Tag Archives: Standard Operating Procedures

Last year, the London-based Collins Dictionary named “permacrisis” as the word of the year. It means an extended period of instability caused by an onslaught of seemingly never-ending crises — wildfires, pandemics, hurricanes, floods, inflation, air quality alerts, the highest heat ever recorded in some regions of the world, economic instability, wars… the list goes on. Sound familiar? You name it, we’ve all lived through it. And it shows no signs of slowing down.

In the immortal words of Gilda Radner on Saturday Night Live: It’s always something.

The way we see it here at USC Consulting Group, it IS always something. That’s called life. While the world may be going through an unusually rocky stretch, there is no perfect time to be running your business. Whether it’s external crises like the ones we’ve described, or internal upheavals like layoffs, mergers, unforeseen difficulties or the myriad hiccups that can occur, things are going to happen. When they do, companies can thrive, not just survive, with a mix of focusing on process improvements and operational excellence, optimizing your supply chain, and implementing standard operating procedures, along with a dash of the old-fashioned notion that “this too shall pass.”

Here are a few tactics for making sure you’re on solid footing, even during the rockiest of times.

Process improvements

The goal is operational excellence, right? But is that ever truly achievable? Yes, but it can also be a moving target. It means continuous improvements to processes, becoming as efficient as possible. We find that it’s about eliminating bottlenecks, waste and other snags that can impede productivity. Getting the right people in the right jobs and empowering them to get that job done. Developing standards and key process indicators that will tell you when you’re on target and when you aren’t, and using data to “manage by the numbers.”

Optimizing the supply chain: Don’t DRIP!

What’s DRIP? It’s a popular acronym when talking about supply chain. It stands for data rich, information poor. The fragility of the supply chain, no matter the industry you’re in, has become crystal clear in recent years. Optimizing your supply chain needs to be top of mind to make sure you don’t get caught short, and as DRIP suggests, it starts with making sure you’re using data to its fullest. Outdated inventory systems can impede that. Supply, Inventory and Operations Planning (SIOP) is a method we here at USC utilizes that emphasizes inventory as a strategic tool to allow businesses to get a better look at their operations and formulate superior strategy decisions.

SIOP gives you the ability to capture, analyze, integrate and interpret high-quality data, which is the key to staying ahead of the market. The aim is to achieve process automation and glean predictive analytics, which give you a strategic advantage… so you don’t DRIP.

Learn more about SIOP in this free eBook

Standard operating procedures (SOPs)

Much is being written in the news lately concerning “institutional knowledge,” and how the loss of it can be devastating to companies. What is it? It’s what’s NOT in your training manual. It’s what the person you think is “irreplaceable” knows. The ins and outs of doing the job that your best people learn through years of experience. When they retire, or leave the company for whatever reason, that knowledge walks out the door with them. That’s why it’s so important to develop standard operating procedures for every job in your company, and write those procedures down on stone tablets if necessary.

Comprehensive training

When you have those SOPs down, that’s just the first step. Training your people in exactly how to do the job, so everyone across all of your facilities is doing it in the same way, is vital.

Sound like a tall order? It can be. That’s where we come in. At USC Consulting Group, we have 55+ years of experience helping companies optimize their efficiency, ramp up their production, solidify those SOPs and operate to the max. If you’re wondering if now is the right time to hire an operations consultant, download our aptly named eBook, “When is the Right Time to Bring in Operations Consultants?” It’s free, and it will give you more information about how we can help your business.

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Production involves different processes that run concurrently or independently, with operators and technicians handling several tasks at one go. They monitor the working conditions of machinery and the quality of products. As such, plant floors are ever busy, making safety a priority for companies. They establish and enforce safety regulations to enhance the consistency of processes, eliminate workplace injuries and minimize breakdowns.

Human error is among the leading causes of plant floor accidents leading to workplace injuries, equipment and product damage, pollution (non-compliance) and death. Human errors may arise from fatigue, slips and lapses, psychological stress, technical mistakes, or violation of safety regulations. Reducing human error and accidents on the plant floor goes beyond establishing a safety mindset among employees. Below are tips for reducing human errors and accidents on the plant floor.

1. Automate processes

There are several automation technologies for improving the consistency and accuracy of processes while minimizing human intervention. They range from basic control systems for starting, sequencing and stopping production to complex robots with artificial intelligence which perform repetitive tasks without fatigue. Conveyors and autonomous mobile robots replace forklifts for material handling, transporting large loads. Advanced robots have visual guides to enable them to navigate obstacles, thereby reducing plant floor collisions.

Automation systems are programmed to perform tasks following specific procedures, leaving no room for errors. They are equipped with automatic safety switches to stop processes when production conditions are violated. Automation reduces operator exposure to moving equipment parts and improves material handling.

Computerized Maintenance Management Systems (CMMS) are platforms for automating maintenance workflows. Companies upload equipment safety information, manuals and standard checklists that outline maintenance activities and intervals. Technicians navigate CMMS programs on mobile devices, allowing them to access accurate maintenance information promptly. CMMS solutions reduce maintenance mistakes and standardize operations, guaranteeing uniformity.

2. Develop standard operating procedures

The human factor in production means that individuals may skip or modify procedures to complete tasks faster. In some cases, the company provides mismatched safety and operational policies, breeding confusion during implementation. The incoherence of policies and ambiguity of procedures lead to more errors, more accidents and frequent production stops.

Companies need to compile all procedures in a single document, providing detailed instruction for accomplishing each task on the production floor. Standard Operating Procedures (SOP) increase the consistency of floor operations while leaving little or no room for errors. These documents use straightforward language to outline step-by-step guidelines, reducing the misinterpretation of policies.

Technicians de-energize production equipment when performing routine or emergency maintenance. To protect technicians and equipment, companies use equipment-specific lockout tagout (LOTO) procedures. They outline how to shut down processes, block energy sources during maintenance, tag equipment under repairs, startup procedures after maintenance and authorization protocols. In case of a technical mistake or unplanned re-energization of the system, lockout devices block the hazardous energy and signal technicians of impending danger. They halt the repair process and resume once they remove the hazard.

3. Audit facilities and perform conclusive root cause analysis

Equipment design and plant floor layout contribute to accidents. Proper arrangement of production equipment facilitates seamless continuity of processes while enhancing the safety of employees. When designing plant floor equipment, companies should consider ergonometrics. Equipment should be sized appropriately, fitted with protective safety guards and emergency switches. The plant floor should have adequate lighting, clearly marked walkways and visible safety signs.

Frequent facility audits enable companies to identify flaws on the production floor that escalate human errors. They inspect all machinery, check maintenance records and verify compliance of processes to internal and statutory regulations. Through facility audits, companies identify accidents that occur frequently and their causes. Insights from these audits facilitate future optimization plans, focusing on minimizing the impact of human errors in the production process.

Facilities may fail to investigate minor accidents since some operators or technicians underreport or disregard them. However, it is prudent that companies develop an accident reporting format that captures any incident irrespective of its magnitude. Accident reports enable companies to perform conclusive root cause analysis for the elimination of inherent hazards. Results of root cause analysis can be used to tailor safety training.

4. Conduct extensive staff training

Hiring a pool of skilled employees is not sufficient surety that human errors and accidents will happen. Over time, plant floor operations overwhelm the employees as they struggle to hit production targets amid other personal distractions. Companies upgrade machinery and adopt newer technologies as they strive to improve productivity and enhance compliance. Staff training is a continuous process that companies utilize to strengthen the technical capabilities of staff, introduce and explain safety policy changes and the consequences of non-compliance.

Through on-the-job maintenance training programs, technicians gain invaluable skills in troubleshooting and correcting equipment defects within a short time without errors. Technicians become aware of the safety procedures and understand how to exploit technological tools and protective equipment to eradicate plant floor accidents. Companies use training programs to equip operators with fundamental machinery diagnosis and care skills for identifying and correcting minor errors independently.

Final Thoughts

Reducing human errors on the plant floor is a collective responsibility that requires proactive action by staff and the management. The company provides correct work tools, trains staff, and guarantees the safety of facilities. Employees should follow safety regulations, report defects and accidents, use machinery correctly and adhere to standard operating procedures.

*This article is written by Bryan Christiansen. Bryan is the founder and CEO of Limble CMMS. Limble is a modern, easy-to-use mobile CMMS software that takes the stress and chaos out of maintenance by helping managers organize, automate, and streamline their maintenance operations.

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