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What are the best tools and techniques for gemba coaching?

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Gemba coaching is a powerful way to improve your lean operations by observing, questioning, and supporting your team members at the place where value is created. As a gemba coach, you need to master some tools and techniques that can help you foster a culture of continuous improvement, problem-solving, and learning. In this article, we will explore some of the best tools and techniques for gemba coaching, and how to apply them effectively.

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Daniel Holanda

Business Excellence | Operations | Industrial Engineering | Lean Manufacturing | Operational Excellence

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Erivelton Texeira

PCP | Lean Manufacture| Melhoria Continua | Lideran?a
Vinícius Anjos

Gerente de Opera??es | Top Lean Manufacturing Voice | Melhoria Contínua | Lean | Excelência Operacional | Processos

1 Define the purpose

Before you start coaching, you need to have a clear purpose and scope for your gemba walk. What are the goals and objectives of your coaching session? What are the key performance indicators and metrics that you want to monitor and improve? How will you measure the impact of your coaching? Having a well-defined purpose will help you focus your attention, avoid distractions, and communicate your expectations to your team.

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Erivelton Texeira

PCP | Lean Manufacture| Melhoria Continua | Lideran?a
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Eu acredito que para fazer as coisas funcionarem ainda melhor, é essencial aplicar a metodologia 5G do lean juntamente com o gemba. A metodologia 5G do lean é baseada em cinco princípios fundamentais: gembutsu (objetos reais), genjitsu (situa??o real), genba (local real), genri (regras e padr?es) e gensoku (princípios). Essa metodologia visa melhorar continuamente os processos por meio da elimina??o de desperdícios, envolvimento dos colaboradores e foco no valor para o cliente.

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Tuan Dao Xuan

Production Supervisor at Nestlé
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Two effective tools and techniques for Gemba coaching are: 1/ Gemba Walks: Gemba Walks involve leaders physically going to the location where work is performed to observe processes, interact with employees, and gain firsthand insights into operations. 2/ Kaizen Events: Kaizen events, also known as rapid improvement events or workshops, are focused and time-bound activities aimed at addressing specific process improvement opportunities identified during Gemba Walks or other forms of observation.

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Mattia Costa

WiP profile - currently busy on my MSc in Supply Chain Management & Procurement | Driving E2E Supply Chain Value | Lean Six Sigma
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Defining the purpose is key when I do Gemba coaching. I always start by getting clear on what we want to achieve, whether it's boosting process efficiency, engaging the team more, or tackling specific problems. Knowing the purpose keeps our coaching sessions focused on observing the real work, spotting issues, and encouraging continuous improvement. By aligning our goals, we can support the team better and help them make meaningful changes that truly improve performance.

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2 Ask open-ended questions

One of the most important skills of a gemba coach is to ask open-ended questions that stimulate curiosity, reflection, and dialogue. Open-ended questions are those that cannot be answered with a simple yes or no, but require more explanation, reasoning, or evidence. For example, instead of asking "Is this process working well?", you can ask "How do you know this process is working well?" or "What are the challenges and opportunities for improvement in this process?" Asking open-ended questions will help you understand the current situation, identify gaps and root causes, and encourage your team to think critically and creatively.

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Vinícius Anjos

Gerente de Opera??es | Top Lean Manufacturing Voice | Melhoria Contínua | Lean | Excelência Operacional | Processos
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Uma das habilidades mais importantes de um coach gemba é fazer perguntas abertas que estimulem a curiosidade, a reflex?o e o diálogo. Perguntas abertas s?o aquelas que n?o podem ser respondidas com um simples sim ou n?o, mas exigem mais explica??o, raciocínio ou evidências. Por exemplo, em vez de perguntar "Este processo está funcionando bem?", você pode perguntar "Como você sabe que esse processo está funcionando bem?" ou "Quais s?o os desafios e oportunidades de melhoria nesse processo?" Fazer perguntas abertas ajudará você a entender a situa??o atual, identificar lacunas e causas básicas e incentivar sua equipe a pensar de forma crítica e criativa.

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James Cuthbert

Managing Director at Henkan | Transformation Partner | CEng | OpEx Consultant | Ex Big 4 | ANLP Certified Leadership Coach | Culture Change Architect
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There are a few more questions types other than open and closed which can be useful when coaching in gemba. One of the easiest to use is a confirmation question. Confirming or playing back what you have heard demonstrates you are listening, confirms absolute clarity and often leads to more insights in the follow up response. Humble Inquiry is a great book to read in order to also ask Socratic questions around what works as well as what needs fixing. Finally, if you are going with a specific purpose for the gemba walk (top tip - you should always go with a clear purpose!), then being able to ask probing questions or funnel questions without it feeling clunky or an interrogation is important to reach the insights you are interested in.

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Mattia Costa

WiP profile - currently busy on my MSc in Supply Chain Management & Procurement | Driving E2E Supply Chain Value | Lean Six Sigma
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When I’m doing Gemba coaching, I make it a point to ask open-ended questions. This helps me dig deeper into the team’s perspective and encourages them to think critically about their processes. Questions like “What challenges are you facing here?” or “Why do you think this step is necessary?” open up the conversation and allow the team to reflect and share insights. It’s not about telling them what to do, but about guiding them to find their own solutions and fostering a culture of learning and continuous improvement.

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3 Use visual tools

Visual tools are essential for gemba coaching as they help you and your team to see the flow of value, identify waste and variation, and track progress and performance. For example, value stream maps are diagrams that show the steps, inputs, outputs, and resources involved in delivering value to the customer. These maps can help you to see the big picture, identify bottlenecks and non-value-added activities, and plan improvement actions. Additionally, process maps are simplified versions of value stream maps that focus on a specific process or sub-process. These maps can help you to see the details, clarify roles and responsibilities, and standardize work methods. Lastly, gemba boards are visual displays that show the status, goals, and issues of a process or area. These boards can help you to monitor performance, communicate expectations, and solve problems.

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Mattia Costa

WiP profile - currently busy on my MSc in Supply Chain Management & Procurement | Driving E2E Supply Chain Value | Lean Six Sigma
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I like to use visual tools during Gemba coaching because they make the processes and problems more tangible for everyone involved. Tools like process maps, fishbone diagrams, or even simple whiteboards help teams visualize their workflow, identify bottlenecks, and brainstorm solutions. Visuals make it easier for everyone to see the big picture and spot areas for improvement. They also help in keeping the team engaged and on the same page, making the coaching sessions more interactive and productive.

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4 Provide feedback

Feedback is an essential part of gemba coaching, as it helps you and your team to recognize strengths, address weaknesses, and celebrate achievements. To ensure the feedback is effective, it should be timely, specific, constructive, and balanced. Rather than making vague or general comments, criticism or blame, or excessive praise or criticism, the feedback should acknowledge what is working well and why, point out what needs improvement and how, and encourage action and follow-up.

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Daniel Holanda

Business Excellence | Operations | Industrial Engineering | Lean Manufacturing | Operational Excellence
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Fornecer feedback para o coaching gemba é importante para o desenvolvimento contínuo da equipe, fornecendo insights específicos e oportunidades de melhoria diretamente no local de trabalho. Isso promove uma cultura de aprendizado e crescimento, fortalecendo as habilidades dos colaboradores e ajuda a aumentar a eficiência operacional

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5 Use coaching models

Coaching models are frameworks that guide you and your team through a structured and systematic process of learning and improvement. They help you to ask the right questions, explore options, make decisions, and implement actions. Examples of coaching models include PDCA (Plan-Do-Check-Act), a cycle of continuous improvement that involves defining a problem, testing a solution, measuring the results, and adjusting the solution as needed; GROW (Goal-Reality-Options-Will), a goal-oriented cycle that involves setting a specific and measurable goal, assessing the current situation, generating and evaluating alternatives, and committing to an action plan; and A3, a one-page report that summarizes a problem, its root causes, its countermeasures, its expected outcomes, and its follow-up actions. The A3 model is based on the PDCA cycle and can help you communicate your coaching results clearly and concisely.

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6 Develop a coaching culture

The ultimate goal of gemba coaching is to cultivate a coaching culture in your organization that encourages everyone to be engaged, empowered, and accountable for continuous improvement. As a gemba coach, it's important to lead by example, exhibiting the behaviors and attitudes you want to see in your team such as curiosity, humility, respect, and collaboration. You should also empower your team to take ownership of their processes, make decisions, solve problems, and learn from mistakes. Additionally, you need to mentor and support other coaches in your organization, sharing best practices and creating a network of learning and improvement.

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Brian Newman

Founder & CEO | AI-Driven Consulting LLC | Empowering 20,000+ Students Globally Through AI, 5G, and Cybersecurity Education
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Gemba coaching is a process that involves going to the workplace to observe and improve processes. There are various tools and techniques that can be used for Gemba coaching, including 5S, 6S, ANSI, and others. To conduct an effective Gemba walk, it is important to have a plan and focus on specific areas of improvement. Other best practices for Gemba coaching include engaging with employees, asking open-ended questions, and using visual aids to communicate ideas.

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What are the best tools and techniques for gemba coaching?

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1 Define the purpose

2 Ask open-ended questions

3 Use visual tools

4 Provide feedback

5 Use coaching models

6 Develop a coaching culture

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