In traditional manufacturing, many support processes are carried out manually. From work instructions to the documentation of quality controls, the recording of defects and the tracking of components, paper and pen are still used in many places.
However, the trend is increasingly shifting towards more transparency, traceability and a networked way of working to ensure faster throughput times and higher quality. To achieve this, the digitalization of manual work processes plays a crucial role.
In this blog post, we show you a comparison of the two scenarios: how work in production differs when working paperless instead of paper-based.
Does this sound familiar to you?
“Where is the list of material removal filed? I can’t find the table.”
“Should be in Hall E in the warehouse…”
Why strive for paperless production?
If information and data are recorded and processed via manual work processes, usually using emails, Excel or paper checklists, this leads to high administration and coordination costs. For example, a production slip is required for each work step, which then has to be transferred to the system and filed. Evaluations are also very difficult to carry out. Furthermore, the use of paper causes considerable costs, space must be created for filing and the environment is burdened.
The advantages of using digital tools and processes can be summarized as follows:
- Reduced environmental impact when work steps become paperless
- Cost savings as less paper is required
- More flexibility in order acceptance
- Faster throughput times
- Traceability of the status of the product, which production stage it is in or where it has been installed
- Real-time documentation of the individual work steps
- Mobile data collection via tablet and smartphone directly on site
- Documentation without media discontinuity for photo and video recordings
- Dirt and dust have no influence on the legibility of the documents
- It is traceable whether tests or tasks have been completed
Paperwork vs. digital working scenario:
If, for example, management has a question about the most frequent defects of the last quarter or a customer requests a past inspection report, many production companies are faced with a time-consuming search. Stacks of folders have to be sifted through beforehand until the right reports are at hand.
With paper-based documentation, a lot of time is lost searching, typing and evaluating information.
In contrast, things look very different in digital production. Checklists, reports or reports do not have to be requested and sent by e-mail or similar, but everyone can access the database directly. And if something needs to be sent to external parties, PDF reports are also available with just a few clicks. Optionally also directly in the corporate design for a professional appearance.
Challenges with the paper-based way of working:
- Analog processing involves high administrative effort
- Error-prone
- Time-consuming filing and retrieval of reports
- Inconsistent information capture and media disruptions
- Non-transparent work and testing processes
Advantages of paperless production:
- Enormous time savings when recording and evaluating information
- Reports are available at the touch of a button
- More convenience and clarity for employees
- Immediately available evaluation of all recorded data
- Continuous documentation
Digital paperless production does not mean replacing paper with Excel lists and emails. Rather, it is about implementing a solution in which manual processes of this kind are also replaced.
Instead of long information channels, e-mail traffic and administrative work, everyone has information available at the click of a mouse. Without having to wait long.
Management: “Where did the most frequent problems and errors occur last month?”
Whereas in the conventional way of working, information had to be prepared for management time and time again, it is easier in paperless production: if required, you can simply gain insight via meaningful dashboards.
Examples of tasks that can be carried out paperless in the production area:
There are many different areas of responsibility in production. The employees carry out assembly in accordance with the work instructions, collect data for other departments such as product development and document the regular quality checks.
Example: Paperless defect recording
If a defect occurs during production, it must be documented for further processing and forwarded to the person responsible. For this initial recording of the defect, there is usually a defect form that is filled out in the conventional way of working. In most cases, a photo of the defect is also taken. And this is where the first problem arises: Media discontinuities. This is because the photos are often taken with digital cameras or similar and are therefore digital and separate from the associated paper form.
It’s a different story with digital defect management: The defect is recorded directly via smartphone or tablet using an app. Photos can be added directly in the same form and the defect report can be forwarded to the responsible parties with just a few clicks.
Example: Paperless work instruction
Ideally, work instructions in assembly and production guide employees step-by-step through their work processes.
Digital instructions open up new possibilities: Visual elements such as photos and videos help to better understand the work instructions. And workers can see in advance what the product should look like when it is finished.
This saves time when learning new tasks and ensures more efficient onboarding of new employees. Especially in times of a shortage of skilled workers, this is a feature that should not be underestimated. In the long term, this also leads to fewer rejects and less rework, as parts are assembled incorrectly less often. Another advantage is that digital work and test instructions also make it easier to track whether the work and tests have been carried out correctly and completely.
Documentation is carried out using a mobile device and employees no longer have to carry paper checklists from one station to the next. The correct instructions are always in their hands.
The path to paperless production in 3 steps.
So now we know what distinguishes a paper-based way of working in production from a paperless one. But how do you achieve paperless production? We will now take a closer look at this point.
First things first: introducing paperless production sounds like a big, risky change. But don’t let this put you off. Because the good news is: it’s worth starting with small steps. You don’t have to change everything at once, but can start with a small pilot project.
Step 1: Preparation.
Determine which processes and activities you would like to digitize in the future. The following questions can help you get a clearer picture:
- Which paper checklists are in use?
- Who works with it?
- What use cases can you identify?
- Which use case is best suited for the pilot project?
Even before a digital solution is introduced, it is important to communicate the added value for all operators and stakeholders.
Step 2: Introducing the digital solution.
Start by selecting a suitable digital solution.
You then start a pilot project. A single, clearly defined use case is best suited for this. For example, quality checks during production, conveyor belt inspections or outgoing goods inspections.
With a proof of concept or a pilot project, you can test on a small scale how well the solution is suited to the requirements in your company.
As a summary of the proof of concept or the pilot project, you can see what works best for your company. Based on these findings, you can plan the digitalization of further processes in production.
Step 3: Digital production.
In the next step, you can roll out the digital solution to other areas of application right through to the entire production process.
This allows you to convert the entire production process, from inspection processes and assembly-related checks through to work instructions, to a paperless digital working method step by step.
