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Delayed turnaround time of samples/late sending of reports

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Wrong laboratory data/interpretation sent to customer

Goal: Ensure 100% accuracy in oil analysis reports sent to customer.

Barrier: Non-conforming lab data and interpretations occasionally bypass QC checks

Context: A single person processes a high volume of samples while handling additional tasks, increasing the risk of oversight

Problem statement: The accuracy of oil analysis reports is critical for informed maintenance decisions. However, due to the high volume of samples processed by a single individual who is also responsible for additional tasks, therefore, some non-conforming lab data and interpretations pass through QC checks.

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Frequent equipment/software downtime

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Quality / System (accreditation or audit findings)

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Wrong data sent to customer

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Equipment downtime or failures

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Goal: The laboratory should be able to retain the ISO/IEC 17025:2017 accreditation and have minimal amount of non-conformities in the upcoming audit.

Barrier: There are many documents and records which are not up to date.

Context: The quality department has deprioritized the implementation of the ISO standard due to lack of manpower, skills, and time.

Problem statement: The laboratory is at risk of receiving multiple non-conformities during the external audit due to insufficient manpower, skills, and limited time availability of the quality department, therefore, resulting in outdated documents and records.

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GOAL: To establish clear, consistent, and effective communication between our department and other departments, ensuring that information is shared accurately and promptly to facilitate smooth collaboration and decision-making.

BARRIER: There is a lack of clear communication between our department and other departments, leading to misunderstandings, misaligned expectations, and delays in completing tasks.

CONTEXT: In our workplace, departments need to work together to achieve organizational goals. However, when communication is unclear or inconsistent, it can result in important information being overlooked or misinterpreted, affecting timelines and quality.

PROBLEM STATEMENT: The lack of clear communication between our department and other departments leads to frequent misunderstandings, delays, and inefficiencies. This breakdown in communication negatively impacts collaboration, decision-making, and the overall productivity.

Lack of clear communication with other departments

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high attrition rate of employees

Goal: Improve employee retention and reduce turnover.

Barrier: Employees tend to resign within a year.

Context: Delays in processing employee documents, salary adjustments, and career growth opportunities contribute to dissatisfaction and early departures.

Employees tend to resign within a year due to slow processing of employment documents, delayed salary increases, and limited career growth opportunities; therefore, retention efforts are hindered, leading to fast employee turnover

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Lack of technical expertise or skills

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Goal: Customers should receive accurate test packages and pricing that align with the laboratory’s capabilities, ensuring efficient lab resource utilization and reliability of services.

Barrier: Incorrect test packages in quotations lead to unnecessary use of laboratory materials and testing inefficiencies.

Context: The sales department do not coordinate with the laboratory when preparing quotations, resulting in mismatched test packages and lab capabilities.

Problem statement: Due to a lack of coordination between sales and the laboratory and insufficient skills of sales staff, customers often receive incorrect test package, hence, misalignment leads to delays, inefficient use of lab resources, and instances where the lab is unable to perform the requested tests.

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Low customer satisfaction rate

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Delays in procurement or supply chain

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Wrong data and not updated information of customers and assets

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Goal: To conduct field work effectively and efficiently.

Barrier: No car is issued in the department for field work, limiting mobility and hindering operations.

Context: Our department regularly requires transportation for various fieldwork activities, including client meetings, and other tasks that necessitate travel outside the office. Without a car, employees must rely on public transport, or other alternatives, which are often time-consuming, costly, and less efficient.

PROBLEM STATEMENT: The absence of a dedicated vehicle for our department's fieldwork significantly impacts the efficiency and productivity of team. The lack of transportation creates delays in meeting deadlines, increases operational costs, and makes it difficult to maintain the required level of flexibility and responsiveness in our work.

NO CAR AVAILABLE FOR OUR DEPARTMENT

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Goal: Employees should receive accurate amount for their salaries.

Barrier: Some OT pay and benefits are miscalculated.

Context: The system is manual.

PROBLEM STATEMENT:

Employees do not receive accurate amount in their salary becase the system is manual, therefore causing an error in calculation of OT and benefits.