16 packing tips for a Lean / Kaizen Event

I've been working as a Project Manager for over four years now, but next week will only be the second time I'll have to travel for a Lean Event. After under packing last time to Raleigh (where we got a 20 miles radius power outage and snow), I've decided to make a list and not repeat my errors.

Here are a few tips for packing for a Lean / Kaizen Event:

• Adjust dress code accordingly: This is not your usual conference trip, you'll probably not be comfy wearing a suit and dress shoes (or a dress and heels) when following the production from step to step. Depending on your industry, you may get dirty (dusty in my case) or have to respect some standards (closed / safety shoes...). 

• Review dress code with other participants beforehand: Everyone doesn't have the same definition of casual... I shown up in jeans, polo and Converse shoes to my last Lean Event when my colleague was in dress pants and shoes and a shirt. This time I've double checked that we'll be on the same page. Also, having a dress code similar to the on-site team you'll be working with will help you blend in and create a sense of team.

• Keep temperature in mind: And not only outside temp, but also the facility's! Warehouses full of paper tend to be cooler than outside, except in the middle of summer when they're warmer than outside. If your industry involve strict temp control, cooking, cooling, etc. you want to be ready.

• Make a list: It doesn't need to be fancy (or written), but having a list of what you want to travel with prevents you from forgetting things. Also, going over it a few time will help you spot the items you missed in that list. If you put your list in your suitcase before closing it, you'll be able to make sure you didn't forget anything when packing to go back home.

• Choose the right luggage size: Obviously, if you plan on a carry on only, your suitcase size must fit requirements. I know I'll check in a bag, so I'll have to make sure my belongings are not crushed neither lost in a suitcase of the wrong size. I'll put everything I need on my bed and then decide with suitcase I need. 

• Pack extras: If you're a Lean aficionado like me, you'll probably try to pack as efficiently as possible. But after a day walking the ground, you'll be happy to find a clean, dry pair of socks and a change of shoes.

• Pack day and night outfits: Chances are you'll meet with your colleagues after hours, either to continue working or to relax. And even if you don't, you'll be happy to find clean and comfy clothes for the evening. 

• Plan for the unplanned: I always have on me the basic meds in small quantity (pain and stomach meds, but also asthma and allergy meds), some band aids, gums, hair ties, tissues, lip balm, lint roller... 

• Choose your method: Some like to fold, some to roll. I've tried packing cubes: very efficient but not wrinkle free. I've also tried to fold my clothes and putting them in a vacuum bag (obviously keeping air inside) and though it takes space in your bag, it was very effective. I'll try to roll this time (jeans mainly) and using the cubes for tops.

• Prevent spills: I've bought some travel size products (tooth paste, dry shampoo) and some travel containers (to bring my own shampoo, conditioner, etc.). I also travel with some of my routine items (hair brush, make up...). I'll make sure they are closed tightly and will use a waterproof and spill-proof bag. That way, there shouldn't be any accident. 

• Be strategic with make up: I usually use a lot of brushes and different products when I put make up on every day. When I travel, I like to bring a fluid foundation, an eye brow gel, a cream eye shadow, a mascara, a blusher and a brush. If I'm fancy, I'll add an eye liner pencil or an eye shadow palette and a couple of brushes. Usually, the team I'm working with is essentially made of men who don't care about my make up so I aim for the bare minimum amount to feel confident.

• Working out or not working out, that is the question: I'll be working on routing, sitting in a room all day next week. Because I want to give myself an opportunity to stretch my legs and burn some energy in the evening, I'll bring yoga pants, a few shirts and runners. I'll wear my runners to travel and during evenings, the rest won't take much space.

• Think about laundry: Add a big plastic bag to collect laundry during your stay and sorting your clothes coming back home easy. You can also steal the hotel laundry bag and turn it inside out so there's no confusion. 

• Don't forget work essentials: Power cords and plug adapter are too often forgotten. Try to put them in your suitcase (unless it's too heavy and your carry on bag is half empty). Also, copy on your computer files you know you'll need and print time stamp / waste walk templates if needed. 

• Print travel documents: I always have a printed version of my plane ticket, hotel reservation, car rental and any other key document (address of location, agenda if training...). I also have pictures of my passport and ID on my phone in case I loose anything.

• Pack the right way: Shoes on the bottom of the suitcase, clothes on top, making full use of the pockets. If you gather / prep first and pack last, you should't need to add any last minute item that'll ruin your whole organization. 

When I arrive to my hotel, I like to unpack right away (including toiletries), because it make the generic hotel room feel more homey. It also help preventing wrinkle in your clothes. Just make sure you limit the number of places you spread your belongings in so you'll repack quickly and easily.

And finally, I like to leave my house clean before I travel, even though I can be in a laundry frenzy beforehand. That way, coming back feels much better!

Travels tips from an introvert

Before I start a post on how I plan my travels, it’s fair to share my vision of travel first. To me, traveling is about discovering new places, new cultures, new ways of living and eating. It is not necessarily about meeting people, but it certainly is not about sun tanning on the beach all day. (First because I hate sand, second because I don’t like to be in any pool of water bigger than a bathtub and third because I’d get bored too quickly).

I’ve been lucky enough to get the travel bug from my parents and that my husband has it too. Traveling more and more together, we found an organization that works for both of us and was definitely a necessity for our 3 weeks road trip / honeymoon. Here are a few highlights of how we prep for travel:

• Choose the right destination. I don’t necessarily like to visit highly recommended places (like the French Riviera) and often prefer more authentic ones (like Brittany). It is about finding a destination that you like, that you’ll be able to visit comfortably for your budget, with the right travel time/length of stay balance.
• Define what you need in an accommodation. To us, Wi-Fi is a must and we don’t like to pay to park. We’d rather be a couple of extra miles away from the place we visit and get free breakfast. I’d choose cleanliness over comfort any day.
• Don’t underestimate your time on the road. There is always something that will make you lose time on the road so you need to keep a buffer in your day. Also, spending a full trip in your car is no fun. And following a promising sign can be fun!
• Search for information and advice. When mapping out our road trip to the US West Coast, we joined a forum to get ideas of places to go and a feedback on our itinerary. This was really helpful, but we also chose to keep some visits that are not popular ones (Apple HQ) and skip some classical ones (Lombard Street in SF). This is your trip and needs to be built for you.
• Plan well but not too much. As an introvert, I like to know what I’m getting into. So I plan what to see in a spreadsheet with estimated duration, cost, address and any relevant notes. I don’t go as far as to put a timeline in there (unless we are not staying long in the same place) as we would have a difficult time to stick with it. It’s also a good way to make sure you don’t leave the place with regrets of visits you missed and places you didn’t know about. My spreadsheets usually have date, address, name and description of what to do/see, budget and planned length.
• Because you plan the trip doesn’t make it about you. Plan activities and visits that will make your travel companions happy, even if that’s not one of your priorities. I’ve booked an ATV morning for my husband and ended up liking it as much as him.
• Even out days and nights. After a light day (pool, shopping…), you can plan an evening activity such as a sports game or a show. I wouldn’t pack them all on the same day, but that’s our way of travelling.
• Pack cleverly. Obviously, take into consideration weather, activities planned and duration of stay. I always make sure I have on me at least our most frequently used medicines, something warm, protection from the sun, water… But I also let some free space for what we’d buy there. I used to pack books but now a loaded iPad is all I need.

While there, we always amend and adjust our stay depending on factors such as weather, tiredness, unexpected extra activity etc. I’m usually the one behind the camera while my husband uses his iPhone and we share the GoPro. I like to keep notes of my days, especially if I want to blog about it or if it’s a special / long trip.

To me, a good trip balances tourist must-dos and places natives like to spend time in. It’s a great way to discover new cultures and ways of life, to make memories that will last forever.

Breaking down a problem: a guide for presentations and essays

Years ago, I was stuck on an essay for school, not knowing where to start and end and going all over the place. My mom taught me her methodology and I still apply it today, somewhat modified to fit my needs, especially when it comes to PowerPoint.

Here are the 5 main steps of how to break down a problem in manageable chunks:

1. Understanding where you want to go

2. Outlining your plan

3. Intro & conclusion

4. Filling the blanks

5. “Special FX”

Let’s see them in more details.

1. Understanding where you want to go

Once you have your assignment, whatever the subject and the medium, you need to make sure you understand what is expected of you. 

You can use the 5 Whys to drill down to the root cause of your subject. Also, school essays tend to have part of the answer in the question or at least key words that will come handy later on. 

Don’t forget to assess your audience: senior management teams won’t have time to go through 50 slides of technical details about a project you are passionate about. Teachers may give you a minimum number of lines / words / pages to comply to. Identify the key message of your work to know where you want to go.

2. Outlining your plan

Now that you know where you are going, it is time to figure out the path you will use to go there. Write down the 2 or 3 subjects / topics you will discuss leaving a dozen lines between each. 

For some of my classes, the mandatory pattern was:

• Thesis (pro arguments)
• Antithesis (con arguments)
• Synthesis (which of the two you support and why)

For projects, you can follow the DMAIC or IPECC methodology. For a kick off meeting, I like to start with the current situation, where I want us to go and then how (governance of the project). 

Once you have the titles of your topics, add below each of them the arguments, key numbers, examples, quotes, etc. you will use in them. This way, you have fewer chances to forget something important, especially if you proofread yourself before starting developing your essay/presentation.

Try not to develop more than two or three key points. If you cover too much, your audience won’t remember most of it after you are done.

3. Intro & conclusion

This seems like the worst idea ever, but it actually works perfectly for me (partly because I always struggle with my first few sentences and re-write them a few times before I get it right). Once you have you plan on paper, start writing on a blank page your introduction.

State your problem or topic and why it is important to spend time on it. Numbers (or a quote) will make your introduction more effective. Don’t forget you are trying to catch your audience attention. Once the issue is up, if it is an essay, write down your plan. If it is a PowerPoint presentation, make sure you have a slide with the agenda.

Once you are done, leave a few blank lines and start working on your conclusion. It should be a summary of your different points. If there are decisions / actions that need to be taken after your presentation, list them in your last slide. Writing it right after your introduction enables you to make sure you don’t leave any “door” open and answer everything you announced in your introduction. It will make your work a lot more consistent.

The purpose is to:

• Tell them what you are going to tell them,
• Tell them,
• Tell them what you told them.

You may have worked on one and only essay / presentation in the last few days and on a subject you know well, but your audience (either teachers or executive management) have receive a lot more data and information. Make sure they remember your point!

4. Filling the blanks

Now that you have your backbone, head and tails done, you just have to put some meat on your fish! Start by rewriting your introduction in your proper work. 

You can now state your arguments using proposer sentences. Use the key points, numbers, examples, etc. you have outlined before to write your actual essay / presentation.

If you are writing an essay and have the possibility, use quotes. Leave a blank line between each paragraph and make sure it is as easy to read as possible (whether handwritten or not). 

If you are writing a presentation, make sure the key numbers are accurate and easy to read. Try not to have all slides full of very small characters. Use smart arts, graphs, illustrations, tables. Split a slide in two if it helps reading it.

Try to even out the length of the different parts of your work, or at least to put as much effort in each one of them so it doesn't look like you have something to hide. 

Once you are done, you just have to rewrite your conclusion, and voilà!

5. “Special FX”

Now that you have the core of your work done, you just have to make it look pretty (and pretty don’t mean pink or purple!). I actually prefer doing it along the way, but if it takes you too long, keep the page numbering, automatic summary, spell checking, etc. for the end.

You can have the best ideas in the world, if they look like dull and boring, you may not get your audience full attention. On the other half of the spectrum, your work shouldn't look like a glitter and funky colors heaven (and don’t overdo it in the slide transition department). Adapt the form of your work to your audience: different lines of work have defined expectations.

Three little other things you want to pay attention to:

• Tone / vocabulary,
• The use of emotions (pathos),
• The time you have to present / the expected length of your work.

Good luck!

b