Lean administration: MMA for more productivity in the office

Productivity in the office: Lean administrative workflows through multi-moment analysis (MMA). Photo: Shutterstock

Administrative processes hold valuable optimization potential. In traditional production, waste is identified through observation. This does not work for "knowledge workers" who work with data and computers. This is where multi-moment analysis (MMA) comes in for indirect areas. An MMA reveals non-value-adding activities in offices, administrations and service-providing companies. The statistical method is an instrument of Lean management. It identifies waste and ensures that the so-called "necessary waste" is minimized and superfluous administrative processes can be avoided.

Effective transformation: non-value-adding activities become added value. Graphic: Lean Group

Particularly at senior management level or in cross-location organizations, it is worth taking a differentiated look at administrative activities. "Experience has shown that it is much more effective to transform non-value-adding activities into value creation than to focus solely on improving value-adding activities," says Lean-Group consultant Shishir Ballal.

Efficiency losses due to superfluous activities. Graphic: Lean Group

The required data are collected statistically over a significant period of time and recorded in an MMA matrix. The participants note down the type and duration of their activities on the basis of specific questions at randomly selected points in time. For this purpose, they use a number system in predefined tables. The analysis of this detailed and thus extremely comprehensive collection of data provides a picture of all regular work steps and the time they take in the indirect areas of the company. It shows which processes can subsequently be made leaner and better organized.

Possible improvement targets after a multi-moment analysis. Graphic: Lean Group

The Lean concept recognizes various types of waste. In the office, for example, these include waiting times, inefficient meetings, superfluous email traffic, confusing filing systems and tedious searches for information. Time saved here can be used to create value, for example in construction. "In offices and administration, there is even another dimension of waste that comes into play," says Shishir Ballal. "The waste caused by underutilized people." Sensible structures are designed to make optimum use of the skills and intelligence of employees. Following a multi-moment analysis, responsibilities can be allocated more efficiently, skills can be used more productively and corporate goals can be achieved more quickly.