Shift handovers are a 10-minute window that can be a performance changer at your plant.

When you consider the constant 24/7 nature of certain operations with different teams and leaders, achieving consistency can be quite challenging. Effectively using this brief handover window is essential for a seamless transition and enhanced productivity. To achieve this, it's vital to exchange all relevant information during the handover meeting.

Armed with this essential knowledge, the rest of the team's work can be guided effectively throughout the remainder of the shift, leading to optimized operations and better outcomes. Attempting to address too many things simultaneously is counterproductive for employee shift handovers.

To have a genuine impact, it’s important to focus on what truly matters and avoid overwhelming the team with excessive information. By making the most out of this time frame, manufacturing teams can ensure a smooth exchange of information, maintain continuity, and maximize productivity.

Considering how vital shift handovers are, in this blog, we will dive into challenges with current methods, how processes can be improved through technology and walk you through industry success stories.

Issues With Traditional Shift Handovers

Traditional shift handovers in manufacturing often result in limited and inadequate information transfer due to several factors. Firstly, these handovers typically rely on verbal communication and paper documentation, which can be rushed, informal, or unclear. As a result, essential information may be missed or misunderstood, leading to incomplete knowledge transfer. Critical details about ongoing tasks, equipment status, safety concerns, and other important aspects of production may not be effectively conveyed to the incoming team.

Furthermore, time constraints in manufacturing environments can exacerbate the issue. Shift handovers often occur during brief transition periods, leaving little time for comprehensive discussions. As a result, operators may not have sufficient time to convey all relevant information to the incoming team, and the incoming team may struggle to fully grasp the current production state. This time pressure can lead to critical details being hastily conveyed or even skipped, further contributing to limited and inadequate information transfer.

In combination, the reliance on verbal communication and the pressure of time constraints create a challenging environment for effective shift handovers in manufacturing. These limitations can lead to disruptions, errors, and inefficiencies in production processes, as the incoming team may not have the necessary information to continue operations smoothly and make informed decisions. In the following, we will dive into the different ways improper information transfer can impact your plant:

Disrupted Continuity: Improper shift handovers can lead to a lack of continuity in operations. When critical information is not effectively communicated between shifts, the incoming team may struggle to understand ongoing tasks, machine statuses, and potential issues. This disruption in continuity can result in delays, errors, and a loss of productivity, as the incoming shift spends valuable time trying to catch up and understand the current state of production.
Increased Downtime: Inadequate shift handovers can lead to increased downtime in manufacturing processes. Without clear communication about production performance or downtime events, the incoming team may encounter unexpected challenges that could have been prevented or addressed more efficiently with proper handover information. Increased downtime negatively impacts production schedules, reduces output, and raises operational costs.
Reduced Product Quality: Incomplete or inaccurate handovers can result in losses tied to quality issues. The incoming team may not be aware of raw material issues or important equipment adjustments, leading to potential defects or variations in the final output. Poor product quality can lead to customer complaints, returns, and company reputation damage.
Safety Hazards: Inadequate handovers can compromise workplace safety. If the incoming team is not fully informed about safety observations from a previous shift, potential hazards, accidents and injuries may occur. Proper shift handovers play a vital role in ensuring that safety information is effectively communicated, empowering the workforce to take necessary precautions and maintain a secure working environment.
Inefficient Resource Allocation: Lack of information transfer during handovers can lead to inefficient resource allocation. The incoming team may not be aware of material availability, machine maintenance needs, or other critical factors affecting production. This inefficiency can lead to wasted resources, increased costs, and suboptimal use of manpower and materials.
Missed Opportunities for Improvement: Traditional methods of handovers may lack opportunities for collaboration and knowledge sharing. Without effective communication between outgoing and incoming teams, valuable insights and best practices may be overlooked. This can result in missed opportunities for continuous improvement and process optimization, hindering the organization's ability to achieve higher levels of efficiency and productivity.

How Connected Worker Apps Can Help Solve These Challenges

The following section will discuss how Poka’s digital forms, issues management and factory feed features can help ensure information is properly transferred on time.

Digital Forms

The use of digital forms in Poka replaces the traditional pen-and-paper approach during shift handovers. Frontline supervisors and operators can now document essential information in a structured and standardized manner. These digital forms allow users to input various types of data, such as text, images, videos, and attachments, creating comprehensive records of shift activities.

The adoption of digital forms enhances information transfer in several ways. Firstly, it ensures consistency in the data collected, making it easier for employees to understand and act upon the information. Secondly, real-time images and videos can be attached to the forms, providing clearer insights into reported issues or incidents, leading to faster and more accurate troubleshooting. Additionally, the digital format eliminates the need for physical paperwork and offers a more reliable and useful audit trail. Centralizing all forms in the app makes accessing, sharing and analyzing information easier across shifts and locations.

Issues Management

Poka's issues management feature is a structured way to categorize and prioritize important issues encountered during production, so shifts can quickly hand off the baton at changeover and keep racing at full speed. This feature acts as a centralized repository for documenting issues, ranging from safety incidents to quality concerns and equipment malfunctions.

By systematically logging issues, employees can ensure that critical information is not lost during shift changes. Assigning specific issues to individual employees or teams establishes accountability and ensures that the appropriate personnel promptly addresses problems. Digital dashboards offer real-time updates on each issue's status, providing supervisors with a clear overview of ongoing and resolved matters.

The issues management feature enhances information transfer by promoting transparency and data-driven decision-making. Supervisors can prioritize issues based on their severity and impact, allowing them to address the most critical matters first. Moreover, the analysis of issue data from digital dashboards helps identify recurring patterns and areas for improvement, enabling proactive problem-solving.

Factory Feed

Poka's factory feed acts as a real-time and interactive platform for employee communication and knowledge sharing. This feature is a digital logbook where employees can post updates, share best practices, seek advice, and collaborate on resolving problems.

The factory feed fosters a collaborative learning culture, enabling employees to share insights, experiences, and solutions, promoting continuous improvement. Through this feature, employees can transfer knowledge beyond traditional handover meetings, ensuring that critical information is conveyed to all relevant personnel. This facilitates seamless communication and collaboration between different shifts, reducing the chances of information gaps during transitions.

Furthermore, the factory feed acts as a centralized repository of valuable information, making it easily accessible to all employees. This ensures that knowledge and lessons learned are not lost when employees rotate shifts. By encouraging active participation and engagement, the factory feed empowers employees to contribute to the organization's success and promotes a sense of ownership and responsibility for the production process.

How Supervisors Use a Connected Worker App to Prepare for Their Shift Meetings

As supervisors prepare for their shift meeting, a few minutes in Poka will have a big impact.

They can quickly scan the Factory Feed, which functions as a digital log book, and note anything of critical importance. Next, production line dashboards provide a summary of shift insights including the status of scheduled forms, and any deviations or issues reported.

Another click drills into the details. Now, armed with the proper information, a supervisor can prioritize the two or three things that most urgently need to be communicated during the handover meeting.

A smart supervisor will also take a moment to assign tasks in Poka to individuals addressing secondary items. Workers will get notifications when they log in, so the tasks aren’t forgotten.

Workers are also encouraged to revisit the app during their own time to review all the information covered during the meeting and explore additional details that may not have made the priority list.

Passing the Baton During A Changeover

Here’s a quick example to illustrate: occasionally a product changeover occurs at the end of a shift. The worker executing the process, using Poka’s digital checklist, works through the steps but is unable to complete the entire setup before the shift ends. The shift handover form is submitted as ‘in progress’. The supervisor, checking the location dashboard, sees the in-progress form, and highlights it to the incoming team at the handover meeting.

The incoming worker can now pick up right where their colleague left off, avoiding duplication or restarting the changeover. By emphasizing this at the handover meeting, the supervisor has prepared the incoming team, saving time and material.

Wrapping It All Up

Poka helps operators by acting as a digital logbook, encouraging problem submission and discussion. Going further, it helps supervisors maintain an eagle-eye view of plant operations, so they can make shift huddles impactful and punchy - highlighting only need-to-know information and following up on assigned tasks.

If you want a smooth exchange of information at shift briefings and to maximize productivity, contact one of our dedicated experts today!

Smooth Transitions: Making the Most of Shift Handovers in Manufacturing