4 March 2023 There is something common in the daily life of almost all logistics managers working in distribution centers: the continuous search for strategies to improve speed and performance, and above all, the reduction of process failures. We know that in logistics operations, an error in a particular phase can affect all others, hence the constant focus on its elimination. It is worth remembering that failures not only generate costs but can also compromise the customer experience. To prevent errors from occurring, many operations have already adopted the Poka Yoke methodology, which helps increase accuracy within the warehouse, making processes assertive and optimized. Currently, with companies increasingly focusing on omnichannel, logistics managers have started to take on an even greater role, taking on the responsibility of seeking new resources that allow for faster receipt and dispatch of orders, to keep up with the high flow demands. Parallel to this, it is also necessary to keep the “house in order,” meaning having an organized, functioning, and aligned warehouse, ensuring that the entire process contains as few errors as possible, which could harm the trust relationship between the customer and the company, whether due to delays or possible confusions during delivery. This is where Poka Yoke comes into play and becomes a fundamental tool in the ability to identify, correct, and prevent errors, increasing productivity and contributing to an increasingly efficient warehouse. But, after all, what is Poka Yoke, and how does it bring these advantages to your company? In this article, we will cover everything you need to know about Poka Yoke and how to practically apply it within the warehouse. Watch: What is Poka Yoke? The concept of Poka Yoke was created at the Toyota plant in Japan in the 1960s. The term was developed by engineer and executive Shigeo Shingo, following the work philosophy of the well-known Toyota Production System. Poka Yoke aimed to optimize operational work, reduce employee distractions, better focus tasks, and eliminate inefficiencies during production processes. The result achieved by the company, therefore, could not be different: it was a true success. Poka Yoke means, in free translation, “error-proof” or “prevention of inadvertent errors,” and it is a technique that still contributes today to the continuous improvement of companies at various levels, constantly seeking to improve their internal processes, whether productive or logistical. According to the Toyota Production System methodology, Poka Yoke is the use of any automated device or other tool that blocks a particular process when an error is identified. Furthermore, the application of Poka Yoke reduces costs incurred due to defects and failures in processes. In this way, you can save money by avoiding rework and even additional expenses. Additionally, with Poka Yoke, it is possible to monitor current problems, as well as create solutions for future issues. Discover the Types of Poka Yoke There are 4 different ways to apply Poka Yoke. These are practical and simple methodologies that can be applied to your operational logistics depending on the needs and particularities of the operational flow. Let’s see below the types of Poka Yoke and which can be effective for your business. 1. Poka Yoke Prevention This mode consists of quickly and directly eliminating the generators of a given problem through activity schemes, meaning it is directly linked to the order and sequence of a task execution process. Once an error is identified at any stage of the operational flow, the activity cannot be completed until it is corrected. Some of the main agents that promote errors are: Lack of training or accurate information for employees. Work overload and tasks for employees. High turnover and unregulated movement within the warehouse. Disorganized work environment. Inadequate working conditions. Therefore, once the cause of the error is identified, it is necessary to correct it to ensure a good flow of processes. 2. Poka Yoke Detection As the name already indicates, Poka Yoke detection is nothing more than a series of alerts issued during the operational flow, in order to notify, in real-time, errors during the process. Let’s take a daily example: your cell phone sends a series of notifications throughout the day. We can think of two: the most common, when the power consumption is about to run out and it needs to be recharged for the device to continue functioning; and the other, when the memory is full and the device issues a warning that some applications may malfunction if the memory is not cleared. These are simple examples of tools that perform the function of detecting problems. In the warehouse, it is possible to apply two models for Poka Yoke detection: control and warning. The control one issues notifications that interrupt an activity before the problem is resolved. The warning merely signals that an error is occurring, through clear, simple, and direct information, indicating that a correction is necessary. 3. Fixed Value Poka Yoke This type of Poka Yoke consists of providing employees with all the resources to perform a task, in order to avoid unnecessary movements in the operational space, as well as ensuring that no essential object is forgotten to carry out the activity. This methodology was used directly, for example, by the creator of Poka Yoke, who distributed a kit of parts to assemblers to assemble cars, and at the end, if there were any parts left in their assembly kits, an alarm was triggered to identify the process failure. 4. Step Poka Yoke Exactly like the fixed value, step Poka Yoke also helps identify errors during activities, but it determines the steps to carry out an activity and monitors if everything is managed as advised. If you do not follow the proposed rules, you will not be able to perform the tasks. A daily example to demonstrate the application of this methodology is ATMs. To perform any activity, whether withdrawal, deposit, or payment, you must follow predefined steps, ensuring security and accurate data collection. All the types of Poka Yoke mentioned above serve as a practice to avoid, reduce, and prevent errors that occur in warehouse processes. In this way, it is possible to ensure that your employees are focused on a specific task without having to waste time checking and correcting errors. Ways to Apply Poka Yoke in Your Warehouse There is no standard rule for designing and applying Poka Yoke in your warehouse, however, based on its concept and type, it is possible to use the methodology to reduce errors in the operation. It is up to the logistics manager to recognize the needs of employees but also the particularities of each process and its possible “traps” for the occurrence of failures. In this way, you can develop strategies according to Poka Yoke to avoid errors. Below we will see some of the Poka Yoke practices used in the warehouses of market-leading companies. 1. Poka Yoke with WMS You already know that the warehouse management system (WMS) brings countless advantages to the supply chain. But now from the previous explanation, you will also understand that the software serves as an excellent Poka-Yoke. This happens because the WMS is able to track products and movements, mapping and controlling in real-time every step within your warehouse, from receiving goods to shipping. If an error occurs, the system automatically issues a warning so it can be corrected. Additionally, with the blind control feature, the system itself requires employees to physically count the products, avoiding errors due to deduction. In practice, the WMS gives instructions to employees, indicating the best way to perform a certain task, reducing any type of operational error to the maximum, and if this occurs, the software itself issues notifications capable of identifying where and how the error was caused, allowing for greater assertiveness in resolving failures by logistics managers. 2. Poka Yoke with pick-to-light Order picking is the phase that represents the highest number of errors within a warehouse; after all, it is often performed manually where employees handle items and send them for shipping. The smallest unidentified detail can lead to big problems for the company, such as lack of products in stock, orders sent incorrectly, or wrong quantities… In short, the consequences are many. One of the ways to reduce errors in order picking is to apply pick-to-light devices, which work as an excellent example of Poka-Yoke, as the system indicates, from a display, the quantity of items to be picked according to each order, also requiring that a step be completed (by clicking the confirmation button) for the separation to be completed accurately. 3. Poka Yoke with batch picking associated with put to wall In operations dealing with fractional items, such as e-commerce, it is common to use batch picking, which is the grouping of orders, where each operator picks the goods corresponding to a group of orders in a single movement, meaning the operator goes to the position of an item and, instead of picking the required quantity in a single order, picks a larger number, considering other orders that also required that merchandise. This is done to reduce travel and separation times. But, for it to be truly efficient and error-free, it is necessary to have a management system that first groups the orders, and then directs the disbanding (split) in the hive (put to wall), a process carried out by another team, different from the one working directly in the collection. Directing the processes and dividing them into stages, the application of Poka-Yoke. 4. Poka Yoke with safety compartments Promoting a safe environment for your employees is essential in any warehouse, and one of the most practical ways to apply physical Poka Yoke in the supply chain is through the use of safety systems. It seems simple, and it really is! In addition to avoiding errors, the primary function of Poka Yoke, it also helps prevent accidents. These systems are capable of limiting access areas: when an employee enters an isolated area, the machines in operation stop functioning to avoid physical harm. Apply the methodology efficiently Now that you understand what a Poka Yoke is, the types, functionalities, and how they can be applied in your warehouse, it is time to know in practice how to implement it simply, economically, and in line with current logistics processes. – Step 1: Identify the problem How does your warehouse operate today? What are the biggest errors presented in logistics reports? It is necessary to know the failures and in which phases of the process they occur. – Step 2: Dig deeper into the root of the problem Problem found? Now it is time to dig deeper into its roots. Identify the possible agents that trigger the problem. You can use the rule of 5 whys to think analytically and strategically about areas of improvement in your warehouse. – Step 3: Determine which Poka Yoke to use Now that you know the Poka Yoke methodologies, you can choose the one that makes the most sense for your warehouse, respecting the specificities that your supply chain has today. Do you rely on warehouse management systems like WMS? Perhaps it is time to invest in comprehensive software, capable of monitoring the entire process in your warehouse. – Step 4: Validate the system’s operation Before implementing the technique in your warehouse, perform tests and ensure it works. Analyze if errors have been avoided and ensure that the new practices adopted meet the needs of the processes. – Step 5: Conduct training with your employees Even the simplest Poka Yoke must be implemented together with knowledge and preventive training for employees. After all, error prevention must be part of the work culture, and training helps in the adoption of new processes, as well as increasing trust and relationships among the team. – Step 6: Evaluate success Measure the results and benefits obtained in your warehouse, share key metrics, and work on new strategies for continuous improvement. Poka Yoke x Prevention Culture Preventing and identifying errors within the logistical processes of a warehouse is not a quick operation. It requires a series of observations, understanding of the processes, and daily monitoring by managers, also counting on the collaboration of employees. Therefore, an error prevention culture must be cultivated in supply chains and seen by the entire team as an opportunity for improvement, growth, and development for the work environment and, consequently, for business results. Eliminate errors and achieve process efficiency Now you, logistics manager, are ready to achieve better results for the warehouse through the knowledge and application of the Poka Yoke methodology! In this article, you have discovered how to reduce errors in logistics processes and how this technique can bring advantages to companies in different niches. Are you ready to improve the quality of operational work and the way the final product reaches your consumer without errors, through the simple habit of identifying problems within the warehouse and seeking effective methods to avoid them? What is Poka Yoke and how to apply it in your warehouse? Deagor WMS per ecommerce può aiutarti!