Efficient workplaces are built on a foundation of clear, effective communication. When information flows smoothly between key individuals, teams, and departments, operations and production workflows run consistently, and the risk of costly errors is also substantially reduced.
One way of building and maintaining these foundations is by using shop floor strategies.
Traditionally, shop floor strategies are the methods, practices, and processes used to manage and improve operations on the shop floor—the area in a manufacturing facility where production takes place. These strategies focus on increasing productivity, quality, efficiency, and safety while minimizing waste and downtime.
However, these strategies can successfully be adapted for any workplace, with great results.
Communication’s Importance at Work
Communication lacking clarity and conciseness can lead to a range of challenges, negatively impacting organizational success, team dynamics, productivity, and company culture.
These challenges include:
- Impaired productivity. Communication breakdown can cause confusion among individuals and teams, causing delays, impacting productivity, and creating bottlenecks.
- Higher risk of work errors. When a team does not understand the specifications of a project, the rules and procedures they need to follow, or the deadlines they need to meet, errors are likely to result.
- Safety risks. Safety protocols that are not communicated clearly can raise the risk of injuries and accidents in any workplace.
- Reduced motivation and lower morale. A lack of clear direction and information can frustrate and demotivate employees. As morale declines, this may also lead to more conflict in the workplace, which can further impair communication efforts.
Shop Floor Strategies to Improve Workplace Communication
Manufacturers use several shop-floor strategies to improve communication and address the issues mentioned above. These strategies are widely used on shop floors, but you can also apply them to other work environments to achieve similar results!
1. Visual Management Strategies
This strategy involves the use of visual aids such as diagrams, charts, Kanban boards, and color coding to share information in a rapid, easily understandable way.
Visually representing information allows team members to refer to it for clarity whenever necessary. This is invaluable for maintaining productivity and fulfilling projects according to specific criteria.
Using systems like Andons and other visual feedback tools can alert personnel to important issues on the shop floor, allowing employees to prioritize and resolve pressing problems as soon as possible.
Leaders can also use tools like visual key performance indicator (KPI) displays to keep their teams updated about overarching goals. The same displays can inform team members about their production and progress towards these objectives too, serving as a valuable form of motivation.
2. Daily Meetings and Huddles
This system involves holding short, regular meetings at the start of every day or shift. During these meetings, employees share information with one another, raise concerns, ask questions, and coordinate their daily tasks before they start their work.
Holding meetings on a daily basis creates a dedicated space and time for open communication and active problem solving. They also help to unite team members in a common purpose, and create a sense of camaraderie and teamwork in the workplace.
3. The 5-S Method
The 5-S method is a key shop floor management strategy that gives employees a systematic framework for efficiency and organization. The five ‘S’ tools in question are:
- ‘Sorting’ the workplace and identifying the tools and resources necessary for the production process. This reduces clutter and keeps spaces neat and organized.
- ‘Setting in order’ each important tool and resource. This step allocates a dedicated space for each item to arrange them in an ergonomic, accessible way.
- ‘Shining’ the workspace by keeping it clean and performing preventative maintenance.
- ‘Standardizing’ procedures and schedules. This minimizes confusion and ensures that the steps above are performed consistently and safely.
- ‘Sustaining’ the 5-S standards to keep the workplace neat and operating efficiently at all times.
These tools can have a remarkable impact on communication by limiting distractions and encouraging clear communication.
4. Cross-Training Employees
Cross-training is the process of training team members in many different tasks and roles. This provides a comprehensive understanding of a production process or workflow from beginning to end.
This strategy can break down communication silos and invite employees to communicate with team members from various departments. When this happens, team members gain a broad and holistic understanding of vital workflows. This makes for more effective and streamlined communication.
5. Active Feedback
Feedback is another core approach in shop floor management. In this strategy, team leaders establish open communication channels through which employees can share their feedback about workflows, raise their concerns, and provide suggestions for improvements. These channels can include physical suggestion boxes, email surveys, and in-person feedback sessions, among others.
Feedback systems give employees a say in how operations flow and goals are achieved. They also build a culture of continuous improvement. This approach ultimately creates a two-way flow of communication that enables team members to share their concerns, feel that their perspectives are heard and valued, and actively contribute to the problem-solving process.
The Bottom Line
Improving communication in the workplace requires a multi-pronged approach. By implementing proven shop floor strategies, every team leader can create a more collaborative, communicative environment.
These methods can enhance communication at every level, thereby increasing productivity, improving safety and compliance, and boosting employee motivation.