Site visits are fantastic opportunities for growth for individuals and organisations, giving insight to successful practices. But, in order to make the most of these visits, preparation is key – before, during and after the event itself…
5 things to consider before the visit
The planning stage is arguably the most important part of a best practice visit. Going in with no context or clear ideas about what you want to learn will only waste your, and your company’s, time. Be sure to:
Define clear objectives: Determine what you hope to achieve from the visit. Are you looking to improve specific processes, gain new skills, or understand innovative strategies? Focus on the most critical areas where you need insights.
Research the host: Learn about their history, achievements, key individuals, and areas of expertise. Understanding their context will help you ask relevant questions and relate their practices to your own situation.
Prepare questions: Develop a list of specific questions related to your objectives. These questions will guide your discussions and ensure you cover all the necessary topics. Include open-ended questions that encourage detailed responses and provide deeper insights.
Plan logistics: Ensure travel and accommodation arrangements are made well in advance to avoid last-minute stress. Be clear on the itinerary for the visit, including meeting times, locations, and key activities.
Bring the right tools: Always have a notebook and pen to jot down observations, ideas, and important points during the visit. If allowed, bring a tablet or laptop for quick note-taking and to access any relevant documents or presentations.
4 tips to keep in mind on the day
A best practice visit can be a transformative experience, offering valuable insights and practical knowledge that can drive significant improvements in your own organisation. By going in with a detailed plan, you’ll be in a good position to make the most out of the day itself. So ensure that you:
Be observant: Pay close attention to the processes, interactions, and environments. Look for both overt practices and subtle nuances that contribute to success.
Ask thoughtful questions: Don’t hesitate to ask questions if something is unclear. Clarifying doubts on the spot can prevent misunderstandings and ensure you grasp key concepts. Use follow-up questions to dig deeper into topics of interest – this can lead to more comprehensive insights.
Network and build relationships: Interact with professionals from the host organisation and other participants. Building relationships can lead to future collaborations and continued learning.
Take detailed notes: Write down as much information as possible, including observations, ideas, and direct quotes. Detailed notes will be invaluable when you review and implement what you’ve learned. If permitted, take photos or videos of key processes and setups.
6 ways to debrief after the visit
Best practice visits can provide a wealth of insights and ideas, but the real value lies in how you turn those observations into actionable plans. So after embarking on a best practice visit, ensure you:
Digest your notes: Review your notes to refresh your memory and capture initial thoughts. Highlight key observations and ideas that stood out. Write down your immediate impressions and any potential applications you see for your organisation.
Prioritise key insights: Create a ranked list of insights based on their potential impact and feasibility. Consider factors such as cost, resources, and time required.
Develop an action plan: Based on your key insights, define clear and specific objectives. What exactly do you want to achieve by implementing these practices? Ensure that your objectives are SMART—Specific, Measurable, Achievable, Relevant, and Time-bound.
Assign responsibilities: Identify the team members who will be responsible for implementing each action step. Ensure that they have the necessary skills and resources to succeed. Secure support from leadership to provide the necessary backing and resources for the implementation process.
Monitor progress: Schedule regular check-ins to review progress, address challenges, and make adjustments as needed. Create feedback loops to gather input from team members and stakeholders. Define key performance indicators (KPIs) to measure the success of the implementation.
Foster a culture of continuous improvements: Encourage your team to continuously seek out new ideas and best practices. Provide ongoing training and opportunities for professional growth. And celebrate milestones to keep the team motivated and recognize their hard work.
Overcoming common obstacles to change
Implementing best practices from top-performing organisations can significantly improve your operations – but the transition is often met with obstacles. Resistance to change is a major challenge, as employees and stakeholders may prefer familiar routines or fear the unknown. To overcome this, clear communication about the reasons for the change and its benefits is essential. Engaging stakeholders in the planning process and offering training and support can also reduce resistance and help employees adapt.
Another common obstacle is a lack of resources, including financial and human capital. Phased implementation can ease financial constraints, while prioritising key areas ensures that the most critical practices are adopted first. Additionally, leveraging existing resources and upskilling current staff can help address the shortage of skilled personnel without the need for costly hiring.
Knowledge gaps and misalignment with organisational culture can also hinder the successful adoption of new practices. Providing training programmes, mentorship, and fostering a culture of knowledge-sharing can bridge these gaps. Furthermore, best practices should be customised to fit your organisation’s culture, and pilot programmes can help identify necessary adaptations before full-scale implementation.
Ultimately, poor communication and unclear goals can derail even the best-laid plans. Setting clear objectives, developing KPIs, and maintaining open, transparent communication throughout the process are critical. Regular updates, feedback forms, and continuous evaluation will help ensure alignment and track progress, driving sustainable improvements in the organisation.
Get the best out of practice visits, with Stratagia
A best practice visit can be a transformative experience, offering valuable insights and knowledge that can drive significant improvements in your organisation. While it’s vital to prepare thoroughly and debrief fully, you need to choose the right event partner to ensure your organisation’s, and your own, time is spent wisely.
At Stratagia, we specialise in creating transformative manufacturing events that equip businesses and individuals with the insights to drive change and growth. With every session, meeting, visit or tour, the focus is the same: learning from experience for lean and operational excellence.
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