The Main Components of an Effective Visual Management System
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Visual Management is a business management technique that communicates important information in the physical workplace. It is a system of information displays, visual controls, labels and signs, color coding and other markings instead of written instructions.
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The Main Components of an Effective Visual Management System
- 1. CITOOLKIT Visual Management The Main Components of an Effective Visual Management System
- 2. citoolkit.com Definition A business management approach that communicates important information in a visual and real-time manner . Visual Management 2
- 3. citoolkit.com Definition It is a system of labels, signs, markings, information displays, and visual guides instead of written instructions. Visual Management 3 /// Consists of simple visual techniques that are placed at the Gemba.
- 4. citoolkit.com Definition Lean organizations rely heavily on visual management to detect abnormalities, reinforce standards, and ensure stability and safety are maintained in the workplace. Visual Management 4 A Lean leader should ensure that these visuals are useful and are being used constantly.
- 5. citoolkit.com Definition A good illustration of visual management are road signs, traffic lights and lane markers on the road. Visual Management 5 The messages they convey are so clear that when you see a traffic light for example, you know exactly what you should be doing.
- 6. citoolkit.com Definition Research shows that people tend to learn and process information more visually. Visual Management 6 Our brains simply respond better and faster to colors, shapes, patterns, graphics and pictures.
- 7. citoolkit.com Uses Just as road signs are easier to understand than written signs, workplace visuals are easier to understand than written instructions. Visual Management 7 Therefore, effective workplace visuals can have a positive impact on safety, productivity, quality, and on-time delivery.
- 8. citoolkit.com Uses The aim is to enable anyone working in the workplace to be able to assess the current situation at a glance. Visual Management 8 This should bring the workplace to the point where all problems, abnormalities and waste to be immediately recognized.
- 9. citoolkit.com Uses Workplace visuals can play an important role in job training by eliminating the need for constant supervision. Visual Management 9 Employees would need less supervision because they understand the standards, see the results, and know exactly what to do Employees need visuals that show what is expected from them and to keep them informed about production status and customer needs.
- 10. citoolkit.com Uses Visual management can also be used to . . . Visual Management 10 Share goals and ideas Promote safe behavior at work Indicate safety risks Report team and Kaizen progress
- 11. citoolkit.com Benefits When problems and deviations are visible and apparent to all, immediate corrective action can be taken. Visual Management 11 This will increase the efficiency and effectiveness of the processes.
- 12. citoolkit.com Benefits Visual Management 12 Increases the awareness of error conditions and waste 02 Replaces difficult to understand paperwork 03 Improves compliance to health, safety and environmental regulatory requirements 05 Reduces the opportunity for miscommunication 06 Improves the communication and handover between different shifts 07 Eliminates the need for time consuming meetings 08 Reinforces continuous improvement 09 Eliminates confusion and creates stability to the environment, equipment and work performed 01 Improves employees’ involvement and morale 04
- 13. citoolkit.com Benefits Serves as the key sustaining force for many lean techniques. Visual Management 13 5S Standard work Pull production Total productive maintenance (TPM) Visual Management Quick changeover
- 14. citoolkit.com Benefits Especially important during the early phase of Lean implementation. Visual Management 14 Many organizations start their Lean journey with visual management to help uncover hidden waste and abnormalities.
- 15. citoolkit.com Types of Visual Controls Visual management includes a wide range of visual controls that help making all workplace elements and processes more visually apparent. Visual Management 15 STATUS Visuals to display the status of processes, projects, production, productivity and performance INSTRUCTION Visuals to communicate SOPs, work-related information, and workplace organization and maintenance activities INFORMATION Visuals to show identity, directions, strategy, customer expectations and compliance requirements
- 16. citoolkit.com Types of Visual Controls Visual Management 16 Useful Questions . . . STATUS What is the status now? What is happening against what should be happening? Is there any waste in the process? Are there any issues or problems? INSTRUCTION What should I do? When should I do it? How to do it correctly? How to do it safely? How to organize this area? How to store this item? When shall I reorder? INFORMATION Where am I now? Where am I going to? Who works here? What is this machine? What are customers & regulatory needs? Is the area, behavior, or condition safe?
- 17. citoolkit.com Types of Visual Controls Many techniques and principles rely on visual management. Visual Management 17 INSTRUCTION Work-related instructions 5S TPM Standard work INFORMATION Safety Visuals Signage Marking Posters & banners STATUS Performance metrics Kaizen progress Ideas & projects Andon lights Benchmark & best practices
- 18. citoolkit.com Safety Visuals Safety visuals are important to keep the facility safe and environmentally friendly. Visual Management 18 They play an important role in reducing injuries, incidents, near- misses and occupational diseases by reducing unsafe behaviors and conditions They alert employees and visitors to potentially hazardous locations and situations. Safety Visuals
- 19. citoolkit.com Safety Visuals Think of the manual of an airplane . . . Visual Management 19 Safety Visuals
- 20. citoolkit.com Safety Visuals Safety signs and markings often use bright coloring to attract attention. Visual Management 20 Danger ! Warning ! Caution ! Notice Using bright colors such as red, yellow, orange, and fluorescent shades ensures that signs and markings can be easily spotted even from a distance, in low- light conditions, and at night Safety Visuals
- 21. citoolkit.com Safety Visuals Safety signage, hazard warnings and safety instructions should be provided at the point of need. Visual Management 21 Providing safety information directly where it is needed helps to minimize confusion, potential errors, and can effectively prevent accidents or injuries. Safety Visuals
- 22. citoolkit.com Safety Visuals It’s important to properly identify the locations of fire protection equipment, safety showers, eye wash stations, personal protective equipment, and first aid stations. Visual Management 22 Identify when and where to use personal protective equipment Safety Visuals
- 23. citoolkit.com Safety Visuals All disconnect switches for every electrically powered equipment should be clearly marked. Visual Management 23 Clear markings prevent accidental operation, allowing for rapid identification during emergencies and ensuring that power can be shut off promptly to prevent further damage or risks Safety Visuals
- 24. citoolkit.com Signage Wayfinding and directional signage help people find the way around. They direct people from point to point and confirm the progress along a route. Visual Management 24 Signage
- 25. citoolkit.com Signage Warning signs alert about certain activities such as do not enter and no- smoking signs. Visual Management 25 Signage
- 26. citoolkit.com Marking Proper marking of the different elements in the workplace is important to avoid mistakes and increase efficiency and safety. Visual Management 26 Marking of materials and finished goods Marking of emergency lanes and exit routes Marking floors and aisles Marking of machines, equipment & production lines Marking of offices, rooms, work cells and storage areas Marking of pipelines and valves Marking
- 27. citoolkit.com Marking Marking of machines, equipment and production lines by coloring and labeling each. Visual Management 27 When machines and equipment are clearly identified, it becomes easier for employees and trainees to associate each with its specific purpose or function. Marking
- 28. citoolkit.com Marking Marking of offices, rooms, work cells and storage areas. Visual Management 28 This enhances workplace efficiency and facilitates easy navigation for employees. Marking
- 29. citoolkit.com Marking Floor marking is used to improve the layout of the workplace and mark critical safety and security areas. Visual Management 29 Marking
- 30. citoolkit.com Floor Color Coding Standards Visual Management 30 These colors are widely accepted and comply with international standards. Aisle ways and traffic lanes Material or product held for inspection Scrap, rework, and red tag areas Raw materials Finished goods Work in progress Physical and health risk areas Areas to be kept clear for operational reasons Areas to be kept clear for safety reasons Marking
- 31. citoolkit.com Marking Pipe marking communicates all the necessary information about the pipelines in the workplace. Visual Management 31 Labels can also be posted on the pipelines Marking Arrows are used to indicate the flow direction while colors often indicate the nature of the content.
- 32. citoolkit.com Pipeline Color Coding Standards These colors are widely accepted and comply with international standards. Visual Management 32 Toxic and corrosive fluids e.g., hydrofluoric acid Fire quenching water or other fluids used in the fire fighting system Water e.g., cooling and boiling water Flammable liquids and gases e.g., hydrogen Combustible fluids e.g., acetic acid Air e.g., compressed air Marking
- 33. citoolkit.com Posters and Banners Using of posters and banners can reinforce business goals and values and promotes awareness of safety and wellbeing among employees. Visual Management 33 TIM WOODS Posters & Banners
- 34. citoolkit.com Work Related Instructions It is recommended to post visual work-related instructions and trouble logs at every machine. Visual Management 34 Work- related Reduces the need for verbal or written instructions Provides immediate guidance to operators Accessible to workers who may have language barriers Promotes a culture of transparency and accountability
- 35. citoolkit.com Standard Work A strong visual management system seeks to promote consistency and create process stability. Visual Management 35 Standard Work Standard work visuals help minimize production errors and ensure activities are always performed by all in the most efficient and effective way. Visual management should be built on standardized work
- 36. citoolkit.com Standard Work Standard work visuals includes procedures, work instructions, check sheets, checklists, flowcharts, schedules, photos and one-point-lessons. Visual Management 36 Standard Work
- 37. citoolkit.com Standard Work A good practice is to post process specifications and standard operating procedures at each machine or workstation. Visual Management 37 Standard Work
- 38. citoolkit.com Standard Work Visual controls are often used in conjunction with color standards to enhance clarity and workplace communication. Visual Management 38 Standard Work 17 18 19 20 7 8 13 14 5 6 11 12 9 10 15 16 1 2 3 4 Zero lost cases 1-2 lost cases More than 2 lost cases Example - A map for the areas which have the most safety incidents that resulted in lost time
- 39. citoolkit.com Standard Work The best visuals are those that include photos and drawings, and those that are placed at the point of need. Visual Management 39 Standard Work Good Can Pin Hole Body Dent Neck Scratch Visuals of good and bad parts are used to improve defect detection
- 40. citoolkit.com 5S The 5S methodology involves many visual management practices that can help creating a more organized workplace. Visual Management 40 5S The 2nd step of the 5S methodology ‘set-in- order’ promotes the use of colors and labels to clearly mark storage locations. Scrap 1 Scrap 2 Scrap 3 REJECT PARETO STACK 5S also promotes the use of many inventory management techniques to define inventory levels and reorder triggers.
- 41. citoolkit.com 5S The min-max system is one of the simplest visual methods to control inventory mainly for low-volume items. It suggests setting upper and lower inventory limits for each item. Visual Management 41 5S Max. Min. Reorder point MIN-MAX SYSTEM PART A PART B An order should be placed when the minimum level is reached
- 42. citoolkit.com 5S In the two-bin system, the items are stored at two different bins. The first is intended for supplying the current demand and the second for supplying the demand during the replenishment period. Visual Management 42 5S TWO-BIN SYSTEM
- 43. citoolkit.com 5S Another example of using visual management to improve workplace organization is posting photos about how an area should be organized to remind people of the standard. Visual Management 43 5S
- 44. citoolkit.com Total Productive Maintenance (TPM) TPM visuals can be effective in identifying and preventing abnormalities from turning into failures. Visual Management 44 TPM If something is not normal, we want to make that as apparent as possible!
- 45. citoolkit.com Total Productive Maintenance (TPM) Marking gauges, oil levels and lube points are examples of visual controls that enable employees to easily detect abnormalities and out-of- specification conditions. Visual Management 45 TPM
- 46. citoolkit.com Total Productive Maintenance (TPM) Color coding can be applied to gauges and other measuring devises to visually monitor whether process parameters remain within acceptable or safe ranges. Visual Management 46 TPM BEFORE AFTER
- 47. citoolkit.com Total Productive Maintenance (TPM) Colored sleeves can be used to identify all the tools within a particular kit, team or area. Visual Management 47 TPM TEAM 1 TEAM 2 This will help reducing the time spent looking for lost tools, which will reduce repair time and repair cost.
- 48. citoolkit.com Total Productive Maintenance (TPM) Transparent machine guards and covers will enable to see the running process of the machine, and as a result, the machine will be stopped less frequently. Visual Management 48 TPM
- 49. citoolkit.com Area Boards An area information board is used to post visual information regarding the status of an operation for a specific area. Visual Management 49 Area Boards Laminated A4 size sheets Whiteboard Area information board They should be placed at visible locations to promote team engagement.
- 50. citoolkit.com Area Boards It is useful to communicate status updates to ensure all employees are on the same page. Visual Management 50 Area Boards It is not just a kind of wallpaper but a real team collaboration tool, and should be part of the daily management process.
- 51. citoolkit.com Area Boards Daily meetings can be conducted in front of the board to discuss the previous day’s issues and plan for the work ahead. Visual Management 51 Area Boards Reviewing the board regularly is very important for the meetings to be productive. Data should be collected on a daily basis to update the board.
- 52. citoolkit.com Area Boards Information on boards should be fresh and up-to-date including schedules and customer requirements. Visual Management 52 Area Boards LIVE A good visual board is an ALIVE board!
- 53. citoolkit.com Area Boards These stand-up meetings can also be useful to facilitate handovers in multi- shift operations. Visual Management 53 Area Boards Plot the data of each shift independently SHIFT-A SHIFT-B SHIFT-C
- 54. citoolkit.com Area Boards All aspects of an operation can be discussed during the meetings. Visual Management 54 Area Boards Safety Quality Cost Production & Productivity Teamwork Customer CI Projects Innovation
- 55. citoolkit.com Area Boards What to post? Visual Management 55 Area Boards Quality Consider also posting news, notifications, announcements, policy changes, events, accomplishments, records, ideas, best practices, etc.
- 56. citoolkit.com Area Boards Remember that status visuals are used to display the status of projects, processes, production, productivity and performance. Visual Management 56 Area Boards STATUS Performance metrics Kaizen progress Ideas & projects Andon lights Benchmark & best practices PERFORMANCE PRODUCTION PROJECTS PERFORMANCE PROJECTS
- 57. citoolkit.com Area Boards Area information boards can be used to display . . . Visual Management 57 Area Boards Benchmark information Kaizen progress Best practices and lessons learned Operational records The status of improvement projects Other teamwork activities
- 58. citoolkit.com Performance Metrics A workplace without a display of performance metrics is like a car without a speedometer. You may know where you are going but you have no idea when you will reach your destination. Visual Management 58 Metrics Performance metrics should be displayed in a visually appealing way to allow people to get insight into how the operation is performing.
- 59. citoolkit.com Performance Metrics Benefits of Visual Performance Boards . . . Visual Management 59 Metrics Presents the performance of a team, department, process & business Directs the team discussions around priority areas Creates a sense of purpose and drives motivation Serves as a communication tool for others outside of the team
- 60. citoolkit.com Performance Metrics Customized performance charts allow to compare actual performance against target. Visual Management 60 Metrics This can be shown on daily, weekly, monthly or quarterly basis
- 61. citoolkit.com Performance Metrics Performance information should be meaningful, easy to understand, free of technical terms, accurate and up-to-date. Visual Management 61 Metrics Everyone must be able to understand the message. Keep them as simple as possible.
- 62. citoolkit.com Performance Metrics Real-time visual dashboards are used to improve production control. They make it easy to identify error conditions and allow to quickly respond to issues that would influence productivity. Visual Management 62 Metrics
- 63. citoolkit.com Performance Metrics Production Summary Boards are used to monitor the output of an operation and see if it meets customer demand. Visual Management 63 Metrics They may also display other information such as efficiency, Takt time, etc.
- 64. citoolkit.com Performance Metrics Production summary boards should be visible in the workplace, and everyone should be able to see where production stands. Visual Management 64 Metrics This allows production and maintenance teams to quickly resolve process issues that may occur during production.
- 65. citoolkit.com Performance Metrics Process-related metrics need to be displayed near the machine or work cell. Visual Management 65 Metrics While general plant metrics need to be posted in a central location where everyone can see it easily.
- 66. citoolkit.com Andon Lights Andon lights are powerful visual tools which are installed on production machines to indicate their current status. Visual Management 66 Andon Since they are visible from a distance, they are very useful in bringing immediate attention to problems as soon as they arise.
- 67. citoolkit.com Andon Lights For example, a light may turn on to indicate a shortage of raw materials, awaiting parts, or the need for maintenance. Visual Management 67 Andon The system can include means to stop the process, so the issue get resolved.
- 68. citoolkit.com Andon Lights Each color represents a particular state of the machine or production line. Visual Management 68 Andon Operation is normal Operation is down (no order, maintenance, cleaning, quality checks, etc.) Operation is down for unknown reasons and needs further investigation
- 69. citoolkit.com Tips to Create an Effective Visual Management System Visual Management 69 Use the colors and standards that are being used consistently Let the teams help creating the visual controls and boards Decide where you need to implement visual management Determine the type of information that needs to be conveyed Decide who are your target audience Create a guide that describes the key elements associated with the visual management system Remember that your goal is to make the area more informative Decide who are going to be involved in the implementation effort Mark floors, add signs, label storage areas, post standard work, create visual boards, etc. Include reviewing the visual controls in your Gemba walks Design and use a checklist to evaluate your visual controls
- 70. citoolkit.com Tips to Create an Effective Visual Management System An effective visual management system . . . Visual Management 70 Displays customer needs & expectations Shows identity and directions Easy to use and understand Displays performance targets and results Relates to the strategy of the company Communicates standards and instructions Makes abnormalities apparent Links to action
- 71. citoolkit.com Summary Visual management is not just making charts and metrics visible on a wall! Visual Management 71 It is a real-time system of marking and visuals that allows teams to respond promptly to signals to solve issues and support the production process
- 72. citoolkit.com Further Information It is very common to conduct Kaizen events where the focus is to enhance the visuality of a specific process or work area. Visual Management 72 For example, organizing the workplace using 5S, stabilizing how work is performed using standard work, or stabilizing equipment performance and reliability using TPM.
- 73. citoolkit.com Further Information Visual management is a collaborative process, and people engagement is key to the contribution they will provide later. Visual Management 73 Listen to people, involve them, and let them own the visuals.
- 74. citoolkit.com Further Information If people from outside the area are updating the boards, then it will be seen that management are owning them. In this case, don’t expect anyone to read the boards or even care what’s in them. Visual Management 74
- 75. citoolkit.com Further Information Visual management can also be useful for support functions in the production environment (such as accounting, sales, engineering and R&D) and in the service sector. Visual Management 75
- 76. citoolkit.com Further Information Examples in the Service Sector . . . Visual Management 76 The queue counter display in a bank A sign indicating the different types of waste disposal bins in a hotel lobby A sign indicating cleaning in progress or wet floor in a washroom in a shopping mall The signs in an airport that direct passengers to the luggage claim area
- 77. citoolkit.com Further Information A Kanban provides a visual method of inventory control and uses color- coded cards to support a pull system. Visual Management 77 DOING TO DO DONE PROGRESS TRACKING BOARD
- 78. citoolkit.com Examples of How to Eliminate Waste using Visual Management Visual Management 78 Minimize the non-use of skills by visually sharing problems and working together to solve them. Eliminate excess inventory by improving visibility of storage. Reduce motion by ensuring all parts and tools are accessible and recognizable. Eliminate excess inventory by improving visibility of storage. Reduce defects by quickly responding to Andon signals. Prevent overproduction by visually displaying production actuals and targets. Prevent excess transportation by labeling and marking locations and paths. Reduce waiting by visually defining work sequence.
- 79. citoolkit.com Example from a Production Environment Visual Management 79 2 Andon lights 1 Safety sign 4 Machine identity 3 Floor marking 5 Visual instructions 6 Gauge marking
- 80. citoolkit.com Kamishibai Board A Kamishibai board is a visual management method that is used to manage routine activities in a workplace. It can be used to audit safety and security measures as well as to confirm that standard work is being undertaken by all employees. Visual Management 80 In its simplest form, it consists of a board and multiple cards that displays selected activities to be performed.
- 81. citoolkit.com Kamishibai Board Typically, each card is red on one side and green on the other to indicate whether the activity has been completed or not. Visual Management 81 WEEKLY DAILY
- 82. © Copyright Citoolkit.com. All Rights Reserved. CITOOLKIT Made with by The Continuous Improvement Toolkit www.citoolkit.com