KaizenProofContinuous improvement for office teams
Kaizen for office work.
Fix the recurring work that wastes your team's time, and check at day 7, 14 and 30 that the fix held.
Kaizen is Japanese for “change for the better”: small improvements, made by the people who do the work.
改 kai means change, 善 zen means good.
- 14-day free trial
- No card needed
- Priced per workspace, not per person
The friction, as typed
Every month I copy the same figures from three exports into one sheet before I can send the cost report.
Extra stepsApprovals, checks, re-typing or polish beyond what the work needs
- Why are the figures copied by hand?The three exports have different columns.
- Why do they have different columns?Nobody owns the report's format.Root cause
Should this step exist?
No, remove this step.
Agree one export layout and the report can be built from the exports directly.
Time identified
28 min / week
Typed at intake
Time confirmed
Nothing confirmed yet
25 min / week
Day 7 check-in: held
- Free Kaizen course23 short lessons
- Check-ins at day 7, 14 and 30Did the fix hold?
- Eliminate before you automateShould this step exist?
- Built by Capital AI SrlItaly
Try it now with one friction. No account needed to start.
Describe one task that keeps costing you time, as you would tell a colleague. You sign in only when you submit, and what you typed is kept.
How it works
From an annoyance to a fix that held, in four steps
No Lean training needed. KaizenProof asks the questions; you know the work. The pictures are illustrative examples, written by us.
Plan
Describe it
One recurring task, in your own words. KaizenProof names the kind of waste in plain language, never in Lean jargon.
Plan
Find the root cause
A few why questions, one at a time, with your earlier answers in view. You say when you have reached the real cause.
Do
Take the fix with you
First: should this step exist at all? Then a ticket, a procedure or an automation spec, ready to copy or download.
Check
Check that it held
At day 7, 14 and 30, one question: is it still in place? Only what people confirm counts as time saved.
The Kaizen cycle
Every friction goes once round the cycle
Plan, Do, Check, Act is the loop behind Kaizen. KaizenProof takes each friction round it once, and the check is built in.
Plan
Understand the problem
Describe the friction in your own words. KaizenProof names the kind of waste and asks why, one question at a time, until you reach the root cause.
Do
Make one change
First, should this step exist at all? Then a countermeasure to put in place: a ticket, a procedure or an automation spec.
Check
See whether it held
At day 7, 14 and 30, one question to the people it affects: held, partly, or reverted.
Act
Keep it, or go again
A fix that held for 30 days joins your team's standards. A reverted fix counts nothing, and the friction is still there to work on.
Illustrative, no real data
Illustrative, no real data
| Example fix | Day 7 | Day 14 | Day 30 |
|---|---|---|---|
| Fix A | Held | Held | Held |
| Fix B | Held | Held | Partly |
| Fix C | Held | Partly | Reverted |
A reverted fix counts nothing.
Eliminate before you automate
The first question is whether the step should exist at all
Automating a step nobody needs only makes the wrong work faster. So before it writes a fix, KaizenProof asks whether the step is needed. When the answer is no, the countermeasure is how to remove it.
Illustrative, no real data
Should this step exist?
- Export the figures
Copy them into a second sheetRemoved, not automated- Check the totals
- Send the report
When the step should stay, you take away one of three:
- TicketFor the team that will make the change, with what to measure.
- Procedure (SOP)For the new way of doing the work, written step by step.
- Automation specFor whoever builds the automation, once the step has earned it.
Copy it, or download it as a Markdown file, and put it where your team already works.
Features
Everything a fix needs, from the first report to the proof it held
Waste named in plain words
Eight kinds, each with an everyday label, such as “Handoffs: moving work or files between people, teams or tools”.
A 5 Whys like a good colleague
One question at a time, your earlier answers in view, and a clear way to say “that is the root cause”.
Should this step exist?
Asked before every countermeasure, so you remove work before anyone automates it.
Fixes ready to hand over
A ticket, a procedure or an automation spec. Copy it, or download it as Markdown.
Check-ins at day 7, 14 and 30
Each asks whether the fix is still in place, and any time it saved.
Identified and confirmed, kept apart
Time people typed and time confirmed at check-ins are shown side by side, never added.
One shared board
Invite your team. Everyone reports their own frictions and sees where each one stands.
A free Kaizen course
23 short lessons with self-checks, open to read without an account.
For every team
For the teams that keep the business running
Team leads in finance, HR, operations and customer service, and the people who do the work. Illustrative examples of what people describe, written by us.
Finance
“Every month I copy the same figures from three exports into one sheet before I can send the cost report.”
Kind of wasteExtra steps
HR
“New starters wait days for a laptop and accounts, because IT only hears about them on their first day.”
Kind of wasteWaiting
Operations
“Every Monday I copy order numbers from the warehouse export into the invoicing tool.”
Kind of wasteHandoffs
Customer service
“The refund rules live in one person's inbox, so every agent asks again or answers from memory.”
Kind of wasteSearching and switching
Eight kinds of waste, in plain words
Every friction is named as one of these. The circle is a map, not a measurement: each kind gets an equal slice.- Errors and reworkFixing or redoing work that was wrong or incomplete.
- Work nobody usesReports or copies nobody reads, or work done before it is needed.
- WaitingFor an approval, a reply, a queue or a system.
- Skills not usedPeople doing work that does not need what they know, or with ideas that have nowhere to go.
- HandoffsMoving work or files between people, teams or tools.
- BacklogRequests, tickets or emails piling up unfinished.
- Searching and switchingHunting for information, files or people, and switching between tools.
- Extra stepsApprovals, checks, re-typing or polish beyond what the work needs.
Honest numbers
Time found and time saved are never added together
Every figure comes from something a person typed. The model never writes a time figure.
- Hours identified are what people typed when they reported a friction: how often, and how long.
- Hours confirmed come from the answers at day 7, 14 and 30: whether the fix held, and any time it saved.
- A friction reported without numbers shows “no figure”, never zero.
- A fix that was reverted counts nothing.
Your data
What happens to what your team types
People describe how their work really runs. Here is plainly where that text goes, and who can read it.
Nothing is sent before you sign in
What you type stays in your browser until you sign in and submit it.
Each workspace is kept apart
Frictions are stored in your workspace on Google Cloud (Firebase). No other workspace can read them, and they stay with the workspace when someone leaves.
Analysed by Anthropic’s Claude model
Friction text and answers are sent to Anthropic, a US company, for the analysis; names, email addresses and the workspace name are not. Anthropic stores the text and runs the analysis in the United States. Its commercial terms do not allow training on this content.
Export or delete everything
Owners can download all workspace data as a JSON file, or delete the workspace. Anyone can delete their own account.
Sign in with Google or an email link
No password to create. There is no single sign-on (SSO).
Free course
Kaizen for office work: learn the method, free
23 short lessons, about 153 minutes in all, each with a self-check. Open to read without an account; sign in to keep your progress.
- Level 1 · See the wasteSmall improvements, every weekKaizen, respect for people
- Level 1 · See the wasteShould this step exist?remove before you improve or automate
- Level 2 · Find the real causeThe 5 Whys in depth5 Whys: branches, evidence, when to stop
- Level 3 · Change the work and make it holdEvery change is an experimentPDCA (plan, do, check, act)
- Level 3 · Change the work and make it holdDid it hold?the Check in PDCA
- Level 4 · Improve togetherMeasure honestlyidentified versus confirmed
Pricing
One price per workspace, not per person
Both plans include the whole product; they differ in how many people use it. Start with a 14-day free trial, no card needed.
Prices are per workspace and exclude VAT. You pay in the currency shown.
Questions
Something else? Write to vincent@capital-ai.eu.
What happens to what I type, and where is it sent?
Before you sign in, nothing is sent: your text stays in your browser. After you sign in and submit, it is stored in your workspace on Google Cloud (Firebase), and sent to Anthropic, a US company, whose Claude model names the kind of waste, asks the why questions and writes the countermeasure.
Inside KaizenProof, only members of your workspace can read it, and it stays with the workspace when someone leaves. Check-in emails carry the friction's title. The sub-processors page lists each provider.
How is this different from a suggestion box?
A suggestion box collects ideas and leaves someone else to work out what to do. Here the person who runs into the problem takes it to a root cause and a written fix in a few minutes, the team marks the fix as in place, and check-ins at day 7, 14 and 30 record whether it held and any time it saved.
Do I need to know Lean or the 5 Whys?
No. You describe the problem as you would to a colleague. The kind of waste is named in plain words, such as "Waiting: for an approval, a reply, a queue or a system", and the questions come one at a time.
What is Kaizen?
Kaizen is the practice of improving work through many small changes, made continuously by the people who do the work. The Japanese word means "change for the better". KaizenProof applies it to office work, one recurring friction at a time.
Does it connect to Jira, Slack or our other tools?
No. KaizenProof is a web app. A countermeasure is text you copy or download as a Markdown file and paste where your team works: a ticket, a procedure or an automation spec.
Where do the hours come from?
From what people type, never from the model. Hours identified are the figures typed when a friction is reported. Hours confirmed come from answers to the check-ins. The two are shown separately and never added together.
Why is it called KaizenProof, and who makes it?
Kaizen for the method: small improvements made by the people who do the work. Proof because every fix is checked at day 7, 14 and 30 with the people it affects, and only what they confirm is counted. KaizenProof is made by Capital AI Srl, a company registered in Italy.
Start with the friction that annoyed you today
Describe it in a sentence or two. You sign in when you submit; your text is kept.