The Kamishibai board, rooted in Japanese tradition, serves as a powerful visual management system designed to streamline communications and enhance accountability in any organization. By effectively organizing tasks and facilitating regular audits, this tool empowers teams to maintain focus, drive continuous improvement, and ensure operational excellence. In this blog post, we will explore the fundamentals of the Kamishibai board, its origins, and how you can harness its potential to optimize your workflow and boost team performance.
What is a Kamishibai board?
The term "Kamishibai" (紙芝居) literally translates to "paper drama" in Japanese. Historically, it originated as a popular form of street storytelling where a narrator would reveal a story, illustration by illustration, using a small wooden stage. Later, the Toyota Production System cleverly adapted this idea for the manufacturing process. Instead of story illustrations, the board holds cards that detail specific tasks, standards, or checks that teams need to perform and audit.
In the context of a lean management system, teams use a Kamishibai board as a visual management tool to perform scheduled audits on key processes. Its primary purpose is to ensure that teams follow standardized work correctly and consistently. For example, when a manager or team leader picks a card from the Kamishibai board, they are encouraged to visit the work area, known as the "Gemba." In this location, they can observe a particular task and confirm that the operator is following the defined standard procedure. This straightforward act of verification is a key principle of lean manufacturing and is a powerful driver of stability and quality control.
The core components of a Kamishibai system
A traditional Kamishibai system features beautifully simple components that work in tandem to create a powerful feedback loop. To begin, understanding these two main elements is the first step toward appreciating the system's effectiveness.
1. The board itself
First, the Kamishibai board acts as the central hub for the entire audit process. Teams typically mount the Kamishibai board on a wall, and it features a series of slots or pockets arranged in a grid. Leaders often organize this grid to reflect a specific audit schedule.
- Structure: The rows might represent different work areas or process categories. For instance, Safety or Quality. The columns, on the other hand, often represent a time interval, such as days of the week or shifts.
- Visual cues: The Kamishibai board provides an at-a-glance view of the audit schedule. An empty slot, for example, might signify a completed task or a pending audit. Conversely, the presence of a card signals that someone needs to perform an audit for that specific area and time.
- T-cards: The system utilizes special "T-cards" shaped like the letter 'T'. This unique design keeps the title visible even when someone places the card in a slot. Consequently, this design is crucial for effective visual control.
2. Kamishibai cards: The heart of the process
Second, the Kamishibai cards contain the critical information for the audit. They are not simply checklists. Instead, they function as concise guides for process confirmation. Each card is typically two-sided, a feature that is central to the visual feedback mechanism of the Kamishibai board.
- Front of the card: This side details the audit itself. It typically includes the name of the process, the standard to be met, and a few key checkpoints for the auditor to verify.
- Back of the card: The two sides feature different colours, most commonly green and red.
- Green side: This indicates that the auditor observed the process and found it running to standard ("OK" or "Pass").
- Red side: This indicates that the auditor found a deviation from the standard ("Not OK" or "Fail"). As a result, this immediately signals that a problem has occurred and a corrective action is required.
Ultimately, the design of these Kamishibai cards ensures the audit is focused, standardized, and that the result is instantly visible to everyone in the production environment.
Unpacking the Kamishibai process
The true power of the Kamishibai board system lies in its routine execution. For this reason, the Kamishibai process creates a predictable rhythm of verification that embeds accountability and discipline into the daily workflow. Essentially, it transforms auditing from a sporadic event into a consistent, supportive management practice.
A step-by-step guide to the Kamishibai process
Here is a typical step-by-step flow for using a Kamishibai board:
- Select a card: First, at a scheduled time, a designated auditor approaches the Kamishibai board and selects a card for the current day or shift. This randomness ensures that all processes are subject to audit over time.
- Go to the Gemba: Next, the auditor takes the card to the actual place where the work is performed. For instance, the factory floor. This principle of "going to see" is fundamental to lean methodologies.
- Observe and ask: Then, the auditor observes the task execution as an operator performs it. They use the questions on the card to guide their observation, asking clarifying questions to understand the processes happening.
- Verify against the standard: Subsequently, the auditor compares the observed work against the documented standard on the card. The goal here isn't to find fault with the person, but rather to check the health of the process.
- Flip the card and provide feedback: After that, if the process matches the standard, the auditor flips the card to the green side and provides positive reinforcement. However, if there is a deviation, the auditor flips the card to the red side. This starts a problem-solving conversation to understand why the deviation occurred.
- Initiate corrective action: A red card is a signal to act. Therefore, the auditor and operator work together to identify the root cause and determine a corrective action. They log this action, and the red card often remains visible until the team resolves the issue.
- Return the card: Finally, the auditor returns the card to its slot on the Kamishibai board with the corresponding colour facing out. This provides immediate visual feedback to the entire team on process integrity.
How Kamishibai boards contribute to operational excellence
The simple act of consistently auditing processes with a Kamishibai board creates a ripple effect of benefits. Collectively, these benefits help an organization achieve operational excellence. It’s a tool that fosters a culture of discipline and proactive improvement, moving beyond simply managing tasks to truly optimizing them.
Here are some of the key ways Kamishibai boards contribute to a high-performing organization:
- Enhanced visual management: First and foremost, the board makes audit schedules, statuses, and problems instantly visible to everyone. A bunch of green cards clearly indicates process health, while a red card is an obvious call to action. This level of visual control is essential for any lean management system.
- Standardized and consistent audits: Additionally, the Kamishibai cards ensure that leaders perform every audit of a specific process the same way. This removes subjectivity and ensures that auditors always review key elements. Therefore, leading to more reliable consistent audits.
- Increased accountability: Furthermore, the system clearly defines the responsibility for performing audits. It holds leaders accountable for checking processes and, in turn, helps frontline team members feel ownership over their standardized work.
- Simplified process confirmation: The Kamishibai board also provides a simple, structured method for leaders to conduct process confirmation without it feeling intrusive. Consequently, it becomes a routine part of the day that is focused on support and improvement.
- Foundation for continuous improvement: Most importantly, by systematically uncovering deviations, the Kamishibai process provides a steady stream of improvement opportunities. Each red card presents a chance to strengthen a process, prevent future defects, and actively drive continuous improvement.
The Kamishibai board and its role in the Toyota Production System (TPS)
The Kamishibai board is more than just a standalone tool. In fact, it integrates deeply into the philosophy of the Toyota Production System (TPS), the very framework that revolutionized modern lean manufacturing. Its function directly supports several core TPS principles, making it one of the most effective visual management tools for any organization on a lean journey.
Specifically, it connects primarily to the principle of Jidoka, or autonomation (automation with a human touch). Jidoka focuses on building quality into the production process by immediately stopping work to address abnormalities when they appear. The Kamishibai board system acts as a manual form of Jidoka. For example, when an audit reveals a deviation (a red card), it acts as a stop signal. This forces the team to address the problem before it can lead to widespread defects.
Moreover, the Kamishibai board serves as a perfect vehicle for "Genchi Genbutsu," or "go and see for yourself." It compels managers to leave their desks and engage with the reality of the factory floor. This direct observation is critical for understanding problems. These structured visits are definitely more focused than general Gemba walks because the specific standards on the Kamishibai cards guide them. This commitment to ensuring standards are verified at the source is a defining characteristic of genuine lean manufacturing practices.
How to implement your first Kamishibai board system
Rolling out a Kamishibai board system can be a straightforward process if you approach it systematically. Starting small and focusing on critical areas is key to building momentum and demonstrating value. Follow these steps to get your first Kamishibai board up and running.
Step 1: Decide what to audit
First, you can't audit everything at once. When you start your Kamishibai board, you must decide what to audit and what to prioritize. Collaborate with your team to identify the most critical processes where adherence to standards is non-negotiable.
You should start with areas such as:
- Safety procedures: For instance, lockout/tagout and personal protective equipment (PPE) checks.
- Quality control points: Specifically, key measurement checks and visual inspection standards.
- Preventive maintenance tasks: For example, operator-led lubrication, cleaning, and inspection routines.
- 5S standards: Auditing that the team is maintaining the "Sort, Set in Order, Shine, Standardize, and Sustain" principles.
Focus on areas that have a high impact on safety, quality, delivery, or cost.
Step 2: Create your Kamishibai cards
Next, once you've identified the processes, you need to create the Kamishibai cards. This should be a collaborative effort involving the operators who perform the work.
- Keep it simple: Your card should be clear and concise. Avoid jargon and complex instructions.
- Be specific: Clearly state the standard. For example, instead of "Check pressure," write "Verify pressure gauge reads between 80-90 PSI."
- Use questions: Frame checkpoints as questions, like "Is the safety guard in place?"
- Design for two sides: Remember to design the red/green back sides. The red side can also have space to jot down notes about the deviation and the required corrective action.
Step 3: Design and set up the Kamishibai board
Then, you must design and set up the physical Kamishibai board. Place it in a high-traffic, highly visible area within the production environment.
- Location: Place the Kamishibai board near the relevant work area. For example, consider the start of a production line.
- Layout: Design the grid logically. A common layout uses days of the week across the top and process names down the side.
- Materials: You can purchase professional boards or build a simple one. The Kamishibai board's effectiveness comes from its use, not its cost.
Step 4: Establish the audit routine and train your team
Finally, a tool is useless without a process and training. Define the rules of engagement for your Kamishibai board system.
- Define roles: Determine who will perform the Kamishibai audits. Use a layered approach where team leaders perform daily audits, supervisors weekly, and managers monthly.
- Set the schedule: Establish the frequency and timing of the audits. It should be a consistent, scheduled event.
- Train everyone: Train the auditors on how to perform a respectful audit. Similarly, train the entire team on the system's purpose, emphasizing that it is a tool for improvement, not punishment. This is crucial for building trust in the Kamishibai board management system.
Kamishibai in action: Real-world applications
While it has its roots in the manufacturing facility, the principles behind the Kamishibai board are universally applicable. In fact, it's a versatile tool for ensuring process adherence in any environment where standardized work is important.
In the manufacturing facility
This is the Kamishibai's native environment. On the factory floor, teams use a Kamishibai board for a wide array of checks that are crucial for a smooth production process.
- Operator maintenance: For example, teams verify that operators are performing their daily preventive maintenance tasks.
- Standard work audits: In addition, leaders ensure that assembly steps are followed in the correct sequence with the right tools.
- 5S audits: The Kamishibai board is also a perfect tool for auditing the "Sustain" element of 5S, ensuring the workplace remains organized.
- Safety compliance: Above all, auditors check that safety guards are in place and proper PPE is being worn. Thus, reinforcing a culture of safety with every audit.
Beyond the factory floor
The logic of verifying standards applies anywhere a critical process needs to be done right every time.
- Healthcare: For instance, hospitals use a Kamishibai board to audit room cleaning protocols and medication administration processes to improve patient safety.
- Logistics and warehousing: Here, teams audit order picking and packing processes to reduce errors or verify that drivers complete vehicle safety checks before dispatch.
- Software development: To illustrate, developers can use a Kamishibai card to guide a code review process, ensuring a completed task meets all quality gates.
- Administration and finance: Similarly, teams can verify that end-of-day financial reconciliation procedures are followed correctly. It excels at managing tasks that are procedural and critical.
Embracing the Kamishibai board to drive continuous improvement
Ultimately, the Kamishibai board is far more than a simple scheduling tool. It is a powerful engine for building a culture of discipline, accountability, and proactive problem-solving. By providing a simple, visual framework for verifying standards, it empowers teams to maintain process integrity.
Whether you choose a traditional T-card system or embrace the power of digital Kamishibai boards, the core principle is the same: make standards visible, check them consistently, and act on deviations.
By embedding the Kamishibai board into your daily operations, you will be managing processes and mastering them on the path toward sustainable operational excellence.
