What is work standardization?

Work standardization is a basic tool of Lean Manufacturing. In a simple way it can be defined as the most effective way of performing a given process, taking into account aspects such as: time, costs and quality. To sum up, standardization of work makes it possible to carry out a given process with the best possible use of time, methods and resources.

Developed standards are a reference point and allow you to assess the actual effectiveness of the activities performed. Standardization is often associated with bureaucracy and rigidity of rules that inhibit the pace of change in the organization. This is erroneous thinking. The goal of standardization is to stabilize processes and to continuously improve them. The introduction of standards is thus part of a dynamic process of positive change.

Why standardize your work?

The most common motivations for implementing standardized work in organizations include:

• Increasing employee efficiency and productivity,
• Eliminating non-value-added activities (eliminating muda),
• Improving the quality of services or products,
• Improving process stability and reducing variability,
• Simplifying procedures and documentation,
• Finding the most efficient way of doing work (taking into account safety, cost, quality, time and resources),
• Reducing the number of mistakes made by employees due to incorrectly performed actions,
• Retaining knowledge in the company, thanks to documenting the best solutions,
• Accelerating the process of introducing new employees to new positions,
• Possibility of monitoring deviations from standards.

Creating work standards

The standard should be distinguished by several important features. These are readability and clarity. Standards cannot be too complicated. It should take care of their clear, understandable reception. For this purpose visualization is often used. However, it is worth remembering that the purpose of standardization is not to relieve the employee from thinking. The main idea of creating standards is to lead to a situation where all work-related activities are performed faster, better, cheaper and safer.

An important part of standardization is concrete data that can be measured. Before setting universally applicable standards, the various elements of the standards should be described in detail and the time required for subsequent steps should be estimated. The observations should be placed in a document and carefully analyzed. The created standard must be realistic for implementation. Otherwise, it will simply not be followed.

Implementation of work standards

Implementing standards may seem like a complicated and time-consuming process. However – as the experience of our optimization experts shows – in the long run it is a profitable process, not only in the financial aspect. Companies that have implemented standards of work record an increase in productivity improvement, quality and satisfaction with work. Additionally, the turnover rate of employees, especially those with short work experience, decreases. Why? Because well-developed work standards allow for faster learning of new skills and reduce the number of mistakes made during work. And this, in turn, improves employee motivation.

Combined with the application of the principles of the 5S method, work standardization makes it possible to create well-organized, safe and employee-friendly workplaces. Performing daily duties becomes easier.

Lastly, standardization also provides an opportunity to learn more about the opinions of employees on their work. Discussions with employees about the best methods of performing specific tasks, counting on their opinion has a positive impact on the relationship between the employee and the company.