Obeya

Also referred to as the “Oobeya”, Obeya comes from the Japanese term meaning “big room,” also nicknamed a “war room.” An Obeya is a Lean project management strategy that utilizes physical and visual space and aims to ensure projects are seen through completion. Obeya rooms ware a staple at Toyota, where the company uses an obeya to keep employees moving in the same direction, on the same wavelength, and moving towards a common goal. 

What is an Obeya room? 

An Obeya room is a central location (like a conference room) in which managers, leaders, and workers can meet to brainstorm, generate ideas, ask questions, and debate. Obeyas are typically set up with the walls plastered with posters, whiteboards, graphs, and all other relevant information to the project displayed in a clear and logical manner. A project is much more likely to be successful when everyone involved with the project planning process can discuss the project while surrounded by carefully selected information. The Obeya helps to break down barriers, walls, and silos between departments, effectively streamlining the decision-making process.

Obeya rooms are a process management tool that fuels creativity and collaboration between decision-makers on all levels while developing problem-solving skills. An obeya room can also be used in manufacturing as it is intended to shorten the Plan-Do-Check-Act (PDCA) cycle. A permanent Obeya room can be a central location where plant or facility managers meet regularly, even a few times a day, to review the production process and its successes and shortcomings. On the other hand, a manager can create an Obeya room or an important or lengthy project.

One of the most essential components of a successful Obeya room is choosing what will be visually represented in the room. Obeya rooms rely on visual management to spur collaboration and it is important that only relevant and important information is posted in order to keep the focus. For instance, posting customer complaints will keep managers focused on meeting customer requirements and their satisfaction. Other information that can be used in an Obeya are A3 reports, KPI’s, and the results of previous projects. The documents posted in an Obeya room should be clear and easy to understand, set up in a logical manner. It should flow from one side to the other and tell a complete story.  

History of Obeya

Toyota originally created the Obeya room as part of their 'Globe 21st Century Project' to build their first landmark hybrid car prototype—the Prius. This model was highly successful because of its advanced technology and became the first hybrid car produced on a large scale.

However, the challenge Toyota faced was to figure out how to bring an electric car idea to market, probably years ahead of its competitors. The project's chief engineer, Takeshi Uchiyamada, realized that some decisions weren't being made with efficiency, speed, and teamwork. He felt he didn't have enough authority to make the best choices and worried that more experienced leaders could override him in ways that wouldn’t benefit the project.

The Obeya concept started because there was a need to bring everyone together in a single large room to discuss and develop ways to handle a particular problem. It was meant to be a central space, similar to a "war room," where all the discussions and decisions related to a specific project could take place.

The Obeya proved to be very effective when used as part of the Toyota Production System (TPS). As a result, other businesses also started adopting this concept and including it in their own business operations. This meant that new business strategies, software development plans, and even internal restructuring efforts could all benefit from using this methodology as part of their overall planning and management approach.

Variations of Obeya Rooms

Obeyas are collaborative workspaces that are designed to visualize and manage complex projects or processes. They originated in Lean Manufacturing but have evolved to be used in various methodologies including Lean Project Management and the Agile Methodology. 

1. Lean Manufacturing or Shopfloor Management 

   Obeya rooms in Lean Manufacturing, also known as Shopfloor Management improved operational efficiency and problem-solving on the production floor. These rooms generally feature:

   Visual Management Boards: Display key performance indicators (KPIs), production schedules, and quality metrics.

   Daily Stand-Up Meetings: Teams assemble to discuss progress, address issues, and plan for the day.

   Problem-Solving Tools: Use tools like the 5 Whys, Fishbone Diagrams, and Kaizen boards to identify and resolve issues quickly.

   Cross-functional collaboration: Encourages collaboration between different departments to simplify processes and improve overall efficiency.

2. Lean Project Management 

   In Lean Project Management, Obeya rooms are used to manage complex projects by visualizing workflows and improving team collaboration. Key features include:

   Project Timelines and Milestones: Visual displays of project timelines, milestones, and deadlines to keep everyone aligned.

   Kanban Boards: Used to track the progress of tasks and ensure a smooth flow of work.

   Risk Management: Identification and mitigation of risks through visual tools and regular discussions.

   Continuous Improvement: Focus on iterative improvements and feedback loops to enhance project outcomes.

3. Agile Methodologies

   Obeya rooms in Agile Methodologies support agile practices such as ScrumBoard, Kanban, or Agile Wall. These rooms facilitate:

   Sprint Planning and Reviews: Visual boards for planning sprints, tracking progress, and conducting reviews.

   Daily Stand-Ups: Short, focused meetings to discuss progress, impediments, and plans for the day.

   Retrospectives: Regular sessions to reflect on what went well, what didn’t, and how to improve.

   Collaboration Tools: Use of digital tools and boards to support remote teams and ensure seamless communication.

How to Setup an Obeya Room

If you and your team are starting with Obeya, the best advice is to keep it simple. Set up your space and be prepared to make changes as you go. Here are some helpful tips to make the process easier.

Use a Suitable Space: Choose a space that is easy for most team members to reach; a dedicated room where everyone can gather works best, but many organizations have had to adjust due to space constraints. 

Keep It Simple: When it comes to visual management, less is often more. Many teams initially struggle with what to display and end up cluttering the space with too much information, losing sight of their goals. The visuals should focus on helping the team reach its objectives, and each team member should consider: “What do I need to know from others? What do they need to know from me?”

It's a Team Effort: Everyone needs a space to share their work, participate, and talk about what they're doing and any problems they're facing.

Regular Meetings: Obeya practices should be designed around the specific needs of the team. Here are a few examples:

• Daily standups to surface key issues and help team members.
• Weekly Obeya walks with the team to look at the overall progress.
• Focus on areas like budget tracking, important decisions, and design reviews weekly.
• Monthly updates with key stakeholders with key stakeholders on project goals and trajectory.

Streamline Meetings: Eliminate other meetings and status reports once you’re in the Obeya.

How it Can Improve Team Collaboration 

As you and your team start building an Obeya Room, they’ll also grow and learn together. It usually takes 6-8 weeks for the Obeya to become a new norm of the team's routine, and for them to notice its benefits. A sign that the team is truly adopting the Obeya approach is when they shift from just using it for solving immediate problems to proactive risk mitigation.

Obeya spaces usually have some sort of visual schedule. A clear indication that it is becoming a part of the team's culture is when team members are actively using the space for collaboration and problem-solving, even outside of the scheduled meetings. It is not just for formal gatherings; it's a workspace for the team to work together on issues and challenges that come up during the other meetings. 

The Future of Obeya Room

Traditional Obeya Rooms have shown their value for teams working together in the same place. But with more teams working remotely or spread out, the Obeya approach has been adjusted to a digital format. This way, team members can still engage with digital versions of sticky notes, whiteboards, and other collaboration tools to share ideas, discuss plans, and inspect data, just like they would in a physical Obeya Room.