Na previous class we saw 7 basic tools that all employees should know according to Ishikawa. But Ishikawa talked about these methods many years ago and since then we have seen the creation of new tools. Let’s talk about these new tools here.BrainstormingBrainstorming is a group dynamic used in various companies as a technique to solve specific problems, develop new ideas or projects, gather information, and stimulate creative thinking.Brainstorming is a method created in the United States by advertising executive Alex Osborn, used to test and explore the creative capacity of individuals or groups, mainly in the areas of human relations, group dynamics, and advertising.The technique proposes that a group of people meet and use their thoughts and ideas so that they can reach a common denominator in order to generate innovative ideas that move a given project forward. No idea should be discarded or judged as wrong or absurd; all should be included in the compilation or record of all ideas that occur in the process, so that they can later evolve into the final solution.For a brainstorming session, some golden rules should be followed:• debates and criticism of the ideas presented are prohibited, as they cause inhibitions (the more ideas, the better);• no idea should be dismissed, that is, people have total freedom to talk about whatever they want;• for the smooth running of the session, a modified idea or a combination of ideas already presented should be reintroduced;• finally, equal opportunity – everyone should have a chance to present their ideasGUT MatrixThe GUT Matrix is a tool to help in problem solving. The matrix is used to classify each problem that you consider relevant to your company from the perspective of severity (of the problem), urgency (of resolving it), and tendency (of it getting worse quickly or slowly).To build the matrix, we use a scale in which points are assigned to the dimensions of severity (G), urgency (U), and tendency (T), as shown below:G for SeverityU for UrgencyT for Tendency5 = Extremely severe5 = needs immediate action5 = will get worse quickly if nothing is done4 = very severe4 = urgent4 = will get worse in a short time if nothing is done3 = severe3 = as quickly as possible3 = will get worse2 = not very severe2 = not very urgent2 = will worsen in the long term1 = no severity1 = can wait1 = will not changeNote that if a problem is extremely severe, it will be assigned a score of 5. If the same problem is not very urgent, it will get a score of 2 and, if the tendency will not change, the score will be 1. The final score for this problem will be the multiplication G x U x T. Thus, in the cited problem, the final score would be 5 x 2 x 1 = 10. It is worth noting that the problems with the highest final scores will, at least initially, be treated as priorities.The table below shows an application of the GUT matrix with the problems already placed in order of priority.ProblemGUTG x U x TLack of control in the company’s cash flow554100Negative leadership from the CFO44464Inefficient ERP system33545Lack of employee motivation33327Undefined processes23318Annual budget not approved1236Thus, it directly competes with the Pareto Diagram since it prioritizes your problems more correctly.5W and 2HThe 5W2H matrix is a very efficient management tool and also very simple and easy to apply. It helps us create a qualified and structured action plan in practical, well-defined steps.The matrix gets this name because it is structured from the English words shown in the following figure. It fully clarifies any possible doubts that may arise about any business processes implemented in companies.EnglishPortuguesePurposeWhatWhatSpecify what will be doneWhoWhoSpecify the person responsible for executing or coordinating the actionWhereWhereSpecify the location where the action will be carried out or its scopeWhenWhenSpecify the deadline for carrying out the actionWhyWhyExplain the reason why the action must be doneHowHowSpecify the way (method) in which the action should be doneHow muchHow muchProvide information about the cost (budget) needed to carry out the actionSIPOCSuppliers, Inputs, Activities, Outputs, and Customers: by identifying these five elements you have a clear view of your process.SIPOC is among the most used visual management tools for process mapping. ISO 9001 itself identifies the elements of its process approach based on it.SIPOCKanbanKanban literally means a card. In the production world, it represents an order or purchase that pulls the production of a product or service through to delivery to the customer.Kanban is therefore how the pull system — as opposed to a push system — is materialized in just-in-time production. Created by Taiichi Ohno at Toyota, it is based on the premise that producing for delivery, and not just for stock, generates more value for the customer, more employee engagement, and more improvement in production.The reason for this is that kanban has the virtue of generating urgency, revealing waits in production and enabling rapid corrective action.Its simplest form is through three columns: to do, doing, and done. It joins the flowchart when helping you perform a task.TrelloTrello is the visual tool that enables the team to manage any type of project, workflow, or task monitoring. Add files, checklists, or even automation: customize everything so the team works better.Due to its online nature, it can be considered a modernized Kanban.Risk MatrixThe risk matrix is a risk management tool that helps analyze a risk according to probability and impact.Generally, it is built in a 3×3 or 5×5 structure, with each box representing a point on the probability and impact scale. When evaluating each risk, you will determine, within the matrix, whether it can be retained or should be mitigated and avoided, according to the company’s risk appetite.Risk matrixIt competes with GUT and the Pareto Diagram when it comes to ordering which problems should be solved first.Exercises1) Regarding the quality of the class, do a brainstorm and identify risks that we may have. Then make a 5W2H matrix for the classroom. Finally, order using the GUT matrix which problems should be prioritized.
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