Standard Work Training Module & Competency Check

Purpose and Overview

This module teaches people how to create, follow, and sustain standard work so consistent, safe, and high-quality performance becomes the normal way of working. It combines short classroom learning, a hands-on documentation exercise on the shop floor (or workplace), and a coach-led competency check to verify capability.

Audience & Duration

Intended for operators, supervisors, team leads, trainers, and continuous improvement coaches. Typical delivery: 90–120 minutes total (30–45 minute classroom, 45–60 minute practical + observation and sign-off). Break into multiple short sessions for shift coverage if needed.

Learning Objectives (Measurable)

• Explain why standard work matters for safety, quality, and reliability.
• Identify the core elements of a standard work document (purpose, scope, steps, takt/time, key checks, materials, safety cautions).
• Document a routine as standard work with clear, observable steps and visuals where helpful.
• Demonstrate the routine under observation and accept coaching to meet observable competence criteria.
• Use a coach observation checklist to objectively assess readiness and sign-off competency.

Required Materials

• Blank standard work template (print or digital)
• Flipchart or slide deck for classroom points
• Stopwatch or process-timing tool
• Camera or phone to capture photos of work area/tools
• Coach observation checklist and competence sign-off form (see below)

Slide Outline & Key Talking Points

1. Why standard work matters: short case example (safety/quality improvement)
2. What goes in standard work: purpose, step sequence, time/takt, checks, tools, handoffs
3. Good vs poor steps: observable language, one-action-per-step, avoid ambiguity
4. How to document a routine: observe, time, draft, validate, add visuals
5. How to coach and assess competence: behavior-focused observation, evidence-based sign-off
6. Sustainment: refresh cadence, audits, visual controls, and feedback loops

Practical Exercise: Document a Routine

Goal: Each trainee documents an assigned routine as a standard work document and demonstrates it.

1. Select a short routine (3–10 steps) that the trainee performs regularly.
2. Observe one cycle and take notes and photos; time the cycle if cycle time matters.
3. Draft the standard work: give the routine a clear title, purpose, and scope; write each step as a single observable action; note required materials, safety checks, and key quality checks.
4. Annotate or add a simple diagram or photo showing tool placement or position.
5. Peer review: swap drafts with another trainee and use the coach checklist to identify unclear steps.
6. Revise the draft and prepare to demonstrate the routine under coach observation.

Coach tip: Encourage trainees to write steps they can reliably observe and measure. If a step cannot be observed, add a specific check (e.g., 'verify setting X reads Y').

Coach Observation Checklist (Use to assess performance)

Use this checklist during the trainee demonstration. Mark Yes/No/Needs Coaching and capture brief evidence or examples. For digital use, convert into an interactive form so the submission is stored as a competency record.

• Preparation: Arrived on time, had required tools and PPE. (Yes / No / Needs Coaching)
• Sequence: Performed steps in the documented order without omission. (Yes / No / Needs Coaching)
• One-action Steps: Each step was a single observable action (no ambiguous bundling). (Yes / No / Needs Coaching)
• Quality Checks: Performed required checks and responded to out-of-spec conditions correctly. (Yes / No / Needs Coaching)
• Time Awareness: Cycle time was within acceptable limits or trainee acknowledged timing and variation. (Yes / No / Needs Coaching)
• Safety & Ergonomics: Followed safety cautions and used tools correctly. (Yes / No / Needs Coaching)
• Communication: Clearly stated intent when handing off or interacting with others. (Yes / No / Needs Coaching)
• Opportunity Recognition: Identified one potential improvement or clarification for the standard work. (Yes / No / Needs Coaching)

Coach comments (short):

Evidence / examples observed, and recommended corrections or coaching actions.

Competence Sign-off Form

Acceptance criteria for sign-off: all critical checklist items marked Yes; any Needs Coaching items must have corrective actions and follow-up date.

Sign-off fields (for paper or digital record):

• Trainee name, role, work area
• Standard work title / ID
• Date of assessment
• Coach name and signature
• Checklist summary: #Yes / #No / #Needs Coaching
• Decision: Competent / Competent with Conditions / Not Yet Competent
• Notes on next steps or follow-up training

Retention guidance: keep records centrally for 12 months or per company policy; schedule refresher or re-assessment every 6–12 months or sooner after incidents.

Scoring Rubric (Suggested)

Convert checklist to a simple score for consistency: Yes=2, Needs Coaching=1, No=0. Define a pass threshold (for example, 80% of total possible points and all critical items must be Yes).

Sustainment & Integration

To keep standard work alive: publish visual copies at the work area, schedule short coaching huddles, include standard work checks in daily audits, and capture improvement suggestions directly on the document. Consider a quick 5-minute stop-and-adjust routine at shift handover to reinforce.

Adaptations & Examples

Examples: service counter routine (customer greeting, order entry, payment, handoff), maintenance checklist (isolation, verify, perform, restore), inpatient medication administration (prepare, verify patient, administer, document).

Next Steps & Resources

• Convert the coach checklist and sign-off into an interactive form to capture competency records.
• Build a local repository of approved standard work documents and review cadence.
• Run a pilot with one team and measure compliance, time variance, and error rate before scaling.

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