Value Stream Mapping and Planning Workshop


Any change program needs to be planned in a way that engages with the workforce, reduces doubt regarding the intent of the changes, delivers tangible outcomes, and progresses at a pace that accommodates the organisation’s ability to change.

Efficiency Works will utilise ‘Value Stream Mapping (VSM)’ to identity opportunities to improve the productivity of the organisation’s processes. VSM is a powerful process mapping tool that clarifies complex systems, identifies problem areas and provides a tool for effective planning of solutions and their implementation. Value Stream Mapping offers a number of advantages over other process mapping tools as it:

  • Tracks value-added time and non-value added time
  • Considers available capacity and resources
  • Identifies the source and reasons for many types of waste
  • Helps improvement planning
  • Tracks the impact of changes


Each Value Stream mapping workshop will be delivered in a Kaizen format and incorporates the 5 principles of Lean Six Sigma which are:

  1. Specify Customer Value
  2. Identify the Value Stream
  3. Create Smooth Flow
  4. Let the Customer Pull
  5. Pursue Perfection


This methodology underpins successful improvement projects and whilst this model is simple, it is not simplistic, and is regarded world-wide as the foundation on which Lean Six Sigma interventions should be built.

We deploy a workshop style project facilitated over 3 days by an experienced Efficiency Works Lean Six Sigma consultant who will utilise a collaborative approach that engages with staff, challenges thinking, transfers knowledge, builds capabilities and ensures buy-in. Our facilitator will ensure that the project team develops workable, practical and sustainable solutions that will improve process performance, enhance culture, and provide a platform for continuous improvement.

Our facilitator will also ensure that any issues outside the scope of the targeted Value Stream but with the potential to impact the organisation’s wider process performance are identified, captured and communicated to the project sponsor.

For each Value Stream our consultant will follow the below process:

Project Pre-Work

  • Brief the site on the purpose and processes to be followed – We strongly recommend that the site is given a clear outline as to what the project is and isn’t. The purpose of the study and the methodology should be explained. Our experience is that without this clear communication, staff can easily misinterpret the agenda and staff cooperation and subsequent buy-in is drastically reduced.
  • Select Team and Champion – Efficiency Works recommends that an internal cross-function team is selected to participate in the project. Key stakeholders need to be represented. It can also be useful to have some participants from outside the group as they bring fresh eyes to the process however this role is often filled by Efficiency Works. We also encourage the involvement of a Lean Champion.

Specify Customer Value

Determine customer requirements – In this step, we define what is expected from the value stream. What do our customers expect in terms of output, productivity, cost, quality, delivery (timeliness) and safety? With a clear definition of the requirements of the value stream i.e. our customers’ and stakeholders’ expectations, we are then ready to determine how well our current processes are meeting these needs.

Identify the Value Stream

Create the current state value stream map – In order to create the current state value stream we need to complete the following steps:

  • Train the team in Value Stream Mapping techniques and basic Lean Six Sigma philosophy
  • Walk the existing process identifying the steps, gathering key data and identifying opportunities for improvement (Kaizen bursts)
    • Produce a physical map
    • Verify the maps accuracy with the broader business
  • The current state value stream map should accurately reflect the way the work is currently done as well as ideas on the opportunities it presents
  • We recommend at least one full day break between Day 1 and Day 2 to allow participants time to digest the first day’s activities, consider any gaps, omissions or misinformation , and capture any additional information that could assist with completion of the current state map and development of a future state map.

Create Smooth Flow and Let the Customer Pull

Create future state value stream map – The future state map outlines how the process should look in the future (normally, an appropriate timeframe is 3 to 5 years). The production of this map requires the design of a business process that:

  • Addresses the key business drivers
  • Manages demand from external suppliers
  • Improves the turnaround time of internal processes related to the targeted Value Stream
  • Improves performance and efficiency of end-to-end processes
  • Reduces and manages ongoing service costs
  • Embraces technical and information management solutions
  • Whilst all Value Stream Maps will be created with a focus on generating customer value, the initial maps will largely have an internal focus using existing knowledge regarding what constitutes customer value. Additional survey work may be required to validate assumptions and more garner direct views on existing and future service performance.
  • Create interim state value stream map – In some instances there is no impediment to pursuing the future state map created straight away. In most cases, however this is unrealistic. For this reason the next step is to create an interim state map (normally, an appropriate timeframe is one year in the future).
  • Develop action plan – Following the creation of the value stream map, and action plan will be developed so that the organisation can achieve the desired future state. The plan would include milestones, details of what needs to change, any quick wins (i.e. those that can be implemented without external input or approval), a commentary on how to move to an improved process, and any implementation resource requirements. The team would also develop KPIs that can be used to monitor the progress of implementation.

Pursue Perfection

  • As a long term project the value stream maps would be revised yearly or in line with the Strategic needs of the business. Over time the organisation needs to climb the ladder of improved performance with today’s future state becoming tomorrow’s current state.
  • This can only really be achieved through continual revisiting of the maps. Also, changes in technology and unforeseen changes in the organisation’s environment could make past year’s future state value stream maps obsolete. A fresh look at the process may yield a completely new and more effective future state which is at the heart of long term sustained improvement.

Value Stream Mapping will deliver the following outcomes for the organisation:

  • Current and future state process maps for the targeted Value Stream
  • Identification of opportunities to improve productivity and capacity
  • A high level implementation plan, milestones and schedule
  • Where approved, implementation of ‘quick wins’
  • Transfer of business improvement knowledge and skills
  • Workshop participants who are attuned to business improvement
  • A high-level change plan and KPIs to monitor progress
  • A platform for further business improvement projects

Efficiency Works will identify with the customer through the briefing session and determine the length of the Value Stream Mapping (VSM) workshop based on the size and complexity of the process to mapped.

The average time for a VSM workshop is 3 Days, as Efficiency Works recommends a break between Day 2 and Day 3 to be undertaken allowing time to reflect on the current and future state process. Efficiency Works recommends the 3 Day to be completed within a 48 hour window of the second day.

On the completion of the workshop each participant will be award with a certificate of achievement, in outlining the values of Value Stream Mapping (VSM).

Additionally, each participant will walk away with:

  • Better skills to facilitate continuous improvement in the workplace
  • Improved understanding of continuous improvement techniques
  • Opportunity to realise their full potential
  • Section Leads
  • Decision Makers
  • Production Managers
  • Inventory Manager
  • Sales Manager
  • Operations Manager
  • Customer Advocate / Sales
  • Accounts Manager
  • IT Solutions Manager

Efficiency Works engage with professional facilitators that can deliver coaching, certified/non-certified training programs, team building, change management and leadership development services throughout all forms of business from the executive leadership team, senior managers, coordinators and employees including contractors and volunteers where appropriate. Efficiency Works facilitator have a vast range of expertise from industry knowledge, practical application to formal qualifications within training and assessment.

Efficiency Works facilitators utilise a collaborative approach that quickly engages with participants, challenges thinking, transfers knowledge and builds skills. The facilitator utilises a combination of theory, learning exercises, visual aids, and group discussions to ensure that participants are fully engaged throughout the workshops and training programs.

  • Current and future state process map for the targeted value stream
  • Identification of opportunities to improve productivity and capacity
  • A high level implementation plan, milestones and schedule
  • Where approved, implementation of ‘quick wins’
  • Transfer of business improvement knowledge and skills
  • Workshop participants who are attuned to business improvement
  • A high-level change plan and KPIs to monitor progress
  • A platform for further business improvement projects

What accreditation or recognition does this program have?

This is a non accredited program.

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Webinar Registration: Building Organisational Resilience through Strategic S&OB and IBP

Join us in April for our next Webinar where Efficiency Works Consultant, James  Bierer will discuss Building Organisational Resilience through Strategic S&OB and IBP.

When: Tuesday 30 April 2024
Time: 12.00pm to 12:45pm
Where: Online