Crafting a Gemba Walk Checklist for a Successful Gemba

The origin and history of Gemba can be traced back to Japan and the renowned principles of lean manufacturing. The term "Gemba" itself means "the real place" or "the actual place" in Japanese. It refers to the physical location where work is carried out. The Toyota Production System (TPS) popularised the concept, known for its efficiency and waste reduction. Taiichi Ohno, a key figure in developing TPS, emphasised the significance of direct observation in identifying inefficiencies and improving processes. Gemba walks, therefore, have their roots in the TPS philosophy, and they remain a fundamental practice in lean management today, helping organisations continuously refine their operations for greater efficiency and quality.

A Gemba Walk aims to gain firsthand insights into an organisation's actual work processes and operations by physically going to where the work is done. It serves as a fundamental tool for continuous improvement, allowing leaders and managers to observe, learn, and engage with frontline employees. Through direct observation and interaction, the Gemba Walk aims to identify inefficiencies, bottlenecks, safety concerns, and other issues that may hinder productivity and quality. By actively involving employees in the process and collecting valuable data, the Gemba Walk empowers organisations to make informed decisions, foster a culture of continuous improvement, and drive positive changes that enhance operational efficiency, quality, and overall performance.

The Gemba Walk is a Lean management practice that involves going to the place where work is done to observe, learn, and understand processes. While there can be variations in how organisations implement Gemba Walks, here are the five key elements typically associated with a Gemba Walk.

1. Go to the Actual Place (Gemba): The primary principle of a Gemba Walk is physically going to where the work is happening. This means visiting the shop floor, office, or any location where processes are executed. It's about observing work in its “real place”.
2. Observe and Learn: During the Gemba Walk, participants closely observe the work processes and operations. They seek to understand how work is performed, the sequence of tasks, and the interactions among employees and equipment. The focus is on gaining insights and learning from the actual work environment.
3. Ask Questions and Engage: Engaging with employees is vital to the Gemba Walk. Participants ask questions, seek input, and encourage open communication with frontline workers. This fosters collaboration, empowers employees to share their knowledge, and can uncover valuable insights and ideas for improvement.
4. Collect Data and Document: Data collection is essential to the Gemba Walk. Observations, measurements, and relevant information are documented in real-time using a checklist or other recording methods. This data serves as the basis for analysis and improvement efforts.
5. Identify Improvement Opportunities: The ultimate goal of the Gemba Walk is to identify opportunities for improvement. By closely observing processes and engaging with employees, participants can pinpoint inefficiencies, bottlenecks, safety concerns, and other issues. The organisation uses these insights to initiate continuous improvement programs.

A Gemba checklist is a structured list of items and questions used during a Gemba walk to observe work processes on-site. This checklist is essential in monitoring and evaluating safety, quality, and efficiency in real time. It serves as a powerful tool for identifying issues, collecting data, and promoting continuous improvement in the workplace. Gemba checklists can be customised to suit an organisation's specific goals and processes, and they may also incorporate digital tools for efficient data collection and analysis.

• Objectives: Start by defining the primary objectives of your Gemba Walk. What are you trying to achieve? This could be improving safety, quality, efficiency, or any other specific goal.
• Areas of Focus: Determine the areas or processes you intend to observe during the walk. Each Gemba Walk may have a different focus depending on your organisation's priorities.
• Checklist Items: Create a list of specific items or questions to address during the walk. These should align with your objectives and areas of focus.
• Responsibilities: Assign roles and responsibilities to participants. Specify who will lead the walk, who will record observations, and who will follow up on identified issues.
• Frequency: Decide how often Gemba Walks will be conducted. Regularity in Gemba is important for continuous improvement within your organisation.

Creating a Gemba Walk checklist is crucial as it provides structure and focus for your Gemba Walk. It ensures that key areas are observed, issues are systematically identified, and data is consistently collected. It helps align the walk with organisational goals, streamlines observations and facilitates actionable insights for continuous improvement. The checklist acts as a practical tool to guide leaders and teams, enhancing the effectiveness of Gemba Walks and promoting a culture of problem-solving and efficiency within the organisation.

Creating a Gemba Walk checklist involves several steps to ensure it aligns with your organisation's goals and the specific processes you intend to observe. Remember that a well-designed Gemba Walk checklist should facilitate meaningful observations, data collection, and continuous improvement efforts. Here are the steps you need to follow while making a Gemba Walk checklist:

• Determine the primary goal of your Gemba Walk. Is it to improve safety, quality, efficiency, or another specific aspect of your operations?
• Clarify the objectives you want to achieve during the Gemba walk, such as identifying waste, reducing defects, or enhancing employee engagement.
  
  

• Decide which areas or processes you will observe during the Gemba Walk. These should relate directly to your objectives.
• Consider whether the walk will cover a specific department, production line, office area, or other workspaces.
  
  

• Involve relevant team members, employees, and subject matter experts in the checklist creation process.
• Gather insights from those familiar with your observing processes to ensure comprehensive inclusion in your checklist items.
  
  

• Create a list of specific items or questions to address during the walk. These should be actionable and measurable.
• Tailor checklist items to align with your organisation's unique goals, industry, and processes.
• Include items related to safety, quality control, process flow, equipment, and communication with employees.
  
  

• Rank or categorise checklist items based on their importance and relevance to your objectives.
• Determine which items are critical and require immediate attention.
  
  

• Define who will lead the Gemba Walk, record observations, and follow up on identified issues.
• Having more employees in your Gemba can lead to better observations. A team of managers and project leads can handle the task effectively in your organisation.
• Ensure that roles and responsibilities are clearly communicated to the participants.
  
  

• Consider including reference materials, such as Standard Operating Procedures (SOPs) or visual aids, in the checklist to help participants make informed observations.
  
  

• Periodically review and update the Gemba Walk checklist to ensure it remains relevant to your evolving goals and processes.
• Incorporate feedback from participants and lessons learned from previous walks.
  
  

• You can use digital tools like T card software or Kanban to create and manage your checklist electronically. This can streamline data collection and analysis.
  
  

• Ensure that all participants are trained on how to use the checklist effectively.
• Communicate the purpose and expectations of the Gemba Walk to everyone involved.
  
  

• Record observations and collect data based on the checklist during the Gemba Walk.
• After the walk, analyse the data to identify trends, issues, and opportunities for improvement.

These common Gemba walk questions can be included on your Gemba walk checklist the next time you are on the shop floor to analyse the processes. Consider including these Gemba items within your checklist to get a clear understanding of the overall process that takes place on your shop floor.

• Are machines and tools in good working condition?
• Is preventive maintenance being performed as scheduled?
• Are there any signs of equipment wear or damage?
  
  

• Is the workflow smooth, or are there bottlenecks?
• Are there any delays or waiting times in the process?
• Are standard work procedures being followed?
  
  

• Are quality standards being met?
• Are there any defects or deviations from specifications?
• Is there a system for documenting and addressing quality issues?
  
  

• Are safety protocols being followed?
• Are there any safety hazards or near misses?
• Is Personal Protective Equipment (PPE) being used appropriately?
  
  

• Have employees been informed of changes or updates?
• Are there any concerns or suggestions from employees?
• Is there a clear channel for reporting problems or issues?

• Mobile devices and applications: Mobile applications designed for virtual Gemba Walks allow users to create and manage checklists, record observations, take photos, and capture data directly on smartphones or tablets. These apps often offer real-time reporting and analysis capabilities.
• Visual Management Tools: Visual management tools like Kanban boards, Kamishibai boards, and T cards help streamline Gemba Walks by providing visual cues for work progress, task allocation, and identification of abnormalities, ensuring smoother observations and problem-solving during the walk.
• Camera and Video Recording: Built-in cameras and video recording capabilities on smartphones and tablets allow for visual documentation of observations, which can be valuable for sharing findings and clarifying issues.
• Data Analytics Software: Data analytics tools can help analyse trends and patterns from the data collected during Gemba Walks, providing insights into process improvements and opportunities for efficiency gains.
• Customised Gemba Walk Software: Some companies develop or customise software specifically tailored to their Gemba Walk needs, integrating features like checklist creation, data capture, and reporting. Such softwares helps to execute Virtual Gemba Walks, which enables leaders to perform Gemba Walks without really having to be on the shop floor.

After a Gemba Walk, debriefing your findings with the team is essential. Prioritise identified issues, create action plans with assigned responsibilities and deadlines, and implement solutions. Communication of findings and progress to stakeholders is crucial for fostering a culture of continuous improvement. Regular follow-ups, recognition of successes, and ongoing Gemba Walks ensure that improvements are sustained and organisational performance is enhanced.

A well-written Gemba Walk checklist is the compass that guides us through the journey of continuous improvement. It's the tool that enables us to navigate the complexities of our work environments with purpose and precision. By defining clear objectives, focusing on key areas, and engaging with your team, you can harness the full potential of Gemba Walks.

Remember that customisation, regular updates, and embracing digital tools are essential steps toward success. Through effective Gemba Walks, we uncover inefficiencies and problems and foster a culture of collaboration and innovation. So, let your checklist be your companion as you embark on this transformative journey—where observation becomes understanding, and understanding becomes improvement.