Makigami Diagram

Understanding Makigami Diagrams: Streamlining Administrative Processes

Makigami, meaning “roll of paper” in Japanese, offers a unique approach to process analysis, particularly in administrative settings. Unlike Value Stream Mapping, which is tailored to track physical products through production stages, Makigami focuses on mapping the flow of information. This approach is essential for administrative and service-related processes, where managing information flow is as important as managing physical goods in production.

The Makigami diagram provides a structured, step-by-step analysis of how information moves through an organization. It helps identify inefficiencies, bottlenecks, and areas where processes can be streamlined to improve performance. While Value Stream Mapping serves manufacturing well, Makigami fills the gap in sectors that rely heavily on information processing, offering a detailed view of how data is handled across various departments and functions.

What is a Makigami Diagram?

A Makigami diagram serves as a tool to map out the flow of information and identify inefficiencies or bottlenecks in administrative processes. It visually represents the interactions between different roles, departments, or systems, pinpointing where improvements can be made to streamline processes, reduce waste, and enhance productivity.

Unlike production processes where the focus might be on physical movement (e.g., raw materials through a factory), Makigami diagrams focus on how information flows across departments, systems, or individuals. The ultimate goal is to ensure the process is as efficient as possible, delivering value to the customer while minimizing wasted time, effort, and resources.

Key Steps in Creating a Makigami Diagram

1. Defining the Process Scope:
   • Start by clearly defining the process you want to analyze. Break down the steps as thoroughly as possible and identify the key players involved—whether they are departments, functions, or roles.
   • Visually map out the steps, using green arrows to indicate forward progress through the process and red arrows to signal any points where steps must be repeated, indicating inefficiencies.
2. Analyzing Information Flow and Carriers:
   • Next, focus on understanding how information flows within the process. Identify the documents, systems, or platforms that are used to carry information from one step to another.
   • This step is essential for identifying bottlenecks or inefficiencies. Does information get stuck at a particular step? Are there delays caused by waiting for approvals or transfers between departments?
3. Identifying Bottlenecks and Wastes:
   • Apply the TIMWOODS method (Transportation, Inventory, Motion, Waiting, Overproduction, Overprocessing, Defects, and Skills) to identify where waste occurs within the process. These could be delays, unnecessary steps, or areas where errors are common.
   • Look at the completion time, treatment time (the time spent actively working on something), and the number of handoffs (moments where the process is passed from one function to another). The goal is to minimize these inefficiencies.
4. Identifying Quick Wins:
   • Not all improvements need to be major undertakings. Quick wins are smaller, easily achievable changes that can make an immediate impact. These often involve minimal time, effort, and cost but can lead to significant improvements in process flow and efficiency.
   • For example, automating a repetitive task or eliminating an unnecessary approval step can yield fast and tangible benefits.
5. Analyzing and Prioritizing Improvements:
   • Once the process is fully mapped and inefficiencies are identified, the next step is to prioritize improvements. Focus on changes that will have the greatest impact on reducing completion time or improving quality.
   • Always think from the perspective of customer value. Improvements should align with what will most benefit the end customer while also meeting organizational objectives.
6. Implementing Improvements with DMAIC:
   • Implementing improvements requires a structured approach. The DMAIC methodology—Define, Measure, Analyze, Improve, Control—is a common framework used to implement changes in a controlled and measurable way.
   • Regular monitoring and adjustments are essential to ensure that the improvements are sustainable over time.

Benefits of Using Makigami Diagrams

1. Identifying Bottlenecks and Inefficiencies: A Makigami diagram provides a clear picture of where processes are getting stuck. Whether it’s a delay in approvals or an overcomplicated handoff between departments, this tool helps teams quickly identify bottlenecks and areas for improvement.

2. Streamlining Communication: By analyzing the flow of information, organizations can find ways to simplify communication. Streamlining information flow often reduces waiting times and miscommunications, leading to a more efficient process.

3. Enhancing Collaboration: Mapping out processes in a visual format encourages collaboration between different departments or teams. A Makigami diagram shows how one department’s actions impact another, fostering a more integrated and cooperative approach to process improvement.

4. Focusing on Customer Value: A key tenet of Lean methodology is delivering maximum value to the customer with minimal waste. By using a Makigami diagram to streamline internal processes, organizations can better serve their customers and improve overall satisfaction.

Real-World Applications of Makigami Diagrams

Makigami diagrams are highly versatile and can be applied to a range of administrative processes. Some common applications include:

• Finance and Accounting: Streamlining the approval process for invoices and payments, reducing delays caused by multiple layers of review.
• Human Resources: Mapping the recruitment and onboarding process to ensure new hires are brought into the organization efficiently and effectively.
• Customer Service: Analyzing the process for handling customer inquiries and complaints, identifying areas where response times can be reduced or where communication can be improved.
• IT Services: Mapping out workflows for handling IT support requests, ensuring that issues are resolved in a timely manner and minimizing downtime for employees.

Conclusion

Makigami diagrams offer a powerful tool for improving administrative processes by focusing on the flow of information. By breaking down a process step by step, identifying inefficiencies, and implementing targeted improvements, organizations can enhance their internal workflows and ultimately improve the value delivered to customers. Whether it’s identifying bottlenecks, reducing waste, or streamlining communication, Makigami provides a structured approach to continuous improvement, helping businesses become more efficient and customer-focused.

By adopting the Makigami approach, organizations can gain greater visibility into their processes, prioritize improvements, and create a culture of ongoing process enhancement. This not only improves the quality of the work but also ensures that administrative processes run smoothly, consistently delivering the best possible outcomes.