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5 S Process in an Assembly Shop

Thursday, December 10th, 2009 by ksmith

Recently we talked about the 5 S process developed from the Toyota Production System.  Some believe that the 5 S process can only be implemented in a manufacturing environment and do not see the benefits of using this process to improve their work environment.  Here at Setpoint we have our design engineers in an office environment and our assembly technicians in a shop environment with both areas using the 5 S process. 

We made a video and put it out on YouTube to walk through our shop and show how the 5 S Process can be implemented in an assembly environment where we build one machine and ship it, then build a completely different machine.

Sustain - the Fifth “S” of the 5 S System

Thursday, November 12th, 2009 by Ken

After the first four S’s from the Toyota Production Systems improvement process have been implemented, the most important work begins.  If you have gone to all the work of setting up the system you must sustain or even improve on it to keep the system working properly.  Things change and you need to be flexible.  If something is not working the way you would like change it and keep changing it until you are satisfied. 

For instance, you should be able to tell at a glance if all the tools are in they place or if your hardware is running low, you may have to walk around and check some key spots each night to make sure the system is being used properly.

We are all very quick to form habits and by repeating these steps over and over it will be no time at all and your employees will be telling you when parts are low or things are not where they belong.

The 5 S System may seem like a lot of work at first and it is, but the benefits far out weigh your initial investment.

Standardize- The Fourth “S” of the 5 S System

Thursday, November 5th, 2009 by Malorie

Now that the first three 5S’s (Sort, Straighten, and Shine) have been implemented, the next step is to concentrate on standardizing best practices in your work environment, also known as the Japanese term Seiketsu. This involves creating a consistent approach for carrying out tasks and procedures amongst all employees and departments. Orderliness is the core of standardization.

If the first three steps have been followed correctly then standardization should fall right into place with the help of all involved.  Standardization receives the most success when everyone knows their role and rules of their area and therefore can be involved in the development of these standardized rules because they are valuable for the information they deal with on a day to day basis. In the end, everyone should know exactly what their job responsibilities are and they should know exactly how to perform as well.

This process works very well at Setpoint because we work in a very fast paced and schedule driven environment where we usually can’t afford to lose a day when someone has an unforeseen absence. Therefore by following the 5 S system there is usually someone able to step in and pick up right where the last person left off without having to ask a thousand questions and wasting time looking for parts or tools.

SORT - The first “S” of the 5 S System

Monday, October 19th, 2009 by Bob

In using the Toyota Production System to improve your organization you need to integrate the 5 S processes from your desk to the production floor. The first “S” is to sort out what is and is not needed to do the required work in the work area.

Sorting the things you need to do your job on your desk, in receiving, in the production area, on the assembly floor, and any work area helps you work more efficiently and less prone to misplaced parts and tools. What do you sort? What do you need to do the job or task including tools, parts, and paperwork? If you don’t need it to do your job, it shouldn’t be in your workspace. Not only do you need to sort out what you need, but evaluating the proper quantities of each is also very important. One way to determine what you should have at your workspace is to use the 24-48 hour rule. If you are not going to need it in the next 24-48 hours, it doesn’t need to be in your workspace.

Here at Setpoint, we sort just about everything that comes in the doors, including our engineers. When parts are received a label is attached and the part is placed in a subassembly tote and the tote is placed on the projects rack. When there are enough parts for assembly to begin, the rack is moved to a specific assembly area designated to that project. The assemblers can go grab a tote and take it to their work area to begin assembly. When the assembler needs screws, wire, air hose, or a tool he can go to that rack or cabinet where everything is sorted by type and size. He takes only what he needs and continues working. When he reaches a stopping point or completes the assembly, everything is placed back in the tote and back on the rack. He then grabs the next subassembly tote and begins the build process again. At the end of the day everything is put back in its place, including totes, tools, and paperwork so it is ready to go the next day.

This sorting process has allowed us to be very efficient at building our projects. Any one assembler can go to any project and determine what can and needs to be worked on. We know where to find any tool, wire, hose, or fastener without searching the shop floor. I have worked at other companies where this sorting was “sort of” used (pun intended), and it makes for a long day when you are searching for the part or tool you need because it was not returned to its sorted place.

As I mentioned before, not only do we sort the products coming in our door, but we sort our engineers as well. Depending on our current projects, our engineers get sorted into different teams to utilize their talents and experiences. Yes, this means moving our computers and our stuff from one area to another. I have been sorted at least five times in just over three years. Sometimes this can be a pain, but this sorting helps the team’s communication and makes the design process much more efficient. It also gives us a chance to sort out the accumulation of stuff from our workstation and place it in the proper place–the garbage.

An Interpretation from an engineer’s perspective

Monday, October 12th, 2009 by Mark

of “The Back of the Napkin” by Dan Roam

 

I am only one member in a mechanical design team of seven engineers, together we are neck deep in machine design and mechanical problem solving.  I started reading this book with hopes of picking up good ideas to apply in a group setting when we are at the whiteboard solving design issues. I have found the book to be somewhat interesting, but not enough to press my colleagues to read it.  The book has some good ideas in it, such as the SQVID method of imagining.  In summary, the SQVID method gives you five questions to ask and mentally process before drawing a picture.  These five questions are:

  • Simple or Elaborate?
  • Quality or Quantity?
  • Vision vs. Execution (do you want to depict where you’re going or how to get there?)
  • Individual attributes vs. Comparison?
  • Delta (change) or Status Quo?  (In Dan’s words: “The way things are versus the way they could be.”)

Dan is not simply suggesting “a few good ideas” in The Back of the Napkin. He has created a text book to guide you into learning a powerful and disciplined approach to visual problem solving that works well for Dan. Trying these ideas once isn’t difficult.  To implement these into your person, make them habit, and integrate them into your mental framework, and restructure your ability to solve problems may take years of self discipline. For example, the <6><6> rule: “For every one of the six ways of seeing, there is one corresponding way of showing. For each one of these six ways of showing, there is a single visual framework that serves as a starting point.” Email me when you’ve managed to get a good grip on that one.  Next, consider Dan’s Four Cardinal Rules for Better Looking:

  1. Collect everything you can
  2. Lay it all out where you can look at it
  3. Establish fundamental coordinates
  4. practice visual triage

These four things make perfect sense, but memorizing them in one day is not enough.  Carrying around index cards with notes to remind you how to do it is impractical.  The challenge of rebuilding your mental stairways to solve problems, to restructure your thought process and become fluid at this can be the challenge of a lifetime. The truth is, you probably already do these four things and just don’t realize it because it happens so fast.  But Dan did an excellent job of capturing this process on paper where you can read the steps and do a self evaluation.

Many times as I have pondered Dan’s ideas, the recurring message I get is - in summary: “You don’t think very efficiently, try my way, it’s better.”  If you consider yourself an efficient thinker, this book will make you reconsider because Dan illustrates how his methods can be applied universally.  The book is not compelling to the merely curious, there is nothing ground-breaking for the visual thinker, and the ideas are not easily accessible in many ways to the analytical thinker.  For example, the Bird Dog Drill on page 75.  If any analytical person makes it to page 75 of Dan’s book, they will find this drill to be a tall challenge because it’s an exercise in endurance and continuity of visual thinking.  That being said, I am about 75% through the book and still not sure if I have already passed the “meat & potatoes” of Dan Roams’ core message.  If I did . . . what was it? 

It’s almost like Dan is telling me: “This is so easy, if you could just be cleverer by using a bit of visual ingenuity, you could draw a picture and this complex problem would suddenly become clear.” Or “Why are you making this problem so difficult, just draw an efficient, well conceived, simple yet calculated, and well diagrammed picture.”  . . .  My thoughts exactly, “do what?”

To be honest, I don’t know if I will finish it anytime soon.  Not that the book isn’t good, it’s just not groundbreaking and easily applied. But it’s interesting if you are a visual thinker.  In reading this book I feel like I am being told that to be a good problem solver I must remove my old problem solving tool belt and strap on a new one that only has a single marker in it with instructions that simply say, “Think differently, and draw more efficiently.”

The Discipline of Market Leaders Updated with Some Caveats

Thursday, September 10th, 2009 by Brad

In the mid 1990’s I read a book that connected with me. It was The Discipline of Market Leaders authored by Michael Treacy and Fred Wiersema. In a nutshell it said that companies need to pick their marketing strategy from one of three choices, those choices are Operational Efficiency, Product Leadership, or Customer Intimacy. A company that believes they should do all three will fail.

 It goes like this:

  • Companies are most successful when they focus on only one marketing discipline
  • Companies are mediocre when they focus on two marketing disciplines
  • Companies will be run over when they think they can do all three

 

The table below summarizes the concepts of the book:

 

OPERATIONAL EFFICIENCY

PRODUCT LEADERSHIP

CUSTOMER INTIMACY

Core Business Process

Sharpen distribution systems and provide no-hassle service

 

Nurture ideas, translate them into products and market them skillfully

Provide solutions and help customers run their business

 

Structure

Strong central authority and a finite level of empowerment

Acts in an ad hoc. Organic loosely knit, and ever changing way

Pushes empowerment close to customer contact

 

Management Systems

Maintain standard operating procedures

 

Reward individuals’ innovative capacity and new product success

Measure the cost of providing service and of maintaining customer loyalty

Culture

Acts predictably and believes that “one size fits all”

Experiments and thinks “out of the box”

Flexible and thinks ” have it your way”

 

Company Examples

Wal-Mart - McDonalds

Intel - Nike - 3M

Nordstrom

Over the last few years I have heard nothing from these authors. I wondered are the concepts no longer valid, what has changed?

My feelings are they are as relevant today as they were 10 years ago, with two caveats.

First: it doesn’t matter what strategy you are pursuing, you need to continually look at ways to lower your costs and add more value (from the customers view not the companies) for lower costs. This is a fact in the world we live in today with no exceptions that I am aware of.

Second: adding more features and functions after a certain point where the customers aren’t demanding them will open up the possibilities of a disruptive product coming in and interrupting your strategy. This disruptive concept was originated in the book The Innovators Dilemma by Clayton M. Christensen, it is worth reading.

The Discipline of Market Leaders is still a relevant book today to help companies chart their path, but remember the two caveats.

Deciding on the Direction for your Company

Thursday, August 6th, 2009 by Brad

Companies that remain static and don’t evolve will eventually lose their profit margins and sink into oblivion. At Setpoint, as we try and adapt to the changing landscape I have noticed several things in dealing with deciding our company’s direction.

First, change is hard. It is much easier to continue doing what has been done in the past, even if it is not getting the results it used to, and rarely have I seen an idea that just works right out of the gate.

You can’t do everything, and if you try to, it will result in spreading your resources (money, time, people) so thin that you cannot be successful at anything. One of the hardest things is, deciding what not to do. It is difficult because you tend think that you are potentially leaving money on the table, and you may be – but you are doing it to pursue a better idea with more potential.

We have found that some feel more passionately about an idea than others, so we have developed a rule that is simply “whoever has passion about an idea gets less than 50% of the vote”. This helps us make more objective decisions. Key message is, don’t be so in love with a strategy or idea that you can’t dispose of it when all the facts point that way.

You never have perfect information before a decision needs to be made. As a result, assumptions are made in order to make progress. The problem is, unless those assumptions are tracked and noted they tend to become facts over time, and often those assumptions are wrong. You have to revisit assumptions to validate, modify, or eliminate them to reflect new information you now have. Not doing so can lead to less than desirable outcomes.

At Setpoint we try and follow the philosophy of “fail faster”. In other words, if something is not going to work the sooner you identify it the cheaper it is for the company in terms of money, time, and people. Most ideas can be validated or eliminated without much cost or time if the key issues have been correctly identified. The few key remaining ideas can then claim your valuable resources.

The shorter iteration cycles the better; the clearer the objectives, the easier it will be to identify the key issues that need to be proved out in order to validate the direction.

These are some of the techniques we are using at Setpoint to decide our companies direction.

This process is an ongoing part of a healthy company’s life. So get on with it.

Machine Assembly - What Works Best

Thursday, July 30th, 2009 by Ken

After working in a shop for over 30 years, I have found that following a process when it comes to assembling a machine works the best. 

First, it always helps to sit down with the designer and find out what kind of things to watch for, such as customer constraints or hazardous locations etc.  It is a must to have a complete print package before you start to assemble.  You need to look it over to find the best place to start. 

Subassemblies can be built and then installed on the machine later when the longer lead time items come in.  Most of the time the parts that come in first will be electrical and small parts for subassemblies; this allows you to assemble and wire without having the rest of the machine.

Next, look for assembles that can be built that won’t have to be disassembled in order to install on the machine.  This will help cut down on the time spent on assembly.  I also recommend you build the subassemblies with wire labels and air lines marked for faster install.  You can adjust slides and set sensors on the bench to save even more time.

Once you have the machine base and table top, look for the best way to route the wires and air-lines and drill holes for tie wrap bases or other mounting plates.  Then start installing the subassemblies at the center and work your way out, be sure to tighten all fasteners and check the fit of moving parts.

When all the subassemblies are installed with sensors and air lines ran, it’s time to do the I.O. check out manually then check them through the P.L.C.  Once I.O. is complete you can start to de-bug and run the machine.

Outsourcing IT Management

Thursday, June 25th, 2009 by Setpoint

Information Technology (IT) has become a necessary component of today’s business culture.  If you own a business with more than 5 employees, it almost becomes a necessity.   In some form or fashion, you’re going to have to come up with a game plan to maintain and replace your current systems.  What works best?  Let’s talk about that.

If you’re a business with less than 100 computer using employees, you may find a lean philosophy will maximize IT efficiency as well as effectiveness.   Why?  Here are several reasons.

  1. Computer usage has become a common part of American culture.  Almost all sectors of professional life involve the use of a computer. When it comes to small IT tasks, just about any computer hobbyist at a company could manage and maintain software and hardware inventory, the ability to change a forgotten password, and add a printer to a workstation.  Depending on time availability of that employee, he or she could also handle email accounts and basic web site changes.
  2. Microsoft Windows is very stable.  I know, I know… you’ll always have a small percentage of PCs that will tend to crash.   This is more about the law of averages than the quality of Windows.  Generally speaking, a well made, properly installed Windows XP or Vista (and soon to be Windows 7) PC with up to date antivirus and antispyware software will be very solid.  The small stuff is usually easy to fix but what happens when you get a virus or spyware on your computer?  That’s when you need an IT professional.
  3. Difficult server, router, and security tasks are infrequent.   Don’t get me wrong, the need for expert IT professionals is still necessary and vital to the health of any business, but in order for an IT person to be proficient and up to date requires both constant training as well as exposure to these types of problems.
  4. Attrition of employees.  Generally speaking, good employees tend to be here today, gone tomorrow.  Just about every employee is looking to increase his or her leverage in the current job market.   Hey, if you could get a better paying job, with more benefits, and a better boss – wouldn’t you leave?  Of course you would.   Well paid professionals that outsource (in my experience) tend to stick around for much longer periods of time.
  5. The high cost of professional training and equipment.  Training and professional trouble shooting equipment range in the thousands.
  6. Managing and providing HR benefits.

 

What then do businesses need to outsource?

  1. File, print, email, web, and SQL server installation and maintenance
  2. Routers and firewalls
  3. Security implementation policies and procedures
  4. Remote computing access
  5. Budget planning and new business solutions
  6. Workstation hardware and software policies

 

After owning my own IT Company for 11+ years now, I have found that companies that outsource their top level IT needs save money.

10 Ways to Creativity

Thursday, June 18th, 2009 by Mark

The Mechanical Engineer’s Perspective

  1. Music:  Certain types of music may be used to create a desired mood such as hard rock in a fabrication shop, jazz in the elevator, Kenny G at the grocery store, or Vivaldi playing low in a restaurant.  If there is a genre of music that provokes your spontaneous side, getting into that mood might help boost your creativity.
  2. Change of view:  When we have become numb to our daily routine and surroundings our senses tend to be in a lesser state of awareness.  Changing the physical location of your work space can be an effective way to awaken the sleeping sense of creativity.
  3. Strange Things:  Ambiance, tone, mood, and setting all play a role in your creativity.  Is there something that you can place in your work space that will help heighten your senses and capture your interest?  A Venus Fly Trap?  A clay sculpture?  A 1969 Camaro?  Make your work space someplace that calls to your creative side and beckons for the genius and artist in you to step forward.
  4. Retreat:  If you have been concentrating intently on one issue for too long and keep hitting dead ends, break away from it and “sharpen your blade”.   Is there grass outside that might allow you a brief escape and feel sunshine while you clear your head?  Investing 5 minutes in clearing your head and taking a step back to re-evaluate the problem will be more productive than 30 minutes of spinning your wheels without progress.
  5. On Your Feet:  At Setpoint we have a saying: “To the Whiteboard!!” We find it most effective to communicate our design ideas to each other by gathering around a whiteboard and letting these ideas come to life in sketches, diagrams, and pictures.  While we’re on our feet gathered around a whiteboard ideas are communicated effectively and develop quickly.  This is a great way to help others “see what you are thinking.”  Thinking on your feet in front of a whiteboard can be engaging and allows you to focus your thoughts in a visual and creative way.
  6. Confidence Builders:   It may sound cliché, but there is profound truth in accomplishing something because you “think you can.”  Sometimes when we’re up against a mental block, we just need something to push us forward.  Accomplishing a small task that you know you can do well is one way to achieve that needed boost.  Maybe it’s repairing an engine, fixing something around the house, or building something out of wood.  When you have completed this task - revel in the accomplishment.  Indulge in the reward of knowing you finished this task with perfection, review how you thought of every angle and went the extra mile.
  7. Good Meeting Management:  In the context of a brainstorm meeting, inspiring creativity can depend on the meeting manager among other things.  A good manager can keep a meeting focused on the subject.  A better manager can maintain meeting direction in a manner that the discussion flows freely while generating ideas from the team.  The best manager is decisive and can lead the team into creativity by giving clear guidelines and hearing ALL ideas, allowing expansion on different perspectives, encouraging positive objectivity, does not allow negative commentary on any idea, all while holding the meeting focus and reading the body language of participants to know when it’s time to “move on.”  A productive meeting has a clearly defined objective and end result.
  8. Dealing with Stress:  Stress chokes creativity unless it can be compartmentalized and channeled.  Defining the problem and knowing what the next step is to solving it will give you instant results for reducing your stress level and allowing your creative side to flourish.  Try the following exercise:  Take two minutes to write down all the tasks you are keeping a mental list of, beginning with those that cause you the most stress.  Completely drain onto paper that mental list you are packing around, exhaust every last item.  Including work related items, things from home, and anything else that’s on your mind - one big list.  This should be fast and informal, just find a pencil & paper and start scrawling away.  Next, categorize the items into two separate lists, either “Work” related, or “Personal.”  Finally, prioritize each item in each list in numerical order of what needs to be finished immediately and what can wait.  Having this list in front of you is very empowering, it will help you compare importance of all your tasks and will cause you to re-evaluate your stress level.  All you need to determine is what the next step is for each item.  Don’t solve the entire issue – ONLY THE NEXT STEP. Be realistic, maybe it’s a phone call, a trip to the store, or composing an email.  In some cases you may be able to completely eliminate tasks altogether.  Knowing you have a plan to take action on these items will tremendously relieve your burden.
  9. Use the “Other side”:  Do you dominantly use the right side of your brain or the left?  We tend to approach problem solving in the same way every time.  What if you could teach yourself to approach a problem from a different angle?  There is rarely only one perfect solution for a problem.  Then it follows there are endless ways to arrive at one of the many solutions that will work.  Try some exercises that will get the other half of your brain involved.  The left side of the brain is used for thinking analytically and logically.  We also use it for reading, writing, arithmetic, and understanding symbolism.  The right side of the brain is used for spatial reasoning, visual thinking, and intuition. The right side can deal with complexity, ambiguity, and paradox while the left side looks at sequences, patterns, and lists.  The left side of the brain looks at parts while the right side looks at the whole.  Sometimes, we use the excuse: “My mind doesn’t work that way.”  Therein lies the problem.  Why not train it to work that way and see what you are capable of when you tap into that reservoir of creativity hidden in “the other side.”  (Reference:     http://www.funderstanding.com/content/right-brain-vs-left-brain)
  10. Defining the Problem:  Moving forward with an idea without stopping to question all of the underlying assumptions can be risky.  Understanding the problem from multiple perspectives sheds new light on the solution.  For example, if I were redesigning a dishwasher I would want the insights of several disciplines including: Electrician who has to wire it, maintenance guy who has to install it, maybe even the teenager who would use it.  I would also seek out the Chemical engineer’s input on corrosion resistance, the mechanical engineer’s input on motors and wear.  I would also consider the programmer’s input on failure modes and troubleshooting. What about a blind person’s perspective?  A really short or tall person?    The point is – by thoroughly identifying all of the key issues surrounding a problem you have already developed a significant portion of the solution.