Uploaded byCIToolkit
Driving Continuous Improvement with Standard Work and SOPs
The document defines standard work as a method to achieve consistency and reliability in processes, emphasizing its importance in lean practices. It asserts that standardized processes reduce variability and improve efficiency, forming a foundation for continuous improvement and training. Furthermore, the text outlines the necessary components for effective standard work documentation and the role of standard operating procedures (SOPs) in maintaining consistency and quality across various operations.
More Related Content
Similar to Driving Continuous Improvement with Standard Work and SOPs
Driving Continuous Improvement with Standard Work and SOPs
- 1. CITOOLKIT Standard Work Driving ContinuousImprovement with Standard Work and SOPs
- 2. citoolkit.com Definition Standard work meansworking on standards to produce correct and consistent results. Standard Work 2 It is considered a way to achieve the highest possible degree of consistency and reliability in any process.
- 3. citoolkit.com Definition The idea ofstandard work is to help employees to perform more consistently and efficiently. Standard Work 3 It aims to ensure that everything is done by everyone in the same way and in the best possible way
- 4. citoolkit.com Lean Concept Standard workis one of the important elements of Lean thinking and is essential for Lean to be successful. Standard Work 4 It is however one of the least used lean techniques and is often neglected by many lean practitioners
- 5. citoolkit.com Lean Concept Lean organizationsrely on standard work in order to promote just-in-time production and delivery, and to create a baseline from which they can improve. Standard Work 5 It is impossible to improve any process until it is standardized. Standard work is key to continually improving business processes and an important part of any sustainable change effort.
- 6. citoolkit.com Variability Standardized processes providemore consistent results as the chances for variation will be reduced since the activities are always done in the same way. Standard Work 6 Lack of standard work will increase the variability of any process.
- 7. citoolkit.com Variability Many customer complaintsoccur when there is a high variability in the outputs. Standard Work 7 25% of all errors made are caused by poor standards Source: Gemba Kaizen by Masaaki Imai
- 8. citoolkit.com Continuous Improvement Remember thata problem is a deviation from a standard or expectation. Standard Work 8 Therefore, standard work is about seeing problems and making waste visible to drive continuous improvement.
- 9. citoolkit.com Continuous Improvement Where thereare no standards, there can be no improvement. Standard Work 9 Each time a standard is improved, it becomes the basis for future improvements.
- 10. citoolkit.com Continuous Improvement Many times,we face a situation where a closed project needs to be opened again. Standard Work 10 D M A I C D M A D V This indicates that the problem was not effectively dealt with or there were no actions taken to sustain the gains.
- 11. citoolkit.com Continuous Improvement Standard workprovides a way of maintaining improvements achieved during improvement activities. Standard Work 11 TIME PERFORMANCE STANDARD Standardized Unstandardized STANDARD
- 12. citoolkit.com Inconsistency When different peopleare doing the same work, they usually create their own ways of getting the work done. This usually ends up with inconsistent and variable results. Standard Work 12
- 13. citoolkit.com Inconsistency Individuality maybe agood thing, but not when is comes to managing processes as this will cause inconsistent results and will lead to customer dissatisfaction. Standard Work 13
- 14. citoolkit.com Human Motion Standard workis an approach that is based around human motion. It considers the actions performed by humans, systems or the combination of both to create value-added work. Standard Work 14 It is most relevant for highly repetitive and cyclical human motion.
- 15. citoolkit.com Human Motion The aimis to create the most effective sequence of activities and minimize delays and other forms of waste to increase efficiency and productivity. Standard Work 15 Right tools Right sequence Right time Right inputs
- 16. citoolkit.com You can knowwhen standard work is present when things are . . . Standard Work 16 Concise Clear Communicated Complete Correct Current
- 17. citoolkit.com Standard Sequence Standard workalways tries to represent the best sequence and the most efficient way to perform a process or work. Standard Work 17 1 2 3 4 It is important to identify the right process steps and their right sequence and time frames before implementing standard work.
- 18. citoolkit.com Documentation Standard work documentationmay include . . . Standard Work 18 . . . and other method needed to clearly communicate the standards. Diagrams and charts Written instructions Drawings and illustrations Videos Photos Check sheets and schedules
- 19. citoolkit.com Documentation Standard work documentationshould be distributed at the place where the work is being done. Standard Work 19 They should be visible and easily accessible to everyone involved in the process.
- 20. citoolkit.com Visual Standard Visual standardwork promotes visual management and is considered a great way to clarify and communicate the standards to everyone. Standard Work 20 Create a visual standards guide to provide a summary of the key elements related to each type of visual
- 21. citoolkit.com Visual Standard It improvesthe detection of errors and abnormalities. Standard Work 21 Good Bottle Body Dent Neck Scratch Good and defective visuals will enable more consistent inspection decisions.
- 22. citoolkit.com Visual Standard Visual standardwork helps organizing information and demonstrating difficult concepts. Standard Work 22 Operator 2 Operator 1 Standard Operation Sequence 1 2 3 4 5 DESCRIPTION OF OPERATION STEPS 1. 2. 3. 4. 5. Process step can be illustrated with photos and graphs which will attract people to read and act on them easily.
- 23. citoolkit.com Visual Standard Standard WorkChart Standard Work 23 Area / Line: Product / Part: From: To: Prepared by: Preparation date: Page 1 / 1 Quality check Safety precaution Standard WIP Required output Takt time Cycle time Available time 5. Inspecting 4. Assembly 3. Welding 2. Grinding 1. Sawing Materials in Finished goods out
- 24. citoolkit.com Training Standard work isalso considered a very useful training tool. Standard Work 24 It provides a basis for training existing and new personnel on the job. It should provide enough information so that new personnel can use them to do their job correctly.
- 25. citoolkit.com Training Standard work shouldbe documented at the lowest possible level. Standard Work 25 Ensure that training plans and records are linked to the standard work.
- 26. citoolkit.com Other Uses Standards giveus some point of comparison. We can compare what is happening with what should be happening. Standard Work 26 Current Condition What is currently happening Target Condition What should be happening GAP
- 27. citoolkit.com Other Uses Standard workalso considered an important resource for . . . Standard Work 27 Audit and assessment Preventive actions Preserving the know-how and expertise Measuring performance
- 28. citoolkit.com Standard Work Creation Ideally,standard work documentation should be created by those who do the work. Standard Work 28 People are much more likely to accept and use the standards if they help in creating it and if they feel a sense of ownership in it. Other stakeholders may be involved including subject matter experts and engineers.
- 29. citoolkit.com Benefits Standard Work 29 Representsthe best, easiest, and safest way to do a job 02 Clarifies roles and responsibilities 03 Provides an approach to document and share best practices at both local and global levels 05 Reduces errors and inconsistency and enhances process flow 06 Improves process uniformity to provide a more consistent product to customers 07 Provides a baseline for evaluating processes 08 Creates a safer working environment through repetitive and consistent steps 09 Creates a competitive advantage by ensuring quality of products and services, on time delivery and cost efficiency 01 Promotes problem solving by providing a mean for tracing problems 04
- 30. citoolkit.com Benefits By ensuring workis always done the same way, quality will be achieved in a more reliable and predictable manner. Standard Work 30
- 31. citoolkit.com Standard Operating Procedure Standardwork is a combination of methods, systems and documents. Standard Work 31 Best Practices Modularity Work Instructions Operating Procedures One Point Lessons Visual Control Specifications Policies & Procedures Automation
- 32. citoolkit.com Standard Operating Procedure Standardwork can be embedded in the company’s operation using Standard Operating Procedures (SOPs). Standard Work 32 SOP An SOP is a document that describes the best way to execute a process to maintain consistent work and achieve optimal output
- 33. citoolkit.com Standard Operating Procedure AnSOP aims to standardize the way work is performed and make it easier for everyone to do their work. Standard Work 33 The goal is to save time, train workers, and produce a more consistent product or service SOP is also referred to as operation standard
- 34. citoolkit.com Standard Operating Procedure AnSOP describes the sequence to be followed and other necessary information to carry out a process. Standard Work 34 What will be done Who will be responsible for making sure it gets done How it will be done When it will be done
- 35. citoolkit.com Standard Operating Procedure Developingand implementing SOPs enable standard work to be effective and help communicate standards to those working in the operation. Standard Work 35
- 36. citoolkit.com Standard Operating Procedure SOPsare often used in improvement projects to document the standardized improved processes. Standard Work 36 They provide a way to maintain the improved process and sustain the achieved improvement
- 37. citoolkit.com Standard Operating Procedure SOPsare often used in improvement projects to document the standardized improved processes. Very often we overlook the need to sustain the improvements. Successful solutions must be standardized in order to remain effective over the long term. Standard Work 37 2021 2022 2023 2024 2025
- 38. citoolkit.com Standard Operating Procedure Considercreating SOPs for . . . Standard Work 38 Key and critical processes Highly repetitive processes Complex processes Improved processes Also, rare processes where there is a risk to lose expertise
- 39. citoolkit.com Standard Operating Procedure AnSOP may include the following depending on the needs. . . Standard Work 39 The description and scope of the work Why things are done in a certain way The exact work sequence of the activities The optimal amount of time needed for each activity The rate at which products must be produced to meet customer demand Responsibilities and work distribution Key points related to safety, quality and performance The materials, equipment and tools needed to complete the work A revision control system
- 40. citoolkit.com Standard Operating Procedure Atypical challenge when developing SOPs is to have a balance between too much and not enough details. Standard Work 40 How to deal with that?
- 41. citoolkit.com SOP Template Example StandardWork 41 PROCESS: _______ ___ 1. Objective 5. Safety issues 2. Scope 6. Procedure 3. Definitions 4. Responsibilities 7. Related documents SOP
- 42. citoolkit.com Steps for Developingan SOP Standard Work 42 With your team, clearly describe the purpose for developing the SOP • For example, document the sequence of activities for a newly improved process.
- 43. citoolkit.com Steps for Developingan SOP Standard Work 43 Understand the existing system for standard work and the current SOP if exists • There maybe written instructions, training records, drawings, revision controls, etc. • Identify the key process activities and collect any required information.
- 44. citoolkit.com Steps for Developingan SOP Standard Work 44 Prepare a draft of the SOP by describing the process activities, their sequence and time frames • Don’t try to be perfect with this draft as you may need to make changes later.
- 45. citoolkit.com Steps for Developingan SOP Standard Work 45 Share the initial SOP draft with relevant individuals to gather feedback • Ask them to review and suggest ideas that will further improve the SOP.
- 46. citoolkit.com Steps for Developingan SOP Standard Work 46 Test the SOP by having someone performing each step exactly as it is described • Make the final draft of the SOP and distribute it to all relevant parties.
- 47. citoolkit.com Standard Operating Procedure Whatif you want to create a system of SOPs? Standard Work 47 Improve the current SOPs Evaluate the availability of SOPs in every department Build an easily accessible SOP database For each process, start with process mapping Prepare the missing SOP’s Monitor for effectiveness and compliance There is no point of standardizing a process into systems that do not currently work.
- 48. citoolkit.com Standard Operating Procedure Remember! Oncean improvement has been implemented . . . Standard Work 48 Standard work should be updated to reflect the improvement People should be trained again
- 49. citoolkit.com SOP Example -Manufacturing This SOP was example created for the label changeover process within a manufacturing facility. Process: Label changeover Machine: 6 colors decorator Rutherford Label changeover benchmark time: Division: 18.7 minutes Plant: 31.5 minutes PRE-CHECKLIST: 1. Are magnetic cylinders prepared and in good condition? 2. Are the blankets checked and prepared? 3. Are the plates ready and checked? 4. Are solvent buckets in place? 5. Are ink buckets ready? 6. Are scrap bins empty and ready? 7. Are team members ready and in proper position? TEAM ROLES: Group Leader – review pre-checklist, coordinate, monitor, and check samples. 2nd Man – clean fountains, remove old cylinders, apply new inks, and put the new cylinders. 3rd Man – clean inkers, stop and run the machine, change the plates and blankets, and apply solvent. PROCEDURE: 1. Get design requirement. 2. Conduct stand-up meeting and review pre-checklist. 3. Stop the line. 4. Clear the line. 5. Apply label changeover as per instructions. 6. Apply registration and color adjustment. 7. Run the line. 8. Prepare the label changeover report. Standard Work 49
- 50. citoolkit.com Standard Operating Procedure Applyingstandard work in service environments and offices will maintain and even improve customer service. The output of the process becomes more consistent Standard Work 50
- 51. citoolkit.com SOP Example –Service Sector The following is an SOP example which was created for the order processing in a service-oriented environment. Process: ORDER PROCESSING Total time: 4.5 – 10 minutes / 8.5 – 16.5 minutes for new customers Activity Time Key points Enter the customer information 1-1.5 minutes Create a new customer if not exist (5-8 minutes) Enter order information 1-2 minutes All starred field must be filled Retrieve items from stock 2-5 minutes Load the heavy items into the customer’s car Print out the invoice and hand it to the customer 0.5-1.5 minutes Standard Work 51
- 52. citoolkit.com Further Information Other documentsthat could be part of the standard work . . . Standard Work 52 Work Instruction Provides specific details on how to do low-level activities One Point Lesson Used when an important message need to be communicated Best Practice The practice that has been proven to achieve the best results
- 53. citoolkit.com Further Information An SOPcan be represented in paper or electronic format. Standard Work 53
- 54. citoolkit.com Further Information Standard workshould never be considered final work. Standard Work 54 Act Plan Check Do It should be regularly updated when a PDCA cycle reveals an opportunity for improvement
- 55. citoolkit.com Further Information In manufacturing,standardizing of components is called modularity or interchangeability. Standard Work 55 It is the use of exchangeable parts or modules in the fabrication and assembly of an object.
- 56. citoolkit.com Further Information Common Non-StandardConditions . . . Standard Work 56 Failure to perform the activity as per standards and specifications Failure to follow the correct sequence Failure to perform the activity Performing the activity in a way that will have a negative impact on a downstream process step Consuming more resources than planned Taking longer to perform an activity than it should Failure to obtain the proper authorization Failure to perform an activity at a required point in time
- 57. citoolkit.com Further Information Do’s &Don’ts. Standard Work 57 Use visuals whenever possible Print them in a professional way Uses a language people can understand Place them at the point of need Make them well- designed and visually appealing Include key points related to quality and safety Make them simple and concise Write at an appropriate level of detail Make sure they are current and up to date Encourages to report deviations from standards Involve process performers in developing them Ensure they are linked to training plans and records
- 58. © Copyright Citoolkit.com.All Rights Reserved. CITOOLKIT Made with by The Continuous Improvement Toolkit www.citoolkit.com