Improving Workshop Processes with Lean Management

Learn how this method can improve performance and workflow

A basic definition of lean management is a set of rules and core values that focus on making a positive and constructive impact on a company’s performance. This can be applied to anything from a craftsperson’s workshop to an automotive factory, or even a software development business. As lean management is a widespread organisation tool, any business could look at the following ideas and apply it to their own product or service:

Always provide value from the perspective of your customers
Get rid of waste: Remove any process or tool which doesn’t bring any usefulness
Continually seek to improve systems and methods to avoid complacency
Every employee is responsible for adhering to the rules of lean management
Respect everyone and listen to suggestions for improvement
Standardise practices to streamline workflow and ensure everyone is on the same page

If someone were to apply the benefits of lean management to craftspeople and tradespeople for their and a workshop and toolbox, for example, the likes of carpenters, welders, plumbers, potters, electricians, painters, etc., would then be much more flexible and could respond faster to customer requests. For instance, broken tools, messy workshops, and an unclear system showing which jobs have been completed and which haven’t is a perfect example of where lean management could be beneficial. This method is simply about improving workflow for customers and removing anything that wastes money, time, and effort.

What is 5S and how can it improve workshop efficiency?

Implementing 5S in the workplace

The 5S system is an unvarying process that creates an organised, sanitary, safe, and efficient workplace when properly applied. Five steps actualise the procedures that need to be implemented if a craftsperson or workshop is to properly make use of lean management. Non-stop development is the name of the game here if professionals observe the following steps.

Untidy workbench full of dusty old tools and screws

1. Sort

For 5S in the workplace to be effective, it’s necessary to sort through all the typical materials needed for day to day use. Only the essential items useful for completing tasks are required. This means that a workshop should focus on removing unimportant items and discover which ones can leave the work area and what tools and equipment must stay. When distractions are gone, productivity can increase.

2. Straighten

For this step, items must be organised to ensure that everything has a designated place and that the items stay this way. If all employees know where every tool is located, then there’s no need to waste time by asking one another. Tools and other items should be placed in ergonomic spots, meaning that there’s less chance of needing to bend low or reach for a high shelf and risk an accident.

Background with various tools on wooden workbench

3. Shine

Lean management is greatly enhanced when the workshop is kept clean and tidy at all times. This should ideally be done at the end of the day so that the working hours can be focused solely on completing tasks for customers. Workshops can get messy very quickly, especially for carpenters and metal workers, so routine dusting, vacuuming, and mopping the floors, tools and machinery should be done every day.

Craftsman with clipboard and checklist in the workshop

4. Standardise

In order to implement lean management successfully, a workshop needs to stick to a set of standards that will streamline task execution and the company’s overall workflow. This section is about making rules and practices for Sort, Straighten, and Shine. These standards could, for example, come in the form of schedules or charts placed around the workshop wall for everyone to see.

Carpenter father and son making high five at workshop

5. Sustain

Sustaining a new practice like lean management in the long-term requires a lot of maintenance and willingness to update or improve existing processes where necessary. Conscientious management techniques and employee discipline are crucial to ensuring that the workshop flourishes over time.

Using lean management to arrange an efficient toolbox

Any craftsperson needs an organised toolbox as well as workshop, and it’s simple to use the same 5S methods to ensure tools and equipment are always where they should be. This makes finding the necessary tools as quick and easy as possible.

Only keep the most frequently used tools in the toolbox. The heavy duty tools should be placed on a peg board or in drawers (with labels) in a workshop.
It’s best to place nuts, bolts, washers, and other small items in plastic dividing trays.
Clear away broken tools or equipment that’s no longer needed. This only wastes valuable space.
To see everything you have, place a tarp or large piece of cardboard outside to properly lay out everything from the toolbox.
Always group things together: screwdrivers, wrenches, nuts and bolts, and so on. Get into the habit of placing things back into the same spot.
Set aside a separate section for your specialised markers. edding’s range includes the retract 11 permanent marker (for use with one hand), the 500 permanent marker (for labelling boxes, drawers, and other everyday tasks), and the 750 paint marker (best for heavy duty tasks for craftspeople and tradespeople working with glass, metal, and wood). If the material is rough or rusty, particularly with metal, stone, or wood, the edding 950 industry painter is good to keep in mind.