Guest Post: Benefits of Kanban Card Board Systems In the Workplace

Just in Time (JIT), Continuous Improvement (CI) and Six Sigma are all systems that improve manufacturing quality and cut inventory costs. While there are loads of computer systems that are compatible with how these systems work, for inventory control, many companies prefer much simpler, manual whiteboard and card holder systems known as a Kanban system. Even large plants that could implement complicated electronic systems are opting to implement simpler Kanban Card Board Systems because they are easier to setup and use. 

Kanban comes from a Japanese word meaning “card.” Today the term is in use by those in manufacturing worldwide. Manufacturers use Kanban systems to control work in progress (WIP) on production lines. Manufacturers use a Kanban system for making almost any product from baked goods to software to automobiles. 

Kanban is a system that allows visualization of a task. Folks on the production line can see how they are doing. This feedback inspires and motivates those on the line. A Lean manufacturing coordinator in Lexington Kentucky uses Kanban boards and has high praise for its functionality:

“They are simple and effective for visual load leveling. We have them in our supply areas as well as each work cell. With the boards we always know which job we need to work on next … no time is wasted, we are always working the top priority order”

Kanban boards restructure and simplify the way communications take place on the factory floor. Hundreds of United States factories use the Kanban system, as excellent communications are an important part of any lean manufacturing process. Kanban Systems by Magnatag allows for simplified management of production and assembly tasks.

The following are some of the best advantages of using Kanban Card Boards

• Easy to setup, easy to use and easy to understand 
• Flexible format can be used to show job priority, inventory levels and load leveling 
• Card Colors can be used to designate different types of materials and/or jobs 
• Printable Cards can be customized to show lot numbers, job numbers, etc. 
• Large and small capacity boards can be “right” sized for different applications 

Prioritizing these tasks on the boards and in view of team members, contributes to efficiency, engagement, and team spirit – everyone knows the score in real-time as the tasks status are clearly visible as to status. In addition to managing production and assembly tasks, there are Kanban inventory boards, boards for job staging and much more. 


About the Author: 
Originally from the Cincinnati, Ohio area, Tom Shaw has an extensive background in working with both companies and individuals to solve scheduling, communication, productivity, and information display problems. After an extended tenure working with various manufacturers in Ohio, Shaw came to western New York to become a Visible Systems Specialist for Magnatag, a premier Whiteboard Source for over 48 years. 

 As a husband and father of two children, Shaw not only has an invested interest in communications and manufacturing, but also health and fitness, as he has a passion for running and training for marathons.

Lean Quote: Lean Isn't for Dummies

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"People tend to think that they need a process for everything, and once in a while you hear 'We're going to dummy-proof it.' But if you dummy-proof the process, you only get dummies to work there." — Reed Hastings, CEO Netflix

People are often concerned that Lean efforts, including standardized work, will turn them into unthinking robots. Many Lean methods are used so that abnormalities are clearly visible and therefore can be reacted to. It is not about mindless conformity. Lean creates a baseline so improvement can occur by freeing up mental capacity from doing the routine in order to think about how the process could work better.

A common myth about standardized work is that many think of a rigid work environment where workers aren’t required to think. This is totally the opposite. Operators are part of the creation of the work standard and then are challenged to improve these methods. The standard creates a baseline by which improvement can be measured. Ideas should be discussed with group leaders and considered depending upon the consensus and buy-in from other members and shifts. Once consensus is reached then experimentation can be done to determine the effectiveness of the improvement. If it is deemed an effective change then the standardized work can modified and everyone trained in the new method.

The worst kind of waste is the lack of employee involvement and creativity. Lean doesn’t work unless everyone is involved and has input. We must involve employees in the continuous improvement process because the people actually carrying out the job know how to do that job better. A truly Lean culture respects people and engages them in continuous improvement.

 

Be A Leader Not A Boss

While a leader can be a boss, not every boss is a leader. The distinction between being a boss and being a leader may seem small, but it means the world to the people who work for you.

I keep an outline on my desk that clearly defines what it means to be a leader versus a boss:

• A leader coaches employees, depends on goodwill, generates enthusiasm, says “we”, fixes the breakdown, shows how it is done, develops people, gives credit, asks questions, and says “let’s go”.

• A boss drives employees, depends on authority, inspires fear (the beatings will continue until morale improves…), says “I”, places blame for any breakdown, knows how it is done, uses people, takes credit, commands and says “go”.

The definition of leadership is “a process of social influence, which maximizes the efforts of others, towards the achievement of a goal.” That is why it is my belief that if you are a good leader for your organization, then you really don’t need to worry about being The Boss. You will gain more influence and have more positive impact on your organization if your team feels valued and respected and has an understanding of where you expect them to be headed.

Here are few key points on leadership:

• A company is a community, not a machine.  When building a synergy on any team, you have to start by building trust and confidence up and down the chain of command.  Start by developing a vision that is easy to communicate and easy to comprehend. Once your team understands the collective vision and goals of the organization, individual goals become closely tied to the collective goal.  Brainstorm with your team and listen intently to suggestions and incorporate best practices.
• Management is service, not control.  Once a vision is established, a great leader constantly queries his/her managers to see if they have the tools necessary to excel.  Once the tools are determined and obtained, empower your managers to make decisions on their own, but always make it clear that you are available to assist at any time.
• Employees are my peers, not my children.  This point ties into the previous point about providing service.  Nobody in any organization likes to be “talked down to” or constantly second-guessed.  Treat your team members as you would expect to be treated.  Remember, you want to encourage the sharing of ideas

A great leader recognizes the value in individual team members and ensures that their talents are being utilized in the most effective manner. Provides constructive feedback and seek it yourself.  Remember, we are pursuing excellence each and every day.

Being an effective leader means saying, and believing, that the buck stops with you. That your role is to set a vision, give employees the direction, support, and tools they need to reach success and then get out of the way and allow them the room they need to move forward.  You and your organization will be poised for greater success if you remind yourself of this every day – and you too might find that simply keeping a list like this handy on your desk is an easy way to keep yourself on the right path.

During your life, you will face two kinds of managers: leaders and bosses. It does not matter how high the position of these individuals; bossy people are more likely to fail while those who lead will succeed.

Maybe the things I mentioned above do not make any sense for you now, but eventually, you will experience the difference and garner a greater understanding of which manager you prefer for your own professional life.

Ten Tips for Starting the New Year “Lean”

It’s that time of year again when many are making personal resolutions for change. For most managers the beginning of New Year means establishing a new set of objectives. This is a good time to reflect on your progress over the past year and plan how you want improve in the coming year.

Today’s leaders need to do more than just resolve to be better leaders. They need to reinforce cultural transformation, create structures for empowered workers to be accountable and successful, communicate, support, reward and model this culture of engaged workers, helping to identify and resolve defects and eliminate waste.

Below are ten tips gathered from experience that I believe are a fantastic starting point for leaders who are serious about transforming their culture:

1. Get Energized About Work.

Getting energized about work usually results from a couple things. Primarily if a work culture is fun to be in, it’s a place you look forward to going because the people (and leadership) are authentic, caring and fun. And teams that are energized with what they are doing get excited by the opportunities that a day may bring.

2. Planning is the Basic Step for Success.

You won’t know where you are going unless you know where you want to go. Confusing? Well that’s exactly how your business would be, if you do not keep things simple and organized. Planning is the basic step to succeed in business and planning accurately and developing strategies will lead you to a healthy and growing business. That means reframing the top down objectives in your organization. Don’t just work with only the large goal in mind. Set immediate and short term goals that fire up your team. Celebrate achieving those goals and adjust as the culture and needs change… We live in a very fluid business world where things change fast. Create a team that is able to change along with it.

3. Strive to Learn Something New Every Single Day.

It is easy to get bogged down in the same old, same old. In order to fully realize potential, you’ll have to add knowledge, skills, and experience. Don’t expect your potential to spring forth in a final draft; it takes time to hone your skills and build your confidence. This could come from formal schooling, from the school of hard knocks, or from both. Either way, your education is the house your realized potential will live in. The opportunities for learning are multiplying every day in this information/technology age. Learn at least one new thing every day. Improve your mind and enhance your skills. Never stop learning.

4. Work Smarter Not Harder.

Productivity comes from working smarter, not harder. That is the difference between effectiveness and efficiency. You can be effective without being efficient, but, the key to productivity is to do both. Sometimes, those job inefficiencies are not very obvious. However, if you can specifically identify them, then those inefficiencies can be eliminated and staff can become more productive. By distributing the tasks and responsibilities around, you not only become more flexible and able to respond to changes more quickly, but you involve more people in the improvement process. This can increase work satisfaction as well.

5. Devote Time Each Month to Employee Development.

 Most people want to learn and grow their skills at work. Encourage experimentation and taking reasonable risk to develop employee skills. Get to know them personally. Ask what motivates them. Ask what career objectives they have and are aiming to achieve. You can make their career. In order to get the most from your employees, you need to invest time and resources in their development. Annual performance reviews simply aren’t enough. Make a point to sit down with each employee on a monthly basis (or more frequently, if possible) and provide them with specific feedback and areas of improvement.

6. Learn More from Reading. 

Far too may business executives believe leadership skills stem from some sort of wondrous epiphany or other such flash of insight. Sure, great ideas can come to any of us, but being a bona fide leader also means study. Read books, attend seminars, and pick the brains of colleagues to see what works for them. Read an article; discuss a new approach with a colleague; research what other organizations are doing on the Web. It can be a long education, but one with rewards that multiply with the more knowledge you have under your belt.

7. Try Something New.

The world is moving forward, swiftly and consistently. As industry leaders, if you stop taking a breath, you will be left far behind others, competing in the race. Change is inevitable as so is it a scary concept. To overcome this fear, try doing something new. Take risks, explore ways to overcome the disabilities and move ahead. It might sound easy, but it is no less challenging.

8. Get Out of Your Office.

When you get bogged down, distracted, or even discouraged rediscover the power of going to see. There is no better way to experience the flow of value (or lack thereof) than taking the same journey that an order, new product, patient or other takes through your processes. Spend as much time as possible with employees and customers. Learn the issues first hand. Expand your focus. Many look primarily at the steps in the value stream and ask how to remove the waste. Reflect first on the purpose of the process. You must ask about the support processes to get the right people to the right place in the value stream at the right time with the right knowledge, materials, and equipment. Work to solve problems when and where they occur. Pay special attention to the way people are engaged in the operation and its improvement.

9. Focus Feedback on the Future.

You want people to improve. In almost every case, people want to improve and do great work. Yet most workplace feedback is focused on something that can’t be changed -- the past. If you want to be a more effective coach to your team and help them make improvements in their skills and results, give them feedback, and about what they can do next time.

10. Follow Up and Follow Through.

The primary criticism of leaders is that they do not follow up or follow through on promised actions and information. How well a manager follows up or follows through on promises is part of the test to determine if they will be a quality leader. Another reason follow up is so important is that old saying “out of sight, out of mind”; leaders need to remind employees that their interested in improvement.

It is our role as leaders to reinforce cultural transformation in the workers perception of their work roles, to create structures for empowered workers to be accountable and successful, to communicate, support, reward and model this culture of engaged workers, helping to identify and resolve defects and eliminate waste.

Change can only be successful if it’s truly desired. Change isn’t easy but positive changes are always worth the effort. It can be motivating to add up and consolidate all the gains that have been made so far and to acknowledge how far you have come. Lasting changes require continued commitment. Keeping your commitment isn't easy but, following the PDCA cycle will yield better results and sustained improvements. Taking the time to plan, check, and act will pay dividends.

8 Practical Tips on Improving Your Goal Setting Process

This is the time of year when people are trying to turn over a new leaf. The beginning of the year marks a point where people make New Year’s Resolutions. Unfortunately, many fail to keep those resolutions. In fact, 81 percent of resolution's fail within two years. The top New Year's resolutions rarely change year to year. The most popular typically revolve around losing weight, managing stress, getting out of debt, quitting smoking, and learning a new skill.

Personally I recommend forgetting the whole concept of resolutions and concentrating on setting goals instead. Resolutions and goal setting may seem similar, but resolutions typically take a let's start something and see what happens approach, while goal setting is about planning a specific path to success.

Goal setting is a process whereby you decide what you want to achieve and set up a plan to do it.  The very first step of goal setting is to, first, determine what you want at the end of the journey. That is your ultimate destination.  Some people say that goal setting is just a matter of sitting down and deciding what to do.  If you fully intend to achieve your goals, you should perceive goal setting as an extremely powerful process of personal planning.

These practical tips on goal setting can help make it easier to set and reach goals:

1. Specific, realistic goals work best. When it comes to making a change, the people who succeed are those who set realistic, specific goals. And that makes it easier to stick with.
2. It takes time for a change to become an established habit. It will probably take a couple of months before any changes — like getting up half an hour early to exercise — become a routine part of your life. That's because your brain needs time to get used to the idea that this new thing you're doing is part of your regular routine.
3. Repeating a goal makes it stick. Say your goal out loud each morning to remind yourself of what you want and what you're working for. (Writing it down works too.) Every time you remind yourself of your goal, you're training your brain to make it happen.
4. Involve others. It is always good to involve others in the process of setting and achieving goals. Take advice when necessary. And don’t be rigid. There are people out there who are better at this. Their suggestions are always valuable.
5. Make an action plan. So you have set goals, written them down and now you are all set to start working towards achieving them. First step – make an action plan. There could be more than one method to achieve a goal. Which one suits you? Decide on it.
6. Track progress. Extremely important. If you don’t track progress, you don’t get an idea if you are going the right way and if you would ever achieve it in the time frame you had set in your mind. So track your progress everyday. There are various methods and tools to track progress and I’ll discuss them in detail in my next article.
7. Roadblocks don't mean failure. Slip-ups are actually part of the learning process as you retrain your brain into a new way of thinking. It may take a few tries to reach a goal. But that's OK — it's normal to mess up or give up a few times when trying to make a change. So remember that everyone slips up and don't beat yourself up about it. Just remind yourself to get back on track.
8. Persist. Don’t give up. As I mentioned, there could be many paths leading to the same destination. Try out different methods. Learn and improve. Be patient. Be persistent.

No strategy is set in stone, which makes the goal setting process a dynamic endeavor. Consider yourself a coach on the sidelines, continuously referring to playbooks and constantly re-evaluating strategies and players or making adjustments at halftime. Set goals, and execute on them—but be sure to evaluate those goals year-round, not solely during performance reviews. The more you monitor individual objectives, the greater the likelihood that they will be on target and fulfilled.

Merry Christmas and Happy New Year!

Merry Christmas to all A Lean Journey Fans! I hope everyone takes the time to spend quality time with your family and enjoy all the things you have to be thankful for. Lean thinking is a gift to us individually and to organizations empowering and inspiring improvement all around us.

“Christmas is not just a time for festivity and merry making. It is more than that. It is a time for the contemplation of eternal things. The Christmas spirit is a spirit of giving and forgiving.” ~ J. C. Penney

I just wanted to take this opportunity to not only wish you and your loved ones a very Merry Christmas and Happy Holiday Season, but also to thank you for all your support and encouragement throughout the year! I wish you the best for 2015! 

Daily Lean Tips Edition #72 (1081-1095)

For my Facebook fans you already know about this great feature. But for those of you that are not connected to A Lean Journey on Facebook or Twitter I post daily a feature I call Lean Tips.  It is meant to be advice, things I learned from experience, and some knowledge tidbits about Lean to help you along your journey.  Another great reason to like A Lean Journey on Facebook.

Click this link for A Lean Journey's Facebook Page Notes Feed.

Here is the next addition of tips from the Facebook page:

Lean Tip #1081 – Raise Your Employee’s Consciousness of the Vision

Consciously try, on every occasion and in every interaction, to raise the level of your employees’ consciousness -- both individually and collectively. Hold up a vision of what they are capable of doing and becoming and what, as a result of their efforts, the company can become. Do it often enough that it becomes a collective vision, not yours alone.

Lean Tip #1082 - Make Sure Employees Can See First Hand the Value of What They are Doing and the Impact it Has.

The CEO of a hotel chain makes it a practice to invite guests who send in strong testimonials to visit again at their expense and meet the housekeeping staff. The manufacturer of a medical equipment company records grateful statements from patients whose lives have been saved by their devices and shares these video presentations at internal company meetings. Use your creativity to come up with your own methodology; be sure that your method demonstrates the very real value and impact of your employees’ contributions.

Lean Tip #1083 - Ask, Ask, Ask!! If You Want To Know What Motivates Your Employees

I bet you have never done this. Ask each employee who reports to you what is one thing you can do to make their life easier. If at all possible, do it. If not, explain why you cannot and ask for another thing. Do this sincerely and see what a transformative effect this one action can have. Repeat in six months.

Lean Tip #1084 - Promote Creativity In Your Workplace.

Procedures have their place in a bureaucracy but they also keep stultify creative impulses. Examine policies that have become entrenched and ask what would happen if you abolished them. Encourage your employees to suggest what should be eliminated and what should be modified. If this is a sincere effort, energy will flow and engagement will rise.

Lean Tip #1085 - Encourage Participation From All Employees.

Few things energize an employee more than by inviting participation, creating a sense that they genuinely have a say in the conditions of a workplace. Democracy is not only a viable form of political organizing; it is also a great way to make companies thrive. If you don’t make it, learn what you have to fix so you succeed the next time around.

Lean Tip #1086 - Support New Ideas.

When employees come to you with an idea or a solution to a problem they believe is for the betterment of the company, it’s a sign that they care. Supporting new ideas and giving an individual the chance to ‘run with it’ is motivating, whether or not it works out in the end.

Lean Tip #1087 - Encourage Friendly Competition.

A competitive environment is a productive environment. Encouraging employees to participate in competitions or challenges is healthy and may actually lead to increased camaraderie.

Lean Tip #1088 - Encourage Learning New Skills.

Times are changing. Ensuring that every willing employee has the opportunity to learn a new skill or brush up on an old skill will benefit everyone involved. I’m always open to new ideas and new methods. Anything new is worth exploration and consideration.

Lean Tip #1089 - Welcome New Methods.

Fighting change is harder than embracing change. The digital age is changing life as we know it. Embracing, rather than avoiding, new methods will ensure your business and employees stay ahead of the competition.

Lean Tip #1090 - Cultivate a Positive Work Environment.

There is no place for negativity if success is to be achieved. A positive work environment is the result of positive leaders. Laughter is contagious, so help spread the joy. A lively work environment promises a good time, but balance is just as important to maintain levels of productivity — and the sanity of coworkers.

Lean Tip #1091 - Encourage Working Smarter, Not Harder.

You have the ability to impart invaluable experience on your employees. If you find yourself regularly uttering something along the lines of, “Let’s work harder,” you may need to re-evaluate your strategy. Give your employees an environment with resources, support, and stimulating challenges – all while emphasizing community and purpose along the way.

Lean Tip #1092 – Build Supportive Teams

Build teams within departments, and throughout the entire company, to allow an open discussion of dreams and obstacles. Remove job descriptions that keep people stuck in a box. Reward employees who help others and contribute to the company as a whole. There are many exercises that can help teams to find their strengths and weaknesses. These exercises can remove barriers and blind spots and move the team forward. The ""we versus they"" attitude must be eliminated in order to make the team work. We don't need to like each other. We do need to respect each other's differences. The most successful teams are the ones with diverse members. They bring in different ideas and a variety of strengths.

Lean Tip #1093 – Empower Employees To Feel Liberated.

Managers and employees need time alone, time to think creatively. Intense and important work requires reflection. Companies that are obsessed with productivity usually have little patience for the quiet time essential for profound creativity. An element of fun lifts morale and increases productivity. Have each employee bring in his or her favorite dessert one day, and listen to the laughter begin. Ask them what they need to do in order to improve morale.

Lean Tip #1094 - Help Employees Feel Comfortable With Change.

Learn how to start over and let go of ideas that may have worked in the past, but are no longer effective today. Remind your team that status quo is the kiss of death. We need to constantly look for new ways of doing business. The minute that someone says how good you are is the minute you need to improve. Companies that fail start believing in their own hype! Confront today's challenges while simultaneously probing new opportunities. Eat change for breakfast, lunch and dinner!

Lean Tip #1095 – Insist That Employees Always Keep The Customer In Mind.

You have a lot of competition. Make sure your employees know why customers keep signing your contracts. Realize that curiosity will always lead employees down new paths. Ask employees ""How can we exceed our customers' expectations by knowing their needs, emotions and wants?"" Get employees involved with customers. This way employees feel like part of the team. They will be able to get into the customer's shoes and hear what ""keeps them up at night."" They can take the ideas back to the team and figure out how to go the extra mile to help the customer. An employee with a customer focus will naturally be creative and intuitive.