Standard Work Instruction (SWI) for Manpower Optimization

This article is contributed by Ashish Rathore. He is presently driving continuous improvement projects and he is a Mechanical Engineer with MBA in HR and marketing

Standard Work Instruction (SWI) is a document which is displayed in the work station which helps operator to do the work considering quality, productivity and safety. In this article we are going learn to use this SWI to optimize manpower.

This document can be hardcopy or digitally displayed in the work station. The main purpose of the SWI is to document the best way to do the job, in detail, step by step and also communicate the same to the person who is doing it. It, can also used to calculate work load of the operator, in a shift and also helps to to analyze the time spend by the operator for NVA and VA activities.

So, following are the benefits of SWI;

1. Step by Step instruction to the operator for producing quality product and keep up with time standards.
2. Calculates work load of the operator (especially if the operator is working with machine (A mix of manual and auto time).
3. Helps to analyze NVA and VA activities.
4. Helps to decrease learning period of new operator.
5. And it will be the base for the improvement.

Why we should optimize manpower

Today’s competitive market makes it extremely difficult for any manufacturing industry to survive. There are many companies available in the sea to fulfill the customer expectations of product and there are many companies that aim to exceed customer expectations with their products.

 But how can you do that? 

For that you have to change your approaches, think out of your plate, imagine what the customer expects, research the market and all these factors require investment which either directly or indirectly affects the cost of the product. Then, how you can reduce the cost of the product?

You may consider the following points (but not the right one).

Point 1 – Selling the product on cheaper cost than their manufacturing cost but why just to be stand in market and compete with your competitors.

Answer – A Big No

Point 2 – By compromising with quality of material and product.

Answer – No, no one will purchase

Point 3 – By reducing the features and flexibility of product

Answer – No

Then How?

For that we must reduce our input costs and manufacturing costs and the note that for those above discussed points should not be your approach, but the question again raised, How?

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Strategies that the companies are adopting to optimize their manufacturing cost

Here are the strategies that the companies adopting to optimize their manufacturing cost and fulfilling the customer expectations.

1. Process Optimization – Simplifying and streamlining manufacturing processes to reduce deadly waste.
2. Material Cost Reduction – Using alternative materials, reducing material waste.
3. Automations – Using low-cost automations to balance your line.
4. Supply Chain Optimization – Optimizing supplier selection, inventory management, and logistics to reduce costs.
5. Lean Manufacturing: Eliminating waste and increasing efficiency through lean manufacturing methodologies.
6. Total Productive Maintenance (TPM): Optimizing equipment maintenance to reduce downtime and increase productivity.
7. Just-in-Time (JIT) Production: Producing products just in time to meet customer demand, reducing inventory costs.
8. Outsourcing: Outsourcing non-core functions to third-party vendors to reduce costs.
9. Value Engineering: Optimizing product design to reduce costs while maintaining or increasing value.
10. Manpower Optimization – Allocating the right number and type of employees to the right tasks at the right time to maximize efficiency, productivity, and profitability.

Let’s discuss about the Manpower Optimization

Manpower optimization is a set of strategies and practices that aim to improve organizational efficiency and decrease operational costs. Optimizing manpower in an organization is crucial for several reasons, as it directly impacts efficiency, productivity, product manufacturing cost and overall business success.

Key Principles;

1. Standardized Work: Standardize tasks and processes to reduce variability and improve efficiency.
2. Workload Balancing: Balance workload across employees to reduce overburdening and underutilization.
3. Cross-Training: Train employees to perform multiple tasks to increase flexibility and reduce waste.
4. Continuous Improvement: Encourage employees to identify and solve problems to improve processes.

From the experience

In my current organization we were struggling to manufacturing the product on budgeted cost. When we have did the Gemba walk of production line for one week we have observed many factors in terms of 4M that impacting the cost and out of that manpower was the center of observations.

On some line manpower was standing ideal after part loading in machine. On some stations manpower was available more than requirement but there was no solid analyzed data available.

I have conducted the study on various lines and optimized 72 manpower/day. I’ve done that by using basic lean manufacturing tools & implementing the Kaizens.

Tools that can be used for optimizing manpower

1. SWI
2. ECRS
3. SWCT
4. Standard Work
5. Time Study

As informed earlier in this article we will be discussing about SWI.

What is SWI

As mentioned at the beginning, Standard Work Instruction (SWI) is a document which is displayed in the work station which helps operator to do the work considering quality, productivity and safety.

Following are the elements of SWI;

• Step by Step instructions to do the job
• Visual elements such as images, diagrams, etc.
• Quality requirement
• Tools and equipment to do the work
• Precautions to achieve safety
• Cycle time of each step

How to calculate work load of an operator with the help of SWI – SWI Load Calculation

This SWI can be used to calculate work load of an operator, taking into account factors such as;

• Task complexity
• Task frequency
• Task duration
• Worker availability
• Equipment capacity

The SWI Load calculation typically involves the following steps;

1. Break down the task into individual steps
2. Determine the time required for each step
3. Calculate the total time required for the task
4. Determine the worker’s availability and capacity
5. Calculate the workload or capacity requirement

SWI Load Calculation is used in various industries, including manufacturing, healthcare, and logistics, to;

• Optimize workforce planning and scheduling
• Improve productivity and efficiency
• Reduce overtime and labor costs
• Enhance quality and customer satisfaction

SWI Load Calculation Excel Template

Here is the case study to calculate the load % of an operator using SWI.

We recommend to download the attached excel file and look in to the example.

Here the example is operator doing an turning operation in a CNC Lathe.

Download Excel Template

Download excel template by clicking the below button. Only accessible to premium members.

The Calculation

Available Time (@8 hrs. shift) – 480 Minutes/Shift

Actual Available Time (After Excluding Planned Losses) – 430 Minutes/Shift

Frequency – How many times same activity done by operator in a shift. You can take the shift target as a frequency for production line. Refer the excel template to know how its calculated.

Formula for operation load calculation = Total Standard Man Minutes per unit x Frequency per shift / Available time for production per shift.

Applying the calculation you can see the load on the operator is 53%.

We again recommend to download the excel file learn the calculation.

You can see operator is loaded 53% in current state. Still there is opportunity to provide the more 47% load to operator to balance it 100%.

Now we have found the GAP – What Next?

This is the main step where we are going to get the benefit. Where real manpower optimization is happening. Now refer the attached excel template.

In the example we can see the operator is idle during the machining. In this step we need to think about how we can utilize this operator for another activity.

Analyzing the activity we can see the activity no 3 ‘Pick and Prepare the next shaft loading’ can be done by the operator during the machining of the operator.

Now what happens?

We leave it you to calculate the new operator load!. Consider this as an exercise for you and put your answers in the comment section. If you need help contact KIE support through below official WhatsApp number.

Now, even if we have moved activity 3 internal to machining time, still operator is idle for 35 seconds.

In this case what we can do?

One option is to allocate one more CNC machine to him. This will improve the manpower optimization.

All the best for you manpower optimization journey.

Conclusion and Key points to consider during SWI Load calculation

1. Before recording the activity, watch the operator and the procedure.
2. Shoots the 3-4 videos of same process for better analysis.
3. Only take the manual time in SWI not auto time of machine because we are calculating operator load not machine.
4. Consider the shift target as a frequency in SWI.
5. Highlight the VA & NVA activity.
6. In future state SWI, eliminate the NVA’s by putting kaizens into practice and work to make easier for the operator to run 2-3 machines at once.
7. We should use Standard time in the SWI

This Operator Load calculation is most useful when the operation is a combination of manual and machine time. We have two methods in optimizing the manpower through an example. Apart from that we can use ECRS methodology too. Anyways, concluding as of now.

Thanks for visiting us.

About the Contributor

Ashish Rathore

I am Ashish Rathore and I am holding an MBA in HR & Marketing, along with a Bachelor’s Degree in Mechanical Engineering. I have total 6 years of professional experience. Currently I excels in the Manufacturing Excellence department and driving continuous improvement projects on process optimization, cost optimization and productivity improvement in the organization.

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