Phase 2 - Engage the Team

BaR Cycle - Phase 2

The second phase of the BaR Cycle aims to engage the BaR Team to carry out a successful BaR Event. The first step for the team is to conduct brainstorming sessions where the team will identify the barriers that are currently hindering them achieving the target. These are then actioned upon to enable the team to prepare for the BaR Event. The last step in this phase is to execute the BaR Event.

Step 2.1

Identify Barriers & Take Action

Step 2.2

Plan the BaR Event

Step 2.3

Do the BaR Event

"A CHALLENGE is an opportunity to LEARN, GROW and GET BETTER"

Aaron Azzopardi

Step 2.1 - Identify Barriers & Take Action

Identify the Barriers

The first step for the BaR Leader is to conduct brainstorming sessions with the BaR Team. During these sessions, the team should identify the barriers that are hindering them to achieve the target set for the BaR Event.

Fishbone Diagram

A very well know tool for these brainstorming sessions is the fishbone diagram.

Together with the BaR Team, identify all the possible barriers and split them into;

Measurements
Materials
Personnel
Machines
Methods
and Environment.

After everyone’s ideas have been put on the Fishbone Diagram, take a vote for those which are the most relevant.

Risks - What can go wrong in the Event

For such an event you should also carry out a risk assessment. What can go wrong during the event? What are the risks? How can you mitigate them? This can be done during the brainstorming sessions as well. The difference is that these are not barriers that are currently hindering the achievement of the target, but risks that can jeopardize the success of the event.

Actions

Now that the important actions have been identified, the BaR Leader can prepare a list split into two categories;

Pre-Event – Actions that have to be completed before the BaR Event
Event – Actions to be taken care of during the BaR Event.

Step 2.2 - Plan the BaR Event

Devise a Plan

The second step in this phase is to prepare for the BaR Event. The BaR Leader has to devise a plan incorporating the actions before and during the event. Who is going to do what, by when?

Promote the BaR Event

As the event gets closer, you should start promoting the BaR Event. Consider the BaR Event as a big team-building event. This will create the hype and the expectations to enable the BaR Team to engage and outperform.

Trials

The team will come up with different ideas and improvements. Ensure to give them enough time to try any new procedures or improvements. The most important is not to try new things during the BaR Event.

Step 2.3 - Do the BaR Event

Monitor and Control at Shorter Intervals

The advantage of the BaR Event is that it is carried out on a short span. So, it is possible to measure the performance at short intervals. This will improve the focus to ensure that the performance is on track to achieve the target.

The idea is to split the target into smaller chunks. For example, if usually the team monitors the performance every 4 hours, for the event track it every hour. If every day, go down to 4 hours. If every week, go down every day.

Also, build the chart pointing to the final target of the event.

BaR Event

Just before starting the event, meet with the team, and ensure that everyone is aligned. Ensure that everyone knows what needs to be done during the event.

From experience one of the reactions before starting the event is to postpone it. Resist it and invoke Rule 6.

Believe it or not, you will notice that during the event, although the team will start a bit anxious, as they go along they will be more relaxed when compared to the business as usual. The reason being is that, with all the planning and actions taken before the event, they will be more prepared and hence less stressed.

Ensure to support the team, especially if they find difficulties as they go along the event. If the event fails then try again.

Rule 6 - Commitment is Sacred

When a BaR Event is scheduled and the team is committed, the date and target of the event are fixed and cannot be moved.

Celebrate Success

On the successful achievement of the Bar Event, the BaR Team deserves recognition. One of the rules of the BaR Concept (refer to rule 5), is that recognition should not be in monetary terms, but instead you should celebrate with a piece of cake.

You can also recognize this achievement by creating a Wall of Fame.

If the BaR Event was not successful, then understand what could have been done better and it try again.

Rule 5 - Recognition is Free

Although we recognize that the BaR Team is doing something extraordinary (breaking records), the rule is that there is no monetary recognition. But we make sure that the BaR Event is treated as a big event and the team’s effort is recognized throughout the whole organization.