Tool Standardisation – Coplan / KIT

The DNA of resilience

May 6, 2026/in Blog, COSHH & Safety, Tool Audits, Tool Calibration, Tool Standardisation/by Mark Pedrasa

Why the Greencore-Bakkavor era demands tool-level discipline

The landscape of UK convenience food shifted on its axis in January 2026. With the finalised acquisition of Bakkavor, Greencore has emerged as a homegrown manufacturing titan, generating £4.1 billion in revenue and employing 28,000 colleagues across 36 locations.

But for a business now responsible for delivering 1 billion sandwiches and 400 million chilled meals every year, the greatest strategic threat isn’t just market competition, it is “standardisation drift” or “tool creep” as we sometimes call it.

The “mega-scale” standardisation challenge

Resilience at this scale is impossible if every site has its own way of managing equipment. In a multi-site network, inconsistencies in tool selection or storage lead to fragmented processes and rising costs. As Greencore pursues “delivery excellence,” the fundamental requirement is a unified standard for the physical tools that power their 3,200 products.

Whether a site is in the UK or the US, the health and organisation of its physical assets are the “DNA” of its resilience.

Circular thinking: more than just a marketing story

This shift toward tool-level discipline is further accelerated by the UK Government’s 2026 Circular Economy Growth Plan. This mandate isn’t just about recycling; it’s a structural requirement for businesses to take greater responsibility for the entire lifecycle of their products and assets.

In the factory, “circular thinking” means moving away from the “disposable tool” culture. By standardising high-quality tools and tracking them through 5S shadow boards, linked to their digital twins in software like KIT that prompts manufacturers to regularly inspect and calibrate their tools enables manufacturers to significantly extend the lifecycle of their equipment and eliminate the waste of frequent, unmanaged replacements.

The ROI of organisation

In a market defined by 5.7% food inflation and chronic labour shortages, tool loss is a “margin issue” that manufacturers can no longer ignore. Case studies show that simple organisation through shadow boards and foam inlays coupled with regular visual checks can save single facilities tens of thousands of pounds in replacement costs alone.

But the real value is in “shock absorption”. When a factory is organised, it can handle volatility, from sudden demand spikes to unexpected staff absences, without the constant firefighting caused by missing or uncalibrated equipment.

The “limbs” of the smart factory

As we move toward “autonomous, smart operations” where AI acts as the plant’s brain, your tools are the limbs. If those limbs are uncalibrated or unorganised, the most advanced AI in the world cannot guarantee safety or efficiency.

If your tools are not correctly looked after, then the robots and machinery they service and maintain or the products they build will suffer and the knock-on effects can be severe and costly.

With 35% of food safety non-conformances already linked to maintenance and calibration gaps, the message for 2026 is clear: Resilience isn’t built in the boardroom; it’s built at the tool level.

When 5S isn’t 5S, it’s only 3S

February 21, 2025/in Blog, Tool Standardisation/by coplan

How KIT helps organisations achieve full 5S

The 5S methodology is a cornerstone of workplace organisation, focusing on Sort, Set in Order, Shine, Standardise, and Sustain. While many organisations excel at the first three steps, they often fall short on the final two. Without proper standardisation and sustainability, the benefits of 5S are fleeting.

Enter KIT, a transformative system that leverages QR codes and a centralised database to ensure organisations don’t just reach 5S, but maintain it for the long term. KIT bridges the gap between 3S and 5S, making true workplace efficiency and consistency achievable.

Why do organisations get stuck at 3S?

It’s common for organisations to start strong with 5S, achieving tidy and organised workspaces. However, many struggle to move beyond the first three steps. Let’s explore why:

1. Missing tools lead to delays

Tools often go missing due to lack of tracking, creating inefficiencies. Employees spend valuable time searching for items, disrupting workflows.

2. Inconsistent tool replacements cause disorder

When tools are damaged or lost, replacements are frequently purchased without adherence to standards. This results in mismatched tools that disrupt the system.

3. No documented processes to maintain standards

Without clear procedures for tool management, teams often revert to old habits. This lack of standardisation means the workspace becomes disorganised again over time.

These common issues illustrate why Sort, Set in Order, and Shine are not enough to achieve lasting results.

How KIT bridges the gap between 3S and 5S

KIT transforms how organisations manage their tools and workspaces, addressing the critical gaps in Standardise and Sustain. Here’s how it works:

1. QR codes for efficient tool tracking

Every tool in your workspace is assigned a unique QR code linked to KIT’s centralised database. This system provides:

Instant Location Tracking: Employees can scan QR codes to locate tools or report missing items.
Accountability Across Teams: Usage can be monitored to ensure tools are returned to their proper place.
Streamlined Audits: Routine checks become faster and more accurate with a simple scan.

2. A centralised database for standardisation

KIT’s database acts as the foundation for consistent tool management. It includes:

A full inventory of all tools, their specifications, and maintenance requirements.
Clear guidelines for ordering replacements, ensuring that new tools match the originals.
Documentation of standard operating procedures, accessible to all employees.

3. Automated processes for sustainability

Sustainability requires ongoing effort, and KIT makes it easy to maintain high standards. Key features include:

Automatic Alerts: Notifications remind teams to reorder tools or perform maintenance.
Regular Reports: Data insights highlight trends, such as frequently misplaced tools, enabling proactive solutions.
Customisable Checklists: Ensure teams follow 5S principles consistently.

“It’s common for organisations to start strong with 5S, achieving tidy and organised workspaces. However, many struggle to move beyond the first three steps.

From 3S to 5S: why KIT is the missing piece

For organisations relying on foam shadow boards or manual tracking systems, KIT provides the tools needed to reach and maintain full 5S. Here’s what sets KIT apart:

1. Solves the problem of missing tools

With QR code tracking, every tool is accounted for. Teams can quickly identify and address missing or misplaced items, reducing downtime.

2. Ensures consistency across the workspace

KIT’s centralised database eliminates inconsistencies caused by ad-hoc replacements. Every tool is standardised to fit the system, ensuring a logical and efficient setup.

3. Embeds sustainability into daily operations

KIT empowers teams to sustain 5S practices with automated reminders, reports, and an intuitive interface. This ensures 5S becomes a long-term habit, not just a temporary improvement.

KIT in action: realising the full potential of 5S

Imagine a workspace where tools are always accounted for, replacements are consistent, and teams are equipped with the data they need to improve. KIT makes this vision a reality by addressing the weaknesses in traditional 3S systems.

With KIT, you’ll experience:

Faster workflows with minimal downtime caused by missing tools.
A culture of accountability, where employees take ownership of their workspace.
Long-term benefits of 5S, including improved safety, efficiency, and organisation.

Achieve true 5S with KIT

If your organisation has struggled to maintain 5S or has found its efforts stalling at 3S, KIT is the solution you need. With its innovative QR code technology and centralised database, KIT bridges the gap, helping organisations move from short-term fixes to long-term success.

Take the next step toward workplace excellence. Visit thisiskit.com to learn how KIT can help your organisation achieve and sustain true 5S.

The role of visual tool control in 5S initiatives

July 21, 2022/in Blog, Foam Inlays, Shadow Boards, Tool Standardisation/by coplan

A 5S programme is often the starting point for a larger continuous improvement or efficiency programme. It is based on five steps: sort, set in order, shine, standardise and sustain.

Sort

Sort is based on the idea that space, time and energy can be saved by removing unnecessary clutter from workspaces. It requires all non-essential items to be removed from the workplace. Organising tools properly makes it easier to identify what is truly needed.

Set in order

Tool control solutions have a clear role to play in the second 5S step: set in order. Set in order is based on the idea of a tidy workplace. Time wasted on unnecessary searching for or returning tools, materials or equipment should be avoided. Organisations need to make it easy for anyone and everyone to put tools away through clear labelling and a tidy workplace.

Shine

Shine is based on the idea that everyone has a responsibility for maintaining a clean and pleasant workspace. Clean, bright working spaces lead to improved morale, improved productivity and fewer absences. Tools should be inspected and cleaned before being replaced. Tool control makes for a tidy workplace. It also makes it easy to review the condition of tools.

Standardise

Standardise is based on the idea that best practices should be formalised and standardised. Visual communication, staff training and empowerment (encouraging staff to take responsibility for 5S initiatives) help to embed best practice.

Sustain

As part of your 5S programme, tool control needs to be embedded within the organisational culture. Sustain is all about discipline and the need to practice the other 4S as a way of life. Continuing adherence to all steps helps to create the environment for continuous improvement. Revisit all steps within your 5S programme and, as part of this, review your tool control solutions and procedures on a regular basis to ensure maximum efficiency and continuous improvement. In conclusion, tool foam is highly beneficial when used to help achieve 5S initiative and to organise your tools throughout your company. If you are looking for a design, fabrication and support service that revolves around tool organisation, feel free to contact Coplan today.

Tool control makes for a tidy workplace. It also makes it easy to review the condition of tools.

What are the benefits of using tool foam for organisation?

July 1, 2021/in Blog, Foam Inlays, Professional Services & Training, Tool Standardisation/by coplan

Tool foam can be incredibly diverse and useful in many applications, including inside toolboxes, cabinets or trolleys. Furthermore, it presents a series of benefits that you will find very intriguing…

#1 Improve tool organisation

There’s nothing worse than not knowing exactly where your tools are. You waste valuable time searching for the tool you need for a specific task, ruining productivity. Tool foam shadow boards eliminate this issue by giving you easy access to all of your tools. You can also keep them more organised using colour coordination, so you never waste time ever again.

#2 Make your tools easier to trace

Tracing tools is essential to understand where they have been. With our custom fabricated tool foam shadow boards, you can ensure your tools are placed in the right place every time. The individual design of the shadow foam means only one tool can be placed in it. Therefore, if the shadow is empty, you know the tool is missing! It makes it a lot easier when counting stock as well – you simply open your cabinets or boxes and count the tools neatly in their foam shadows.

#3 Implement standardisation at work

Standardisation is the process of instilling standard behaviours at work. You do things that become the known way, and everyone follows suit. Using foam tool inserts helps to implement standardisation at work as you have one way of storing all of your tools. Everyone has to store their tools in the foam inserts, rather than some people storing them one way, some storing them in another, etc.

#4 Strengthen your branding

Following on from standardisation, tool foam is excellent at building a solid and consistent brand image throughout your company. If everyone is storing their tools using tool control foam, it means you have a branding opportunity on your hands. We can laser etch logos and brand names onto our tool foam, making it yours! Effectively, all around the workplace, you have branded tool organisation that looks extremely professional and keeps your branding consistent. This can be very impressive if any clients come around and see your workplace.

#5 Provide visual management aids

Another benefit of tool control foam is that it provides you with visual management aids in your workplace. Managers can easily tell people where to place tools or where to find the tools they need. Thanks to the coloured foam options, you simply need to say a colour, and your team will know where to go and where to look. #6 Increase overall productivity Ultimately, improving your tool organisation will help to increase your overall productivity. It’s all about become leaner and more agile, cutting down time spent on meaningless tasks. By using tool foam to know where everything is, you have more structure to your organisation and can get through jobs with more fluidity and few barriers. In conclusion, tool foam is highly beneficial when used to help organise your tools throughout your company. If you are looking for a design, fabrication and support service that revolves around tool organisation, feel free to contact Coplan today.

If you are looking for a design, fabrication and support service that revolves around tool organisation, contact Coplan today.

Tracing tools is essential to understand where they have been.