In the realm of Lean Six Sigma, standardized work is a pivotal concept that emphasizes the importance of consistency and precision in processes. It’s an approach to delivering quality based on customer demand and initially came from Lean manufacturing. Often likened to a Standard Operating Procedure (SOP), standard work should be more than just a document hidden away on SharePoint or buried in files. We prefer to think of it as the “One Best Way”—the optimal method we know for performing a task today.
What is Standard Work?
Standard work is a structured approach to documenting the best practices for any process. It should be an overview of the entire process linking the work sequence to the customer demand. Unlike traditional SOPs that can be vague and open to interpretation, true standard work is:
Visual: Incorporates process maps and visual aids.
Detailed: Provides clear, step-by-step activities.
Value-Focused: Identifies steps that create value for the customer and those that are waste (muda).
Accessible: Ideally displayed on walls or readily available to users.
Actionable: The go-to reference when something goes wrong in a process.
Easy to follow: Suitable for new employees to learn the work sequence
When done correctly, standard work is the backbone of continuous improvement within an organization.
What is the One Best Way?
The One Best Way is what we prefer to call standardised work instructions. It should be the best way we know to turn the raw materials into an output that meets customer demand. But that does not mean it can not change. One-best Way (or Standardised work sheets) must be living and constantly changing documents to keep the process operating smoothly.
Within the Toyota Production System, we strive for continuous improvement daily. Each time we tweak a process, the standardised work processes need to be updated. They need to reflect on the change and even reflect on how the cycle time or takt time has changed.
Standardized work and Kaizen methodology
Once your basic workflows are defined and documented, do not assume you are finished. Standards include the details on the best practices that exist today for doing this work. It’s always possible to improve. Normative processes have always been an integral part of Kaizen methodology. Kaizen is an English term for change which means change for good. Essentially it aims to continually enhance your ability to perform your jobs. Kaizen is designed as a way to increase productivity and efficiency. This can be accomplished by regularly improving the system’s functionality.
Standardized Work, a Key Element of Lean Manufacturing
Standardised work is the term used to define the steps by steps of a task to document its completion. You could see standard work as defining the tasks and the time and methods to be done. Documenting standardized work is necessary in collaboration with individuals doing their jobs as part of a job as well as with other individuals – i.e engineers. Once the standard process of completion of a task is documented as standardized work, the standard process should be taught to staff. This becomes the baseline for all workers to follow, and deviations from this standard process can be identified and addressed.
Standardized work is a key element of lean manufacturing, a methodology that focuses on eliminating waste and maximizing efficiency. By having standardized work in place, companies are able to streamline their processes and reduce errors or variation in tasks performed. This leads to a more efficient use of time, resources, and ultimately results in increased productivity.
Benefits of Implementing Standard Work
Implementing standard work comes with a plethora of benefits that can significantly enhance both efficiency and quality within an organization:
Continuous Improvement: Standard work creates a constant focus on reviewing, updating, and improving processes daily.
Error Identification: This function acts as the primary source for reviewing when things go wrong, helping to identify which step in the process failed and what can be done to fix it.
Effective Onboarding: This tool serves as a core onboarding tool for new team members or those being trained on a new task.
Alignment with Goals: Ensures processes are aligned with broader organizational goals and the end-to-end value stream.
Enhanced Compliance: Visual standard work increases the likelihood of adherence by 100%.
Process-Centric: Focuses on the process, not the people, ensuring that improvements are systemic rather than individual.
Additional benefits include:
Team Consensus: Helps obtain team consensus on the process.
Waste Reduction: Identifies areas of waste, leading to more efficient processes.
Clear Documentation: Transforms processes into current “as-is” process maps.
Opportunity Identification: Pinpoints opportunities for improvement.
Rapid Problem Detection: Allows for quicker problem detection and resolution.
Training Effectiveness: Visual materials are more effective for training.
Measurable Improvements: Provides a clear measurement for process steps and activities.
Facilitates Change: Makes changes more rapid and effective by providing clear documentation.
This list is not exhaustive—the advantages of standard work can go on and on.
Steps to Implement Standard Work Effectively
Implementing standard work involves a series of well-defined steps to ensure its effectiveness:
Step 1: Obtain Team Consensus
Ensure all team members agree on the current process steps and activities involved. Collaboration is key to developing a process everyone can follow.
Step 2: Identify Areas of Waste
Look for non-value-added activities (muda) that can be eliminated or reduced. This critical examination helps streamline the process.
Step 3: Standardize into a Current “As-Is” Process Map
Document the agreed-upon process visually. Include all steps, value-adding and non-value-adding activities, decision points, and the time taken for each step.
Step 4: Identify Opportunities for Improvement
Analyze the current process map to identify areas for improvement in efficiency or quality. This step is crucial for continuous improvement.
Step 5: Train Team Members
Use the process map to train new and existing team members. Ensure everyone follows the same best practices to maintain consistency.
Step 6: Continuously Review and Update
Establish a regular review cycle to ensure the standard work remains accurate and effective. Update it as necessary based on feedback and process improvements.
Step 7: Implement Visual Management Tools
Use visual aids like process maps, checklists, and signs to make the standard work easily accessible and more likely to be followed.
How to start implementing Standard Work and One Best Way
Before you start mapping processes and creating standardized work, begin by:
Listing all the processes you and your team currently conduct
Categorise them into runners (processes that you do frequently, ideally multiple times daily), repeaters (processes you do regularly, but not frequently) and rarities (processes that you do every couple of months or every six months)
Select all your runners only at this stage
Divide these processes by team members and give each team and SME a time to map the process and thoroughly understand the way the work is today.
As each team begins mapping the process, they will identify quick wins and opportunities for improvements and it’s critical you capture these opportunities and, even better, start making changes immediately.
Keep working your way through all the Runners until you have quality Standard Work that is being actively used by the team and regularly updated.
Then move on to your repeaters – forget your rarities unless they are critical from a business risk perspective.
Conclusion
By understanding and implementing standard work, organizations can achieve significant efficiency, quality, and overall performance gains. It is not just about having a documented procedure; it’s about creating a living, breathing framework that evolves with your business needs.
Are you ready to improve your processes? Start implementing standard work today and see the transformation in your operations.
For more insights into how Lean Six Sigma can benefit your organization, contact our team for a consultation. Together, we can identify the “One Best Way” to drive your business forward.
