current CI policy and identify improvements.
 Prepare to facilitate the brainstorming and planning session.
During the training session Present and train the managers on:
The definition of continuous improvement-
It is defining as the ongoing improvement of services and products or the services on the basis of
incremental improvement that are help to developing the knowledge.
The benefits of implementing continuous improvement systems and processes in the workplace-
There are many benefits that are related to the continuous improvement such ass improved
product quality, increasing productivity and efficiency, decreasing the cost etc.
Two continuous improvement models/approaches.
 Plan do check act are including the four stage that are help to resolving the problems such
stages are testing solutions, assessing result, implementing the on etc. Company can use
this approach in order to resolve the problem of paperless.

 DMAIC are help to analyse the root because that are related to the define, measure,
analyse, improve or control. All the stages are helps to solving the process so that it helps
to find the causes and relevant solution. Total quality management refers to the continual
process which are help to detecting or eliminating the error in the training and
manufacturing.
Present and discuss:
The current CI policy and improvements. Make decisions on what improvements implement in
the current policy. For example, for effectively managing the workload on the daily basis helps to complete
the project before deadline efficiently. To prioritizing the tasks are helps to measure the
observation that are related to the performance.
Facilitate a brainstorming session
John- hello guys....
Maria- HI
Peter- hello John
John- Have you heard about brainstorm session? So let’s discussed it.
Maria- Yes I know about
There are some stages that are need to follow in the brainstorm session such as-
Defining the problem- The problem is related to the go paperless.
Peter- then, Layout the meaning of sustainability- People is doing excessive use of paper so it
necessary to reduce the used to save the environment. Also, they cause the board and marker to
record the tasks or other detail.
John- Inviting right people- to invite only those who are interested be the part of session.
Maria- Set the agenda- In this stage the tasks given to people so that it helps to set the agenda
regarding paperless task.
Peter- Holding the session- This is the last stage that are related to complete the session by
completing all task and stages.
John- It is a great session it is necessary to adopt in the organisation so that people will more
focus on sustainability.
After the training session
1. Document the improved CI policy and procedures.
Document continuous improvement policy and procedures are as follows-
Plan: Identify the opportunity and plan the change. For the chosen company it has been
identified that go paperless are help to developing the save the papers.

Do: This change implement for only on small scale that is why it has been chosen for one
department.
Check: To analyses the result DMAIC used for identifying the result.
Act: The change was successful for that team and now it wills plan for large scale.
2. Summarise the key actions to implement the CI initiatives.
CI initiative Key actions (Three/CI initiative)
Encourage sustainable eating habits by
minimising the use of disposable containers
To carry reusable bag.
To buying loose fruits and vegetables from the
market.
Promoting recycling habit
Go paperless Encourage people for avoid using paper.
Promote digital exchanging the
communication.
Implement energy savings policies Minimize the use of artificial light.
Improving window efficiency.
Upgrading efficiency.
Encourage the use of sustainable
transportation to work
Using public transport.
Increasing cycling practice.
3. Document the Plan-Do-Check-Act approach for one of the CI initiatives (the CI initiative
you facilitated the brainstorming session for).
CI Initiative: <Add>
Plan
Recognize the
opportunity and plan a
change
Identify the opportunity and plan the change. For the chosen company it
has been identified that go paperless are help to developing the save the
papers.
Do
Test the change.
This change implement for only on small scale that is why it has been
chosen for one department.
Check
Review the test,
analyses the results, and
identify what you've
learned.
To analyses the result DMAIC used for identifying the result.
Act The change was successful for that team and now it wills plan for large

Take action based on
what you learned in the
study step.
scale.
4. Update the CI register below, adding the improvements that were discussed during the
training session:
 CI initiatives to improve sustainability practices
 Improvements to the CI Policy
Da
te
Suggested
Improvemen
t
CI
Categor
y
Actions Timel
ine
Responsi
bility
Complete
d Y/N
24/01/
22
Get Social Industry
Engagement
Feedback
To conducted
activities
which are
help to get
social wits
other
employees.
32 days Hr
department
No
26/02/
22
Give individual
attention
Complaint
Feedback
Encourage
employees
10 days Team leader yes
04/03/
22
Recognition
program
Staff
Feedback
Peer
recognition
15 days Project
manager
No
Task
Email to the CEO
To: abc @gmail.com
Cc: [e-mail]
Bcc: [e-mail]
Subject: Informing about the CI initiatives to improve sustainability practices
in the organization.
Date email is sent: 5 march 2022

Attachments: CI register
Respecting sir,
Hope you are doing well.
I would like to inform you that our organization is planning for improving sustainability
practice, the existing CI policy I not workings well so it is necessary to adopt go paperless
policy. This will best strategy which are help to communicates with tree saving and it is
helpful for our environment. There will be training provided to employees with the help of
partnership with employees regarding waste and energy management.
Thanks and regards
Human resource department
Task 2.2
A Develop and communicate a decision-making process to assist with CI
in the organisation.
Develop the decision-making process.
There are some of the steps which are need to use for the decisions
makings process such as define, identify, assess, consider, implement and
evaluate.
1. Communicate the decision-making process.
Email to the Board of Directors and Departmental Managers
To: abc @gmail.com
Cc: [e-mail]
Bcc: [e-mail]
Subject: Communicating the decision-making process.
Attachments: Respecting sir,
Hope you are doing well.
Decisions making process are based on some steps such as identify the goal regarding the
effective strategy and then gathering the information in orders to weigh the option. Also, it is
necessary to make the decision and alternative also so that it will help to take better decision so

that everyone can evaluate the decision accordingly.
B 1. Outline the knowledge management system.
The knowledge system is referring to information system which are help to
stores knowledge for understanding and collaboration other process of
alignment. This will help the staff in order to manage and sharing the work.
Some steps that are need to take such as understanding key business
drivers, get the executive sponsorship, analysis the knowledge, providing
recognition and rewards them implementing in different phases (Vinodh,
Antony. and Douglas., 2020).
2. Test the system.
Peer Review Form
Full Name and
signature of
the student
completing the
peer review.
Full Name:
Signature:
Date
The system
captures staff
insights,
progress and
experiences
from business
activities.
Strongly
Agree
Agree Neutral Disagree S
t
r
o
n
g
l
y
D
i
s

Peer Review Form
a
g
r
e
e
✅
The system is
easy to
understand, and
it is user
friendly.
Strongly
Agree
Agree Neutral Disagree S
t
r
o
n
g
l
y
D
i
s
a
g
r
e
e
✅
Staff can be
easily trained in
using the
system.
Strongly
Agree
Agree Neutral Disagree S
t
r
o
n
g
l

Peer Review Form
y
D
i
s
a
g
r
e
e
✅
The system is
cost-effective.
Strongly
Agree
Agree Neutral Disagree S
t
r
o
n
g
l
y
D
i
s
a
g
r
e
e
✅
The system
helps
Strongly Agree Neutral Disagree S
t

Peer Review Form
determining
measurable
outcomes of CI
initiatives.
Agree r
o
n
g
l
y
D
i
s
a
g
r
e
e
✅
The system
aligns with
current
processes and
fits with the
organisational
culture.
Strongly
Agree
Agree Neutral Disagree S
t
r
o
n
g
l
y
D
i
s
a
g
r

Peer Review Form
e
e
✅
The system
is….
Exception
al
Excellen
t
Very
Good
Good Fair Poor Very Poor
✅
The positives of
the systems are
(List 2-3)
It helps to improve organization agility.
Building a learning community.
Opportunities for
improvement.
(List 2-3)
Better communication
Improving business process.
A. Develop a process that confirms the staff is informed about
continuous improvement outcomes. Determine how to implement the
process in the organisation (action plan. 3-4 key actions).
Process:
<Add>
Action Plan for implementation
Action Responsibili
ty
Timefram
e
Resources
needed
KPIs
(one/action)
Brainstorm Identifying
the specific
task
10 days Content
inspiration
Task Completed
or not
List the task Prioritize the
task
20 days Note-taking Task Completed
or not
Set deadline Milestones 10 days calendar Task Completed
or not
Complete End goal 15 days Sales team Task Completed

Process:
<Add>
Action Plan for implementation
Action Responsibili
ty
Timefram
e
Resources
needed
KPIs
(one/action)
each task. (Yurkofsky,
Peterson and
Frumin, 2020)
or not
B. Evaluate the systems and processes developed in Task 2.2 against
sustainability requirements.
Sustainability requirements may include:
 Partnership with employees
 Waste and energy management
 Sustainable procurement
 Sustainable financial practices
 Compliance with legislation and regulations
 Social impact
Confirm how the systems and processes meet sustainability
requirements.
Decision-
making
process
Task 2.2A
This process help to meet sustainability in order to follow
all the stages and it is beneficial for society as well as
planet.
Knowledge
Management
System
Task 2.2B
This method is help to utilize the sense of organizing the
capabilities for the informal communities.
Communicati
on process
By considering localizing message it helps to provide
transparency regarding sustainability.

Task 2.2C
References
Please include your references below:
Vinodh, S., Antony, J. and Douglas, J.A., 2020. Integration of continuous improvement strategies
with Industry 4.0: a systematic review and agenda for further research. The TQM Journal.
Yurkofsky, M.M., Peterson, A.J. and Frumin, K.M., 2020. Research on continuous improvement:
Exploring the complexities of managing educational change. Review of Research in
Education, 44(1), pp.403-433.
Graham, R.N.J. and Woodhead, T., 2021. Leadership for continuous improvement in healthcare
during the time of COVID-19. Clinical Radiology, 76(1), pp.67-72.
van Assen, M.F., 2020. Empowering leadership and contextual ambidexterity–The mediating role of
committed leadership for continuous improvement. European Management Journal, 38(3), pp.435-
449.
TASK 3
MEETING MINUTES
Date 20/03/22
Location LE garden
Participants Employees
Review of
feedback
100-150 words
From the session it has been analyzed that there is all the
explanation given to participants so that they can do their
work accordingly. Also, there are descriptive feedback
given to them so that it will for completing the tasks
properly. Everyone understands the session so that it will
help them to continuous improve. The good impact is help
to encourage the attention for the assessment task. By
focusing on the impacts this is important to receiving the
attentions of the participants.
Improvement There are three aspects such as learning, sharing and

of CI planning
and operations
implementing.
Opportunities
for further
improvement
(2-3 opportunities, 50-
100 words)
Time management- It provides the opportunity for further
improvements by managing the time management so that
its cans helps for developing the multitasking challenges
which are necessary for work in the more productive
method.
Communications- This will help to make the regular
communications with the employees and scheduling
weekly team meetings so that any update can be shared
by manager.
Customer services- This is referring to the understandings
the customer need which are helps to set the
communication with the standard. Also, it is can empower
the customer so that it help to increase the productivity.
Action Items
and
responsibility
(6-8)
Scheduling a meeting with particular time and date.
Third party vendor
Contacting with all employees
Creating graphics
Submitting work order.
Discussed with group people.
A. CI register
Update the CI register adding the opportunities for further improvements.
D
at
e
Suggested
Improveme
nt
CI
Categor
y
Action
s
Timelin
e
Responsibili
ty
Complete
d Y/N
1
0/
0
1/
2
2
Time
management
Employ
ment
feedbac
k
Providi
ng
trainin
g
10 days All employees no

D
at
e
Suggested
Improveme
nt
CI
Categor
y
Action
s
Timelin
e
Responsibili
ty
Complete
d Y/N
1
5/
0
1/
2
2
Communicati
ons
Staff
feedbac
k
Condu
cted
meetin
gs
12 days employees yes
1
5/
0
2/
2
2
knowledgeab
le
Complai
nt
feedbac
k
trainin
g
10 days Human
resources
yes
2
7/
0
2/
0
2
Reviewing
the project
plan
Audit
feedbac
k
Condu
cted
meetin
g
15 days Finance
department
no
Template 2 -Email
Email to the CEO
To: abc @gmail.com
Cc: [e-mail]
Bcc: [e-mail]
Subject: Improvement of the session
Date email is sent: 25 march2022
Attachments:
Respected sir,
The session held successfully also its improve the capability of the employees. Also, feedback

taken by them in order to the session. Already they adopted new sustainability practices which
are help to improving the practice.
Thank and regards
Human resource management

REFERENCES
Carnerud, D., Jaca, C. and Bäckström, I., 2018. Kaizen and continuous improvement–trends and
patterns over 30 years. The TQM Journal.
Graham, R.N.J. and Woodhead, T., 2021. Leadership for continuous improvement in healthcare
during the time of COVID-19. Clinical Radiology. 76(1). pp.67-72.
Medne, A. and Lapina, I., 2019. Sustainability and continuous improvement of organization:
Review of process-oriented performance indicators. Journal of Open Innovation:
Technology, Market, and Complexity. 5(3). p.49.
van Assen, M.F., 2021. Training, employee involvement and continuous improvement–the
moderating effect of a common improvement method. Production Planning &
Control. 32(2). pp.132-144.
Yurkofsky, M.M., Peterson, A.J., Mehta, J.D., Horwitz-Willis, R. and Frumin, K.M., 2020.
Research on continuous improvement: Exploring the complexities of managing
educational change. Review of Research in Education. 44(1). pp.403-433.