FAQS

Account questions

Can an enterprise have more than one KaizApp® account?

Yes. A company can have as many KaizApp® accounts as required. However, sharing is only possible within accounts. The more accounts a company has, the less sharing is possible. Subject to an integration fee or fees per account integrated, it is possible to combine accounts later. Please note that a single email address can only hold the account owner role for a single KaizApp® account.

Can a user be a member of multiple accounts?

Yes. Each KaizApp® account must set-up ‘internal domains’ in account settings. Only email addresses of approved ‘internal domains’ can be invited to join KaizApp® accounts. If the same domain is approved for more than one account, then users of that domain can join any such accounts. In this way, users can be members of multiple accounts. However, a single email address can only hold the account owner role for a single KaizApp® account.

Can a user be a member of multiple accounts using the same email address?

Yes, a user can be a member of multiple KaizApp® accounts using the same email address, but can only hold the account owner role for a single KaizApp® account.

Can anyone be invited to join a KaizApp® account?

No. Joining KaizApp® accounts is restricted. To join a KaizApp® account, a user will require an email address of a domain already approved by that KaizApp® account. The domain of the account holder’s email address is always approved by default so that users from their own organisation can be invited. Additional domains must be approved in advance by the KaizApp® account owner before users of that domain can be invited and successfully join. For example, additional domains might need to be approved by the account holder prior to inviting external coaches, consultants or suppliers to join and collaborate with the internal teams.

If I created my KaizApp® account with a private email address, can I change my account to use my business email address?

KaizApp® is for business use. KaizApp® requires business users to use their business email domain for KaizApp® accounts. A KaizApp® user cannot change their email address. Instead they would need to be added as a new user and the previous user deleted.

Can the ownership of a KaizApp® account be transferred to another user?

Yes, the owner of an account can be changed from one user to another within the same account.

What does it mean for KaizApp® accounts that KaizApp® uses domain restriction?

Domain restriction gives businesses confidence that they have control of which domains and therefore e-mail addresses have access to their KaizApp® account. The history of domain activity cannot be deleted. When additional domains were added, and by whom, is always recorded for audit purposes.

Who can create a KaizApp® account?

Business users with a business email address.

Billing questions

On which day of the month or year will we be billed?

That depends on the day of the month or year when you first create your KaizApp® account. If on a monthly plan, your preferred credit or debit card will be billed on the first day following the end of your free trial period and then again on each monthly anniversary of that same date. If on an annual plan, you will receive an invoice immediately on signing up, for payment prior to the end of your free trial. You will then receive an invoice each year in advance of the anniversary of the first day following the end of your free trial period, for payment prior to the anniversary of the end of your free trial.

Can we have a discount for paying annually?

Yes, you can receive a 20% discount by paying annually. If you are on monthly billing, you have the option to request a switch to annual billing at any time, but this will only become effective after a minimum of 12 monthly payments have been made on your account. To action this, the account owner may request the change in advance via our Contact Form on this site.

This change to annual billing will then become effective on your 12th monthly anniversary date, or on the next monthly anniversary date if your account has already been active for more than 12 months. From that date onwards, your credit or debit card will no longer be billed. Instead, you will receive an annual invoice in advance of that date and due for payment by that date. The invoice charge will be for each current user profile on your account as at that date, rounded up to the nearest 50. Thereafter, you will be billed for the annual fee in advance of that same date each year.

What are the standard payment terms?

Subscriptions are payable monthly or annually in advance on the first day of the relevant billing period. For monthly billed accounts, your preferred credit or debit card will be charged each month on the same day of the month as that on which your initial free trial ended. The charge will be for each current user profile on your account as at that date, rounded up to the nearest 5.

For annually billed accounts, you will receive an invoice in advance of the anniversary of the end of your initial free trial and due for payment by that date. The charge will be for each current user profile on your account as at that date, rounded up to the nearest 50.

Are payment terms negotiable?

We use an automated billing process so unfortunately it is not possible to alter the standard payment terms, other than to request a switch to annual invoicing after 12 months via our Contact Form. You can request this at any time, but it will only become effective after a minimum of 12 monthly payments have been made on your account.

Can we pay by monthly invoice (rather than via credit or debit card)?

No, unfortunately we can currently only cater for payments via manual invoicing in respect of annual accounts. All monthly accounts are automatically billed by credit or debit card.

If you are on monthly billing, you have the option to request a switch to manual annual billing at any time, but this will only become effective after a minimum of 12 monthly payments have been made on your account. To action this, the account owner may request the change in advance via our Contact Form on this site.

This change to annual billing will then become effective on your 12th monthly anniversary date, or on the next monthly anniversary date if your account has already been active for more than 12 months. From that date onwards, your credit or debit card will no longer be billed. Instead, you will receive an annual invoice in advance of that date and due for payment by that date. The invoice charge will be for each current user profile on your account as at that date, rounded up to the nearest 50. Thereafter, you will be billed for the annual fee in advance of that same date each year.

Can we have a refund if we reduce the number of users or cancel the account?

Unfortunately we do not have a mechanism to refund payments already made in advance of each billing period (month or year). However, you can delete specific users from your account at any time and no further charges will be applied in respect of such users for future billing periods. You can also add new users during any billing period to replace those you have deleted at no additional charge. In this manner you have the option to use up your remaining credit in respect of deleted users. 

You also have the option to cancel your account at any time and no further charges will be applied.

If we add more users in the middle of the month or year, how are we charged? / We need to add new users to our team, how will that be billed?

You can add and/or delete users at any time at no cost provided that the total user count on your account does not exceed the current total of users already paid for in advance for the current month or year. In the case of monthly paid accounts, this will be a multiple of 5 users. For annually paid accounts, this will be a multiple of 50 users. The account owner can view the current prepaid user limit in the Accounts section within KaizApp®.

You can also add additional users beyond your current prepaid user limit at any time. This will give rise to a pro rated charge to cover the cost of the additional set of users for the remainder of the current prepaid billing period.

For monthly paid accounts,  we will make a one-time pro rated charge to your credit or debit card to cover your new team members' user profiles for the remainder of the current prepaid billing month. For example, suppose your team is on a monthly billing option which costs $100 per 5 users per month. You add a new set of up to 5 users 10 days into the billing period and there are 20 days remaining in the month. The per-day cost for each 5 users is $100 / 30, so we will make a one-time charge of $66.67 ($100 / 30 days * 20 days) to your team’s credit or debit card on file. Thereafter, the cost of the 5 new users will be billed on the first day of the next billing period, together with the normal charges for the existing sets of users. 

For annually paid accounts,  we will issue a one-time pro rated invoice to cover your new team members' user profiles for the remainder of the current prepaid billing year. For example, suppose your team is on an annual billing option which costs $9,600 per 50 users per year. You add a new set of up to 50 users 265 days into the billing period and there are 100 days remaining in the year. The per-day cost for each 50 users is $9,600 / 365, so we will issue a one-time invoice of $2,630 ($9,600 / 365 days * 100 days). Thereafter, the cost of the 50 new users will be invoiced in advance of the next yearly anniversary date, together with the normal charges for the existing sets of users. 

Commercial questions

What do most businesses use KaizApp® for?

KaizApp® has many uses, for example:

  •  Delivery of Transformation projects
  •  Organic enterprise continuous improvement
  •  PDCA training, Kaizen event training, A3 thinking training
  •  Coaching skills training
  •  Action reporting, tracking and management
  •  Cost reduction where many employees participate
  •  Quality improvement, internal and external customer projects
  •  Culture change & engagement
  •  Collaborations with multiple suppliers
  •  Value chain waste reduction
  •  Supplier performance improvement
  •  Programme management of production engineering projects
  •  Many of the above: simultaneously
Is KaizApp® aimed at consumers or businesses?

KaizApp® is aimed at businesses and their employees, from one small team to a network of many teams across a large enterprise.

What percentage of employees should adopt KaizApp®?

The answer to your question depends on several factors. What percentage of employees does your company wish to involve in continuous improvement? For what percentage of employees does your company have managers able to provide coaching support? A common place to start is to target about 30% of the enterprise workforce as users in the first 12 months and then gradually increase this proportion each year. More users generally lead to more benefits, provided that they receive adequate coaching support.

What ROI should be expected from KaizApp® assuming it is used correctly?

KaizApp® adoption supports a wide range of business benefits. Generally, the greater the number of adopters, the greater the benefits will be; provided that adopters receive adequate coaching support. The financial return on KaizApp® licence fees is likely to be between 5 and 50 times the annual fees, with the actual level of returns being dependent on many factors. Because those factors at your enterprise are clearly not controlled by KaizApp® in any way, no guarantee can be provided. However, where KaizApp® is correctly adopted across the enterprise, ROIs are very attractive to decision makers and investors.

Feature-related questions

Can I track financial benefits with KaizApp®?

Yes absolutely. KaizApp® tracks financial benefits in a variety of ways suited to the needs of all manner of users across an enterprise. Each improvement has its own set of costs and benefits which are detailed in a business case and can be tracked monthly with automatic highlighting of any gaps between budgeted and actual benefits. All business case details and monthly gap tracking per improvement are also aggregated at a team, location and enterprise level with immediate drill-down capability.  

In addition, 5 financial benefit types for each improvement are reported in a tool known as ‘Value Pipeline’. This tool qualifies the financial benefits in terms of their maturity. For example, new or early stage values are qualified as ‘identified’, meaning there remains risk as to whether their full expected value will be realised in practice. However, by the time an improvement reaches the ‘Implementation stage’ any financials would be expected to be delivered in full since more work has already been done on trials to fully validate them prior to the implementation stage of PDCA. The ‘Value pipeline’ tool is available per team, location, and enterprise. Benefits can also be presented for a value stream in cases where a value stream is defined as a location in KaizApp®.

Can I view financial benefits over time with KaizApp®?

Yes indeed. KaizApp® records all month end actuals for financials and historical values can be viewed at any time.

Does KaizApp® manage improvement actions?

Yes. Users capture actions in KaizApp® (often with photos), so it’s always clear to all what must be done. Action administration effort is essentially eliminated so you can focus on action management. Management by exception is strongly supported. KaizApp® is excellent for prioritised action reviews, both in person and remotely, by phone, tablet, desktop and screen projector. In addition, users receive their actions for all of their teams on a regular basis by email showing action priorities, due dates, late actions and interval since last progress. Users can choose the frequency with which they receive their actions, with the default being weekly.

Can I see the history of changes made in KaizApp®?

Yes, KaizApp® has an audit trail. It is clear throughout who made what contribution and when. This audit trail is an important characteristic long missing from ‘offline’ improvement. It is important that later it can be seen why we changed direction or why we increased or decreased a cost or a benefit. For example, whether the change arose based on photographic evidence, from a PDF report, or another user’s insight. Such information should be identifiable in minutes, not days or weeks. KaizApp® supports this and is transparent.

KaizApp® Implementation questions

What is optimal use of KaizApp®?

Many minds solving problems and completing actions toward an agreed set of objectives or goals, with those minds’ improvement efforts facilitated over time by coaching.

What is the best way to deploy KaizApp® for sustainable enterprise continuous improvement?

We recommend that a leader rolls out KaizApp® to their team members and coaches them until they are familiar with the habits of scientific PDCA. Once those team members have full successes, they can then coach usage at the next lower organisation level. In this way, adopters are always supported by a leader. Note that for sustainability, there is a limit to the number of KaizApp® adopters which a single leader can support effectively. The effective range tends to be between 5 and 12, with many factors affecting the most efficient level. In contrast, a full time experienced coach may be able to coach more than 20 adopters on a sustained basis.

Are there different ways to deploy KaizApp®?

Yes there are many ways and each has different advantages and disadvantages.

Are management consultants necessary to adopt KaizApp®?

Consultants can offer advantages such as expertise, coaching capacity and structure, all of which provide confidence to team members that they can succeed. Whether consultants are needed or not depends on context. Whether the objective is to achieve a business transformation or to create a sustained culture of continuous improvement, it is worth noting that coaching the management team of an operation is a highly skilled task. Any hired support should reflect that.

Marketing / Usage-related questions

Why is it that KaizApp® is so popular with users?

KaizApp® is so popular the world over because it saves both improvers, coaches and managers so much time, which can be put back into improvement. Action administration is automated. The history of improvers’ thought processes is easily available, benefits assumptions are visible and recorded and the history of what was observed at the gemba is captured. Presentation via screen projector or other screen is instant - no preparation is required and you don’t have to organise files and photos. Users love the time saving and focus created by an improvement process that all levels of the organisation understand. Senior leaders love that they can see all the improvement going on and track financial benefits. Mid-level managers love the search feature to avoid reinventing the wheel and they love action capture, prioritisation and tracking. Shop floor staff love the standardisation, using the same tool as managers and the increase in feedback which results from their ideas being captured so quickly and without risk of loss.

What is the purpose of KaizApp®?

The purpose of KaizApp® is to sustain enterprise continuous improvement (CI) through digital transformation. KaizApp® provides a single standard CI process suitable for adoption by all levels. This standard CI process is worked through using a simple feature set by more junior levels and using a more advanced set of features for the senior management level.

The purpose of KaizApp® is to strip away a whole range of inefficiencies from CI so that improvers focus on improving and on collecting scientific evidence as they progress. It is also designed to track results and to allow coaches to support improvers as efficiently as possible. All of this is in the spirit of making the coaching, delivery and reporting of improvement easier

How does KaizApp® support greater engagement of more employees in CI?

KaizApp® is easy to use and improvers always get feedback and coaching on their improvements. With one standard improvement process in digital format, employees learn this process and once learned they can assist other adopters; thereby building up know-how and momentum. One simple digital standard for improvement at all levels creates a level playing field where all can get involved in priority improvements.

Use of KaizApp® makes it clear to other users what you are working on at a glance and you become easier to coach. This makes coaching more efficient, creating more coaching capacity to go around, which in turn makes KaizApp® improvers more engaged and more organised.

Is KaizApp® suitable for the public sector as well as the private sector?

Yes. KaizApp® is suitable for practical problem solving improvements for any type of operation, whether back office, factory, mine, mobile workforce, distributed services, offshore, etc. KaizApp® makes improvement more efficient and so more engaging at all levels.

Methodology and Ideology-related questions

How does KaizApp® compare with Japanese-style Kaizen developed in Japan?

It is essentially the same rigorous scientific process, except that improving with KaizApp® is easier since you don’t have to worry about paper templates, manual updating, version control or multiple sources/formats of detailed data. The coaching process is also just the same as with paper templates such as A3’s, except that it is generally more efficient and focused.

In addition, KaizApp® more easily supports remote collaboration across locations and shifts to arrive at better solutions more quickly. Since all improvements are always "presentation-ready", KaizApp® also makes it easy to share best practices enterprise-wide and build up a searchable database of past improvement efforts and results.

What is the difference between KaizApp® and A3?

KaizApp® is the digital tool for A3 with a great many efficiency advantages. The A3 is an A3 size sheet of paper used by a leader to coach a learner to solve a problem. A3 was not intended to be a rigid template, but was intended to rigidly follow a PDCA process. KaizApp® is a digital A3 template with a rigid PDCA structure, however it is also a free form for leaders and learners to collaborate to solve a problem.

KaizApp® has a large number of advantages over paper-based or ‘offline’ A3’s. KaizApp® is live, so as you work your improvement can be searched and your trail of working and thinking is retained including photos, files and business case assumptions. Actions you set become visual and easy to prioritise and track and more. With KaizApp®, users don’t have to manage different files and folders and other IT landscape issues. With KaizApp® everything needed is in one place and any financial benefits are automatically included in benefits reporting at the right stage of maturity.

What is the difference between KaizApp® & PDCA?

KaizApp® is the digital tool for PDCA with a great many advantages over traditional manual methods, particularly in efficiency, management, collaboration and knowledge sharing.

People-related questions

Does adoption of KaizApp® improve engagement of people?

KaizApp® can greatly improve engagement, which is positive for the workforce as a whole. When used to support continuous improvement and its coaching, KaizApp® provides for a highly efficient improvement process and, by design, it quickly gets the leader-improver conversation on track. Action progress (or best next step progress) is instantly visible per improvement or per user. Improvement thinking is instantly visible, as are financial benefits and their progress. The structure, visibility and transparency of KaizApp® are all strongly supportive of engagement and sharing, as is the way a user can instantly present the status of their improvement to others without any preparation time.

Does KaizApp® improvement save time for employees?

Yes. With KaizApp® the IT landscape for improvers is simplified; saving time. Action administration is virtually eliminated, so more time can be spent on action management. Any files associated with the improvement are stored directly into the PDCA structure, which sharpens PDCA thinking. Improvement with KaizApp® is designed to provide just the right data that coaches, managers, leaders and executives need to know in order to quickly ask the right questions.

Thus, assistance can be correctly directed, such as by providing more resources because an improvement is more important or by clarifying there are higher priorities in the short term. The right support from above is essential for prioritisation and for team success overall. The time saving from KaizApp® is not only for improvers, but also for seniors to cut through to key decisions per team more quickly, for better alignment.

How many improvements should KaizApp® users manage at one time?

KaizApp recommends that improvers first take one improvement and work that all the way through the PDCA process (can be achieved in one day for a simpler problem or training problem). They should receive coaching and present their improvement to their peers all the way through the PDCA process. With one success, those users are in a position then to adopt more improvements and possibly to train/ assist others.

For some improvers, the PDCA process is natural and they easily adapt to PDCA thinking and coaching. However, for some users the process of learning new things through PDCA can be uncomfortable, as it involves unlearning things they thought they knew that are subsequently shown to be untrue. In this case, the best solution is repeated use to achieve a ‘breakthrough’ to PDCA thinking and acting. To ease the transition, coaches can build up problem solving scope and difficulty gradually.

What matters greatly is that there are regular coaching and sharing sessions where improvers present their improvements to peers and managers to gain information and feedback. Through these review sessions there should be gentle pressure on progress and on meeting self-set deadlines. Improvers who are way off track should be challenged to reflect. Good coaching is very much part of all improvement and therefore all of the traditional improvement principles apply. With KaizApp®, users have a single digital basis to make it much easier to gather evidence than is the case in a disparate IT landscape or with paper-based A3 templates.

As a company, how much KaizApp® daily use is normal?

This depends on many factors and particularly the user’s role. Full time operational excellence professionals may use KaizApp® all day every day to ensure that the outputs of workshops are set into scientific PDCA form including photos, whiteboard and flip chart workings, plans and other documents. After said workshop they might have a coaching session with one or more users on an improvement or an action progress review with a team. So 100% KaizApp® use is possible in their role. On the other hand, a shift leader or production manager may use KaizApp® more intermittently to capture improvement ideas or to create new photo actions allocated to team members. In this case, KaizApp® use may be a few hours over a week. How much use thus depends on the role and the extent of the improvement focus at that time.

How do users really use KaizApp®?

The only users who can carry out their entire “day job” with KaizApp® are those who are focused on improvements full time. For all others, KaizApp® is just part of their role. Experienced KaizApp® users who have realised significant time efficiency advantages through full adoption can manage multiple improvements simultaneously; while for new users, one improvement at a time may be sufficient. Where a majority of the workforce are working on solving one problem / improving one waste per quarter, consider how many more improvements an organisation would complete in a year. For most, this is a big number. KaizApp® and engagement around its use makes achievement of this state both far more likely and far more manageable.

We recommend at least one important improvement per user is carried out in KaizApp® to get the benefits and develop familiarity. The goal is to develop better improvers and establish a basis for efficient and effective coaching so that the workplace is improved for employees, customers and shareholders. The goal is not to use KaizApp® for its own sake, but to learn to incorporate it into the workplace for maximum improvement efficiency and pace.

To what extent can KaizApp® be used to coach users remotely?

Improvers usually must begin at the point where the problem or issue occurs. (Except where problems arise between company boundaries or across a ‘value chain’). Experienced managers, coaches and leaders, having been to the gemba, can often coach effectively from a distance for quite some time However, at a certain point it becomes important to visit the gemba again. The required time interval probably depends on the experience of the coach, the quality of the evidence the improvement owner adds to KaizApp®, the type and complexity of the problem and the quality of the analysis already carried out. It has been shown that remote coaching (to reduce travel and cost per improvement) does work with KaizApp®; particularly once the problem root cause and solution have been proven through a trial.

Privacy/ confidentiality/ security questions

Some improvement activity is confidential, does KaizApp® support privacy as well as transparency?

Yes. KaizApp® has ‘private mode’. Senior teams can select private mode to render all newly created improvements and actions confidential by default. However, on a case by case basis, private teams can make selected improvements public in order to show they are active problem solvers as well and that they are addressing the issues which matter to the workforce.