
At the end of last year, kyro was utilized in a process optimization workshop for a client. The workshop included four employees from the Third Level Support team of a company, alongside our kyro expert, Katrin Bitterle. The goal was to optimize a process that a) consumed a significant amount of time and b) was perceived by the employees as particularly problematic and cumbersome. With the process experts (the four employees from Third Level Support) in the room and a live Value Stream Mapping (VSM) displayed on screen, the participants systematically worked through the process step by step.
Together, they captured each activity and added details about volumes and the time required for each task. They distinguished between value-added and non-value-added activities. Thanks to the automatic and immediate calculations in kyro, the group experienced a genuine “AHA moment” during the workshop.
The Immediate and Shocking Insight – 3.5 Months Lost Every Year
In kyro, the following metrics are automatically calculated during Value Stream Mapping:
- Cycle time,
- Lead Time,
- The ratio of value-added (VA) to non-value-added (NVA) activities.
During the client workshop, participants immediately saw the results of the Value Stream Mapping – and the findings were eye-opening: The entire process was almost entirely non-value-added (NVA) and required 3.5 months of an FTE’s time per year.
A participant reflected:
“Every year, I spend 3.5 months on a process that really shouldn’t even exist. That’s unbelievable. I could do so much more with that time.”
Why Was the Process So Inefficient? Quick Root Cause Identification with kyro
Thanks to the systematic analysis in kyro, the cause of the wasted time quickly became clear: the 3.5 months were lost because Third Level Support employees were compensating for a system error. The company’s systems did not communicate with each other, forcing employees to manually transfer information from one system to another. This unnecessary task arose due to an internal company regulation. How does kyro enable such quick root cause identification? kyro includes various integrated analysis tools that guide users step-by-step from the problem to the solution. This ensures that the true root cause of the problem is identified – rather than just treating the symptoms.
Immediate Actions After the Workshop and Key Learnings from kyro
The insights gained during the workshop were immediately presented to the department head. With the data generated by kyro and the transparent business case, it was quickly apparent: “We need to act – and we need to act now.”
- Short-term and long-term measures were developed and prioritized directly within kyro
- The responsible change agent (an internal optimization expert) used kyro to implement and track these measures
- Benefit tracking within kyro demonstrated that the predicted savings were indeed achieved
Although the company knew the process was cumbersome, the kyro-powered workshop revealed just how complex and inefficient it truly was. The real-time calculations in kyro provided the transparency needed to address the wasted time and streamline the process. Workshop leaders didn’t need to handle manual calculations – kyro took care of it – allowing the team to focus on the issues and their improvements.
With kyro’s data, a business case was created and presented to the department head, who was quickly convinced by the clear and actionable insights. kyro seamlessly combines process mapping, problem identification, action planning and implementation, as well as benefit tracking (all the way to realized savings). This was a tremendous relief for everyone involved.
Conclusion: kyro Was the Key to Rapid Process Improvements
kyro was the key to running an efficient workshop and implementing improvements quickly. With transparent real-time data, seamless tracking, and a strong focus on solving problems, the process was sustainably optimized. This is a fantastic example of how kyro can revolutionize team collaboration – from the initial “AHA moment” to realized savings.
Would you like to create your own AHA moments? Katrin Bitterle is happy to introduce you to kyro and demonstrate its benefits with a tailored example. Book a free introductory call now, or try kyro for yourself – here’s the demo login.