| Written by Mark Buzinkay
What is a Gemba Walk?
A Gemba Walk is a tool management and leadership use to assess the effectiveness and efficiency of a process or organization, a simple yet effective way of gathering firsthand information and data from the “gemba” or workplace. Gemba is a Japanese term that translates to “the real place”, and it encourages managers and leaders to observe, listen, and discuss details of the process or organization (learn more about the Gemba Walk meaning here)
Gemba walks allow team members to collect information collaboratively and transparently, providing a platform to identify issues and opportunities to quickly improve the process or organization. These walks can be incredibly effective in identifying the root cause of problems and helping to drive improvement.
Gemba Walks typically involve a leader or manager, a team of associates, and a checklist to help guide the process. The Gemba Walk checklist includes questions that can be used to help guide the conversation and probe deeper into the process. This checklist often includes examining the safety, quality, standardization, 5S, and other key performance metrics. By walking the process and gaining firsthand knowledge, this data can be used to guide decisions and make improvements.
Gemba Walks can be used in many industries and businesses of all sizes. They are an effective way for teams to build trust and collaboration, identify areas of opportunity, and create a culture of continuous improvement. Investing in a Gemba Walk Checklist is an excellent way to ensure these walks are properly executed and lead to quick and meaningful action.
Prepare For Your Gemba Walk
A practical Gemba walk starts with adequate preparation. A Gemba walk can be a powerful tool for improvement, and preparation is the key to success. Here's what you need to do before you take your Gemba walk:
Define the scope of the walk: What do you want to find out, and what do you want to improve? For example, are you looking to reduce idle time, decrease waste or mitigate health risks?
Assign a Leader: Before you begin, it's important to designate someone to lead the walk. This person should be knowledgeable about the process and be able to answer questions from the group. It's also crucial that the leader is comfortable with speaking in front of a group.
Gather Essential Materials: Before you start, ensure you have all the materials you need to conduct the walk properly. This includes a Gemba Walk Checklist, standard operating procedure documents, safety data sheets, and any other documents related to the process.
Understand the Process: The Gemba walk leader must have a thorough understanding of the process. In addition, the leader should be familiar with the process and any potential risks.
Set a Schedule: It's important to decide when and how often the Gemba walk will occur. Consider the frequency of changes to the process and the impact on the team's workload.
Invite Participants: Invite key participants to the Gemba walk. These people should be knowledgeable about the process and able to represent the team's experience accurately. The Gemba walk experience will be eye-opening to them.
By following these steps, you can ensure that you are prepared for your Gemba walk. Doing so will help you make the most of the experience and ensure that the walk is successful.
gemba walk checklist: Identify and Define Goals
The second step in mastering the art of the Gemba Walk is to identify and define the goals for each walk. This should involve more than simply saying that the purpose of the walk is to observe, though that is obviously a primary factor. It is essential to define specific objectives so that the team can ensure each walk is focused and time is not wasted on activities that are not essential.
Depending on the context of the walk, goals include anything from reviewing operational processes, validating new initiatives, examining customer satisfaction behaviour, or conducting research on competitive industries. The main point here is to be sure that the team understands the focus of the walk and can direct their efforts accordingly.
Another factor to consider is how to measure success. Knowing what criteria to evaluate can help guide a team to spend the right amount of time on each task and optimise the overall experience. Some practical measures of success include collecting data on customer experiences, productivity levels, or other process metrics. The team should also be encouraged to take photos, notes, and recordings as they observe, which can be used later to review and analyse the data collected during the walk.
By taking the time to identify and define goals properly, the Gemba Walk can become an invaluable tool for finding and analysing potential areas of improvement. This step is key to ensuring the walk has a clear focus and meets the desired objectives.
Gemba Walk Checklist: Invite the Right People
When it comes to conducting a successful Gemba Walk, having the right people present is essential. Inviting the wrong people might hinder the success of a Gemba Walk and make it difficult to reach a clear conclusion. Therefore, knowing who should be invited to the walk is essential for a positive outcome.
The most important people to invite to a Gemba Walk are those that have firsthand knowledge of the process and those who are responsible for the outputs of the process. Inviting these people ensures that the walk can be conducted accurately since they are the ones who are actually doing the process. Furthermore, inviting stakeholders allows for an exchange of ideas from different perspectives that can be beneficial to the process. This is a critical aspect of the entire exercise.
When preparing to invite people to the walk, it is important to consider the size of the group. Having too many people can make the walk difficult to manage and make it hard to reach a consensus. It is important to carefully select the right people to invite and limit the number of people walking to 10-15 people at the most.
In addition, consider inviting people from other departments that may have an interest in the process. Not only does this help to raise awareness of the process, but it also encourages collaboration within the organization.
Gemba Walks can be an effective way to identify problems, brainstorm ideas, and agree on how to solve them. However, it is important to remember that the success of the Gemba Walk can depend on who is invited to the walk. Therefore, it is important to consider the size of the group, the people with firsthand knowledge of the process, and any other stakeholders who may be interested in the process. Following these guidelines will help ensure that the Gemba Walk is successful and beneficial.
Gemba Walk Checklist: Set Time Limits
One of the essential elements of a successful Gemba Walk is setting time limits. The goal is to observe and observe quickly. That means it’s important to set a specific amount of time for each Gemba Walk. Depending on the size of the operation, you can set this time range from as low as 15 minutes to as high as one hour.
When setting the time limit, make sure to factor in any extra activities that might be necessary, such as interviewing team members, analyzing data, or taking specific steps to ensure safety. It’s also essential to ensure adequate time to document any observations or conclusions.
It’s also important to take time between each Gemba Walk. This time gives the team time to analyze the data, make informed decisions, and take the necessary steps to improve productivity.
Setting a time limit for each Gemba Walk helps ensure that the team can focus on what’s necessary and have time to make improvements. It also sets a pace so everyone remains focused on the task and finds the most efficient way to observe the process, getting the most out of the observation in the shortest time.
Gemba Walk Checklist: Identify Critical Processes
Once you’ve identified all the processes in your workplace, it’s time to narrow down your focus. Next, identify the processes that are most critical to the overall success of your business. These are the processes that, if anything were to go wrong with them, would have the most significant impact. This could include processes like manufacturing, customer service and sales transactions.
When you’re identifying critical processes, consider the following factors:
- Is the process essential to the success of the business?
- Will an interruption in the process significantly impact customer service?
- Does the process require a significant amount of resources, and is it expensive to maintain?
- Is the process compliant with industry regulations and standards?
When you’ve identified all your critical processes, you’re ready to create your Gemba Walk Checklist. This list should include all the details you need to review and maybe even a timeline for how often to review each process. Your checklist should include the following categories:
- A detailed description of each process
- An analysis of each process’s potential risks and opportunities
- Performance measures so you can track progress
- A plan to make any necessary changes
- A timeline for ensuring any changes are integrated into the process
With your Gemba Walk Checklist in hand, you’ll be ready to embark on your first Gemba Walk. By taking the time to identify critical processes and create a comprehensive checklist, you’ll get the most out of your Gemba Walks and make sure nothing slips through the cracks.
Gemba Walk Checklist: Understand The Current State of The Process
Once all the preparation has been done and team members have been assembled and briefed, it's time to dive into the actual gemba walk. Before making any observations and conclusions, it's essential to understand the current state of the process. The gemba walk should begin by asking questions about the process in order to identify any patterns, problem areas, or gaps in the process.
The team should use an objective and systematic approach to assess the current state of the process. This approach should involve gathering relevant data, observing how the process is currently being carried out, and questioning the team members working in that process. The team should document any problems and areas for improvement that they find and make a list of any assumptions or theories that need further investigation.
The team should also take into consideration any external factors that may be influencing the process. These may include customer feedback, market trends, or changes in the competitive landscape. Understanding the external environment in which the process operates is essential to formulating an effective plan of action and making the necessary improvements.
By closely analyzing the current state of the process and understanding any external factors influencing it, the team will be better equipped to assess the next step in the gemba walk – finding the root cause of any problem and developing corrective action.
Gemba Walk Checklist: Collect and Analyze Data
Data collection and analysis is a key step in the Gemba Walk process, as it allows you to identify and address areas of improvement rapidly. Using information collected during the Gemba Walk, you and your team can help create informed and effective decisions for ongoing and future improvement efforts (Are you looking for a Gemba Walk template?).
Customer feedback is the most critical data to collect during the Gemba Walk. Find out who is accessing the services or products you provide, as well as what their impressions are. Then, speak to customers to gain further insight and provide open-ended questions to determine customer needs and expectations.
Employee feedback is also important to assess the efficiency of processes and identify the root cause of issues. Ask employees directly and allow them to mention any insights they may have to offer.
Finally, it’s helpful to collect objective performance metrics, such as cycle times, error rates, customer satisfaction, and employee morale. These metrics will help you identify areas of improvement and will assist in drafting an effective improvement plan.
Once the data has been collected, it’s essential to analyse it properly and identify possible improvement opportunities. Start by compiling this data into a single document and then visually examining it. Next, ensure that the data is organised into a timeline or other structure that enables more efficient analysis and trending.
Once organised, it’s time to review the data, look for the underlying cause of issues, and identify improvement opportunities. Consider asking questions to explore why data does not meet expectations and use brainstorming techniques to determine what needs to be done.
Lastly, it’s time to act on the data and initiate improvement actions. Document any improvement actions and share the findings with the rest of the team to ensure a common understanding of the data and its significance.
Gemba Walk Checklist: Draw Conclusions and Make Recommendations
Concluding the gemba walk is an integral part of the process and can lay the groundwork for future improvement projects. However, there are a few key steps to take.
First, it’s vital to identify areas for improvement. Make sure to distinguish between realistically implemented things and areas for further exploration. Then, for each area identified for improvement, determine what processes and tools could be used to address the issue.
Second, take some time to reflect on the data and observations collected throughout the walk. Finally, brainstorm ideas and solutions to improve the process or make a recommendation to the team.
Third, conclude and make recommendations. For each area identified for improvement, make sure to articulate the proposed solutions. Detailed recommendations and action steps provide greater clarity and direction.
Finally, document your findings and recommendations. This will provide a roadmap for future improvement projects. It’s essential to keep track of the progress made during the Gemba walk and ensure that the results are available for future reference.
By following this checklist, you will be well on your way to mastering the art of Gemba walks. In addition, this checklist provides a guideline that can help streamline the Gemba walk process, from preparation and data collection to drawing conclusions and making recommendations.
Gemba Walk Checklist: Communicate Findings and Take Action
Once the Gemba Walk has been completed, it is vital to communicate your findings to the relevant stakeholders. Ensure to include details of any issues identified during the walk and the recommended actions for addressing them. It is also important to provide clear instructions and a timeline for when any action needs to be taken.
It is important to ensure that those responsible for taking action understand their responsibilities and have the necessary support to complete the tasks. This will help ensure that any improvements following the Gemba Walk are implemented, and the desired outcomes are achieved.
To ensure that the Gemba Walk is successful, it is also important to ensure that the follow-up actions are tracked and monitored. This can be done by using software to track progress, such as using a Kanban board. Additionally, it is crucial to ensure that the stakeholders are regularly updated on the progress of the Gemba Walk and any follow-up actions to ensure that any issues are addressed promptly.
Finally, it is important to ensure that the process of Gemba Walk analysis, actions taken and results achieved is evaluated and documented. This will help ensure that any improvements or changes are practical and that future Gemba Walk analysis is successful.
Gemba Walk Checklist: Follow Up and Monitor Results
The tenth and final step of a successful Gemba Walk is to follow up and monitor results. After the walk, it is important to review the data collected, relevant documents, and reports to assess the effectiveness of the process and the action steps taken. It is also essential to identify any areas of improvement that may have been missed in the earlier stages of the walk.
To ensure that the actions taken are successful, it is helpful to schedule regular follow-ups to evaluate the impact of the Gemba Walk and provide feedback. This could include another Gemba Walk to the same area or visits to other sites to establish best practices.
It is also essential to report back to the leadership team on the progress of the Gemba Walk and the identified areas for improvement. This will give a complete understanding of how the process works and can help identify any other areas that need to be addressed.
Finally, it is also essential to provide accurate, timely and concise reporting on the performance of the Gemba Walk. This will enable management to track the effectiveness of the process over time, thus helping to ensure that any necessary changes or improvements are made efficiently and effectively.
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Gemba Walk Checklist - FAQs
What are the steps to a succesful Gemba Walk?
A Gemba walk is a core lean manufacturing and continuous improvement tool used to observe and identify improvement opportunities. It allows leaders to better understand processes and problems directly from the team on the ground. Gemba walks also provide a chance to talk to employees in the workplace and understand how their job fits into the bigger picture.
For a successful Gemba walk, it is essential to follow a checklist of key steps. Here are the essential steps to a successful Gemba walk:
1. Set expectations: Before starting the Gemba walk, it is crucial to set expectations with the team. This includes setting the objectives, the processes to be observed, the duration of the walk, and the roles and responsibilities of each team member.
2. Gather and review data: Before the walk, review any available data. This could include performance data, process documentation, visual management boards, etc. This will help better understand the root causes of a problem before beginning the walk.
3. Observe the process: When beginning the walk, observe the actual process as it is happening. This may include watching and talking to team members, as well as taking notes on any additional observations.
4. Discuss findings: When concluding the walk, discuss the observations, any data that was gathered, and any improvement opportunities identified.
5. Develop an action plan: Using the findings from the walk, create an action plan for resolving the identified issues. This should include a timeline, responsibility for actions, and expected outcomes.
By following these steps to a successful Gemba walk, continuity in improvement can be maintained, and small improvements can be made in a timely manner. As a result, the Gemba walk can be a powerful tool for making a real difference in the workplace and helping to create an engaging and high-performance culture.
What techniques can be used to ensure that the Gemba Walk process is effective?
Gemba walks are an essential tool for any organization focused on continuous improvement. By visiting the workplace and actively listening to employees, managers can better understand their needs and quickly identify areas of improvement. While there is no one-size-fits-all approach to conducting a successful Gemba Walk, there are certain techniques that can be used to ensure that the process is effective.
First and foremost, the manager or supervisor conducting the Gemba Walk should create a list of questions in advance. These questions should be targetted at the workers and should focus on areas of improvement. By having a pre-defined list of questions, the manager can ensure a consistent approach and also avoid forgetting to ask important questions. Additionally, it may also be worthwhile to create a checklist of all the specific areas that should be addressed during the Gemba Walk.
Managers should also make sure to schedule regular Gemba Walks. By conducting regular walks, the manager can ensure that no area of improvement falls through the cracks. Furthermore, it's important to schedule the Gemba Walks at times that are convenient for the workers so that they can provide quality feedback without feeling rushed or pressured.
The Gemba Walk process should also be open and dynamic. It's important to be willing to listen to new ideas, solutions, and opinions suggested by the workers. Additionally, it's also beneficial for the manager to ask clarifying questions to ensure a better understanding of the situation. Asking follow-up questions can help to gather more detailed and accurate information, enabling the manager to identify and address areas of improvement more effectively.
Finally, it's important that action is taken after the conclusion of the Gemba Walk. The manager should analyse the feedback collected and then create a plan of action to make the necessary improvements. Any changes that were agreed upon during the Gemba Walk should be implemented quickly, as this will demonstrate to the workers that their feedback is valuable and that the organization is serious about making improvements.
By following the aforementioned tips, managers can ensure that the Gemba Walk process is effective and that the improvements are implemented swiftly. This will ensure that the organization remains responsive and focused on continuous improvement.
What types of questions should be asked during a Gemba Walk?
Here are some of the key questions that should be included in any Gemba Walk checklist:
1. How often is the process performed, and how long does it take? Asking questions about the frequency and duration of a process will provide valuable insight into how it works in the workplace.
2. Is the process performed consistently? It's important to note any inconsistencies in the process and identify why they occur.
3. Is the process safe and compliant? Asking questions about safety and compliance will help to ensure that all processes are up to the required standards.
4. What are the points of failure? Asking about the potential for processes to fail will help to identify any areas requiring improvement.
5. Are there any areas of waste or inefficiency? Asking questions about waste and inefficiency will enable leaders to reduce costs and improve overall productivity.
6. How could the process be improved? Asking questions about how the process can be improved will enable leaders to identify and implement necessary changes.
By asking these key questions during a Gemba Walk, leaders can gain a much better understanding of workplace processes and operations. Doing so will help them to identify and address any issues, enabling their business to run more efficiently and effectively.
Takeaway
Gemba walks can be a powerful tool for improving pprocesses and productivity. However, to ensure that the process is effective and successful, it is essential to follow a set of best practices. This checklist provides a comprehensive guide to the steps of a successful Gemba walk, from preparing and defining goals to communicating findings and taking action. By utilizing these essential tips, companies can ensure that their Gemba walks are effective and reliable in helping to identify key process improvements. Additionally, understanding the types of questions to ask and the best techniques to use during a Gemba walk can facilitate a more effective and meaningful process. With the right tools and tips, organizations can master the art of Gemba walks and use them to their advantage. And be ready for the next step: an RTLS solution.
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Sources:
(1) Michael S. Bremer (2016): How to Do a Gemba Walk: Take a Gemba Walk to Improve Your Leadership Skills.
(2) Jim Womack (2019): Gemba Walks Expanded. Lean Enterprise Institute
Note: This article was updated on the 27th of June 2024
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