Lean government is a process streamlining concept that eliminates unnecessary steps to improve response times and reduce staff. Consultants analyze existing functions to identify non-essential work and waste. Departments can be consolidated, and employees trained to complete all steps required for permit approval. The first in, first out concept is used to speed processing and standardize workload for employees. Lean governance could use the six sigma concept to remove the source of errors.
Lean government defines an agency that cuts red tape by eliminating unnecessary steps to meet public demands. It is based on a process streamlining concept to enable civil servants to do more with less and improve response times with staff reductions. The concept first emerged in the manufacturing industry with the mass production of automobiles. Government agencies have recognized the benefits and have begun implementing the philosophy in the public sector to provide better service.
Consultants typically assist in analyzing and using lean governance strategies. They could monitor existing functions to identify steps that cost money and waste time, delaying service to the public. Depending on the method consultants use to achieve lean governance, the goal is to eliminate non-essential work and waste.
A lean government style of building uses a continuous flow of tasks to expedite the work. For example, a member of the public applying for a building permit typically waits for the application to wind its way through several departments. When lean governance is implemented, the level of customer demand is monitored and staffing is adjusted to meet that demand.
Departments could be consolidated to eliminate time wasted when a permit moves from one department to another. Employees who accept original applications could be trained to complete all steps required for permit approval in an area. In theory, this reduces the delay and resources needed to get the job done.
Another concept typically used in lean government revolves around the first in, first out concept. Typical government procedure includes trays for work that needs attention. As work piles up, the first task ends up at the bottom of the pile, which delays processing for customers who sent documents first. When work received that day is handled that day, it speeds processing and eliminates document accumulation as the work week progresses.
This strategy could also standardize the workload for individual employees. Instead of workers working more efficiently doing more, each employee would be accountable for their work every day. Within the department, every employee is trained to handle the customer’s inquiry and complete the task without delay. Staffing levels could be adequate to handle customer demand by monitoring available time in relation to workload.
Lean governance could use the six sigma concept of urging change in current practices to look at service from the customer’s point of view. It basically uses mathematical formulas to calculate the number of errors and set acceptable standards for errors. The six sigma philosophy suggests that defects are unacceptable and the source of the errors should be removed.
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