Standard Work Instructions to Expedite Operator Training and Performance
The Problem
Employee turnover can impact companies in several negative ways, from loss of experienced talent and increased hiring costs to safety risks, compromised equipment reliability, and higher levels of rework and scrap.
A U.S. steel manufacturer, previously accustomed to long-tenured employees, began facing higher turnover in recent years. This increase exposed vulnerabilities in their training processes, leading to safety incidents and production losses. The situation highlighted the absence of adequate resources and structured training tools to rapidly train new operators to standard, as well as compliance concerns due to incomplete training documentation.
The Solution
To address these challenges, the company recognized the need to update its standard work instruction (SWI) program). The objective was to create clear and consistent instructions which provided task detail and safety standards guidance.
They identified a need to update or develop 3,500 SWIs across six facilities and 45 departments/production areas. Approximately 2500 SWIs existed, but in an incomplete and non-standardized state. In addition to task instructions, many of these instructions required the inclusion of critical safety protocols.
Phase 1: Template and Initial Implementation
Our first step was to review and improve a standard SWI template to be used for all task instructions. The template was designed to be:
ISO 9001 compliant to align with industry standards
Inclusive of safety instructionsto minimize risks.
A comprehensive guide for both the operator (the trainee) and the trainer, through separate sections.
Phase 2: Alignment and Training
To expedite the development of 3,500 SWIs, group leads were trained to create instructions within their areas. However, it became evident that SWIs created before Marshall took over the management of the program varied from the original standard. We chose to pause our SWI writing to refine our training and document creation.
So, how did we improve SWI standardization we hear you say? You guessed it, by producing Standard Work Instructions for creating operator SWIs! In addition to developing these highly specific instructions for SWI creation, we also implemented an approval process, to ensure all draft SWIs met the established standard. The approval process included four check-points: alignment to the standard, quality of document, safety, quality assurance.
Phase 3: Scaling for Completion
Once we had process and output consistency, it was time to scale the efforts. With the revised template, guidelines and approval process in place, we trained a team of over 80 employees to support SWI creation. The more structured training, with detailed instructions, provided important clarity on SWI expectations and facilitated consistency across all creators and departments.
To maintain focus and momentum, the team set completion goals, monitored progress through a tracking system, and communicated weekly status updates to the board of directors. The project team also provided ongoing support and guidance to creators, ensuring they stayed aligned with project goals and timelines.
The Client
Steel Manufacturer
The Project
Development of Standard Work Instructions
Services Leveraged
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Procedure Development
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Technical Writing
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Project Management
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The Outcome
During the 13 months that Marshall Institute managed the initiative, the following were achieved:
Developed approved SWI template
The template met safety requirements, ISO standards, and corporate expectations.
55% completion of 3,500 SWIs
Each SWI included necessary instructions for both the “doer” and the trainer.
On Target
Our client is now on-pace to complete all 3,500 SWIs by the end of 2024
Conclusion
By leveraging a structured SWI approach, our client now has the tools and processes to quickly and effectively onboard new operators, leading to a safer, more efficient, and more reliable production environment.