In knowledge work, tasks are given to us without consideration of the priorities we already have. Anything that is our responsibility (even remotely) can be given to us to complete (a push system vs a pull system). If we were manufacturing widgets there would be a big pile of them next to us that we are expected to work through while piling them on the next person.
This piling of widgets is one of the 7 Lean wastes called overproduction. It leads to the other 6 wastes. Sometimes it is hard to equate physical to knowledge work manufacturing but below are some examples.
Conveyance
When you are working on tasks before there is demand for them then priorities sometimes need to be revised. This requires opening and closing software programs and storing files before they are needed.
Processing
Have you ever been told to complete a task but the item you created was never used? You wasted your time on it. Also, some of the things you create are time-sensitive (purchase order documents, quotes, etc.) and will need to be updated when there is demand.
Inventory
When you are working on more things than the customer needs you may have to come up with systems to handle everything on your plate. Tracking systems, spreadsheets, etc. More files to store.
Motion
You have to use additional motion to handle the inventory waste mentioned previously and add motion in reprioritizing.
Correction
When you are doing more than is needed at the time you can become stressed and tired and this can lead to mistakes requiring fixes and others reviewing your work for correctness.
Waiting
When you are waiting for someone to complete a task before you can complete your task this is waiting.
Sometimes there is an eighth waste “wasted employee talent”. When we give employees an infinite queue of tasks, they tend to focus on the tasks and not find better ways to do the work.
Many of these wastes occur on a computer. Each instance may seem like an insignificant amount of time wasted but this adds up and can add to employee frustration (especially if the software used lags).
These wastes cost employees time, and company money, and generally frustrate employees.
We do this because we don’t know any better and don’t realize the cost. Unlike physical manufacturing, we cannot see items piled up and there is more flexibility to knowledge work manufacturing in that there are many knowledge work machines (people) that can accomplish something as compared to physical manufacturing where machines are more specialized.
Make sure the paint thinner is not in the microwave (some profanity): https://www.instagram.com/p/CtrwJarrrwp/