What is a Gemba Walk Checklist, and How to Create One?

Unlock the power of Gemba Walks with our comprehensive checklist! Learn the essentials of creating effective Gemba Walks step by step.

Last Updated on March 5, 2024 by Ossian Muscad

Many business owners dedicate a huge chunk of time and effort to continuous improvement, focusing mainly on measurable performance indicators. For example, they look at production cost, speed, error rates, customer satisfaction ratings, and other tangible business metrics to identify improvement opportunities.

At the same time, this method also assesses the effect of changes that they implement. However, some are non-quantifiable—improvement opportunities or process problems that business owners and team leaders alike have to see with their own eyes to understand.

For these matters, a Gemba walk is a great approach. This article will discuss what a Gemba walk is, specifically, a Gemba walk checklist, and why you should start incorporating this method into your business operations.

 

What is a Gemba Walk?

A Gemba Walk is a Lean concept that originated from the Japanese term “Genba,” which is a compound of two kanji characters: “Gen,” meaning “actual,” and “ba,” meaning “place.” Combined, it aptly translates to the practice of going to the “real place” or “actual place” where work is performed.

A Gemba Walk is a fundamental element of Lean manufacturing, drawing inspiration from the Toyota production system. Through Gemba Walks, leaders physically go to the work site to observe and inquire, thereby gaining direct insights into operational processes. This hands-on approach allows them to pinpoint both exemplary practices and areas needing improvement.

Despite its roots in manufacturing, the adaptability of the Gemba Walk has proven its utility across varied sectors. It’s similarly effective in marketing operations, call centers, factory environments, shipping activities, and warehouses, to name a few.

Just like other Lean tools—such as 5S, PDCA (Plan-Do-Check-Act), SMED (Single-Minute Exchange of Die), and Lean Six Sigma—Gemba Walks can elevate the understanding and optimization of any business process. It does this through passive observation and active managerial involvement.

 

Purpose of Gemba Walks

The main objective of a Gemba walk is to observe, listen, learn, and understand the current state of a process. It is an effective and efficient method that enables management leaders to know what’s working and what’s not by being in the actual place of work and seeing how the employees operate.

Gemba walks are not audits, per se. Therefore, they should not be used to point fingers or find someone to blame. Rather, they are conducted to understand the situation and find ways to improve it. After all, the goal is to improve things for everyone – employees, customers, and the business.

Gemba walks are structured and performed according to a particular intention. Good examples include standard work, customer service, safety, productivity, cost-efficiency, workspace efficiency, and creativity. In addition, Gemba walks are also done for the following purposes:

  • Identify issues and gain valuable insight on how to improve them.
  • Reduce existing wastage and find ways to eliminate or prevent them.
  • Encourage employees to give suggestions on how they can improve their work.
  • Build a good relationship with employees and understand their sentiments about the company, job, etc.
  • Get ideas for process improvement from the people who do the work.
  • Discuss goals and objectives with employees
  • Establish stable and lasting relationships with people doing work and creating value.

 

3 Elements of an Effective Gemba Walk

Gemba walks take time, effort, and planning to be effective. But, if done correctly, it can enable the leader to become an integral part of continuous improvement initiatives like layered process audits (LPAs) and Kaizen events. In addition, it helps leaders see and understand processes through the employees directly involved in the particular work. To achieve a productive and insightful Gemba walk, leaders need to follow three essential elements:

Go See

Walk around the workplace and observe if the processes are being carried out as they should be. Do not rely on what you see on paper or what employees tell you. Instead, see how the work is done and note any problems or issues you see. Being physically present in the workplace can also promote open communication and trust between leaders and employees.

This method is the best way to understand the actual process and identify potential areas for improvement. It also allows you to get ideas from the employees on how they think the process can be improved. By going to the source, you can gain a better understanding of the day-to-day challenges and constraints that employees face and find ways to support them in their work.

Ask Why

Next, the one performing the Gemba walk must ask employees and other concerned parties questions. This is done to better understand the process and why things are done in a certain way. It also allows you to get more ideas on improving the process. For example, asking, “Why do you do it this way?” or “Can we do it better?” can reveal valuable insights and perspectives.

Asking questions also shows your genuine interest in understanding the situation and finding ways to improve it. This can encourage employees to be more open and cooperative during the walk. Techniques such as the ‘5 Whys’ can identify problematic areas of a process and ensure that they address the root causes of problems.

By continuously asking why, you can drill down to the root cause of issues and identify areas for improvement. This approach also encourages employees to think critically about their work processes and suggest ideas for improvement. At the same time, it allows leaders to gain a deeper understanding of the process and its challenges.

Show Respect

Finally, collaborate with the employees doing the work to understand the challenges they face, solicit their feedback and suggestions, and recognize their efforts. Then, determine how to address them without compromising safety, quality, or productivity.

Respect their time and do not interrupt them while they are working. Let them know that you appreciate their work and value their input. This will help establish a good rapport and make the Gemba walk more productive. Always keep in mind that a Gemba walk should focus on the issue, not worker performance.

A carefully conducted Gemba Walk routine conveys to field team members that their manager prioritizes them. This is evident through their commitment to spending several hours each day on active supervision tours, ensuring they are present and accessible to all key stakeholders.

 

How to Perform a Gemba Walk?

Performing a Gemba Walk requires preparation and planning. It’s suggested that leaders follow certain steps to ensure a successful Gemba Walk. The following is an outline for conducting a Gemba Walk:

  1. Define the Purpose: Before you start your Gemba walk, clearly define its purpose. Are you focusing on safety, productivity, efficiency, or customer satisfaction? Having a clear direction will make your Gemba walk more efficient and purposeful.
  2. Develop a Checklist: A Gemba walk checklist is an essential tool. It guides the walking process by outlining what to look for and ensures nothing important is missed. Include points that align with your purpose and are specific to your business processes.
  3. Communicate with Employees: Inform your team about the upcoming Gemba walk. Ensure they understand the purpose, when it will occur, and that it’s not a method for placing blame or policing. Transparency will help ensure their cooperation, making the process more effective.
  4. Conduct the Walk: Walk around the workspace, observing the current state of affairs. Refer to your checklist and ensure all areas of interest are covered. Take notes of your observations, positive and negative, and avoid making premature judgments or changes.
  5. Ask Questions: Engage your staff with open-ended questions to understand their perspective of the process. Use techniques like the ‘5 Whys’ to delve deeper into problem areas and understand the root cause. Remember, this is a learning exercise, not an opportunity to dictate or criticize.
  6. Show Respect: Respect your employees’ time and work process. Do not interrupt them unnecessarily, and always appreciate their input. This will make them more willing to engage and share their thoughts during the Gemba walk.
  7. Review and Analyze: After the Gemba walk, review your notes and observations. Identify key insights related to your defined purpose and prioritize areas for improvement.
  8. Implement Improvements: Create an action plan based on your observations to implement necessary changes. Collaborate with your team to ensure these changes are feasible and will lead to real improvements.
  9. Follow-up: After implementing changes, schedule another Gemba walk to assess the effectiveness of the improvements. This reinforces the cycle of continuous improvement and shows your team that their input has a tangible impact on the work process.
  10. Document and Share: Finally, document your Gemba walk findings and share them with your team. This will promote transparency and encourage open communication, leading to a more collaborative work environment.

 

What is a Gemba Walk Checklist?

A Gemba Walk Checklist functions as a critical tool for anyone conducting a Gemba Walk, serving as a tangible guide through the physical spaces where work is happening. The checklist is customized based on the specific goals of the walk—be it focusing on safety, efficiency, customer satisfaction, or productivity. It ensures a systematic approach by listing specific elements to observe, questions to ask, and processes to scrutinize.

By keeping the walk targeted and organized, the checklist helps prevent oversight and ensures that all critical areas of operation are evaluated. Furthermore, it supports the identification of both strengths and issues within the workplace, facilitating a structured process for continuous improvement. This practical tool is fundamental in maximizing the effectiveness of a Gemba Walk, ensuring that observers gather comprehensive and relevant data to inform improvement strategies.

 

What Items to Include in a Gemba Walk Checklist?

The items in a Gemba Walk Checklist feature questions to be asked and observations to be made and should also contain space for note-taking. The items you include in your checklist depend on the specific purpose of the walk and the nature of the work processes being observed. However, some universal aspects can be part of any Gemba Walk Checklist. Below are key sections with possible checklist items:

Safety Measures

  • Are all safety protocols being followed?
  • Is the personal protective equipment (PPE) correctly used?
  • Are emergency exits clearly marked and unobstructed?
  • Is the workplace clean and free from potential hazards?
  • Are safety warnings and signs visible and easy to understand?

Maintenance

  • Is the condition of tools, equipment, and workspace satisfactory?
  • Are there preventive maintenance schedules in place?
  • Are machines and equipment running smoothly and efficiently?
  • Are team members trained to perform necessary maintenance?
  • Are any machines or equipment in need of repairs?

Quality Control

  • How are defects or errors identified and managed?
  • Is there a system in place for continuous quality improvement?
  • Are employees aware of the quality standards and how to achieve them?
  • Do inspection and testing processes meet industry best practices?
  • Are customer feedback and complaints systematically used to improve product quality?

Process Efficiency

  • Are there any visible bottlenecks in the workflow?
  • Is there unnecessary movement or transportation of materials?
  • Are tools and materials easily accessible to employees?
  • How effectively are resources utilized to minimize waste?
  • Does the current process layout optimize productivity and reduce downtime?

Employee Engagement

  • Do employees appear motivated and engaged in their work?
  • Is there open communication between employees and management?
  • Are employee suggestions for improvements encouraged and considered?
  • How is employee performance recognized and rewarded?
  • Does the work environment support employee well-being and a healthy work-life balance?

Customer Focus

  • How is customer feedback collected and implemented into processes?
  • Are there clear steps in place for handling customer complaints or issues?
  • Is the importance of customer satisfaction communicated to and understood by all employees?
  • Do processes and services align with customer expectations and needs?
  • Are employees trained to anticipate and proactively address customer needs?

Workspace Organization

  • Is the workplace organized and free from clutter?
  • Are tools and materials organized in a way that supports efficient work?
  • Is there a system (like 5S) in place for maintaining workspace organization?
  • Are workstations ergonomically designed to minimize physical strain for employees?
  • How regularly are workspace organization practices reviewed and improved upon?

Note-Taking Space

  • Provide ample space for additional observations, insights, or unplanned findings.
  • Encourage note-takers to record questions that arose during the walk for further investigation.
  • Highlight the importance of capturing immediate reactions or ideas that come to mind during the Gemba walk, as these can lead to innovative solutions.
  • Suggest a section for recording positive feedback or excellence in practice observed during the walk, to ensure achievements and best practices are shared and celebrated.
  • Include a reminder to review notes promptly after the walk to ensure clarity and accuracy and to initiate timely follow-up actions.

 

This detailed checklist will guide observers during a Gemba Walk, ensuring a comprehensive evaluation of the work environment and processes, facilitating the identification of areas for improvement, and fostering a collaborative approach to enhancing overall operational efficiency.

 

Tips to Create the Best Gemba Walk Checklist

Creating an effective Gemba Walk Checklist involves more than just listing observations—it requires strategic planning, engagement with the team, and a focus on the processes at hand. To ensure that your Gemba Walk is both efficient and insightful, it’s vital to narrow down the focus, prepare your team adequately, emphasize process over people, meticulously record observations and responses, and continuously refine your technique. Below are some detailed tips to help you create the best Gemba Walk Checklist possible.

Narrow Down the Focus

Identify specific areas or processes that need improvement or examination. Instead of trying to cover everything in one go, concentrate on a particular theme or problem area for each walk. This approach allows for a more in-depth analysis and prevents information overload. At the same time, it also ensures a more focused and efficient walk for all participants. When determining the focus, consider factors such as critical process measures or areas that have shown high error rates in the past.

Prepare the Team

Inform and educate your team about the purpose and expectations of the Gemba Walk. Ensuring everyone understands the objectives and how they can contribute will facilitate a more engaged and cooperative environment. Encourage openness to feedback and stress the importance of viewing the process from an improvement perspective. That way, team members are more likely to proactively share insights and suggestions for improvement.

Focus on the Process

When conducting a Gemba Walk, the primary goal should be to observe and understand the processes rather than evaluate individual performance. This approach helps identify inefficiencies or problems without attributing blame, fostering a more open and constructive environment for improvement. It’s also crucial to note positive practices and achievements, as these can be shared and replicated throughout the organization.

Record Every Observation and Answer

Documenting observations, questions, and the answers received is crucial for follow-up and analysis. Use a structured format for note-taking to ensure all relevant details are captured. This documentation serves as a valuable resource for identifying trends, patterns, and areas needing attention. With standardized note-taking, it’s also easier to compare results over multiple walks.

Develop the Technique

Continuous improvement should apply not just to the processes you’re observing but to the Gemba Walk practice itself. After each walk, review the approach, checklist, and outcomes to identify areas for improvement. Adjust your technique based on feedback and new insights to make your Gemba Walks more effective over time. Consider seeking guidance or training on the best practices for Gemba Walks to refine your technique even further.

 

Frequently Asked Questions (FAQs)

Q1: How often should a Gemba Walk be conducted?

The frequency of Gemba Walks can vary depending on the size of the organization, the complexity of processes, and specific goals. However, a regular schedule, such as weekly or monthly, is recommended to maintain continuous improvement and engagement.

Q2: Who should participate in a Gemba Walk?

Participation can include a range of individuals from different levels within the organization, such as managers, frontline workers, and even customers or suppliers. The key is to involve people who are directly related to the processes being examined or who can provide unique insights into improvements.

Q3: How long should a Gemba Walk last?

The duration of a Gemba Walk can vary, but it is typically between 30 minutes to 1 hour. It’s essential to keep the walk focused and efficient, ensuring enough time is spent to observe and understand processes without overly disrupting work.

Q4: Can Gemba Walks be used in non-manufacturing environments?

Absolutely! While Gemba Walks originated in manufacturing, the principles apply to any setting where work is performed. This includes service industries, healthcare, education, and more. The focus is on observing processes, understanding work, and identifying improvement opportunities.

Q5: How can we ensure the privacy and confidentiality of employees during a Gemba Walk?

Respect for privacy and confidentiality should be emphasized before and during a Gemba Walk. Observers should avoid recording personal information without consent and focus solely on processes rather than individuals. It’s also key to communicate the purpose of the walk to employees, reaffirming that the goal is to improve processes, not to monitor individual performance.

Q6: What should be done after a Gemba Walk is completed?

After completing a Gemba Walk, the team should debrief to discuss observations and insights. Prioritize the findings and develop an action plan for improvement. It is crucial to communicate the results and planned actions back to the employees affected, ensuring transparency and fostering a culture of continuous improvement.

 

Streamline the Gemba Walk Process with DATAMYTE

DATAMYTE is a quality management platform with low-code capabilities. Our Digital Clipboard, in particular, is a low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you quickly and easily create custom Gemba Walk checklists with a user-friendly drag-and-drop interface. With automated workflows, your team can receive notifications for completed walks, track progress, and collaborate on improvement actions.

DATAMYTE also lets you conduct layered process audits, a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.

With DATAMYTE, you have an all-in-one solution for managing your Gemba Walks, LPA, and other quality processes. Our platform is designed to streamline and standardize quality management practices, making it easier for your team to identify opportunities for improvement and implement corrective actions efficiently. Book a demo now to learn more.

 

Conclusion

The practice of Gemba Walks represents a powerful tool for organizations aspiring to cultivate a culture of continuous improvement. By focusing on processes, engaging all levels of the organization, and fostering an environment of open communication and respect, businesses can uncover valuable insights into operational efficiencies and opportunities for advancement.

Whether in manufacturing or non-manufacturing settings, the principles of Gemba Walks apply universally, offering a framework for observing, understanding, and enhancing workflows. The key to success lies in regularity, inclusivity, and a commitment to transforming observations into actionable improvements. Through this iterative process, organizations can achieve not only immediate enhancements but also long-term operational excellence and competitiveness.

 

 

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