Report: Continuous Improvement Plan for VTI Auto Workshop & Car Care

This report provides a comprehensive analysis of continuous improvement strategies for the VTI Auto Workshop and Car Care. It begins by outlining essential actions for employee involvement, emphasizing the PDCA model, employee responsibility, stakeholder management, effective communication, training methods, and performance monitoring. The report then addresses the challenges of increasing productivity by 10% within 12 months, focusing on identifying organizational issues, implementing the PDCA model for sustainability, and developing strategies around performance measurement, job role definition, rewards, communication, and training. Task 2 delves into the organization's issues, suggesting a group decision-making model and the use of the SIPOC model. Task 3 answers questions regarding employee involvement, decision-making processes, training methods, and the SIPOC model, along with the use of different charts for data representation. The report stresses the importance of employee involvement, training, and the implementation of models like PDCA and SIPOC to improve service quality, enhance employee skills, and achieve organizational goals.

Facilitate Continuous Improvement
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Table of Contents
Task 1..........................................................................................................................................................3
Part A.......................................................................................................................................................3
Part B.......................................................................................................................................................4
Task 2..........................................................................................................................................................6
Task 3..........................................................................................................................................................7
References:................................................................................................................................................10
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Task 1
Part A
To ensure continuous improvement of the VTI Auto Workshop and Car Care, being an employee
I would discuss following actions in different aspects.
 Employee involvement- Employee involvement is most important aspect as they are the
instrument to execute the actions. Regular interaction with them for strategic planning to
excel the performance of the organization in different technical segment is obvious to
ensure the subject issue.
 PDCA model- Plan-Do-Check-Act model is to identify problem areas followed by
development of action plan, checking the authenticity of the solution through data
analysis and then communicate the result to the stakeholders. (Rouse, 2016)
 Employee responsibility and initiative- Employee has to ensure responsible attitude
towards deliverance with further initiative in the form of innovative ideas and sharing
them with the team to enhance in-house leadership quality.
 Stakeholders- Internal stakeholders in the form of employees and directors have to
practice responsible deliverance in order to suffice the purpose of external stakeholders in
the form of clients and supply chain associates to ensure better commitment of the
organization.
 Effective communication- This practice is to ensure prudence and transparency in the
system to justify continuous improvement for the stakeholders with no communication
gap within the system.
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 Training methods- One of the most important features is continuous training methods to
upgrade the skills of the employees, which will enhance the ability of the employees with
latest technology to perform in effective manner.
 Strategies for monitoring the process- The continuous improvement process is to be
monitored with proper delegation of authority in different level to assess the
implementation in periodic manner. This will ensure right perspective for this process.
 Recognition of benefits to the organization- Recognition of proper effort which ensures
the benefit of the organization should be made in the form of monetary benefits to the
stakeholders.
 Record keeping procedure- Proper maintenance of records of the organization ensures the
historical data maintenance. This can enhance the scope of proper tracking of
performance and historical evaluation of the organization.
Part B
To ensure 10% more productivity in next 12 months, flowing issues are to be highlighted:
 Identifying of organizational functioning issues which may make barrier to the
performance of the organization are head-heavy hierarchical set up, improper delegation
of authority, lack of commitment of the internal stakeholders to ensure accountability to
the job and the organization.
 To ensure sustainability in the service, PDCA model is to be adopted in the form of
proper planning, doing as per plan, checking the loopholes of the plan and then act to
execute deliverables.
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 Development of continuous improvement strategies depend on certain objectives
including:
o Performance measurement and management in the form of setting up of
performance objective for individuals and managing the same with
execution level.
o Job roles are to be clearly defined to avoid any overlapping situation with
measured expectations from the individual to make them understand
what is to be done and within which time frame.
o Rewards and recognition are to be practiced with regular assessment and
periodical appraisal system to diagnose achievement against the set
objectives for every employee.
o Communication system plays a major role in this context as transparent
and prudent communication makes the stakeholders aware of the
situation to identify their future course of action t micro level.
o Training and development is major criterion to enable team members to
understand where they stand and where they should reach through which
technical expertise.
o Mentoring system should be in the way of identification of areas where
employees need help and to find out the way to make them able to
understand and deliver.
o Development and implementation of the strategy is through team
building with distinctive demarcation of objective set and achievable
target to the team on micro and macro level.
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 Performance monitoring on the basis of cliental feedback is necessary to find out the
leadership quality of the team and to find out the areas where the team is lacking
deliverance.
Task 2
 Issues faced by the organization are poor quality of service with no professionalism in the
domains of hygiene and cleanliness for the clients. This is followed by lack of proper
attendance and provision of comfort zone for the clients.
 A model of group decision making can be implemented in the form of regular team
meeting with PDCA model implementation. This model can identify the areas of concern
with the steps to get out of those concerned areas with proper data analysis followed by
checking the authenticity of the plan and share the same with team members.
 Suggestions for deliverance of defect free goods are in the form of multi-layer checking
of deliverable by different hierarchical personnel with gradual higher level of technical
expertise. This can be possible by upgrading the technical knowledge of the team
members through periodical training as they are lacking proper training for quite good
time.
 Data documentation method is to highlight different type of problems with which the
clients are coming to the workshop. Then those should be analyzed as per frequency and
this will make the management able to emphasize on the priority of services required and
take proper action through technical training enabling the workers to face those
situations.
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 SIPOC model can be followed in the following format for the organization: (Simon,
2016)
o Suppliers may be found with market survey.
o Inputs can be derived through requirement of the items.
o Process can be implemented through searching of new vendors with
transparent communication about the need of the organization.
o Outputs can be explored by finding out new clients with diagnosis of their
need and ensure proper service to meet those needs.
o Customers can be identified with the data of automobile users with age
analysis of them and detection of probable problems faced by them.
Task 3
 Answer to Q 1- b
 Answer to Q 2- Importance of employee involvement in decision making and problem
solving process is featured as most priority area to ensure team building and enhancement
of leadership quality in any organization. Decision making should be done after
consulting the team to assess the problem and find out the logical solution which
achievable.
 Answer to Q 3- a, b and c
 Answer to Q 4- d
 Answer to Q 5- Training is meant for enhanced knowledge base in respect of latest
technical and theoretical information. Coaching is meant for practice of applicable
technical and theoretical information. Mentoring is meant for sharing of knowledge base
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through informal relationship enabling others to perform with confidence. Use of training
is on-job training and E-learning training, whereas use of coaching is to identify the
objective and the smartest way to achieve that. Use of mentoring is through proactive
attitude to help other enabling to accomplish his objective by way of friendly advice with
practical exposure. (Berteig, 2009)
 Answer to Q 6- SIPOC model is emphasizing on different factors like Supplier, Input,
Process, Output and Customer. All these factors can jointly form a system to ensure
better deliverance for a specific project. Suppliers are the stakeholders who add value in
the system by providing products or services required for the project. Inputs are the
ingredients to be required for execution of the project. Process is to ensure the system
through which inputs can be used for deliverance of expected result. Output is the
ultimate coveted result which should be obtained through the supplier, input and process.
Customers are the end users who can use those outputs for their purpose. (Rouse,
SIPOC , 2016)
 Answer to Q 7
o Bar chart- c
o Pie chart- d
o Pareto chart- a
o Line graph- b
o Control chart- b
o Scatter chart- d
o Radar chart- c
 Answer to Q 8
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o Time Wasters- b
o Skills monitoring- c
o Process monitoring- a
 Answer to Q 9- d
 Answer to Q 10- d
 Answer to Q 11- a
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References:
Berteig, M. (2009, 06 24). MENTORING, COACHING AND TRAINING – WHAT IS THE DIFFERENCE?
Retrieved 03 13, 2018, from agile advice by Berteig:
http://www.agileadvice.com/2009/06/24/referenceinformation/mentoring-coaching-and-training-what-
is-the-difference/
Rouse, M. (2016). PDCA (plan-do-check-act). Retrieved 03 13, 2018, from WhatIs.com:
http://whatis.techtarget.com/definition/PDCA-plan-do-check-act
Rouse, M. (2016). SIPOC . Retrieved 03 13, 2018, from TechTarget:
http://searchcio.techtarget.com/definition/SIPOC-diagram-suppliers-inputs-process-outputs-customers
Simon, K. (2016). SIPOC Diagram. Retrieved 03 13, 2018, from iSixsigma:
https://www.isixsigma.com/members/Kerri-Simon/
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