Obayashi Corporation: Architecure Department

Single-page, simultaneous writing and sharing significantly enhanced site management efficiency: Utilization of iPhones further streamlined the process

Morning Meetings Transformed

 Crucial plans are now crafted and supervised using GEMBA Note.

“Previously, Excel and PowerPoint were employed for generating key plan data, but as only one individual could work on it, responsibility was concentrated on a single person. We opted for GEMBA Note to enable collaborative work among multiple team members,” explained Mr. Muroi.

“Preparation for morning meetings used to consume one to two hours, but following the adoption of GEMBA Note, we now accomplish it within 10-20 minutes,” noted Mr. Tokui. “Previously, I would arrive early in the morning to jot down notes or do so late in the evening, but now, it’s significantly simpler with just an iPad,” added Mr. Takahashi.

Morning meeting

The key plan is projected onto a large digital signage screen as the morning meeting commences, and even with a sizeable group exceeding 100 individuals, the plan can be magnified on an iPad, facilitating clear visibility from all angles.

Mr. Tokui, a member of the so-called ‘digital native generation,’ accustomed to using personal computers and smartphones since his student days, shared his initial apprehension upon introducing GEMBA Note, stating, “I was concerned it wouldn’t match the quick operation of Excel with a mouse, but once I began using it, any resistance dissipated completely. I can’t revert to the old ways.”

Shift in Site Patrols

“Before GEMBA Note was implemented, we used to jot down necessary information on an A4 sheet of key plan drawing and verbally explain it while displaying a photo slideshow,” recounted Mr. Tokui.

The system now enables the explanation of points of interest on a single iPad page, with the key plan drawing on the left and accompanying photos on the right. Pins on the key plan drawing are linked to corresponding photos.

“GEMBA Note enables us to deliver instructions on a single page. All relevant photos, locations, and explanations are consolidated on one page, facilitating seamless communication,” highlighted Mr. Uematsu. “Having both photos and text on a single ‘sheet of paper,’ and moreover, with linked locations, proves highly effective,” added Mr. Takahashi.

“Having both photos and text on a single ‘sheet of paper,’ moreover, with linked locations, proves highly effective.”

“The system also facilitated the creation of a form displaying pin positions, which received positive feedback on-site. Rather than creating pins each time, we prepared them in advance and arranged them at the bottom. This allows us to simply move them as needed during site patrols, attaching photos in real-time. Consequently, during subsequent reviews, there’s no need to inquire about the photo locations,” elucidated Mr. Muroi.

Evolution in Work Practices

The GEMBA Note system has revolutionized their approach to work: what once took several hours to prepare for morning meetings is now accomplished in mere minutes, while the time spent organizing photos has been nearly eliminated. Although multiple individuals can edit a single file, the ‘share’ function, permitting each person to edit at their convenience, is pivotal.

‘Share’ function

“GEMBA Note is employed to prepare for morning meeting documentations for a week in advance. … around five supervisors and staff are responsible for updating the progress on the same documentation file. They can edit it wherever necessary, ensuring that subsequent updates do not overwrite previous contributions.” (Mr. Tokui)

“We leverage GEMBA Note extensively for morning meetings, lunchtime gatherings, and safety patrols. I estimate that the overall efficiency of site management has improved by 30% compared to before the introduction of GEMBA Note. Furthermore, integrating subcontractors’ data could further enhance efficiency. For instance, subcontractors could directly input data for corrective checks, currently handled solely by our staff. This could include inputting turnouts. I anticipate a notable enhancement in overall site management capabilities,” shared Mr. Uematsu.

GEMBA Note incorporates features such as ‘external users and limited users,’ facilitating collaboration with external partner companies. Consequently, on-site management with subcontractors is poised to reach new heights in the near future.

Augmented Training to Foster GEMBA Note Adoption

“At the outset of implementation, we initially imported plan drawings into GEMBA Note. However, once we began creating key plans within GEMBA Note, its utility prompted its adoption in various other operations,” remarked Mr. Muroi.

In addition to group training sessions on GEMBA Note for first, second, and third-year employees, the company has bolstered training programs tailored to individual skill levels. It has cultivated an environment where the utilization of GEMBA Note is strongly encouraged not only for construction sites but across all facets of the company’s operations.