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ALPHA TV: Adopting KAIZEN CULTURE VIA EFFICIENT PROCESS FLOW

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all right good evening good evening

affirmation and good evening to our team

YouTube and Team Zoom so we are now live

Beach 130 seconds combining

um zoom and then YouTube will gear up uh

so again welcome to Alpha TV in pursue

of knowledge and continuous improvement

with us like pH Academy I am engineer

Melanie madrigado Chief marketing

officer of assets pH and we are all

happy to have you here tonight so

without further Ado it is my pride and

honor to introduce to you our guest

so he needs a graduate of masters of

arts major in Psychology at University

of Southern Mass he earned a master's

business administration degree at quptel

University he is a certified yellow Lin

Six Sigma belter he is a certified

project officer he is currently an

administrative Services officer at the

Development Bank of the Philippines

he is responsible in assisting in

project management cycle conducts

research and analyzes data or

information relative to the

implementation of compliance to each are

policies of the bank and other

regulatory bodies he is responsible in

maintaining and monitoring and

information system he was awarded also

as the best government practices

recognition from near 2020. he earned

the youth award in their barangay from year

year

2024 so please uh everyone help me

welcome our guests for tonight for the

topic adopting Kaizen culture via

efficient process flow so I am

good evening

although I'm fascinated by the uh way

industrial engineering Works

certifications I say the concepts of

industrial psychology really ah

industrial engineering

fascinates me

so yeah

Friday night instead of you uh going out

no partying you still chose to listen to

this uh lecture or this um

yeah

so my topic for tonight

is about introducing Kaizen culture via

efficient process flow

I know um in your subjects you may have

studied this kind of concept no the

I was a um

Kaizen Six Sigma

Alin and your mother Concepts

way back when I was still studying in

The Graduate School

um we tackled that

very little love work

uh I don't know if some of you are or

so that is why um

I myself

wanted to become an advocate of Kaizen culture

culture culture

and so let's talk about Kaizen so Kaizen

uh obviously it's a Japanese word [Music]

[Music] words

words

so it's the kai and the Zen so Kai

meaning change and zen meaning good

so in English if we translate it it's

good change

which makes sense because that you guys are

are

so when we talk about Kaizen it's all about

about

um changing

for the good or for betterment

and according to Investopedia

Kaizen is a Japanese term meaning change

for the better or continuous Improvement

that's what I have mentioned

uh it is a Japanese philosophy that

concerns with the processes that

continuously improve operation that

involve all employees okay so that's how

you are going to establish a Kaizen

culture meaning you continuously improve

and not only that when you when you

improve you involve all the Personnel in

your organization

okay the employees the boss the officers

all of those

the involvements uh operation no

organization so let me roles to play

that I may um

functions that I mean mandate to

implement policies [Music]

[Music]

when you imply or when you implement improvements

improvements

you have to involve everybody

Ayan so

um Kaizen has misconceptions

um you know Kaizen we are implementing

kind when we Implement Kaizen we talk

English translation a good change

of course when we

Implement change

not everybody welcomes it

but we have this so-called traditionalist

traditionalist foreign

number one fear of change

no so they fear that they won't be able

you introduce something foreign

they don't accept it easily so that's

which is not all we are which does not

happen always

fear of costs changes

most of the companies today they have

already implementing uh they're already

implementing the HR information system

wherein the employees can view their

transactions they can

um make requests via internet

uh all over the Department's home buildings

with a simple click you can already view

your payslip and

and

it's a it's one way of

um good change it's one way of an improvement

improvement

you you have lessened your uh trash

because it's already online

online

it's up to you if you if you have to

and then lastly

in an organization you had undergone

some retrenchment Apple

company Elon Musk but it's uh he has

people lose their jobs

and because of uh it's because of the

changes that's being made

technology it's a major contributor

uh for those kinds of negative changes

um we have this

I have this I have read this article

pero dresses

um robotics

it's a good change yeah it's a better

Improvement pero

and so key concepts of Kaizen so

actually Gem of thoughts gems of thought

okay so number one sabidito

doing something no matter how little the

impact might be it's always better than

not doing anything at all no

Major Impact pero you

you are bringing change

now that's the concept of um

every day you strive to improve

that that's a very good idea foreign

there's a

striving activity

to be better of

pero still that's counted as an improvement

improvement

processing them requests

requests in

maganda

and you don't need to be perfect I got a god

uh accomplishment or Improvement overnight

overnight

so sometimes it takes days weeks months years

and then second concept is

is uh

uh problem

problem s

for example Airport

Airport naiah

naiah

if you are

adopting a Kaizen culture

it's organization

you do not need to look only no

you look also to the process to the

involvement steps bureaucratic and you

need to fix that

and third

to achieve continuous process

Improvement everyone must participate

I already mentioned that earlier

that if you want change to happen big time

time

you have to involve

everybody in the organization in the

department or in the unit it depends but

but

really uh when you start the change

you have to uh

call everybody you have to uh let them

know your initiative you communicate

your ASP ratio

but sometimes you get

negative feedback but at least you try to

uh be recognized

but you call on everybody else and

you let them know your initiative

then go ahead

but but the most important thing is

everybody knows it knows about it yeah

yeah

all right so

um part of this uh webinar is my sharing unit

um okay

okay

so I've been here in our unit by the way

by the way

um where I am currently working in a

um systems

systems

so fascination

um we have branches we have Lending Centers

development lending sector

so from that sector

groups then from the groups departments

Landing centers

I mean

so our roles to play

are very crucial

admin work

but admin work some of you may have perceived

but no

admin work is uh really a tough task

so again

our mandate is to provide support to the

sector in terms of HR services

so we're like the HR business partner of

the of our sector [Music]

[Music]

non-services line in hiring promotion

training available benefits and

administrative services such as procurement

procurement

travel assignments

project visit foreign

orders

ignation among officers in charge

special functions um

um approvals

and other projects as well

but what we do is we

address the concerns of the following

the sector head the group heads

department heads Lending Center heads

account officers

and their account officer assistance

and of course our administrative support counterparts

counterparts probation office and we

also help them with their requests and

um [Music]

okay

just to give you a background

which is a government map we underwent a reorganization

so when a company or when an

organization undergoes reorganization

chapter expected Mona there is change structure

and part of that change actually it's a

really it was a really big change because

because uh

and so physically

and of course part of the

part of the change

and hiring promotion training uh

we're the ones reviewing their documents

and we are the ones evaluating and

assessing if

um their documents are complete and correct

correct

inappropriate use of grammatical Construction

Construction

grammatically

kohiren Ima

foreign statements [Music]

and familiarity with organizational policies

policies

of course as a government but

government even in private parts even in

private organizations you have your

policies you have your

you have your uh codes

it is everyone's responsibility to know

everything that is written on that

manual or um

um policy

when we underwent attorney organization policies

so how did we how did we address these

so we developed an instructional manual

um conceptualized way back 2019 but um 2021

initiative

so instructional manual

basically it's like

um of course for you to be able to

operate that car

you have to check on the owner's manual

so we have six chapters

so number one Champion functions

recruitment promotion Learning and

Development about training travel

assignments administrative issuances procurement

procurement

assignment of tasks from time to time

foreign so it's really it was really a challenge

six chapters that's how we illustrate

the manual

six chapters

to make sense so number one overview

now overview meaning background what is

it what is the chapter all about

second getting started

um getting started is all about

playing out playing out the requirements

the primary requirements for you to be

able to accomplish a certain task

s many yeah

if you will be if you're going to

assemble the parts of course you need to

identify the parts that you need

and third process flow and part

part [Music]

no this is uh what this seminar is all about

about

no process flow panel go in

and then important pointers important

you have to be able to be remembering this

this

and then five sample documents

uh when you when you when we uh consider

orienting our

clients about this you have they have to

see the sample document

although some are confidential they need

to see it

no example my example I know

um we learn uh we also learn best by

yeah

actually this is more of an admin type I

don't know if uh I.E

based on our case no based on the inputs

that we have gathered when we are doing

the project instructional manual

so foreign we have five elements so

number one when you create a process

flow people

the people are the doers and the one

and of course the action when we talk

about process flow

verb is an action word so action

action [Music]

mobile

and then the document

yeah

and of course the time element

time element is also your tat

turnaround time is

you have to know that

and then decision

um in in any process yes no

so of course is it correct no so if it's

no then you go back to step one step two

then you repeat the process all over

again if it's yes then you proceed

so those are uh that element is also

essential when you create a process flow

manual also I just uh

snip it no process flow so as you can

so the whole process is accomplished

so that's your

this is a short process only pero for

some if you were going to design your

own process uh process map

or process flow

Kenny

if it's if it requires longer duration

they definitely you have to put up uh

start now

the requesting unit drafts the admin

issue once I mean group or sector order

then sends it to the LSD admin chameleon

for review okay

the requesting unit s

individuals

tapos graphs action

afternoon

the dlsd admin unit previews the

contents of the document so yeah decision

if yes

then our unit returns a document to the

yeah the requesting unit sends the

revised document to our unit

then repeat the process all over again

and once approved the entertainment

schedules uh

Office of the corporate secretary name

of the number code to make it official

to make it a to make it a public

document ah sorry not a public document

but uh an open document for the back

it can be accessed by anyone

no it's already an official document of

the back

and then after that Alex salmon

we will uh

disseminate the set order

for in for uh for information purposes

and then we'll keep it on record and

that's it

so all of those tasks involved

turnaround time yeah one to two days yeah

yeah

hiring hiring process

and also

of course you have you have the start

so hrmg refers to documents of

candidates who pass the pre-employment

exam to our unit okay

okay

I know

adopt like I did but you have to take

the exam and if you pass you'll probably

we will endorse documents to the

requesting lending unit personal

and then the interview process the

requesting lending units schedules and

conducts the interview with the endorsed candidate

candidate

so meditation OLED

did the candidate pass the interview

if uh not then we will return the

documents back to hrmg

hrmg

and if yes

uh we will ask them to

submit the necessary documentary

requirements tapos is a submit me applicant

applicant is

documents are there any lacking

and so on and so yeah

is that

you know

but you have to involve everybody when

you have this process flow

it involves HR in it involves Office of

the President

Eva meron

you're messing up big time especially

with your t80

three to five days it's a commitment

three to five days three to five days

so that is one way of introducing

Kaizen using process flows meaning

meaning

you're implementing change so make that change

change

no you you operate as one

no everyone is interconnected that's why

yeah

okay

when you draft your process flows

you have to remember the sequalities of

concise complete correct and consistent

when we say concise the process flow

must be simple and easy to follow

you don't need to

you don't you don't need to write

highfaluting words you don't need to include

include

um lengthy

lengthy statements for you to be able to

illustrate your process flow simple

it's really hard to

you know to accomplish something if it's not

not

if it's not

complete enough is

correct yeah quality is correct uh

correct is one of the qualities

to make sense

and consistent

the process flow must be aligned with

other processes

uh I have mentioned it earlier

in the previous slide that everyone is

Manufacturing Construction

uh before you be uh

I guess this is a basic I know the basic

part of project management that

that

um for you to be able to for you to be

able to accomplish tasks B you have to

accomplish task a b and c is

how would you be able to arrive to task e

e wedding

step one Yan step one seven

step one time step five

Direction seven you have to undergo all

of the steps one two three four five six seven

seven Ian

and so another C

ort I see yeah

you have to remember these four Concepts

number one console

items indicated in the process flow must

be aligned with the existing policies

and practices

before you craft your own process Maps

you have to check with the authorize or

the subject matter experts if those

items are aligned with the policies

you have the freedom to create your process

no you have to check with your standard

and then collaborate

as the concerned subject matter expert

on what to improve and how to execute

such I must admit that not every one of

us are really experts on certain fields uh

when you create process flows it's not

you have to

collaborate with the people not involved

with the process

no like us when we crafted our

instructional manual we ensured that we

consulted the right persons foreign

so that's one way of effective collaboration

collaboration

and then the third C confirmation

confirmation

ensure that

the details are consistent correct and comprehensive

comprehensive

what do we mean by that is

before you arrive to a certain step you

have to ensure that

the previous

end up at correct and comprehensive meaning

meaning

comprehensive coverage foreign

and lastly communicate

when you introduce something you have to

make it known but I mean I mentioned

earlier that you have to make them

uh you have to make your idea be recognized

recognized

so that you can

get feedback be it positive or negative

at least you let them know and then

that's where the collab the

collaboration again begins some party

ended uh

can we suggest something like this can

we enhance this part

by that initiative you are unveiling you

are unveiling uh

the ideas of others too

tapos from one idea to another

you put it together

yeah you can create your own uh um

what you call this result yeah

and then in that result

and Ashley when we when we conduct our project

project launcher

development Academy of the Philippines competition

the government best practices recognition

recognition

so I'm proud to say that we are the sole

entry of our town

it's a competition

and continuous Improvement is better

than delayed Perfection by Mark Twain uh

one liner pero it hits me hard

no continuous Improvement it's Kaizen

it's not always perfection

and it's a task

ing a

well in reality perfection

perfection

so you have to improve little by little

for you to be able to accomplish a task

I must admit that in our unit

but the most important thing there is

you learn from that mistake no sounds

cliche pero Diva you learn from that

mistake Shake It Off

shake that mistake off then tomorrow go

back on track

but revive yourself and

and [Music]

[Music] um

not repeated

try to think of ways to

Rectify that

so you cannot you can't be stagnant all

or minor

you have to get back and think of um

ideas that could enhance

I always

keep this Gem of thought every time

speaking engagements

and are always better than what you have

started is what you have accomplished

well Kaizen culture is all about accomplishments

accomplishments um

you have to finish everything

whatever you have started finish it

yes that is that is the reflection of

uh when you

and if I was apart about when you

manufacture a car

uh you have the parts you have the

so you have to start somewhere to be

able to put it up to make it a more useful

useful um

um material

material

but after all

when we work when we task uh when we

you have finished it

and you can uh be proud of yourself because

despite the

away for this short webinar

webinar

and thank you for listening and participating

participating

I now give the floor to miss melon

all right thank you so much sir EJ is

China so it's such a blessing informative

informative

um I think this is one of the madaming

uh participants right now in the search

so I am I believe sir uh our audience or

participants have questions in their

mind regarding this very good topic

about adopting Kaizen Culture by

efficient process flow so yeah so that

there uh sir EJ we are blessed to

tonight to have you so I am everyone in

opportunity to ask questions from here

so Ayan our question and answer part of

alpha TV is officially here now so make

sure you can make the most out of it

right

guys maybe type in your question in the

comment section and we will read them

for you and also while waiting for the

question to crop it you may also click

the reason button at the lower part of

this screen if you want to speak and ask

your questions foreign

I think sir our participants really

um understand the topic they discussed

today we have our first question

so hi sir good evening how do you

maintain that continuous Improvement sorry

sorry

how do you maintain continuous Improvement

Improvement

ah okay

actually the concept of continuous

Improvement the man doesn't need to be maintained

maintained

if you really want to do something uh I

can improve more do it

but it doesn't have to be

uh actually uh in the perspective of work

work improve

uh you just don't maintain it you ask

time for the better

if you are

late 30 minutes 15 minutes or maybe next time

you have to uh strive for the better maintained

maintained you have to uh set yourself some goals

try to be faster try to move fast or try to correct something that is

to correct something that is uh not right on the process

uh not right on the process yeah so maintaining mindset I always

yeah so maintaining mindset I always have to change for the better

I hope I answered thank you sir EJ for this for that's very smooth answer you

this for that's very smooth answer you know so we have another question from

know so we have another question from Jeremy Arias hi good evening for my

Jeremy Arias hi good evening for my question is what kind of methods or

question is what kind of methods or systems that we can use in process

systems that we can use in process Improvement or Kaizen internship

Improvement or Kaizen internship production

are okay um so production no

um so production no oh

and on the go now

diagram uh yeah when you identify the problem the problems

problem the problems brainstorming techniques

brainstorming techniques uh you meet with your teammates

that is one way of getting inputs for process Improvement

process Improvement yeah

uh young dashboard technique

so let me know tapos

tapos images

as long as it leads to the Improvement of something

oh yeah thank you so much today so we have another question

have another question right now

right now um but from in

um but from in a what are the challenges for Kaiser

a what are the challenges for Kaiser thank you

thank you uh challenges

uh challenges in fear of change

in fear of change change

if you are willing to if you are seriously

seriously uh seriously adapting to change and you

uh seriously adapting to change and you want it to be implemented strongly

that kind of mindset is really a challenge

all right another question um can we apply five days

sure actually although it's a different concept

although it's a different concept uh it's one of the tools for Change and

uh it's one of the tools for Change and productivity

productivity but when we see 5S you are standardizing

but when we see 5S you are standardizing uh your tools your equipment but it's a

uh your tools your equipment but it's a discipline

discipline no um

no um if it's for a betterment

if it's for a betterment unit department so do uh then so be it

unit department so do uh then so be it do it

do it uh 5S is one of the

uh 5S is one of the uh greatest initiatives that you can

uh greatest initiatives that you can Implement in your office

Implement in your office now

all right so another question from Joanna how do you promote or motivate

Joanna how do you promote or motivate people for cancer

okay uh just like what I said uh communicate

uh just like what I said uh communicate and collaborate uh you let your idea be

and collaborate uh you let your idea be recognized you know

recognized you know you don't expect positive feedback uh

you don't expect positive feedback uh positive feedback and 100 but at least

if you introduce your idea you introduce like uh yeah

and you have to embrace those criticisms and from those inputs you you build your

and from those inputs you you build your own you collaborate with them

own you collaborate with them um you ask them

um you ask them I'll say not all of us are experts in uh

I'll say not all of us are experts in uh certain Fields

certain Fields say about their respective Fields

say about their respective Fields financially General Services yeah

financially General Services yeah foreign

okay um guys our evaluation form will be posted also in the comment section so

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so I guess uh I think we are near and the last part of our event so this is

the last part of our event so this is the time we may say thanks to our very

the time we may say thanks to our very own guest speaker for tonight so

own guest speaker for tonight so just chat it or the chat box below

just chat it or the chat box below everyone

I'm sir EJ I mean we know where we connect or reach out to you

um yeah I'm active Naman on social media so they can ask me via Facebook

so they can ask me via Facebook no uh Eric Jason Miranda Estrada

Eric Jason Estrada m a yeah so you can always

yeah so you can always um give me a

um give me a chat if you're uh if in case

[Music] clarified no we can I can always uh I am

clarified no we can I can always uh I am always welcome to address

always welcome to address your questions

with sir EJ on Facebook and on LinkedIn and um directly

um ask your question so after EJ on behalf of everyone here today thank you

behalf of everyone here today thank you for taking the time to stick to us so

for taking the time to stick to us so um

um help us significantly better

help us significantly better so I answer our team will be contacting

so I answer our team will be contacting you for the situation so once again

you for the situation so once again um do you have any parting uh message

um do you have any parting uh message before we let go of user

whatever you have started you finish it no don't be stagnant always aim to

no don't be stagnant always aim to finish your tasks

finish your tasks but for betterment it's a positive

but for betterment it's a positive change uh

you give time to your ideas you know you collaborate with experts and don't

collaborate with experts and don't hesitate to

hesitate to uh or sorry um

if you commit major or minor mistake you ensure that

major or minor mistake you ensure that uh

uh that you have to

that you have to get back when you have to bounce back

get back when you have to bounce back for the better

for the better problems

no you ensure that you shake it off no uh then you

no uh then you uh

you improve you you reflect on your mistakes

mistakes and then

and then find ways or find ideas on how to

find ways or find ideas on how to address that

well you're right so um

um whatever you start to finish it if you

whatever you start to finish it if you fail bounce back for the better and once

fail bounce back for the better and once again on behalf of the entire Alpha

again on behalf of the entire Alpha family thank you thank you so much sorry

family thank you thank you so much sorry EJ estada for tonight's another episode

EJ estada for tonight's another episode of

thank you so easy

so easy um and I get the today's event is made

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YouTube Transcript:ALPHA TV: Adopting KAIZEN CULTURE VIA EFFICIENT PROCESS FLOW

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ALPHA TV: Adopting KAIZEN CULTURE VIA EFFICIENT PROCESS FLOW