Lean Tools for process improvement

 

TWI Job Instruction

Job Breakdown Sheet template

Job Breakdown Sheet template

The field-proven best way to train people — with fast, repeatable, consistent results

While self-study has highly variable learning success —
supervisor-led TWI training has close to 100% learning success 1

Job Breakdown Sheet

Excel template for TWI Job Instruction training preparation

TWI Job Breakdown Sheet Excel templateThe Job Breakdown Sheet is one of many templates for worker training that comes with the Systems2win Lean Tools bundle of templates.

 

 

The Job Instruction Breakdown Sheet, Pocket Cards, and Timetable are the ONLY tools specifically used in the TWI Job Instruction training method.

The Job Breakdown Sheet is intended to serve primarily (and often only) as Instructor Notes — used only by the Supervisor — to help the Supervisor prepare for and effectively deliver face-to-face training using the TWI method described above.

It is not uncommon for a Supervisor to make their Job Breakdown Sheet available to the worker, however...

If your environment is controlled by ISO 9001, or FDA, or any other controlling authority, then it is absolutely forbidden to leave your Job Breakdown Instructor Notes with the worker — unless the document conforms fully with all relevant document control requirements.

The Job Breakdown sheet is now also available as a worksheet within the Standard Work template — to make it easier to drill down to this greater level of detail within a single workbook.

 

 

Also see training for how to use bursts and clouds.


History of TWI

In the early 1940's, the United States government formed the Bureau of Training War Manpower Commission to help industry quickly and reliably re-train workers to ramp up for World War II.

The results were impressive, with almost 100% of participating firms reporting at least 25% increases in production, and 25% decreases in training time, labor hours, and employee grievances.

Impressively — the TWI Job Instruction teachings have survived to this day almost completely unchanged. The pocket card carried around by Toyota supervisors today is almost identical to the original pocket card distributed by the U.S. government in the 1940's.

Learn more history of TWI


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Front of the
TWI Job Instructions Pocket Card...

we have added additional tips in grey

How to Get Ready to Instruct

Have a timetable
using the Training and Skills Matrix

  • How much skill do you expect which workers to have — by what dates?

Break down the job into concise Instructor Notes
using the Job Breakdown Sheet

  • List the major steps (what to do)
    • The important steps that advance the work
    • Small enough to chew and swallow in one bite
    • Ideally with roughly similar amount of work in each step
    • Start each major step with an action verb
  • Pick out the key points (how to do it)
    • Safety factors are always a key point
    • Things that make or break the success or failure of the job
    • Tricks of the trade that make the job easier to do
    • If more than 5 key points, consider breaking into separate major step
  • Summarize the reasons for key points (why)

Have everything ready

  • The right equipment, materials, supplies, and instruction aids
  • Ensure that all process documentation is up to date to accurately reflect current best practices
  • Ensure that the worker has permanent and easy access to process documentation and training materials

Have the work place properly arranged

  • Just as the worker will be expected to keep it

Back of the
Job Instructions Pocket Card...

we have added additional tips in grey

How to Instruct

Step 1 — Prepare the worker

  • Put the person at ease
  • State the job
  • Find out what the person already knows about the job (or similar type of work)
  • Get the person interested in learning the job
  • Place the person in the correct position (usually looking over your shoulder)

Step 2 — Present the operation

  • Tell, show, and illustrate each major step — one at a time
  • Demonstrate again — Stress each key point, and reasons for each key point
  • Written process documentation should be introduced only AFTER demonstration. (Can be at the end of Step 2 or Step 3)
  • Instruct clearly, completely, and patiently
  • Teach no faster than the learner can master

Step 3 — Try out performance

  • Have the learner do the job — with the instructor allowing the learner to work in silence — but correct any errors immediately (so that wrong habits never start) and perhaps again demonstrate anything that wasn't fully learned
  • Have the learner do it again — this time explaining each important step
  • Have the learner do it again — this time explaining every key point
  • Have the learner do it again — this time explaining the reasons for every key point
  • Make sure the person understands. Continue until you know they know.

Step 4 — Follow up

  • Put the person on their own
    • Make clear how much work is expected to be done over what period of time
    • Now might be a good time for a brief refresher on the concepts of takt time and pitch
  • Ensure that the person knows where to find (easily accessible) process documentation.
  • Designate to whom the person goes for help.
    Almost always the same supervisor that did the original training.
  • Check back frequently to see how things are going.
  • Encourage questions.
  • Taper off extra coaching as it becomes evident that the person has mastered the new skill.

If the worker hasn't learned, the instructor hasn't taught

 

Get your own editable TWI Pocket Cards

TWI Job Instructions Pocket CardIncluded with the Systems2win Lean Training templates
are templates that make it easy to quickly create your own TWI Pocket Cards.

You can easily personalize your company's TWI Pocket Cards,
then print, cut out, laminate, and distribute to your supervisors as part of their TWI training.

Each card is perfectly sized to be the exact same size as a credit card.

In addition to the Job Instructions Pocket Card, there are also pocket cards for
Job Methods, Job Relations, and a pocket card for second line supervisors and Change Agents.

 

As you edit your own personalized Pocket Cards and Instructor training materials,
just be sure to comply with Charles Allen's Four Rules of Training:

  1. Prepare — Connect the learning experience with the learner's own experience
  2. Present — Present new information in small chunks
  3. Apply — Do it; and show that the learner can do it
  4. Test — Repeat without help from the instructor

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Useful tools for worker training


Bookmark = Systems2win

Use TWI to train your people
to use their Systems2win tools

Your supervisors can use TWI Job Instruction methods (above) to train your people to use their Systems2win tools — quickly, inexpensively, and thoroughly.

Here are a few things that Systems2win does to make TWI easier for your supervisors to teach:

  1. Quick Start training for what every user should know before using ANY Systems2win template.
  2. The Help worksheet found in every Systems2win template has sections for:
    • Purpose (state the job)
    • Instructions for How to Use This Template
      (complete written instructions, with major steps and key points highlighted)
  3. Your supervisors can use the Training Matrix to define who needs to be trained to use which tools.
  4. Free online training (above) for training your own in-house Instructors on how to train your own people using the success-proven TWI training methods.
  5. Systems2win offers affordable web conference training — with a live instructor.

 

TWI

Split long topics into multiple sessions

Most Systems2win tools are so drop-dead simple to use that the only training that will be required will be the Quick Start training and the help found on the Help worksheet.

Other templates might justify one short TWI session with your in-house Instructor.

A few of the "crown jewel" templates are complex enough for your in-house Instructor to consider splitting into multiple sessions. For example, if a person or team has never even used a Value Stream Map before, then it might make sense to have a couple of sessions to introduce the foundational symbols and concepts. And then perhaps have a training session for each phase of value stream mapping — rather than trying to cover the entire process in one overwhelming session.

The "crown jewel" templates that cover the most complex concepts are:

Although each one of the individual Kaizen tools are pretty self-explanatory, the way they all fit together within the kaizen process might deserve Instructor attention.

And if you are at all involved in Lean Office or Lean Healthcare, then extra training is almost always required in order to get people through the fundamental concepts of what lean is really all about, and how most of those concepts most certainly CAN apply to their "unique" challenges.


Suggested Reading

See TWI Suggested Reading

Systems2win lean training tools


Footnotes

1 Success rate is close to 100% when done correctly. Success rate can be as spotty as anything else if TWI training and/or execution is sloppy or incomplete.

 

 

 

 

Get ALL of the TWI tools
AND
the Training Design tools
AND
the Lean Tools
ALL as part of
the Lean Tools bundle

 

 

 

 

 

 

 

 

 

 

 

These new lean training tools are one of the most popular reasons to upgrade your old templates

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Why not join a free live webinar to get your questions answered by an expert?

 

 

 

Or schedule a private conference for just your team

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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