Overcoming Calibration Chaos: Streamlining Tooling and Equipment Management

The Challenges of Gathering Tools for Calibration

Ignored Prompts and Reminders

One of the most frustrating aspects of managing calibration schedules is the tendency for prompts and reminders to go unnoticed or unheeded. Whether it’s an email, a message on a collaboration platform, or even a physical reminder in the workspace, these notifications often fail to catch the attention they require. The reasons for this are many:

• Email Overload: Inboxes are inundated with messages, and calibration reminders can easily get lost amidst more urgent or seemingly important communications. More notably, notifications are often not regular enough to prompt action, as it typically falls on a manual process to send and await a reply or action.
• Lack of Immediate Relevance: For many employees, calibration doesn’t seem immediately relevant to their daily tasks, leading to deferment.
• Cognitive Overload: Employees juggling multiple responsibilities might not prioritise calibration tasks, especially if they don’t see immediate consequences for delays.

Reactive Spreadsheet Management

Spreadsheets are a common tool for tracking calibration schedules, but they often lead to a reactive rather than proactive approach:

• Outdated Information: Spreadsheets require constant updating, and it’s easy for data to become outdated, leading to missed calibration dates.
• Lack of Real-Time Visibility: Spreadsheets don’t provide real-time visibility of tool locations and statuses, making it hard to quickly identify and retrieve items due for calibration.
• Manual Errors: The manual nature of spreadsheet management introduces a higher risk of errors, which can complicate the calibration process further.

The Role of Email Prompts and Reminders

Effective email prompts and reminders can play a crucial role in ensuring tools and equipment are calibrated on time, but their success hinges on broader organisational responsibility:

• Automated Scheduling: Automated systems can be set up to send reminders at specific intervals, reducing the burden on the Quality and Metrology departments.
• Clear Accountability: Assigning specific individuals or departments the responsibility for responding to these reminders can ensure that they are not ignored.
• Integration with Task Management Tools: Linking email reminders with task management systems can help track and confirm the completion of calibration tasks.

The Power of 5S and Visual Management

Implementing 5S and Visual Management solutions can transform the calibration process, making it more efficient and less stressful.

5S Methodology: A Foundation for Efficiency

By applying 5S, companies can ensure that tools and equipment are always in their designated places, making them easier to find when calibration time comes.

Visual Management: Enhancing Visibility

Visual Management involves using visual cues to communicate information clearly and quickly. This can include:

• Item Labels: Use labels to indicate the status of tools and equipment (e.g., calibrated, due for calibration, out of service). Ideally, a label linking to detailed tool/equipment information aids users in following up on upcoming or overdue activities.
• Tool Boards: Create boards and solutions that display tools with outlines showing where each item should be stored. This makes it immediately apparent when a tool is missing.
• Visual Schedules: Post visual schedules that clearly indicate upcoming calibration dates and responsibilities.

The Benefits of Combining 5S and Visual Management

The combination of 5S and Visual Management brings several key benefits:

• Reduced Search Time: With a well-organised workspace, employees spend less time searching for tools, increasing productivity.
• Improved Accountability: Visual cues make it clear who is responsible for each tool, reducing the chances of missed calibrations.
• Enhanced Communication: Visual management tools communicate information quickly and effectively, reducing misunderstandings and overlooked tasks.
• Proactive Management: Real-time visibility of tool statuses and locations allows for more proactive management, reducing the reactive nature of the process.

Conclusion

For Quality and Metrology managers, the process of gathering tools and equipment for calibration doesn’t have to be a source of constant frustration. By addressing the common challenges of ignored reminders and reactive spreadsheet management, and by implementing 5S and Visual Management solutions, organisations can create a more efficient, organised, and stress-free calibration process. Additionally, leveraging automated systems that generate email prompts and reminders—without placing the entire responsibility on the Quality and Metrology departments—can further streamline operations. These methodologies not only improve efficiency but also foster a culture of continuous improvement, ultimately contributing to better overall quality and performance.