Gemba Board: Enhancing Visual Management for Operational Excellence

What is a Gemba Board?

The Gemba Board is an effective visual communication tool that monitors and communicates real-time workplace activities efficiently. Gemba boards provide immediate visual insights into the status of specific processes or elements, fostering quick comprehension. Aligned with the pillars of observation, check, countermeasures, and root cause analysis, it offers a holistic approach to visual management.

Benefits of a Gemba Board

• Clear Problem Identification: Provides insights into ongoing efforts to solve or improve identified issues, keeping employees focused on the organisation's main goals and objectives.
• Real-Time Updates: Displays ongoing corrective actions and responsible individuals through visual indicators, fostering immediate responsiveness.
• Visual Target Setting: Makes objectives visually accessible, connecting teams with organisational targets and facilitating consistent habits in working towards goals.
• Immediate Status Understanding: Customisable visual tools on the Gemba board offer a quick visual reference point for current status and ongoing improvements.
• Supports Clear Thinking and Decision Making: Integrates information and action visually for clear thinking and logical decision-making, enabling informed real-time analysis.
• Enhanced Communication: Facilitates easier communication between management and frontline employees, increasing transparency and fostering open communication at higher management levels.
• Real-Time Information: Acts as a central hub for work, consolidating changes, improvements, and adjustments in one easily accessible location, ensuring everyone is aware of tasks.
• Innovation and Process Improvement: Helps detect disruptive and positive innovations, analyses and improves various processes, and identifies opportunities for improvement while enhancing facility safety.

What should be on a Gemba board?

A Gemba Board typically includes essential information that provides a quick and visual overview of the current status and ongoing activities within a particular process or area. Here's a list of what typically goes on a Gemba Board:

• Problem Areas: Identify and highlight areas or processes experiencing problems or challenges.
• Ongoing Projects: List and detail current projects, indicating their status and progress.
• Key Performance Indicators (KPIs): Display relevant KPIs that measure the performance and success of the process or area.
• Targets and Objectives: Visual representation of goals and objectives for the team or process.
• Task Assignments: Assign tasks to team members, specifying responsibilities and deadlines.
• Visual Status Indicators: Incorporate visual cues or indicators to understand the current status immediately.
• Real-Time Updates: Include mechanisms for real-time updates, ensuring that the information is current and relevant.
• Corrective Actions: Outline ongoing or completed corrective actions, detailing who is responsible and what steps are being taken.
• Improvement Initiatives: Highlight ongoing efforts to improve processes, enhance efficiency, and drive continuous improvement.
• Safety Information: - Display relevant safety information, reminders, or incident reports to promote a safe working environment.
• Visual Targets: Use visuals to represent targets and milestones, making them easy to understand at a glance.
• Success Stories: Showcase achievements and success stories to motivate and celebrate team accomplishments.
• Upcoming Events or Deadlines: Include important dates, events, or deadlines relevant to the process or team.
• Communication Points: Designate areas for communication, ensuring that team members can easily exchange information or leave updates.
• Performance Trends: Graphical representations of performance trends over time, aiding in performance analysis.
• Employee Recognition: Acknowledge and recognise individual or team achievements to boost morale.
• Continuous Improvement Suggestions: - Provide a space for team members to contribute suggestions for process improvement.
• Visual workflow: Represent the workflow visually, showing the process's sequence of tasks or stages.
• Overall Process Map: Include an overview or map of the entire process to give context and perspective.
• Customer Feedback: If applicable, incorporate customer feedback to emphasise the impact of the process on the end-users.

Remember, the content on a Gemba Board can be tailored to the team's specific needs and goals or the process it represents, promoting transparency, communication, and continuous improvement.

Gemba Walk Example

Real-Life Gemba Walk Example: Improving Production Efficiency

• Objective:
  Identify bottlenecks, reduce waste, and enhance overall efficiency in the assembly process of a manufacturing plant.
• Background:
  A company that produces electronic devices is experiencing delays in assembling a particular product. The management suspects there might be inefficiencies in the assembly line that must be addressed. The Gemba walk is conducted to observe the production process, engage with frontline workers, and identify opportunities for improvement.
• Gemba Walk Steps:
  
  • Preparation
    • The management team schedules a Gemba walk for the assembly line on a specific day and time.
    • Objectives are defined, focusing on efficiency improvement and waste reduction.
  • Introduction
    • The management team, including supervisors and engineers, gathers the assembly line workers and introduces the purpose of the Gemba walk.
    • Emphasises the collaborative nature of the walk and the importance of frontline input.
  • Observation
    • The team observes the entire assembly process, from component arrival to the finished product.
    • Note-taking on material flow, workstations, and any observable inefficiencies.
  • Engagement
    • Engage with assembly line workers to understand their daily challenges and gather insights into potential bottlenecks.
    • Ask questions about the current workflow, communication, and any obstacles they face.
  • Review of Key Metrics
    • Examine visual displays, such as Gemba boards and performance charts, to understand how well the team tracks key metrics.
    • Discuss these metrics with workers to ensure everyone is aligned on performance goals.
  • Verification of Standard Work
    • Verify if workers are following Standard Operating Procedures and assembly guidelines.
    • Identify any deviations and discuss the reasons behind them.
  • Gemba Board Check
    • Review the Gemba board to ensure that it accurately reflects the current status of the assembly line.
    • Confirm that any identified issues are documented and being addressed.
  • Problem Identification
    • Encourage workers to point out bottlenecks or areas of concern.
    • Document any immediate issues that require attention during the Gemba walk.
  • Employee Feedback
    • Collect feedback on the efficiency of the assembly process and potential improvements.
    • Encourage open communication about challenges and suggestions.
  • Opportunity Identification
    • Identify opportunities to streamline the workflow, reduce downtime, or optimise the layout of workstations.
    • Discuss potential changes with workers to get their input.
  • Continuous Improvement Ideas
    • Engage workers in brainstorming sessions to generate ideas for improving efficiency.
    • Evaluate the feasibility and potential impact of proposed changes.
  • Closing
    • Summarise key observations and findings with the assembly line workers.
    • Express gratitude for their cooperation and insights.
  • Follow-up
    • Schedule follow-up meetings to discuss and implement identified improvements.
    • Monitor the assembly line's performance and gather feedback on implemented changes.
  • Outcomes
    • The Gemba walk leads to the identification of a bottleneck in the assembly line.
    • Changes are implemented, such as rearranging workstations and adjusting the production schedule.
    • Efficiency improved, resulting in a reduction in assembly time and increased overall productivity.

Why are Gemba Boards important?

• Real-Time Visibility: Provides instant insights into ongoing processes for real-time progress tracking.
• Problem Identification: Visual tools for prompt issue identification and corrective action implementation.
• Employee Engagement: Encourages frontline participation through visualising tasks and goals.
• Continuous Improvement: Highlights areas for enhancement, supporting a culture of ongoing improvement.
• Clear Communication: Central point for clear communication, preventing misunderstandings.
• Efficient Decision-Making: Consolidates information for quick, informed decision-making.
• Visual Target Setting: Makes objectives visually accessible for goal alignment.
• Safety Awareness: Includes safety information, reminders, and incident reports for a safer work environment.
• Operational Streamlining: Provides a clear overview of workflows to eliminate inefficiencies.
• Enhanced Accountability: Assigns tasks and responsibilities, promoting a sense of ownership.
• Facility-Wide Communication: Facilitates communication within teams and at higher management levels.

How often should Gemba walks take place?

The frequency of Gemba walks can vary depending on an organisation's specific needs and dynamics. However, the general recommendation is to conduct Gemba walks regularly to ensure ongoing engagement, continuous improvement, and a real-time understanding of operations. Here are some considerations for determining the frequency of Gemba walks:

• Daily or Weekly: Daily or weekly Gemba walks allow for real-time monitoring and quick adaptation to changes in rapidly changing industries.
• Bi-weekly or Monthly: For organisations with stable processes, bi-weekly or monthly Gemba walks balance staying informed without disrupting daily operations.
• Project-Specific: During critical projects, more frequent Gemba walks closely to monitor progress, address emerging issues, and ensure the team stays on track.
• Seasonal or Quarterly: For businesses with seasonal fluctuations, quarterly Gemba walks align with operational cycles, providing valuable insights.
• Continuous Improvement Initiatives: When actively pursuing continuous improvement, more frequent Gemba walks support a culture of ongoing innovation and problem-solving.
• As Needed: Gemba walks can be conducted as needed, triggered by specific events, challenges, or organisational changes.

What are the tools to use in the Gemba process?

Various tools can be utilised during Gemba walks to enhance the effectiveness of the process.

• Gemba Boards: Visual boards that display real-time information about ongoing tasks, goals, and performance metrics. They provide a centralised location for information sharing and problem-solving.
• Gemba Checklists: Simple checklists help ensure that important aspects are observed and evaluated during Gemba walks. They can be tailored to specific processes or areas.
• Process Maps: Visual representations of the workflow or value stream. Process maps help identify steps, handoffs, and potential areas for improvement.
• Standard Operating Procedures (SOPs): Reference documents outlining specific processes' standard steps and guidelines. SOPs help ensure that Gemba walkers clearly understand the expected procedures.
• 5 Whys Analysis: A problem-solving technique that involves asking "why" multiple times to identify the root cause of an issue. It helps uncover deeper insights into problems observed during Gemba walks.
• Kaizen Events: Structured improvement events focused on a specific process or problem. Kaizen events bring together cross-functional teams to analyse, improve, and implement changes.
• Value Stream Mapping (VSM): A visual tool that illustrates the steps and information flow within a process. It helps identify areas of waste and opportunities for improvement.
• Visual Controls: Visual indicators, such as colour-coded labels, signals, or markings, make it easy to identify the status of processes or equipment during Gemba walks.
• Poka-Yoke (Error-Proofing): Techniques or devices that prevent process errors or mistakes. Implementing poka-yoke solutions can enhance the reliability of operations observed during Gemba walks.
• Digital Tools: Mobile devices, tablets, or specialised apps that allow Gemba walkers to capture real-time data, take photos, and communicate observations efficiently.
• A3 Problem-Solving Reports: A structured problem-solving approach that fits on a single sheet of paper (A3 size). It includes sections for problem identification, analysis, proposed countermeasures, and an action plan.
• SWOT Analysis: An analysis tool that evaluates Strengths, Weaknesses, Opportunities, and Threats related to a specific process or area observed during Gemba walks.
• Fishbone Diagram (Ishikawa or Cause-and-Effect Diagram): A visual tool that helps identify potential causes of a problem. It is beneficial for exploring the root causes of issues observed during Gemba walks.
• Visual Management Tools: Tools such as Andon lights, Kanban boards, or Signal flags provide visual cues about the status of processes and help manage workflow.

The choice of tools depends on the Gemba walk's specific objectives and the observed processes' nature. Combining multiple tools can provide a comprehensive understanding of the workplace and contribute to continuous improvement efforts.

How is Gemba related to Lean manufacturing?

Gemba is closely related to Lean manufacturing as it emphasises physically going to the actual workplace to observe, understand, and improve processes. In Lean philosophy, Gemba is considered the place where value is created, and by engaging in Gemba walks, Lean practitioners seek to eliminate waste, optimise workflow, and enhance overall efficiency directly at the source. Gemba's focus on direct observation aligns with Lean principles of continuous improvement and empowering frontline workers to identify and address inefficiencies in real time.

How does Gemba solve problems?

Gemba solves problems through direct observation and engagement with the workplace, enabling a more accurate understanding of processes.

• Real-Time Issue Identification: Gemba involves physically observing operations to identify problems, inefficiencies, or deviations from standard procedures.
• Root Cause Analysis: Encourages asking "why" through the "5 Whys" technique, engaging with frontline workers to understand and address root causes of observed issues.
• Employee Involvement: Promotes collaboration by involving frontline employees in problem-solving, fostering a sense of ownership and accountability.
• Visual Management: Involves visual tools like Gemba boards to clearly represent processes, aiding issue identification and communication of improvement opportunities.
• Continuous Improvement Culture: Part of a continuous improvement culture, Gemba creates a feedback loop by regularly visiting the workplace to identify, analyse, and address problems consistently.
• Efficient Communication: Supports face-to-face interactions between management and frontline workers for accurate information conveyance, reducing misunderstandings and enabling swift problem resolution.
• Immediate Action: Facilitates immediate action by allowing decision-makers to witness issues firsthand and implement solutions promptly, preventing further complications.
• Verification of Solutions: Gemba walks verify the effectiveness of implemented solutions by returning to observe the impact of changes, ensuring thorough problem resolution.

How can I optimise my company's processes with Gemba Kaizen?

• Educate Teams: Teach continuous improvement, waste reduction, and employee involvement principles.
• Define Objectives: Clearly outline goals and identify key processes for improvement.
• Provide Training: Offer Gemba Kaizen training to relevant teams.
• Conduct Gemba Walks: Regularly observe processes and engage frontline employees for insights.
• Implement Visual Controls: Use tools like Gemba boards to enhance communication and encourage problem-solving.
• Apply Kaizen Philosophy: Make small, incremental changes to address identified issues.
• Organise Kaizen Events: Host intensive improvement projects for cross-functional teams.
• Measure Impact: Use Key Performance Indicators to assess changes and standardise successful processes.
• Document Best Practices: Create a system for sharing and referencing successful approaches.
• Provide Feedback: Acknowledge successes, discuss challenges, and emphasise a continuous improvement mindset.
• Iterate Regularly: Foster a culture of ongoing improvement, employee engagement, and operational excellence through regular iterations.

How to Use a Gemba Board?

Using a Gemba Board effectively involves integrating it into your daily operations to promote transparency, communication, and continuous improvement. Here's a step-by-step guide on how to use a Gemba Board:

• Define the Purpose: Clearly define the purpose of your Gemba Board. Whether it's tracking Key Performance Indicators (KPIs), managing tasks, or addressing specific challenges, having a clear objective ensures that the board serves its intended function.
• Design the Gemba Board: Identify the critical information that needs to be displayed on the Gemba Board. This may include project updates, performance metrics, task assignments, and other relevant data. Keep it concise and pertinent to avoid clutter and create a visually appealing and organised layout. Use columns, charts, and colours to make the information easy to understand.
• Choose a Central Location: Place the Gemba Board in a central and easily accessible location within the workplace. This ensures that all team members can see and interact with it regularly.
• Implement Visual Controls: Integrate visual controls such as colour-coded labels, symbols, or charts to highlight the status of tasks or projects. Visual cues make it easier to understand information quickly.
• Hold Regular Gemba Meetings: Schedule regular Gemba meetings or huddles where team members gather around the board to discuss updates, challenges, and potential solutions. These meetings promote communication and collaboration.
• Update Real-Time: Encourage regular updates on the Gemba Board to reflect real-time information. As changes occur, team members should update their tasks, progress, or relevant data.
• Assign Responsibilities: Assign responsibilities for updating and maintaining the Gemba Board. Designate individuals or teams to promote accountability and ensure the information remains accurate and up-to-date. This encourages team members to take ownership of their responsibilities.
• Address Issues Promptly: If problems or roadblocks are identified on the Gemba Board, use it as a tool for immediate problem-solving. Discuss issues during Gemba meetings and develop action plans to address challenges.
• Regularly Review and Improve: Periodically review the effectiveness of the Gemba Board. Gather feedback from team members to identify improvement areas. Adjust the design or content as needed. Recognise and celebrate achievements and milestones displayed on the Gemba Board. This fosters a positive and motivating work environment.
• Encourage Continuous Improvement: Instil a culture of continuous improvement by using the Gemba Board to identify opportunities to enhance processes, workflows, and team collaboration. Align the Gemba Board with larger organisational goals and objectives. Ensure that the information displayed on the board contributes to the overall success and direction of the company.

5 Tips for Starting a Gemba Board

• Clearly Define Objectives: Before creating a Gemba Board, define its objectives. Determine what specific information you want to track and display. Whether it's project updates, key performance indicators (KPIs), or task assignments, having a clear purpose ensures that the Gemba Board serves its intended function.
• Select an Appropriate Location: Choose a central and visible location for your Gemba Board. It should be easily accessible to all team members, promoting regular engagement and updates. Consider placing it in a common area where team members naturally gather, such as a break room or near workstations.
• Design a Simple and Clear Layout: Keep the design of your Gemba Board simple. Use columns, charts, and colours to make the information easily understandable. Avoid clutter and unnecessary details. The goal is to present information in a way that facilitates quick comprehension.
• Start Small and Expand Gradually: Begin with a focused approach. Start small by including only essential information on the Gemba Board. As your team becomes familiar with the process and the board's benefits, you can gradually expand its scope and incorporate additional elements based on feedback and evolving needs.
• Establish Clear Processes for Updates: Clearly define the processes for updating the Gemba Board. Assign responsibilities for maintaining and updating the information. Establish a routine for regular updates, whether daily, weekly, or as needed. Consistency in updating ensures that the information remains relevant and valuable.

How to effectively Automate a Gemba Board?

Automating a Gemba Board can enhance efficiency and streamline tracking and managing information.

• Select the Right Software: Choose a software solution that aligns with your Gemba Board objectives. Look for tools with customisable dashboards, real-time updates, and collaborative features. Popular options include project management tools, task management software, or dedicated visual management tools like Data Point.
• Define Clear Objectives: Clearly define the objectives of your automated Gemba Board. Determine the critical information you want to track, such as project status, performance metrics, or task assignments. This clarity ensures that the automated system aligns with your goals.
• Customise the Digital Board: Customise the digital board to replicate the layout and structure of a physical Gemba Board. Use columns, charts, and color-coding to maintain visual clarity. Ensure that the digital representation is user-friendly and easy to navigate.
• Integrate with Existing Tools: Integrate the automated Gemba Board with existing tools used in your organisation. For example, if you're using project management software or communication tools, ensure seamless integration to avoid duplication of effort and improve data accuracy.
• Ensure Real-Time Updates: Opt for a solution that allows real-time updates. Automation should not compromise the immediacy of information. Team members should be able to update task status, add comments, and make real-time changes for accurate and up-to-date data.
• Implement Visual Controls: Use visual controls in the digital environment. Leverage features such as colour-coded labels, status indicators, or visual cues to make it easy to identify the status of tasks or projects at a glance.
• Facilitate Collaboration: Choose a platform that promotes collaboration among team members. Features like commenting, file sharing, and collaborative editing contribute to a more interactive and engaging digital Gemba Board.
• Automate Reporting: Implement automated reporting features to generate regular updates and summaries. This streamlines the reporting process, providing stakeholders with timely and accurate insights into the progress of projects or tasks.
• Provide Training and Support: Ensure your team is familiar with the new automated system. Provide training sessions to guide them on navigating and using the digital Gemba Board effectively. Offer ongoing support to address any questions or challenges.
• Regularly Evaluate and Improve: Periodically assess the effectiveness of the automated Gemba Board. Collect input from users and stakeholders to pinpoint areas that could benefit from improvement. Be open to making adjustments to better align the digital solution with evolving needs.

How To Start A Gemba Board?

• Define the Purpose and Objectives: Clearly define the purpose of the Gemba Board. Determine its objectives, whether it's tracking key performance indicators, managing projects, or addressing specific challenges. Having a clear purpose guides the design and implementation of the board.
• Select a Central Location: Choose a central and visible location for the Gemba Board. Ideally, it should be in a space easily accessible to all team members. Common areas like break rooms, production floors, or collaboration spaces are often suitable.
• Identify Key Information to Display: Identify the key information that needs to be displayed on the Gemba Board. This may include project updates, task assignments, performance metrics, or other relevant data. Keep it focused and relevant to the objectives you defined.
• Design the Gemba Board: Create a simple and clear layout for the Gemba Board. Use columns, charts, and colour-coding to make information easily understandable at a glance. Ensure that the design aligns with the type of information you are displaying.
• Choose Visual Controls: Implement visual controls such as colour-coded labels, symbols, or charts. Visual cues enhance the clarity of information and make it easier for team members to interpret the status of tasks or projects quickly.
• Select Appropriate Tools: Decide whether you'll use physical tools like whiteboards, corkboards, and sticky notes or digital tools like project management software. Choose tools that align with your organisation's preferences and technology infrastructure.
• Define Processes for Updates: Clearly define processes for updating the Gemba Board. Assign responsibilities for maintaining and updating information regularly. Establish a routine for updates, whether it's daily, weekly, or as needed.
• Train Team Members: Train team members on how to use and interact with the Gemba Board. Ensure that everyone understands its purpose, layout, and how to contribute to and extract information from it.
• Start Small and Expand Gradually: Begin with a focused approach. Start small by including only essential information on the Gemba Board. As your team becomes familiar with the process and the board's benefits, gradually expand its scope based on feedback and evolving needs.
• Encourage Collaboration: Use the Gemba Board as a tool to encourage collaboration. Foster a culture of open communication and idea-sharing among team members. The Gemba Board should facilitate discussions and problem-solving.
• Monitor and Evaluate: Regularly monitor the usage and effectiveness of the Gemba Board. Gather feedback from team members and stakeholders. Evaluate its impact on communication, transparency, and overall performance.
• Adjust and Improve: Be open to adjustments and improvements based on feedback and evaluation. Modify the Gemba Board layout, update information categories, or introduce new visual controls.

How to Document Your Gemba Walk Observations for Quality Improvement?

Documenting your Gemba Walk observations is crucial for quality improvement and continuous enhancement of processes. Here's a step-by-step guide on how to effectively document your Gemba Walk observations:

• Use a Structured Template: Develop a structured template or checklist to guide your observations. Include sections for critical areas such as process steps, equipment conditions, safety, communication, and employee engagement. Having a standardised template ensures consistency in documentation.
• Record Objective and Purpose: Clearly state the objective and purpose of your Gemba Walk at the beginning of your documentation. Outline what specific aspects of the process or workplace you are observing and the intended outcomes.
• Capture Relevant Details: Record detailed and specific observations. Include information about what you see, hear, and learn during the Gemba Walk. Note any deviations from standard procedures, inefficiencies, bottlenecks, or positive practices contributing to quality.
• Take Photographs and Visuals: Use a camera or a mobile device to capture photographs and visuals that support your observations. Visual documentation provides additional context and can be useful for sharing insights with others who may not have been present during the Gemba Walk.
• Include Quantitative Data: Integrate quantitative data into your observations where applicable. This may include recording cycle times, error rates, production output, or any other measurable metrics relevant to the process's quality.
• Highlight Safety Concerns: If safety is a focus of your Gemba Walk, document any safety concerns or non-compliance with safety protocols. Include details about potential hazards and recommended corrective actions.
• Document Employee Feedback: Record feedback and insights gathered from frontline employees. Document their suggestions for improvement, concerns, and any other valuable input they provide during discussions. Employee feedback is crucial for fostering a culture of continuous improvement.
• Categorise Observations: Categorise your observations based on themes or areas of focus. This helps in organising and prioritising improvement opportunities. Common categories may include process efficiency, workplace organisation, communication, and safety.
• Prioritise Improvement Opportunities: Prioritise your observations based on their impact and feasibility. Identify which improvement opportunities should be addressed first and outline the potential benefits of implementing changes.
• Provide Recommendations: For each observation, offer clear and actionable recommendations for improvement. Specify the steps that can be taken to address identified issues or enhance existing practices.
• Create an Action Plan: Develop an action plan that outlines the steps, responsibilities, and timelines for implementing improvements. Communicate this plan to relevant stakeholders, ensuring everyone is aligned on the proposed changes.
• Share Findings and Insights: Share your Gemba Walk observations and supporting documentation with relevant teams and stakeholders. Communication is crucial for ensuring that improvement efforts are collaborative and well-understood.
• Follow-Up and Track Progress: Regularly follow up on the status of implemented improvements. Track progress against the action plan and assess the impact of changes on the quality of the process. Adjust strategies as needed for ongoing optimisation.
• Document Lessons Learned: Document lessons learned from the Gemba Walk process itself. Reflect on what worked well, what could be improved in future walks, and how the documentation process can be refined for greater effectiveness.

What is a Gemba checklist?

A Gemba checklist typically contains key elements such as the objectives of the Gemba walk, date and time of observation, specific areas to be assessed (e.g., workstations, safety measures, communication practices), checklist items for each area (e.g., machine conditions, safety protocols, employee engagement), visual cues or indicators for quick assessment, checks for standardisation and quality, opportunities for improvement, an action plan for addressing identified issues, and provisions for follow-up activities. This structured tool guides observers through systematically evaluating the workplace or processes, ensuring comprehensive documentation and identifying improvement opportunities.