A transformation is underway in the City of Vaughan's Public Works department. A transformation of improvement rooted in the principles of the 2 Second Lean concept - in other words, Lean thinking - a framework that helps improve operational performance and quality of work while reducing waste.

As of Oct 2024, 121 improvements implemented within Public Works are anticipated to have an annual benefit of 3,550 hours of staff time saved, at least $516,000 in cost avoidance and $808,110 in cost savings by the end of the year - and will continue in years ahead!

So, how are we doing this? By empowering our staff - all 425 of them.

Introducing the 'Leannovation' program, which pairs Lean thinking with innovation - innovative practices that will either be discovered or created by staff. Leannovation is our dedicated strategy for streamlining operations, boosting efficiency and elevating service quality across all divisions in the Public Works department.

The heart of Leannovation

We've implemented the following core activities to guide our Public Works teams through the Leannovation program:

• LEAN Cafés: Quarterly, open-forum meetings led by a Leannovation Lead and Lean Champions, during which staff can discuss Lean concepts and collaboratively tackle challenges. All staff are invited to attend to share ideas, see demonstrations and explore process solutions in a supportive environment.
   
• Lean In Sessions: Team-focused sessions on advancing Lean education and sharing best practices from within Public Works and other lean-oriented organizations. Led by a Lean Champion, these sessions give staff dedicated time and space to learn about Lean, talk about process challenges, make improvements and celebrate accomplishments.
   
• Waste Watchers Newsletter and video series: Two platforms to highlight successful Lean implementations, reinforcing the program's values and encouraging a culture of acknowledgment and innovation. A newsletter and video are published every two months to shine a light on the success stories within our ranks and celebrate the small yet significant improvements staff bring to life. These stories showcase ingenuity and reinforce the collective progress we are making as a portfolio.
   

Through these core activities, we nurture a culture where every team member becomes a catalyst for continuous improvement. We're ensuring any innovations introduced are sustainable, scalable, and, most importantly, embraced by those who implement them daily.

Beyond these core activities, the foundation of the Leannovation program is built using various values, strategies and tools.

Our corporate commitment to Lean thinking

Support from senior leadership has been instrumental in the launch and ongoing success of Leannovation. With a signed memorandum of Commitment to Leannovation from the department's senior leadership, we are proud to say that commitment to Lean principles runs through the very veins of our organization.

This pivotal document shows the top-down support for the Leannovation program. It's an endorsement that serves as a testament to our organization-wide commitment to continuous improvement and operational excellence in everything we do.

Reimagining resources

Our City thrives within a delicate balance of budgets and needs, and it is here that Leannovation finds its most vital role. The program's philosophy aligns closely with the necessity to allocate our resources to ensure every action, from water services and urban forestry to road maintenance and waste collection, contributes measurable value to our community and our employees.

With a $61.4 million tax-funded budget for Public Works, we must continually optimize our resource allocation to maintain efficiency and service quality. When we invest in developing our staff, we gain great new processes, leading to positive results that contribute toward the City's Service Excellence mandate.

We transitioned from viewing Lean as a set of tools to embracing it as a department-wide mindset, affecting everything from daily routines to long-term strategic decisions. One example of our resource management is seen in our recent innovative approach to handling materials.

Our road maintenance operations team plans how much asphalt is needed to optimize how much is ordered. However, due to the nature of asphalt supply, minimum batch sizes often result in an amount that exceeds our immediate needs for scheduled projects.

Recently, we used surplus asphalt from our daily road maintenance projects to pave the areas in front of greenhouses used by our horticulture team. This strategic approach not only conserved resources but also significantly reduced dust in the area, contributing to a healthier environment and the well-being of our plant life and horticulture staff.

And if it wasn't for staff's Lean thinking, this strategy may not have ever been considered. With Leannovation in our toolbox, we were reminded to look beyond traditional resource management by turning potential excess into an opportunity for improvement and sustainability in our community operations.

The gamification of Leannovation

What better way to encourage Leannovation practices than through a game? That's why we launched the Leannovator Contribution Board, which is a tiered system to motivate and recognize staff for engaging in Lean practices.

When staff implement a process or project improvement using Lean thinking, they can capture it in our Leannovation Improvement Form. Then, we enter the achievement into our Leannovault - in other words, our repository to keep track of all the improvements. The improvement count is added to every person mentioned in the form so they are recognized for all to see.

Lastly, if an individual makes a certain number of improvements, they can achieve a tier - or an even higher tier - on our Leannovator Contribution Board! The board gives staff the appreciation they deserve while encouraging more Lean thinking and improvements from others.

Our Leannovation legacy

"At its core, Leannovation underlines respect for our people. Public Works is improving processes by prioritizing educating and developing staff first and foremost rather than only developing tools. As the City Manager and former Deputy City Manager of Public Works, I am incredibly proud of every one of our staff members. I see their willingness and dedication to learning new processes and finding ways to innovate the work they do every day. I can't wait to see what the future of Leannovation has in store for the City and our residents, who receive high-quality service delivery achieved through this program."

•  Zoran Postic, City Manager, City of Vaughan

Our Leannovation program is a continuous journey, not a destination. It will evolve, adapt and grow as we receive input from every level of our organization and pave the path forward according to our people's needs.

By acknowledging the value-added and necessary non-value-added activities within our processes, we are building an operation that understands its strengths and opportunities to improve like never before.

As we forge ahead with Leannovation, we're not just maintaining roads - we're clearing the way for an era of Public Works characterized by thoughtful progress and responsive public service. Our journey is one of collective effort and shared success, driving us toward a future where every second, resource and staff member's potential is valued and optimized.

By the end of this year, we expect nearly 90 per cent of our Public Works team to be Lean certified, meaning they have received comprehensive training from certified Lean instructors. As more people are Lean trained, more are equipped with the knowledge, skills, and, chiefly, the confidence they need to spot inefficiencies within their work and feel empowered to tackle them head-on!

With the hard work and dedication of everyone in Public Works, we anticipate the Leannovation program will continue to lead to measurable improvements in operational efficiency, staff engagement, customer satisfaction and fiscal responsibility. And we hope the City of Vaughan stands out as a leader in what an organization can achieve with a bit of team empowerment.

Learn more about Vaughan's Public Works department at vaughan.ca.