Lean Tools for process improvement


Quick Changeover
SMED Setup Reduction

Lean SMED system for change over setup reduction


Your lean objective
is throughput, not output

(Inventory that is sold,
not just produced)

The goal of Setup Reduction

Your goal is to minimize Cycle Time, by:

  1. Reduce setup time
  2. Move tasks

    from "internal setup time"

    (happening during the normal process cycle)

    to "external setup time"

    (happening before or after the normal process cycle)

Standard Work template for SMED

Following the instructions for your Standard Work template,
when you click the button to generate a Standard Work Combination Sheet...

There are two ways that a Step will appear as an "external" line item on the Standard Work Combination Chart,
excluded from both: 1) math totals, and 2) the bar chart

1) Enter Operator Number as "-1" (minus 1)

2) Enter a 'Frequency' code of anything but 'Run' (or blank which is the same as 'Run')

In this way, your standard work combination sheet still shows a line item for "external" steps

that either happen infrequently, or are performed by an external operator

but all the math (and chart bars) correctly analyze
only those steps that are performed every time for every Run Cycle

(which makes your Standard Work template an extremely powerful tool for SMED Quick Change Over Setup Reduction)

SMED Example

A doctor's office visit might take a lot longer if your health care provider
wasted time changing out bedsheets and restocking supplies after you arrived —
rather than arranging for all of that to have been done before you ever walked into the exam room.

SMED illustration on Standard Work Combination Sheet

Sample Quick Changeover example.
This animation shows the older version of this template. Download free trial to play with the latest.

This example also illustrates why we prefer to call it "quick changeover" or "setup reduction".
Would you want to go to a doctor that specializes in "single minute exchange of dies"? (SMED)

Office examples

Set up reduction is needed for every industry. Lean Healthcare and Lean Administration and every type of Operational Excellence — not just Lean Manufacturing.


medical manufacturing office

Improve ANY process
in ANY industry

Examples of office change-overs might include:

  • the time it takes to change printer paper (or envelopes)
  • the time it takes to start up a computer — or to open a computer application,
    and get to the needed screen

And office change-over time can also be hidden within more subtle tasks, like:

  • the time it takes to change from one computer screen to another
  • the re-acclimation time it takes to change an office worker's focus from one task to another
    (just ask any "thinking" worker about the quality and productivity effects of frequent interruptions)

How to use your SMED Standard Work template
for Quick Change Over Set Up Reduction

  1. Copy your 'As Is' workbook — to create your 'To Be' workbook

    Save the copied workbook in the same folder — to avoid breaking links to related documents.

    Your Standard Work Template is designed to have only one 'StdWk' sheet.

  2. Redesign your work flow — looking for opportunities to:
    1. Reduce or eliminate setup time

      by using jigs, guides, and mistake-proofing and time-saving devices and methods
      for your unique process

    2. Reduce 'Wait' time

      by rearranging tasks to allow operators to do something productive
      instead of just waiting for a machine to finish

    3. Move Internal Setup steps outside of the 'Run Cycle' (steps that happen EVERY time)

      a) Look for steps that might happen less frequently.

      Change the 'Frequency' code.
      Perhaps once per Batch. Or twice per Shift. Etc.

      b) Look for steps that might be performed by an External Operator.

      In the 'Op' column, enter 'minus 1' (-1), which will then display as Operator 'X'.

      Then use Shift Down and Move to move entire rows

      The chart requires all 'Run Cycle' steps to be grouped together for each Operator.

      That might require you to move some steps to appear before or after the Run Cycle steps for that operator.
      (Even if the steps might actually happen during the middle of that operator's Run Cycle steps, you need to keep all Run Cycle Steps together for each Operator.)

  3. Select 'Systems2win menu > Chart All Operators'

    and notice that the External Setup steps are itemized,
    but are not charted, and are not included in the calculation of Cycle Time.

Setup Reduction using your Value Stream Map

value stream map

The other template that is extremely helpful for Quick Changeover Setup Reduction

is your value stream mapping template.

One of the many powerful things that your Systems2win value stream mapping template can do for you is to automatically calculate your optimum Change Over Batch Sizes.


The templates that you will use for doing SMED Quick Changeover Setup Reduction are:

  1. the Standard Work templates that come with the Lean tools
  2. the Value Stream Mapping template