A Gemba walk is a powerful tool for managers and team leaders who are seeking to understand and optimize their operations. Originating from the Japanese term “Gemba” meaning “the real place,” this practice involves managers and leaders going to visit the actual work site to observe processes, engage with employees, and identify opportunities for improvement. In this blog post, we’ll dive deep into what a Gemba walk is, how it’s conducted, and the undeniable benefits it brings to organizational efficiency and employee engagement.
What is a Gemba walk?
A Gemba walk is a management practice rooted in the principles of Lean manufacturing. It is derived from the Japanese word “Gemba” which means “the real place.” Traditionally used in business environments, particularly in manufacturing, the Gemba walk involves managers and leaders going to the actual place where work happens, which in manufacturing is the shop floor, to observe and understand the workflows and processes in their actual operational context.
This practice was popularized by Taiichi Ohno, a key figure in the development of the Toyota Production System (TPS), which later evolved into Lean manufacturing or also known as Lean process management. Furthermore, as a component of the 5G Methodology, the Gemba Walk emphasizes a holistic approach to understanding and optimizing workflow and processes.
What is the purpose of a Gemba walk?
The primary purpose of a Gemba walk is to observe the real-time processes, engage with employees, and identify opportunities for continuous improvement. In other words, the core idea behind a Gemba walk is that to truly grasp the details and potential issues of a process, one must see it firsthand, rather than rely on reports or second-hand information.
By stepping out of their regular workspaces and onto the shop floor, managers and leaders can gain a deeper understanding of the workflows, challenges, and successes their teams encounter daily. This direct observation not only fosters open communication between management and frontline employees, but also enhances problem-solving by addressing issues at their source. Ultimately, leading to more effective and efficient operations.
The benefits of performing regular Gemba walks
Performing regular Gemba walks has gained popularity in various business sectors, especially in manufacturing and production environments. Here are four key benefits of implementing regular Gemba walks:
Enhanced problem solving
By observing and understanding the processes in their actual environment, managers and leaders can identify issues more accurately and develop more effective solutions. During a Gemba Walk, problems are often seen firsthand and can be addressed swiftly and efficiently. This direct observation eliminates assumptions and second-hand information. As a result, this leads to better-informed decision-making and problem-solving.
Increased employee engagement
Gemba walks foster open communication and collaboration between management and employees. That is to say, when leaders show interest in the day-to-day operations and challenges faced by employees, it boosts employee morale and makes employees feel valued. This increased engagement can lead to a more motivated workforce, as employees feel their voices are heard and their contributions matter. What’s more, it provides a platform for employees to share ideas and suggestions directly with decision-makers.
Continuous improvement
Regular Gemba walks keep the principles of continuous improvement in the spotlight. By consistently observing and refining work processes, organizations can achieve incremental improvements that add up over time. This ongoing process helps prevent contentment and encourages a proactive culture of continuous improvement. Consequently, this keeps the business competitive and adaptive to change.
Learning and development
Both leaders and employees benefit from the mutual learning opportunities presented during Gemba walks. Leaders gain valuable insights into the specific workings of their operations, which can enhance strategic decision-making. Meanwhile, employees learn more about organizational goals and quality expectations, which can align their efforts more closely with company objectives. This shared understanding fosters a learning culture within the organization, promoting personal and professional growth.
What isn't a Gemba walk?
A Gemba walk is not an opportunity for management to enforce power or critique employees on their performance directly. Nor is it the time for solving problems on the spot or making unconsidered decisions. Moreover, it should not be confused with a simple walk-around; instead, it’s a deliberate process aimed at understanding workflows and discovering continuous process improvement opportunities.
To maintain the integrity of a Gemba walk, here are some things to avoid:
- 1. Don’t focus on individuals: Target processes, not people. It’s about observing the process and not assessing personal performance.
- 2. Avoid immediate problem-solving: While it might be tempting to fix issues as they appear, the primary goal is to observe and gather insights to develop well-thought-out solutions later.
- 3. Avoid doing all the talking: The purpose is to listen and observe. Dominating the conversation prevents you from gaining insights from the front-line employees who are directly involved with the processes.
- 4. Don’t focusing solely on faults: While identifying improvement ideas are a key component of a Gemba walk, focusing only on faults can demoralize staff and create a negative atmosphere. It’s important to also recognize what is working well and where employees are excelling.
- 5. Avoid being disruptive: It’s essential to treat the work area and the workers with respect. This includes adhering to safety protocols, not interrupting the workflow unnecessarily, and showing genuine appreciation for the workers’ efforts.
- 6. Don’t ignore input: Avoid dismissing the insights and suggestions from the frontline employees. Their hands-on experience is invaluable for genuine improvements.
The three elements of an effective Gemba walk
For an insightful and effective Gemba walk, three fundamental elements should be adhered to:
Element #1: Go see
The first element, “go see,” is foundational. Team leaders must leave the confines of their offices and go to the factory floor to see the processes as they happen. The objective here is to gain a firsthand understanding of the work and its environment. In other words, this isn’t just about a cursory glance; it involves observing details, understanding the workflow, and identifying any discrepancies between what is supposed to happen and what actually occurs. This direct observation is crucial as it provides authentic data that is not filtered or altered by others’ interpretations.
Element #2: Ask why
Next is “ask why,” which involves engaging with the employees and asking open-ended questions to uncover the root causes of issues. This isn’t about interrogating staff, but rather about fostering a curious, learning attitude. Questions like “why is this step done this way?” or “what are the challenges in this part of the actual work process?” help in peeling back layers of routine to identify wasteful activities or reveal underlying problems. This step is vital for problem-solving and helps in building a culture of continuous improvement.
Element #3: Show respect
Finally, “show respect” underscores the entire approach of a Gemba walk. This is about respecting the people who work in the processes every day. Leaders should recognize the expertise and valuable insights of their frontline employees, valuing their input and acknowledging their hard work. This respect is demonstrated by listening actively, considering suggestions, and involving employees in decision-making processes. In short, it’s important that employees feel heard and respected, not judged or criticized during these walks.
The Gemba walk process
For a detailed guide on how to perform an effective Gemba walk, consider the following steps:
1. Pick a theme and have a plan
The first step is to identify a specific theme or focus for the Gemba walk. This could be anything from reducing waste in a particular area, improving workflow efficiency, or enhancing safety measures.
Once a theme is picked, plan the walk by defining objectives, selecting the areas to visit, and preparing questions or points of observation related to the theme. This helps in maintaining a clear focus throughout the walk.
2. Prepare your team
Before embarking on the walk, it’s crucial to inform and prepare your team. This involves explaining the purpose of the Gemba Walk and what you hope to achieve.
It’s important to emphasize that the goal is to observe processes and not to evaluate individual performance. Therefore, preparing your team helps in fostering an environment of trust and cooperation, which is essential for effective feedback and genuine insight.
3. Focus on the process, not the people
During the walk, concentrate on how you can improve processes. The aim is to identify any inefficiencies, bottlenecks, or challenges within the workflow, rather than assessing personal performance. In essence, this approach not only helps in pinpointing areas for improvement, but also encourages a culture of collective responsibility and problem-solving.
4. Follow the value stream
Trace the steps of the process from start to finish or in other words, map the value stream. This means following the product’s lifecycle from initial input to final output, observing every step in-between. By mapping the value stream, this allows you to gain a deeper understanding of the workflow and identify any discrepancies or areas where value is diminished.
5. Document your observations
Throughout the Gemba walk, it’s vital to take notes and document observations. For instance, this can include taking photos, making sketches, or recording quantitative data.
This step is important for capturing workflow reality without bias. So, avoid suggesting immediate solutions or making assumptions prematurely. By postponing analysis, this allows for a comprehensive evaluation of data, leading to more informed decision-making.
6. Get a second vantage point
To gain a well-rounded perspective, consider revisiting key areas with different project team members from different departments or at different times. This can uncover additional insights or different angles on a process that may not have been apparent during the first round. Basically, by observing a process under various conditions or through a fresh perspective, this can lead to a more comprehensive understanding.
7. Follow-up with your team
After the Gemba walk, organize a follow-up meeting with your team to discuss the findings and brainstorm potential improvements. This step is crucial for translating observations into actionable strategies and for reinforcing the importance of continuous improvement. Additionally, it serves as an opportunity to acknowledge the team’s efforts and to foster further engagement and commitment to improving processes.
Tips for a successful Gemba walk
To ensure that the Gemba walks are successful and generate actionable insights, here are four important tips:
Tip #1: Discuss the purpose of the walk ahead of time
Before embarking on a Gemba walk, it’s important to establish and communicate its purpose to all participants. This preparation involves defining clear objectives such as whether the walk aims to observe a specific process, solve a particular problem, or gather ideas for improvement. By doing so, you can direct the focus of the team and avoid any ambiguity that might arise during the walk. Additionally, pre-walk meetings can be used to formulate questions to ask employees and to decide what metrics or signs to look out for. This ensures everyone is on the same page and maximizes the productivity of the walk.
Tip #2: Have someone with experience on the walk
Including experienced individuals on the Gemba walk can significantly enhance its effectiveness. These veterans, who could be senior managers, experienced workers, or Lean experts, bring a wealth of knowledge about the processes and potential pitfalls. That is to say, their experience enables them to spot issues that might not be apparent to others and to ask insightful questions that can lead to deeper understanding and solutions. Moreover, their presence can also help in mentoring newer team members and in demonstrating the importance of continuous improvement.
Tip #3: Digitize the process with a virtual Gemba walk app
Leveraging technology can vastly improve the efficiency and outcomes of Gemba walks. By using a virtual Gemba Walk app, teams can easily record observations, take pictures, and make notes on-the-go. These apps often feature templates that can be customized according to the specific needs of the business. This ensures that all relevant information is captured systematically. Furthermore, digital tools facilitate real-time data sharing and faster follow-up on action items. So, by digitizing the process, organizations can maintain a searchable record of all walks. This, in turn, makes it easier to track progress over time and to ensure that no insights are lost.
Tip #4: Have a list of essential Gemba walk questions to ask at every point of the walk
Here’s a comprehensive checklist of essential Gemba walk questions to ask during your walk on the production floor to gain insightful, actionable perspectives directly from the frontline:
- 1. What is the purpose of this process?
- 2. Can you walk me through the steps of this process?
- 3. How long does it take to complete this process?
- 4. Are there any bottlenecks or delays that slow down the process?
- 5. How often do defects or errors occur in this process?
- 6. Are there any safety hazards or risks that need to be addressed?
- 7. What improvements can be made to this process?
- 8. Are there any unnecessary steps or activities that can be eliminated?
- 9. How can we reduce the lead time of this process?
- 10. Do you have the necessary resources and tools to do your efficiently and effectively?
Gemba walk frequently asked questions (FAQs)
How long should a Gemba walk take?
The duration of a Gemba walk can vary depending on the specific objectives and the size of the area being observed. Usually, a Gemba walk can last anywhere from 15 minutes to an hour.
It’s crucial to spend enough time to thoroughly understand the processes and engage with employees, without disrupting the workflow. The key is to keep the walks frequent and focused. This ensures they are long enough to gather insights, but short enough to maintain daily productivity.
How often do you need to do a Gemba walk?
How many times you should conduct Gemba walks can vary depending on the specific needs and goals of an organization. Typically, it is beneficial to perform these walks regularly, such as weekly or bi-weekly, to ensure continuous engagement and to keep a pulse on the day-to-day operations.
For organizations undergoing a Lean transformation or implementing Lean methodologies, you might need to schedule Gemba walks more frequently during the initial stages. This is so that you can facilitate rapid improvements and it enables you to embed the practice into the organizational culture. Ultimately, the key is consistency and adaptability. So, adjust the frequency as needed to effectively address issues and promote ongoing operational excellence.
