The GOPHER Coaching System: Turning the 5-Why Process into the GOPHER Spine Process for determining

Root Cause and Specific Action There will probably be some purists out there that are going to point out some issues with my root cause analysis and the liberties I take with the 5-Why. Probably the whole Kaizen improvement philosophy and practice too. Most of us dont have the resources to train our managers on lean Six Sigma processes. Thats too bad because this process is fantastic at increasing efficiencies and not in just an automotive factory setting. We can do this with a person as well as a Prius. Taking the 5-Why approach as a tool to perform root cause analysis is adaptable to both situations. To describe 5-Why in a flowchart might be the easiest way for everybody to understand the path. Lets use an automotive example: A Toyota Camry comes off the assembly line and its missing its lug nuts on all 4 of its wheels. Lets start the 5-Why process.

START YOUR PROCESS ID the problem. No lug nuts on the car Ask Why did this occur?
At this point in the flowchart we would note all of the potential reasons down in a diagram or a table. The most popular and effective diagram would be a Fishbone diagram which I encourage people to look up and study. Because missing lug nuts on an automobile made up of thousands of parts relying on hundreds of processes and applications can be overwhelming a Fishbone diagram is a great way to track the reasons. Our flowchart continues below.

Per the above paragraph, we would continue to ask Why did this occur? for each cause
We may have a few reasons that the Camry is missing lug nuts. One of those may be due to INVENTORY. The first question you would ask is Why were we out of stock. Investigate to get your answer (Ask again). Your findings may turn up an issue with JIT (Just In Time) Replenishment was simply not JIT. Investigate why that did not occur (ask again). After investigating you find that the delivery from your lug nut T1 Supplier was late with its load. Investigate why this occurred (ask again). Lets say that the

new delivery driver from your T1 supplier got lost was driving around the huge complex looking for the dock to offload the lug nuts.

In this case we were able to identify the problem with 3 Whys instead of 5. Once you identify the root cause

Find a solution to the root cause you identified

Maybe the solution (specific actions) in this case is to do a few different things to assist drivers in making timely dock deliveries. It could be clearer signage, a GPS unit with coordinates to the dock loaned to the driver once he stops at the gate, or maybe its an ISO procedure that needs to be updated with your suppliers. In any case youve got a root cause identified and youve got solutions to monitor to see if that fixed the issue.

Gung Ho courtesy of Paramount Pictures

A 5-Why nightmare! The GOPHER Coaching System draws its inspiration in the spirit of the 5-Why process. In the previous blog youll see that before the Supervisors can coach an agent they must discover the root cause of the agents issues and deliver specific actions: Agents issue: Why did this occur? Root cause: Specific action options: Agent is late every day except their weekend shift. Agent has school until 4:45PM. Their shift starts at 5:00PM. It takes 20 minutes to get from school to work. School schedule Agent drops course Agent asks professor permission to leave 10 minutes early Work adjusts Agents schedule to a 5:10PM start time for the remainder of the semester.

This is an example of a 1-Why process. The instances where we find more than 1-Why in our call center environment are rare as human emotions are involved. Thats the core difference between hard,

laid out processes and procedures in a manufacturing environment and a soft environment like a call center. Why is it so difficult for Supervisors sometimes? Supervisors can be intimidated by their employees. Bias also can be a culprit. Supervisors may also not have the support or feedback mechanism from upper management. And people lie but thats all part of human emotions. How you get around this is through a lot of consistent training and calibration by your upper management team. The plan we have is derived from my GOPHER Coaching and Feedback system and is known as the SMAILS System. The SMAILS System is a process where my upper managers audit the GOPHER Coaching sessions given by my Supervisors to our Agents. The main focus of SMAILS is to make sure our Supervisors are finding valid root cause and giving valid and specific actions to correct any deficiencies for the Agent. That is not enough. Consistent training and calibrating root cause analysis is essential which is done every week. The beauty of following this process below is that the root cause usually presents itself during this exercise. 1-Why or 5-Why. Plus its collaborative, helps other Supervisors with their own Agents and is fun. More important is that it takes any bias off the table if that dynamic exists between that Supervisor and Agent. All of your peers are listening to the same call and looking at it through their own eyes and are not shy about sharing their thoughts. Root Cause GOPHER Style: Group Calibration Session Before you do a group calibration upper management needs to examine their environment and come up with 4 or 5 core causes that pertain to the business. Here are some possible causes:

TECHNICAL CAUSES

ENVIRONMENTAL CAUSES

TRAINING CAUSES

PERSONAL CAUSES

Lets say the call we are listening to is from an Agent who has a high average handle time. After the call we chose a Supervisor to head to the white board (just like in school) where we already have our core causes listed. We already have these 4 core issues below our Agents issue which is high AHT. Looking at the picture of our white board it looks nothing like a Fishbone. It looks more like a GOPHER spine. Well maybe not but were sticking with the GOPHER theme. After all, the Fishbone process was just an inspiration for this exercise.

We incorporate this calibration during our weekly Supervisor meeting. It involves listening to a phone call that was scored by our Quality Assurance team as a group. The Supervisor whos Agent well be listening to will have a heads up so they can review past GOPHER Coaching sessions. We dont want to ambush a Supervisor! We have a large whiteboard where we can draw out our diagram to start the process:

Welcome to the GOPHER spine. Note 3 of the 4 core causes. In this case we listened to the call of an Agent with historic high average handle times. It was apparent this Agent was spending a lot of time talking to the people around her. We also recognized the lack of call control as she went outside demarcations and performed unnecessary tasks. We then open it up for discussion. We rarely have to do much digging to decipher a root cause. We like to share specific actions based on the root causes we may find on the spot. We have a strict policy to not make personal comments about the Agent we are monitoring but the truth is most of these Supervisors know the Agent. They may have coached them at one time. Theres the advantage of having maybe another Supervisor chiming in on past experiences with this Agent.

The chatting issue is listed under the Personal core cause. The call control issue is listed under the Training core cause. Well use this one as the example. After discussion we then can go to the board and decide what the suspected root cause(s) may be. We must note that if the Supervisor believes an Agents issue is extremely sensitive in nature we will not discuss this in our group setting. That is deferred to a one on one with the appropriate parties. Our candid after call discussion presents two issues we can categorize under our GOPHER spine. The first conclusion was that the Agent chats a lot with other Agents around her with we categorize under our Personal Causes column. The GOPHER Coaching System tracks and trends the coaching sessions, and feedback sign offs and is available for audit by upper management (We dont pull these coaching sessions during the calibrations because weve already alerted the Supervisor that their Agent will be the one in this calibration). The Supervisor will write any specific actions they gave to this Agent during previous GOPHER sessions if this root cause is historical. The Supervisor group is encouraged to ask questions about the specific actions listed and to dig into why they may not be effective. Again, some of the Supervisors may know this Agent and had to deal with the same or similar issue.

In this instance theres the last specific action recommendation made by another Supervisor. This manager has recognized that the Agent does like to chat about personal things but also asks a lot of systems and process related questions to her neighbors. If you do these calibrations enough youll get a few Ah-ha! moments like this because your Supervisors will start to learn how to think about these things. Your managers are smarter than you think. They just want to be challenged and appreciated. The Point of the GOPHER spine We are a long way off from the 5-Why Process. People are not lug nuts off of a Toyota Camry. Very rarely does it take a team of NCIS agents to crack a root cause for any of these Agents. The reality is that there are a finite number of root causes especially in a call center environment. After a short amount of time you will amass a library of root causes and a multitude of specific actions your team can utilize to improve an Agents static metrics, enhance quality, and improve morale. Doing these GOPHER spine calibrations every week should be a fun and interesting event. It should serve to help your Supervisors interact with each other about Agents issues and stir up some creativity as they prepare for their Agents weekly or monthly GOPHER Coaching session. As upper management we have a duty to compile data and feedback from these GOPHER spine calibrations as well as the audits you do on your Supervisors GOPHER Coaching sessions. We have a duty to look at these trends to recommend better training, hiring, improve recognition programs, highlight technical challenges, and other ways to make the business more profitable and efficient.