An introduction to Gemba Kaizen

In this guide, we explore the Japanese concept of Gemba Kaizen, an approach to continuous improvement designed to enhance processes and reduce waste. 

What is Gemba Kaizen?

The word Gemba means "the actual place" in Japanese; within a lean context it refers to the location where value is created. Kaizen meanwhile, relates to improvements, however the concept of Gemba Kaizen holds many more meanings than its literal translation.

According to the Kaizen Institute, an organization that has embraced Gemba Kaizen is constantly striving to improve its processes, promotes discipline and standardization, and believes the processes in place for solving problems are more valuable than the solutions themselves.

Masaaki Imai, founder of the institute, explained: "Kaizen is a mindset. Although many lean practitioners have Kaizen in their toolbox, those who strive to live it each day are the people who are making a difference in people's lives."

Gemba Kaizen embraces the skills of a whole organization, inviting and rewarding employee contributions and understanding even the smallest improvements will create greater value over time. The concept focuses on achieving continuous improvement through activities on the work floor.

Related content: Is Kaizen the next big digital transformation strategy?

What are the 'Five Ss'?

One of the key concepts of Kaizen is the pursuit of operational excellence through a housekeeping technique known as the 'five Ss'. The Kaizen Institute recommends the 'five Ss' as a good place for an organization to start when introducing the concept, as it allows all employees to get involved.

• Seiri – or sort – is the first 'S'. This deals with literal contents, removing any items which are excess to requirements to create a more streamlined working area.
• Seiton, meaning to set things in order, introduces a system giving every item its own place, meaning the tools necessary for work are easily accessible – reducing wasted time.
• Seiso, translated to mean scrub, is the third 'S'. The stage does not simply relate to keeping a workplace in a clean, but also taking pride in keeping things in order.
• Seiketsu is the next stage, which refers to the standardization of processes throughout the workplace. "Visual management is an important aspect to facilitate easy understanding of these standards," the Kaizen Institute explained.

Once the first four steps have been completed, the company must then focus on shitsuki; sustaining the changes which have been made.

Related content: How Danaher achieved an annual 30 percent growth with an effective acquisition strategy

How Gemba Kaizen delivered improvements to a children's hospital

Implementation of Gemba Kaizen principles within the workplace holds numerous benefits for organizations across a range of sectors, including healthcare – an industry which is facing a growing number of pressures.

One organization that has reaped these rewards is Akron Children's Hospital in the US, which was recently presented with the Process Excellence's award for the Best Process Improvement Project Under 90 Days.

The focus of the project was MRI scheduling, which was targeted due to excessively-high patient waiting times and no improvements in the number exams taking place following the purchase of a second MRI machine.

Staff from the relevant departments of the hospital were brought together on a two-day course focusing on addressing the problem. From the exercise, a number of changes came about, including changing the master schedule and the insurance authorization process, as well as standardizing work instructions.

Related content: 5 essential attributes of a Kaizen leader for 2023

Doug Dulin, senior director for the hospital's Center for Operations Excellence, said "Before introducing Kaizen, the hospital was doing about 86 MRIs per week. Now, on average, we are doing 112.

"That is good news for our patients and the physicians who are waiting on the results of those tests. Instead of waiting 25 days for an uncomplicated exam, families can now schedule same-day appointments."

The hospital is also thought to have added US$1.2 million to its bottom line after implementing the changes.

Other sectors well placed to feel the benefits of Kaizen include financial services, pharmaceuticals, food and beverages and the public sector.

PEX Report 2024 global state of process excellence

PEX Network's annual report reveals the current state and future trends of process excellence. Based on a study profiling hundreds of global process excellence leaders, the report provides insights on how to leverage innovation, generative AI, and process intelligence to achieve operational excellence, customer-centricity, and organizational growth. Download your copy of the PEX Report 2024/2025 today and benchmark your process excellence journey against your peers.

Download Now