Four Steps to a Lean Production “Flow”

On a perfect day in your print shop, jobs move smoothly from order through production to delivery. No wasted effort, no mistakes and no delays. In the world of Lean manufacturing, it’s known as “flow.”

Why should printers care about flow – or Lean manufacturing for that matter? Lean methodologies help us fine-tune our process to increase quality, decrease waste and optimize the bottom line. A study by IDC, a market research firm, found that companies lose 20 to 30 percent in revenue annually due to inefficiencies. That indicates that most organizations could benefit from using a Lean approach. For printing shops, a focus on production workflow is the obvious place to start.

So how do we move toward a more efficient production flow? Here are four steps to get you started:

1. Automatically schedule what you can – When you automate, you get something off your desk and off your mind. Your Print MIS can automatically schedule web-to-print and routine orders so those don’t get overlooked. Of course, you may need to adjust that schedule if something urgent gets thrown into the mix. Your MIS will then trigger alerts to resume those automated items as soon as the production process has room.
2. Manage inventory – One guaranteed time-waster is starting production on a project only to find you don’t have sufficient supplies to complete it. The MIS inventory management feature can track supplies and alert you when you hit minimum levels so you’ll always be prepared. In the case where a new job requires additional inventory, the system can alert you immediately, so you can order necessary supplies and adjust the schedule accordingly.
3. Gang or cluster jobs whenever possible – Gang jobs that have overlapping requirements. This makes the best, most economical use of your finite resources: it reduces manpower, saves time on plates prep and press wash-up, and reduces paper waste. It also retains a smooth, tireless rhythm for workers as they can focus on doing one task well, rather than several tasks in succession.
   Cluster printing similarly improves efficiency by using several machines to simultaneously complete the same task. This works especially well for completing large print jobs quickly without tying up machines for an extended time.

4. Avoid “islands of automation” – One of the largest roadblocks to a Lean workflow is hiccups in the transfer of information between systems. Your administrative systems (quotes, job tickets, customer relationship management and billing) don’t talk to your productions systems (prepress, production and bindery). That leads to interrupted flow and lost efficiency as someone needs to check and re-enter information.

Instead, connect those islands of automation using your MIS. The MIS software can link data-transfer so systems communicate automatically. It also can provide automatic updates on jobs status, collect costs to ensure billing is accurate and adjust inventory – all in real time.

To ensure your MIS can accomplish these tasks, look for JDF certification on all your software and equipment. JDF (Job Definition Format) simply refers to common language used across systems that allows for smooth transfer of data between your MIS software, key applications and equipment.

Consider that a Lean production flow not only saves time and money, but it may also improve customer satisfaction. Think about it: When you automate scheduling, you stay on top of regular jobs and work them smoothly into your larger production schedule. When you manage inventory using your MIS, you can move new jobs immediately into production without waiting around for supplies. When you gang or cluster jobs, you can provide a higher quality product at a better price point. And when you avoid “islands of automation,” you maintain the steady flow of information that prevents error and wasted time. You’re also able to tackle more complex print jobs without hesitation.

With a Lean production flow, you’ll have more of those “perfect” days where jobs move smoothly from start to finish. That’s something you and your employees could certainly use in these uncertain, less-than-perfect times.

If you’re interested in other ways Lean manufacturing can enhance your business, download our free eBook: Put These 5 Lean Principles into Practice Right Now. You’ll find more ways your Print MIS can help you tackle the post-COVID environment successfully.