Are You Following the 25 Steps or Guessing Your Way Through?

You want to create a Takt plan. But you don’t know where to start. So you guess. Open Excel. Draw some boxes. Color code phases. Call it Takt. And wonder why it doesn’t work. Here’s the problem: creating a Takt plan is not guessing. It’s a systematic process with 25 specific steps. Identify start and end date. Research drawings. Identify general flow based on known constraints. Identify preliminary Takt zones. Identify preliminary Takt time. Pull plan typical sequence to start. Create Takt sequence. Create Takt phase. Identify logistics flow. Optimize throughput with Little’s Law. Network phases together. Develop work steps. Trigger planning buffers in system. Add buffers. Create standard work. Identify bottlenecks. Verify with trade partners. Create logistics plans and drawings. Create Takt zone maps. Perform risk analysis. Create basis of schedule. Align procurement. Review in Fresh Eyes meetings. Create roadblock tracking maps. Track historical production. Add Takt point of no return. Twenty-five steps. Not guessing. Following systematic process building from macro level process analysis through norm level harmonization to micro level implementation. Each level has specific deliverables. Each step builds on previous steps. Skip steps and system fails. Follow all 25 and system works.

Here’s what most teams miss. They think Takt is visual schedule with colored boxes. So they create visual schedule with colored boxes and call it Takt. But that’s not Takt. That’s colored boxes. Takt has three levels of development. Macro level creates overall Takt plan identifying preliminary zones, preliminary time, preliminary sequences, Takt phases, logistical flow, optimized throughput, networked phases, critical milestones. Norm level harmonizes the plan with general leveling of resources, integrated buffers, refined work packages, identified standard space units, created and documented work steps, workable backlogs. Micro level makes work ready with detailed work packages, quality deliverables, standard work, Takt control meetings, Takt status meetings, Takt status board, continuous improvement cycle. Three levels. Not one. All three required. Skip norm level and you have zones and time without work steps making work ready. Skip micro level and you have plan without control system executing it. All three levels required for system to work.

The challenge is most teams want shortcut. They see Takt plan looking simple. Visual. One page. Color coded. So they think creating it is simple. Just draw boxes and fill in trades. But that simplicity is result of systematic 25-step process building through three levels of development. The one-page plan you see is iceberg tip. Below surface is macro level process analysis vetting overall duration from consideration of flow. Norm level harmonization leveling resources and creating work steps. Micro level implementation detailing work packages and establishing control meetings. Without systematic process building these levels, the one-page plan is just colored boxes without substance. Follow 25 steps through three levels or you’re guessing not planning.

The 25-Step Process of Creating a Takt Plan

One of the best ways to get into this system is to create your first Takt plan. Here is the process:

• Identify your start and end date.
• Research your drawings.
• Identify the general flow of the project based on known constraints.
• Identify preliminary Takt zones.
• Identify preliminary Takt time.
• Pull plan a typical sequence to start.
• Create the Takt sequence.
• Create the Takt phase.
• Identify logistics flow.
• Optimize the throughput with Little’s Law.
• Network phases together.
• Develop work steps.
• Trigger planning buffers in the system.
• Add buffers.
• Create standard work.
• Identify bottlenecks.
• Verify with trade partners.
• Create logistics plans and drawings.
• Create Takt zone maps.
• Perform a risk analysis.
• Create a basis of schedule.
• Align procurement.
• Review in the Fresh Eyes meetings.
• Create roadblock tracking maps.
• Track historical production.
• Add a Takt point of no return.

The Three Levels of Takt Plan Development

There are three levels of Takt plan development:

Macro Level: The Process Analysis

In the macro level, the overall Takt plan is created and the following steps are completed:

• Preliminary Takt zones are identified.
• A preliminary Takt time is identified.
• Preliminary Takt sequences are created by phase.
• Takt phases are created.
• A logistical flow is identified as compared to constraints.
• The throughput time is generally optimized.
• Takt phases are networked together with interdependence ties.
• Critical milestones are identified.

The goal for this level is to vet out an overall duration from a consideration of flow.

Norm Level: Takt Planning Harmonization

In the norm level, the Takt plan harmonization takes place. This means the following:

• General leveling of resources occurs.
• Buffers are integrated.
• Work packages are refined.
• Standard space units are identified and used in leveling between Takt zones.
• Work steps are created for each work package, documented and leveled.
• Workable backlogs are created for the Takt plan.

Micro Level: Implementation

This level of Takt planning is crucial to the system and cannot be omitted. In this step, the following steps occur:

• Detailing of work packages occurs to make work ready.
• Quality deliverables and standard work is created for work steps.
• Takt control meetings begin and Takt status meetings begin.
• The Takt status board is used for the daily Takt status meeting.
• The continuous improvement cycle begins with the system.

Three Ways to Look at Takt Planning and Takt Control

There are three ways to look at Takt planning and Takt control:

Takt Planning and Takt Control (Preferred Method)

This is a total Takt management system. It entails the full use of the Takt plan, work steps and the Takt status boards. The entire project system is controlled by these three deliverables. This is the preferred method because this means you have achieved flow in all directions: workflow, logistical flow and process or trade flow.

Takt Planning and Integrated Control

This is a cross between Takt and currently short interval scheduling systems, but Takt drives all of them from the start in a one process flow using it to drive the Last Planner System from milestones and direct the Scrum sprints and control in other areas. Weekly work plans under the Last Planner or sprints under Scrum can be made from the standard work steps prepared by the Takt system in this approach.

Takt Phase Planning and Divided Control (Not Recommended)

This is a method where certain phases of the project are controlled by the Takt plan and Takt control and others may be controlled using Last Planner or Scrum entirely or as paired with CPM. This is not recommended but sometimes happens, especially when project teams are new to Takt and are in the experimentation phase with Takt planning. This causes the most amount of duplicate work and is not recommended as an overall system to any organization other than a stepping stone.

Software Options for Takt Planning

Takt planning is done well in Excel but can only reach its potential from an optimization standpoint in an application like Tacking or Timoti.

Excel

Excel will always be a very viable solution for Takt planning. It is easy to manipulate and use and it formats nicely. We typically recommend someone getting familiar with Takt using Excel because there is less friction with this approach.

Tacking

In our opinion, Tacking is a Takt time and production-based application based primarily around Takt time. When an approach is based on Takt time, the science and formulas are enabled in the system and calculations can be made to improve production. You will not go wrong using this application because it will force you to plan the proper way. Also, it forces the use of work packages and work steps. We highly recommend this application. This application is free.

Timoti

Timoti again in our opinion is a resource-based application that focuses less on Takt time, work packages, and work steps and more on resource constraints and how they play into the system. Timoti replicates the exact way we use Takt planning in North America and we recommend it to anyone wanting a system that more fully integrates with Last Planner and more metrics for overall scheduling reporting. This system has an affordable pricing model that is by project.

Others

There are other applications that support Takt planning but they are in development. It will be exciting to see them develop to their full potential. One caution though: Takt planning must meet the definition requirements, have the three critical components of rhythm, continuity, and consistency as well as follow the production laws. Be skeptical of any application that does not do this.

Last Planner-Based Applications

There are many LPS applications that are making room for Takt in their application but we would caution you not to lose the full effect of Takt by trying to adapt it to the application. Some are attempting to tack it on the end as a selling feature. Applications should adapt to the theory and concept of Takt planning first to be effective.

Best Practice for Creating Your First Takt Plan

One of the wonderful aspects of Takt is that it does not take a fancy software application to create one. You can use Excel or other free applications to automate the creation of Takt plans.

We still, as of mid-2021, find it a best practice to create your initial Takt plan in an Excel format. Adjust it through design and then transfer it into another application if desired during construction for management and control.

We would caution you to use only reliable, thoroughly tested technology that serves your people and process as explained in the 14 Principles of the Toyota Way. Excel is not only easy and thoroughly tested. Everyone can use it or already has access to it.

Before you sign up with an enterprise technology solution, be sure it does not slow you down by limiting access, visibility, and flexibility. That is why we recommend Tacking and Timoti in this book. They are thoroughly tested and adaptable.

The System Failed You

Let’s be clear. When teams create colored boxes and call it Takt, it’s not entirely their fault. The system failed by not teaching the 25-step systematic process. Nobody showed that creating Takt plan requires identifying start and end date, researching drawings, identifying flow, identifying zones, identifying time, pull planning sequence, creating sequence, creating phase, identifying logistics flow, optimizing throughput with Little’s Law, networking phases, developing work steps, triggering planning buffers, adding buffers, creating standard work, identifying bottlenecks, verifying with trade partners, creating logistics plans, creating zone maps, performing risk analysis, creating basis of schedule, aligning procurement, reviewing in Fresh Eyes meetings, creating roadblock tracking maps, tracking historical production, adding point of no return. Twenty-five steps. The system taught just draw boxes when actually systematic process creates functional plan.

The system also failed by not teaching the three levels of development. If your project needs superintendent coaching, project support, or leadership development, Elevate Construction can help your field teams stabilize, schedule, and flow. Macro level vets overall duration from consideration of flow identifying preliminary zones, time, sequences, phases, logistical flow, optimized throughput, networked phases, critical milestones. Norm level harmonizes plan with general leveling of resources, integrated buffers, refined work packages, identified standard space units, created work steps, workable backlogs. Micro level implements system detailing work packages to make ready, creating quality deliverables and standard work, beginning Takt control meetings and status meetings, using status board, starting continuous improvement cycle. All three levels required. The system taught Takt is one-page plan when actually one-page plan is result of three levels of systematic development.

The system fails by not teaching that applications should adapt to theory, not theory adapt to applications. Some Last Planner applications attempting to tack Takt on end as selling feature. But applications should adapt to theory and concept of Takt planning first to be effective. Must meet definition requirements, have three critical components of rhythm, continuity, and consistency, follow production laws. The system taught use whatever application when actually application must serve the theory not distort it.

The Challenge

Here’s your assignment. Stop guessing. Start following the systematic 25-step process through three levels of development.

Follow the 25 steps. Identify start and end date. Research drawings. Identify general flow based on known constraints. Identify preliminary Takt zones. Identify preliminary Takt time. Pull plan typical sequence. Create Takt sequence. Create Takt phase. Identify logistics flow. Optimize throughput with Little’s Law. Network phases together. Develop work steps. Continue through all 25 steps. Each step builds on previous steps. Skip steps and system fails.

Build through three levels of development. Macro level: vet overall duration from consideration of flow. Norm level: harmonize plan with leveling, buffers, work packages, work steps. Micro level: make work ready with detailed work packages, quality deliverables, standard work, control meetings, status meetings, status board, continuous improvement cycle. All three required.

Choose the right approach. Preferred: Takt planning and Takt control achieving flow in all directions using Takt plan, work steps, Takt status boards controlling entire project system. Alternative: Takt planning and integrated control driving Last Planner from milestones and directing Scrum sprints. Not recommended: divided control causing most duplicate work, stepping stone only.

Use reliable, thoroughly tested technology. Best practice: create initial Takt plan in Excel, adjust through design, transfer to application during construction if desired. Excel is easy, thoroughly tested, everyone can use it. Before signing up with enterprise solution, be sure it doesn’t slow you down by limiting access, visibility, flexibility. Tacking and Timoti are thoroughly tested and adaptable.

Ensure application serves theory. Takt planning must meet definition requirements, have three critical components (rhythm, continuity, consistency), follow production laws. Be skeptical of any application not doing this. Applications should adapt to theory and concept of Takt planning first, not tack it on end as selling feature.

The one-page Takt plan you see is iceberg tip. Below surface is systematic 25-step process building through three levels of development. Follow the process or you’re creating colored boxes, not Takt.

On we go.

FAQ

What are the 25 steps for creating a Takt plan?

Identify start/end date, research drawings, identify flow, identify preliminary zones, identify preliminary time, pull plan sequence, create sequence, create phase, identify logistics flow, optimize throughput with Little’s Law, network phases, develop work steps, trigger planning buffers, add buffers, create standard work, identify bottlenecks, verify with trade partners, create logistics plans, create zone maps, perform risk analysis, create basis of schedule, align procurement, review in Fresh Eyes meetings, create roadblock tracking maps, track historical production, add point of no return.

What are the three levels of Takt plan development?

Macro level (process analysis): vet overall duration from flow identifying preliminary zones, time, sequences, phases, logistical flow, optimized throughput, networked phases, critical milestones. Norm level (harmonization): level resources, integrate buffers, refine work packages, identify standard space units, create work steps, create backlogs. Micro level (implementation): detail work packages to make ready, create quality deliverables and standard work, begin control and status meetings, use status board, start continuous improvement.

What’s the difference between the three ways to look at Takt planning and control?

Takt planning and Takt control (preferred): total management system using Takt plan, work steps, status boards controlling entire project achieving flow in all directions. Takt planning and integrated control: Takt drives Last Planner from milestones and directs Scrum sprints. Takt phase planning and divided control (not recommended): certain phases controlled by Takt, others by Last Planner/Scrum, causes most duplicate work.

What software should I use for Takt planning?

Best practice: create initial plan in Excel (easy, thoroughly tested, everyone can use it), adjust through design, transfer to application during construction if desired. Tacking: Takt time and production-based, free, forces proper planning and work packages/steps. Timoti: resource-based, integrates with Last Planner, affordable pricing by project. Both thoroughly tested and adaptable.

Why can’t I just draw colored boxes and call it Takt?

One-page Takt plan is iceberg tip. Below surface is systematic 25-step process building through three levels of development. Macro level vets duration from flow. Norm level harmonizes with resources, buffers, work packages, work steps. Micro level implements with control meetings, status boards, continuous improvement. Without systematic process, colored boxes have no substance.