Continuous Improvement (CI) is more than just a method, it is a mindset. When you embrace CI, you become skilled at identifying underlying issues and implementing solutions that address everyone's concerns and aspirations. The Kellogg College Admissions team is a wonderful example of this transformative mindset in action.

A team with a challenge

In Autumn 2022, before receiving any CI training, the Kellogg Admissions team faced a challenge: reducing the time taken to accept new students and handling late applicants more effectively. Initially, they considered a quick fix: "Let’s just create an Access database and streamline our three spreadsheets!"

However, their manager, Ray Allen, IT Head and interim Academic Administrator, knew this wouldn’t solve the real issue. There had to be another way... but what? Ray chose the Focus CI Training for Teams to help the team figure this out.

The Focus’ CI Training for Teams is a structured learning programme that empowers teams to transform one of their processes by embracing CI. Through three workshops facilitated by a Focus CI Practitioner and a period of coaching, teams learn to identify and implement high-impact improvements.

Adopting the CI mindset as a team

The Kellogg Admission team embarked on this experience with enthusiasm, seeking the best possible solution to their problem.

After the workshops, the team acquired the tools necessary to identify and implement the highest-impact improvements in their process. Their immediate results included increased efficiency, meeting their deadline goal, and receiving highly positive feedback from the University Admission Board – a big deal for an admissions team!

The CI mindset drove the team to make such changes that they were able to reduce their three spreadsheets to just one. “I think we can say this was a success! Apart from the initial push for a local database, our Admissions team fully embraced the principles of CI in making changes to existing process and slimming things down.” - Ray Allen, interim Admissions Administrator, Spring 2023.

CI keeps blossoming!

The new Admissions Officer, Afiquah Inegbedion, has implemented even further improvements since taking the post in Summer 2023, reducing the two-week approval time to less than 5 working days!

“When I first got into the role, the process was already improved, but there was still room for improvement. Our junior colleague who managed the one admissions spreadsheet was under high levels of pressure to keep it updated. During my probation period, I was asked to take the CI eLearning course from Focus, and to gather information from the process to find out what the ‘new’ problem was”.

This request proves how much the Kellog team embodies CI mindset. Afiquah spent some time observing the process and interactions with the software and other teams while taking her CI course. Since she inherited the process map and resources from her team’s work during the Training for Teams, the eLearning course was enough for her to get on top of things. “Now, a year later, I am proud to say we are working with zero spreadsheets, after streamlining the process to make better use of our software.”

Things will keep improving in Kellogg College as the team continues to embody the CI mindset. Ray Allen is now back in IT but is keeping the CI mindset everywhere he goes. “I’m now back in my role as Head of IT and will be looking for other opportunities to put these principles into practice. There will be a big increase in student numbers and those staying in accommodation, so I suspect this may be where we look next.”

More information

Do you and your team also feel there must be a better way of doing things? If you feel you are living with the way things are rather than sorting them out, or if you do not know where to start, we invite you to explore what the CI Training for Teams can do for you.

The CI Training for Teams Programme contributes significantly to the University’s overall success, as part of the Professional Services Together collective ambition for how we work in support of the University's mission, focused on our shared principles of Collaboration, Quality and our People.