Standard and the beanstalk

Why do we tediously maintain multiple spreadsheets and documents for every project? Do all these documents add any value to the project? Do they even make sense? The answer is: Yes, these documents written and followed in the right manner can take any project a step closer to continuous improvement.

This post is inspired and derived from Toyota’s principle on standardization: “Standardized tasks are the foundation for continuous improvement and employee empowerment” (The Toyota Way by Jeffrey K. Liker)

Let us first see what standardization is NOT:

• It is not about finding one best way to do things and freezing it.
• It is not a set of complex rules written to impress your quality audit team or your customers (we have all been there J)
• It is not a list of steps you impose on your developers.

So what is standardization?

• Standardization is a list of tips, best practices and quality procedures for an activity.
• Standardization is the bass for continuous process improvement.

Standards should be specific and simple enough for a developer to follow. However, standards are not rigid rules and a developer is free to innovate. The challenge here is to find a perfect balance between the set of rules and providing freedom to innovate.

Let me caution that just creating standards does not ensure improvement in quality. The real roadblock that most projects face is in ensuring that the team understands the importance of a standardized process. How do we overcome this?

Use standardization as an enabler:

• Nobody likes working on someone else’s detailed procedures. But people would happily contribute if they knew that they can learn tips and best practices in the process and also have the freedom to innovate.
• Involve the team in the standardization process. Be it a checklist for best coding practices or a standard to capture ever changing requirements in your project, make the standards creation process a team activity. This will ensure that the team appreciates and understands the importance of having these checklists and standards.
• Encourage the team to contribute. Appreciate innovative ideas and include them in your standardized process.
• Reward the team for improving the standards and quality of the project.

So whats your take on standardization? Do we create, use and maintain standards the way we should? Do you feel the chaos around us would be a little less if we standardized our work a little bit? Please share your comments and feedback.