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Lean Safety GembaWalks: A ValidatedStrategy To MakeWork Safer AndEasierKathryn Villarreal and David Korpan,San Luis ObispoFitting The Pieces Together 2019
Introduction The Lean Safety Gemba Walk Workshop was borne out of our interest to keep our employees safe Our VP of Administration and Finance charged EHS with implementing changes to reduce employee injuries We found an elevated number of injuries among custodial workers from two departments: Facilities and Housing Others were dispersed among large employee groups: faculty/instructors and administrative assistants 2-day Lean workshop resonated with participants; changed the way they approach work CSURMA Grant - Lean Safety Gemba Walk workshop offered to all CSU campuses Scheduled a second workshop for SLO building trades and landscape maintenance supervisors and leads Added the Strain-Sprain workshops to further reduce musculoskeletal injuries Next steps
In the Beginning FY 14.15FY 15.16FY 16.17TNRs%TimelyTNRs%TimelyTNRs%TimelyCal Poly Pomona7896%7591%7890%of WC claims!Cal Poly San Luis Obispo12990%11589%9098%Cal Maritime Academy22100%1753%2186%8100%17100%17100%What are YOU going to do about it?CSU, Bakersfield24100%2696%29100%CSU, Channel Islands2080%3097%2997%CSU, Chico44100%4495%6180%CSU, Dominguez Hills4381%5975%47100%CSU, East Bay4698%5494%35100%CSU, Fresno64100%72100%5598%CSU, Fullerton8798%9493%8592%CSU, Long Beach9897%8099%10198%CSU, Los Angeles6887%6292%7692%CSU, Monterey Bay3097%2295%3591%CSU, Northridge8185%8693%9599%CSU, Sacramento7595%7392%5796%CSU, San Bernardino4896%4696%5090%CSU, San Marcos3692%2696%20100%CSU, Stanislaus4095%3197%3087%Humboldt State University46100%3997%4596%San Diego State University11998%10796%9892%San Francisco State Univ10393%9097%8594%San Jose State University10383%10091%8593%Sonoma State CABO Report noticed by our VP of A & F – We were leading the pack in numberCampusChancellors OfficeSystemwide Total
Workers’ Comp ClaimsWe took a closer look at the details of our WC data looking for trends Broke down the data by division to determine: Where, Who and How?Divisional Slide –The “where” was 0College Of Agriculture, Food & EnviFacility ServicesFY17Housing & Residential Life
Who is getting injured ?Comparison, Most Frequent Occupations Injured33 34353030252023FY151715 141315101010FY171064FY1613578FY18450ADMIN EMPLOYEECUSTODIANLECTURE/TEACHERSTUDENT EMPLOYEESUPPORT TECH II5
Now What?EHS defines the APP (Accident Prevention Plan) established a task force withFacilities and University Housing Managers.Decided to initially focus on custodians because they had the most injuriesCustodial injury types/causes:Housing Custodial InjuriesFacilities Custodial Injuries1010158158644211112Cumulative Injury354141 nOtherFY16FY1700Contusion910Sprain/StrainFY18
Safety Climate SurveyThe Task Force decided to conduct a survey to better understand what employees thoughtSurvey asked employees about workplace safety: access to PPE, management’s safety leadership, safety training,Survey also included verbatim questions: “How can we do better in preventing worker injuries?”Survey Report Slide-9876543210StronglyAgreeAgree85Nuetral4.032 2My manager caresabout my safety atworkDisagreeStronglyDisagreeAverage-Checking on people to see if they need helpLess work-Don’t know- Be aware of what you’re doing- Would like the facilities/staff to get on board.Stop overloading trash cans & recycling so it is past the 50lbrequirement.-Hire more people to lighten the work load- More reminders and continued training, betterequipment-Smaller injuries so less rushing and risk of injury- Some people doing more work than others- No rushing- More Safety training/doing the job right-More time to do the job- no rushing-Leaders giving more help to custodians, check uniforms-lDon’t overload the work
The SurveySummary Tell us what you thinkSafety Survey Cal Poly Custodial Results - April 20171. I feel my work environment is safe and freefrom hazards2. I am provided with all Personal ProtectiveEquipment (PPE) needed to do my job safely.3. I look to my lead(s) for guidance on safepractices and safety procedures.4. I consistently use the Personal ProtectiveEquipment provided to me.5. I have received adequate safety training toperform my job?6. I feel comfortable letting a coworker know ifthey are performing a task in a way that may riskinjury.7. My lead provides help and/or solutions for mysafety concerns.8. My manager cares about my safety at work.Fac UH(128)Fac Day(10)Swing(28)Grave (31)UH (24)UH PCV 173.524.703.123.673.863.254.194.134.003.61Phototo go 3.943.18Above 4.0 Strongly Agree 4.0 – 3.0 Agree 3.0 – 2.0 Neutral 2.0 – 1.0 DisagreeCustodians from FacilitiesCustodians from University HousingWhat do You feel are the most common work relatedinjuries that may affect you and your co-workers?How can we get better at preventing those workrelated injuries?TEM P L A T E ( WR I T E IN ALL CAP S)/ 8
Action PlanningBased on custodial injury data and safety survey results:We investigated hiring a human factor / ergonomic consultant: too expensiveDiscovered Bob and his Lean Safety Gemba Walk Workshop: Let’s give it a tryLean Safety provides a provenpath to culture change becauseit engages employees in anhonest trust building approachto continuous improvement.Lean Safety is a culture changeenabler.
What is Lean?Lean is a system of thinking and acting that:
What is Lean?1. Lean is a philosophy that can be applied to tackle many riskissues- EHS, EM, BC, and WC issues2. It is an approach based on understanding customer value,reducing problems (or waste), and respecting peoplethroughout a system3. It has the potential to create sustaining, transformativeresults for organizations and their people11
Myths of Lean?
How can Lean help us?ByincreasingvalueByreducingwaste
Lean Safety, ThenGembaHow to start & what are we facing?
Getting though the maze15
Let’s get started with Custodians .We brought Managers and Leads together for the first time in the spring of 2017.The Objective: Learn to engage employees in a process of continuous improvement to make the job safer andeasier.The Goal: For trainees to use these skills as a foundation on which to build and expand the process to include areaof their work.The Task: As indicated in the safety survey and injury data, routine tasks involving lifting, slips trip and falls, andrepetitive motions are good candidates for the workshop experience.16
Learning how To engage with the employees. To LISTEN and HEAR what they are saying. To identify opportunities where you can make work easier andsafer. Look for low hanging fruit and make a change Practice, practice, practiceTEM P L A T E ( WR I T E IN ALL CAP S)/ 17
How did the teams do?
Thanks to CSURMA Grant Funding we were able to take the Gemba program acrossthe state pus)* HosTEAM1# Slotst liney fronnaerthe2 (aret Camcucoulds thatniadsto?attendrcosan Ma20CSU S*ogeian D3CSU SlotssnepsCSU o# Slot28TEAMhg BeacnoLCSU* 4monaoPyl8CalPonotrellu5CSU FrdinoBernanaSsCSU# Slot38TEAMndslasIle8Chann*5CSUNsleegn3Los AHillszeug1DominfcO'sroellChanc19
Fresno Hosts Lean Safety
After Gemba training CSUN developed aregular training time to look for“opportunities for improvement ”
Getting with the GembaThe carpenters received a work order for a projectwhere 70 display cubes were needed.Cubes were 3x3x3.This would require repetitive bending, grasping andlifting.They realized this would be the perfect “opportunity” toput their heads together, use what they learned in LeanSafety to make the job safer and easier.
Who, What and How?W h o i s i nvo l ve dW h at i s t h e n a t u r eH ow i t h a p p e n e dTEM P L A T E ( WR I T E IN ALL CAP S)/ 23
The finished product, without any reported injuries
How tomoveforward?Pick a process.Choose one thatis done everyday, or on aregular basis. Aprocess thatpresents ahazard.1Gather the players, get your supervisor involved.2Observe the work being done.3Engage the employees in discussion about howto make their job task safer and easier.4Record the opportunities on how to improve.Make a change.TEM P L A T E ( WR I T E IN ALL CAP S)/ 25
InjuryPrevention –Sprain StrainWorkshopsAnya Taylor, MS, CPE, CEAS ProfessionalErgonomist. Professional, energetic andcustomized safety programs for yourbusiness.Injury Prevention programs includeSprain Strain Tool Box with the followingdescriptions:Sprain Strain Tool Box for Work and Homeworkshops.Classroom to REAL LIFE: Developing anErgonomic Eye.Self-Care Core basics and Back Health StretchProgramStretch and Safety Employee TrainingErgonomic Comfort for Computer Users(Work and Home)Individual Office Workstation wTEM P L A T E ( WR I T E IN ALL CAP S)/ 26
Give themwhat they askfor: Sprain Strain Workshops Why are they participating? This is theThem, the employees. Be sensitive to the different shifts andallow for everyone to participate. The information needs to make sense to theemployees so that it matters. Learning doesn’t stop at the end of thesession, remember to reinforce. Take itfrom knowing to doing.TEM P L A T E ( WR I T E IN ALL CAP S)/ 27
Through team building, and team work, together we can make adifference.Sh a r e th e in f o r m a t i o n , le t yo u r e m p l o y e e s k n o w th e y m a t t e r , a n d m o vef o r w a r d to m a k e c h a n g e s , Co n t i n u o u s im p r o v e m e n t ,28
CSURMA Grant. We propose requesting another CSURMAgrant to bring the Lean Safety Gemba Walkworkshop back to all CSU. Use feedback from previous participants toinclude managers and supervisors tofacilitate higher level changes: Working withclients, purchasing new equipment, changingstandard work
Feedback and Reflections“To get out to the place where the workhappens helped a lot. Talking/engaging acustodian about their difficulities was eyeopening.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 30
Feedback and Reflections“Yes. I feel all custodians and managers shouldattend. It would be that culture shift momentinto a Lean way of thinking.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 31
Feedback and Reflections“Being able to do a engage with my staff bydoing a gemba walk so that I can understandtheir needs, concerns, suggestions, etc.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 32
Feedback and Reflections“Not blaming the employee for problems.Think Lean.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 33
Feedback and Reflections“We need to update the custodian's equipmentto make job Lean.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 34
Feedback and Reflections“Gemba walk was an eye opening experience.You don't really know a situation until youphysically out there and can see the issues.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 35
Feedback and Reflections“I would definitely recommend this course toeveryone but especially management.Management makes decisions on buyingequipment and certain procedures.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 36
Feedback and Reflections“I will get the co-workers involved in workdiscussions and ask for their opinionsregarding work related issues.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 37
Feedback and Reflections“Work can be easier and you can be moreproductive if we focus on safety opportunties.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 38
Feedback and Reflections“I plan to talk with my crew and look them inthe eyes.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 39
Feedback and Reflections“After training primarily custodians I now feel obligatedto speak for them. They are all looking for managementsupport to move Lean Safety forward. CSU needsleaders to lead change – not just do their job.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 40
Feedback and Reflections“I observed some dramatic personal change in many of theworkshop attendees. Many of them took the training to heartand left committed to changing their own personal behaviors.Focusing on process rather than people became the mantraduring the report out sessions.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 41
Feedback and Reflections“Whoever owns janitorial services should be in thetraining with some custodians, custodian leads, andcustodial managers, along with representation fromEHS, HR, and worker’s comp. This message came fromthe leads in the training. Over and over they asked whytheir managers weren’t in the training with them.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 42
Feedback and Reflections“Since the training covers Lean basics as well ascontinuous improvement safety, a mix of attendees willhelp to ensure follow-up and progress after the trainingevent. They leave the training with a common languageand objectives to pursue.”TEM P L A T E ( WR I T E IN ALL CAP S)/ 43
Feedback and Reflections New chairs, hundreds must be lifted, placed on table and newchairs created increased lifting and ergonomic hazards. Making higher-level changes by including managers Establish standards and train and enforce – lean principles Each building on campus should be assessed to define theprocesses required to maintain it. This list of “processes” wouldbe the targets for process evaluation and improvement.TEM P L A T E ( WR I T E IN ALL CAP S)/ 44
Feedback and Reflections Custodial processes, like all business processes, should be understood(process mapped) and improved. Improvements may occur randomly, butthey are not part of a formal improvement effort. Buildings and washrooms have been designed without thinking about thosewho have to maintain them. Soap dispenser reservoirs are unde
Introduction The Lean Safety Gemba Walk Workshop was borne out of our interest to keep our employees safe Our VP of Administration and Finance charged EHS with implementing changes to reduce employee injuries We found an elevated number of injuries among custodial workers from two departments: Facilities and Housing Others were dispersed among large employee groups:
