Wider team

Goals

1. Everyone hears what we found, and nobody leaves feeling blamed.
2. The people named on slide 18 know their part from Monday 12 October, and say whether it fits their day.
3. Their corrections. They know the floor better than we do.

Not raised: the fee, phase 2, and anything Yusuf and Naeem asked to keep out.

Difference from 11:00

• Fewer figures in kwacha, more about the floor. Their week, their sheets, their counts.
• Credit where it's due: accounts' Excel kept the right total (slide 5), and the damage note was split by stage for the first time on 7 October.
• No decisions asked for. The decision was made at 11:00; here we explain what it means for them and ask for their input.
• Likely to keep out, to check at 11:00: sales and margins (slides 3 and 14), damages in kwacha (slide 6).

The run

1. Opening

Zubair, 3 min. On screen: Start. If Yusuf is willing, he says one sentence first about why he asked for this week.

Zubair: Thank you all for putting up with me this week. I followed the bread from the mixer to the van, sat with accounts, and asked a lot of questions. Everything we're about to show you comes from your sheets and from what you showed me.

Zubair: Mo will show you the site we built, then we'll go through the slides, and at the end we want to hear from you.

2. The site

Mo, 1 min. Scroll Start, then click through the tabs without reading.

Mo: This is the site for this work. Every tab has the detail behind the slides: how the bakery runs step by step, what goes in and what comes out, and a page made for accounts. Now the short version.

3. The answer

Mo, 2 min. Slide 2.

Mo: We saw no carelessness this week. You write a lot down, and you write it carefully.

Mo: The sheet itself is the problem. It's designed to record the standard, 216 loaves and 122 kg of flour a batch, so the figures always agree with each other. That means nobody can see where bread or time goes. The fix is to count at two points on the same sheet you already use.

4. Findings

Both, 15 min. Skip slide 3 if Yusuf and Naeem asked.

Slide 4. How the figures are made (Mo). After the table, nothing counts the loaves again until the van. So the sheet can't tell you what actually came out.

Slide 5. One batch (Zubair). Batch 8 on 5 October came out four short, and the supervisor wrote 212 on the line, which was right. The day's total at the bottom was still 16 times 216. Accounts added up the lines and got 3,452, which was also right. The sheet's layout is what put the wrong total on paper.

Slide 6. Damages (Mo). Damages are the one loss the books can see, and until this week they had no cause written against them. On 7 October the note was split by stage for the first time: production, slicer and sales. Whoever started that, thank you. That's exactly what we're asking for.

Slide 7 (Zubair, one line). The batches I counted came out full, so we don't think much goes missing outside the damages line.

Slide 8. Tomorrow's bake (Mo). The plan is set the same morning, and nobody checks it before the voucher. Planning 25 batches covers the morning bake before the stores open, and we understand why. The bake sheet would give that plan a check, with Abu Bakr seeing it first.

Slide 11. Slicing (Zubair). We timed 41 loaves in 10 minutes on one bay, with two people. By day it's usually one person. On Thursday all 13 trolleys were full and waiting in the cooler, and warm bread was being double stacked. We haven't counted what that costs yet. The counts from Monday will show it.

Slide 12. Proof (Zubair, one line). Deluxe came out of the proofer at 30 to 35 minutes. Your own cards say 40 to 45. The proofers have no timer.

Slide 13. Flour (Zubair). We were told different splits of Royal, Nyati and Nyimba by different people, and the voucher only shows bags. We'd like to hear from you which split is right.

Slides 9, 10 and 14: one line each, or skip if asked at 11:00.

5. What changes from Monday

Mo, 10 min. Slides 16 to 19.

Slide 17. Three counts (Mo). From Monday 12 October, three things on the production sheet. Count good loaves after slicing on three Deluxe batches a day. Keep the damage split by stage. And add up the batch lines for the day's total, instead of batches times 216. Plus one food-safety step, a date on each milk drum when it arrives.

Slide 18. Who does what (Mo). Go through each person on the slide by name and ask them directly: "Does this fit your day?" No one has more than three things to do.

Slide 16. The bake sheet (Mo). Only if Yusuf and Naeem said yes at 11:00. From 19 October, Abu Bakr gets the day's batches by 08:00, checks them and the voucher is written from that. It's a two-week trial, and Yusuf can stop it at any time.

Slide 19. When (Mo, one line). Counts from Monday, the trial from the 19th, and a review on 2 November.

6. Their input

Both, 10 min.

Ask, and let them answer before moving on:

1. Zubair: What did we get wrong, or miss?
2. Zubair: Where does bread get damaged most, in your view?
3. Mo: What would make the counts easy to write down at the end of a shift?

Then open the site, For accounts.

Mo: For accounts. You asked for a monthly check of what goes in against what comes out. This page is a first draft of it, built on the variance report you already run. We'd like your view on what it needs.

Write every answer down. Corrections go into the records afterwards.

7. Close

Zubair, 3 min.

Zubair: Thank you all. The counts start on Monday, and I'll be in touch with each of you about your part. If anything doesn't work on the floor, tell us. That's how it gets better.

Likely questions

• "Is this about checking up on us?" No. We saw no carelessness. The counts show where bread goes, so problems get fixed at the right step.
• "Does this mean more work?" Three small counts on the sheet you already fill in. Nobody has more than three things to do.
• "Who sees the counts?" Abu Bakr and Yusuf, in their weekly review.
• "Why slicing and not the oven?" Slicing is where we saw the queue. The counts from Monday will show whether the oven or proof matters more.