How to start using lean management in your workshop
Every good workshop has a focus on efficiency.
Not just in terms of costs and throughput — but the resources, materials, and time spent on every job.
For some workshops, efficiency is a natural process that evolves over time. But for others, it helps to have a system in place to guide the efforts of your managers and your staff.
Here’s how to start bringing lean management to your workshop — using the Five S (5S) system of workplace productivity:
1. Sort
Lean management is about reducing waste — keeping what’s valuable and removing what’s not.
In a commercial vehicle workshop, that starts with the tools and equipment your teams use every day.
For every workstation, take an inventory of the tools and equipment in that space. Then organise those things into 3 categories:
- What they need for that job on a daily basis
- What they rarely need (or might not need)
- What they definitely don’t need.
You can then start to declutter each workstation: discarding what’s never used, storing what’s rarely used, and leaving only the essential daily tools behind.
Why does it matter? Your teams get a workstation that’s:
- Simple and organised
- Free from distractions
- Designed for the relevant workflow
- Less likely to see hazards and accidents.
2. Set in order
With each workstation streamlined, it’s time to think about the bigger picture: how each task fits into a job or service, and how each service fits into the flow of your workshop.
That could be as simple as adding integrated storage next to the workstations that need it — or adding ‘stackable’ equipment, like a brake tester over an inspection pit.
What’s important is that you plan the entire work process from start to finish. And that means thinking about things like:
- Access — how far are the tools from the jobs that need them?
- Frequency — are the most used tools the most easily available?
- Routes — do vehicles have an efficient path as they move between stations?
- Movement — how many services can you perform without moving a vehicle?
With an optimised order to your workshop, you’re improving speed and efficiency. But you’re also reducing fatigue for your workers — so they can keep their energy high and focus on the job.
3. Shine
A clean workplace is an efficient workplace (and a safer one!).
When your teams keep a tidy workshop, you’re reducing the risks of hazards and trips. You’re making it easier for your staff to spot problems or potential danger — like fluid leaks or cracks in your workshop flooring.
But ‘shine’ isn’t just about being clean and tidy. It’s also about:
- Routine inspection of your tools and equipment
- Maintenance, repair, and regular service visits
- Building a sense of ownership and pride within your teams
- Creating a welcoming and encouraging environment for your staff to work in.
4. Standardise
When you bring lean management to your workshop, you’re often making small improvements to efficiency and waste.
For those small improvements to add up, you need consistency in your practices — with clear guidelines set out for your teams to follow.
So if you want your workshop to see long-term benefits, you need to think about:
- Documenting your lean practices
- Creating simple checklists for your teams to follow
- Regularly training your staff (on best practices, inspections, etc.)
5. Sustain
No matter how good your practices and documentation are, you need a sustained effort from your teams to keep them up.
For lean management to become a part of your workshop, it needs to become a part of your company culture — an everyday habit that’s continually encouraged.
That usually means things like:
- Creating a schedule for maintenance and making improvements
- Setting measurable goals — with incentives to match
- Building accountability — with staff training others and leading by example
- Reviewing your practices and documentation — aiming for continuous improvement
And the result?
You’ll have a lean, efficient workshop — with minimal waste and maximum productivity.