Digital Transformation of Visual Management Boards Whitepaper

Digital Transformation of

Visual Management Boards

WHITEPAPER

by Don Korfhage

President of IGear

JULY 1, 2025

Contents

EXECUTIVE SUMMARY

CORE FUNCTIONALITIES OF VISUAL MANAGEMENT BOARDS

Limitations of Paper-Based Visual Management Boards

Challenges in early-stage digital transformation initiatives

BUSINESS DRIVERS FOR “DIGITAL” TRANSFORMATION

Improved Efficiency

Enhanced Collaboration

TYPICAL USE CASE AND IMPLEMENTATION STRATEGIES

Get Started with Paper-to-Glass

Extended Capabilities

IGEAR SOFTWARE PLATFORMS

APPENDIX -- IGEAR PLATFORMS:

ONE-SOURCE

SQUEAKS

CONNECT

Executive Summary

This whitepaper examines the digital transformation of visual management boards,

including SQDC, FMDS, 3-Pillar, and Gemba Walk. It highlights advancements and insights

into how digital technologies are revolutionizing visual management boards to enhance

efficiency, reliability, and integration capabilities, thereby advancing overall company

priorities and continuous improvement initiatives.

As industries navigate workforce challenges and the complexities of the digital era, the

need for effective management tools that enhance visibility, streamline processes, and

foster continuous improvement has never been more critical. Digital visual management

boards facilitate real-time communication, problem-solving, and decision-making. By

providing a clear and immediate overview of production status, performance metrics, and

potential bottlenecks, visual management boards empower teams to respond swiftly to

issues, optimize workflows, and drive sustained improvements.

CORE FUNCTIONALITIES OF VISUAL MANAGEMENT BOARDS

This whitepaper discusses the significance of visual management boards, their applications,

and core functionalities, whether paper-based or digital. It briefly addresses the limitations

of paper-based systems, including time wastage, lack of easily accessible information,

manual editing processes, absence of real-time connectivity to machines, the requirement

for team members to be physically close to the board, and the inability to integrate with

other applications.

BUSINESS DRIVERS FOR DIGITAL TRANSFORMATION

Digital visual management boards significantly enhance employee efficiency and

collaboration. They achieve cost efficiencies by reducing paper usage, printing expenses,

and manual labor. These boards provide a modern, efficient, and collaborative solution for

huddle and stand-up meetings on the production line, utilizing real-time data to improve

accessibility and communication. This helps teams remain agile and responsive.

Furthermore, digital boards enhance floor management, development, team leader and

team member engagement, decision-making, and overall productivity by delivering more

reliable information, keeping employees well-informed, and driving actionable insights.

TYPICAL USE CASE AND IMPLEMENTATION STRATEGIES

This document outlines the key considerations shared across various IGear installations

within manufacturing and material handling operations. It introduces a well-established,

systematic phased strategy for transitioning from paper to digital systems, ensuring a

smooth and successful progression from initial implementation to extended capabilities

that can be integrated over time. The transition from paper to digital systems involves

significant changes in both personnel and organizational culture, necessitating patience

and careful management of the rollout.

Core Functionalities of Visual Management Boards

Visual management boards are integral to manufacturing, supporting daily operations,

problem-solving, and continuous improvement. Traditionally, these boards are paper-based

and manually updated, reflecting the status of various production metrics and activities

since they were last printed.

• VISUALIZATION OF STANDARDS AND PERFORMANCE: Visual management boards

help visualize the gap between current performance and standards, making

abnormalities in the process more visible. This is all about keeping track of

performance versus daily, monthly and annual goals. Common examples of Visual

Management Boards include FMDS Boards and SQDC Boards to cite a few.

• ROLE AND RESPONSIBILITY DEFINITION: Visual management boards define and develop roles and responsibilities for all members, supporting on-the-job learning and development through continuous improvement efforts and activities like QC Circles.

• PROBLEM SOLVING: An important component of floor management boards is keeping
track of activities and countermeasures associated with specific problems that have occurred. Visual management boards drive problem-solving activities and continuous improvement
through visual management – by drawing attention to a KPI that has fallen short of goal,
along with what can be done to turn it around, who is involved, when tasks are due,
and what state the activities are in now.

• BUILD CULTURE: At the end of the day, these Boards (whether paper-based or digital)

are about building culture – helping team leaders and team members maintain high

standards of safety, quality, and efficiency and reinforcing other organizational values

– and act as a team building tool.

• ALIGNMENT WITH COMPANY GOALS: Visual management boards connect the team

member with company performance and success; while emphasizing they make a

difference each day and their decisions have an impact – good or bad. Visual

Management Boards ensure that the company's vision and goals are effectively

communicated and implemented at all levels.

• COMMUNICATION AND COLLABORATION: Meetings at the line need to be concise,

but effective at communicating what happened yesterday or the precious shift.

Visual management boards promote communication between different levels of

management and team members. They serve as a focal point for team leaders and

members to discuss performance and coordinate actions.

Executive Summary

Core Functionalities

Limitations of Paper-Based Visual Management Boards

The image below depicts a typical configuration of a paper-based visual management

board – an approach still prevalent in many operational environments. While these

boards serve as foundational communication tools, they introduce several challenges

that hinder efficiency and adaptability:

• MANUAL DATA ENTRY AND UPDATES: Paper-based systems require frequent manual

updates, which are labor-intensive, time-consuming, and prone to human error. As a

result, there may be delays in information dissemination and increased risk of data

inaccuracies.

• ABSENCE OF REAL-TIME INSIGHTS: Lacking digital connectivity, these boards do not

support real-time information sharing. This limitation can delay issue resolution and

impede timely, data-driven decision-making as teams often work with outdated or

incomplete information.

• RESTRICTED ACCESSIBILITY AND COLLABORATION: Information displayed on

physical boards is confined to on-site personnel, creating silos and limiting visibility

for remote stakeholders. This geographical constraint can hinder cross-functional

collaboration and reduce organizational agility.

• STATIC CONTENT AND LACK OF INTERACTIVITY: Paper boards present static,

pre-printed materials that cannot accommodate dynamic content such as

multimedia, web-based resources, or live data feeds. Additionally, they lack

interactive features such as drill-down capabilities, integrated annotations, and

direct linkage to data sources.

Limitations

Challenges

Challenges in Early-Stage Digital Transformation Initiatives

The following abstract representation illustrates typical characteristics and limitations

encountered during the initial phases of digital transformation, particularly with visual

management systems. Organizations often adopt technologies such as Human

Machine Interfaces (HMIs), digital signage, and custom in-house web applications as

entry points into digitization. However, these early efforts frequently expose several

constraints:

• DEPENDENCE ON TECHNICAL RESOURCES: Developing digital visual management

platforms – whether through HMI systems or proprietary web applications –

requires a broad spectrum of technical expertise, including software developers,

engineers, and IT professionals. Even minor system updates may necessitate input

from an already overextended technical team, leading to bottlenecks.

• INCREASED SECURITY COMPLEXITY: As organizations transition from physical boards

to digital solutions, new challenges arise around safeguarding sensitive content –

especially with the expansion of remote access. Implementing robust authentication

mechanisms, access controls, and user permissions becomes essential, yet often

introduces added complexity.

• SCALABILITY AND DEPLOYMENT BARRIERS: Early-stage digital implementations

often rely heavily on technical personnel for configuration and customization. This

dependency can hinder the ability to scale solutions uniformly across departments

or facilities, limiting the broader impact of the transformation.

• LIMITED INTEGRATION CAPABILITIES: Many initial digital solutions support only a

limited range of file types or data inputs. As operational demands evolve, the need

for seamless, real-time integration with diverse data sources grows – necessitating

additional development and system adaptability.

2025 IGEAR Generic White Paper_REV5-150_

Business Drivers

Business Drivers for “Digital” Transformation

Digital transformation presents a significant opportunity to enhance the effectiveness of

visual management boards.

Improved Efficiency

Traditional visual management boards, often paper-based and manually updated, can be inefficient (wasted time and resources) and prone to errors. Digital Visual Management Boards, on the other hand, offer improvements in efficiency.

• ELIMINATE WASTED TIME: Digital eliminates wasted time finding, printing, posting and editing information is more aligned with proven manufacturing principles of eliminating waste. Digital boards lead to long-term cost savings by reducing paper usage, printing costs, and manual labor.

• LIVE INFORMATION: Digital Visual Management boards offer real-time data, ensuring all team members have access to the latest information. Edits made at the production line or in the office appear instantly, enhancing decision-making and responsiveness. This immediate data availability reduces delays, improves operational efficiency, and is crucial for addressing issues promptly.

• CENTRALIZED INFORMATION – SYNCHRONIZED WITH EXISTING SOURCES:

Information can be organized and linked to existing locations, making access and

review seamless for team members. In addition, information sources such as

pre-production checklists, problem resolution documents, etc. can be linked to

messaging platforms for quicker troubleshooting. The illustration below shows the

variety of sources of information that you can bring into a digital board.

• ENHANCED ACCURACY AND REDUCED ERRORS: Manual updates on paper-based

boards are prone to human error, which can lead to inaccuracies and

miscommunication. Digital boards automate data collection and updates,

minimizing the risk of errors and ensuring that information is accurate and reliable.

• CUSTOMIZATION AND FLEXIBILITY: Digital boards can be customized to mirror any

paper system. They can display different types of information based on the needs

of the team or the specific meeting. They offer flexibility in layout and content

presentation. No-code platforms allow team leaders to create boards in a drag and

drop fashion without the need for technical support.

• MACHINE CONNECTIVITY: Digital platforms can automatically update information

using data transport systems that move data directly from machines and sensors on

the factory floor, reducing manual data entry and minimizing errors.

• COST EFFICIENCY: While the initial investment in digital boards may be higher, they

lead to long-term cost savings by reducing paper usage, printing costs, and manual

labor. The decreasing prices of smart TVs, mobile devices, and interactive displays

make digital platforms increasingly affordable.

Improved Efficiency

Enhanced Collab

Enhanced Collaboration

Digital Visual Management Boards enhance employee engagement through interactive

features that empower immediate action, fostering ownership and responsibility. They

improve communication and collaboration, accelerate training and development, and help

employees solve problems quickly. This alignment with proven manufacturing principles

enhances operational efficiency and fosters a culture of continuous improvement.

• IMPROVED ACCESSIBILITY: Digital visual management boards can be accessed remotely, allowing team members to view and interact with the data from anywhere. This improved accessibility fosters better collaboration among teams, including those working in different locations or remotely.

• ENHANCED EMPLOYEE ENGAGEMENT AND EMPOWERMENT: Digital boards empower employees by providing them with real-time data and interactive features that enable immediate action. This empowerment fosters a sense of ownership and responsibility, enhancing employee engagement and motivation. Furthermore, digital boards can enhance training and development programs, enabling employees to gain a clearer understanding of how to perform their tasks more efficiently. Digital boards support interactive features such as comments, annotations, and file sharing, which foster better collaboration and communication during huddle meetings.

• INTEGRATION WITH OTHER SOFTWARE PLATFORMS: Digital visual management

boards seamlessly integrate with industry-standard collaboration platforms like

Microsoft Teams, enhancing visibility and collaboration. They also connect with

various manufacturing software systems, including HMI Systems, PowerApps, ERP,

MES, and cloud-based solutions like Microsoft Azure, PowerBI, SharePoint, Grafana,

and Qlik. This integration provides a holistic view of operations, facilitating

comprehensive data analysis and keeping everyone connected and aligned.

• VISUAL AND INTERACTIVE ELEMENTS: Digital boards are as easy to use as paper.

They incorporate charts, graphs, and other visual elements that make data easier to

understand and analyze. Interactive elements like touchscreens enhance

engagement and participation.

• ENHANCED SECURITY: Digital boards can be secured with passwords and

encryption, ensuring that sensitive information is protected. Access controls can be

implemented to restrict viewing and editing rights.

Typical Use Case

Typical Use Case and Implementation Strategies

This document addresses the key considerations shared across various manufacturing

operations and other organizations that have successfully implemented digital visual

management boards. It highlights the benefits achieved, including improved reliability,

reduced wasted time, decreased downtime, enhanced quality, and cost savings.

By leveraging lessons learned and best practices, we present a proven, logical phased

approach to seamlessly transition visual management boards from paper to digital. This

approach ensures a successful transformation journey from start to finish, acknowledging

that cultural change is a gradual process.

The illustration below highlights how you may get started with the digital transformation of

paper-based boards, with the first step referred to as the movement from paper to glass.

Once this process is completed, you can extend the capabilities of the digital board in any

number of directions, leveraging the added functionalities made possible with the digital

platform.

Get Started with Paper-to-Glass

The first phase of the digital journey is simply moving from paper to glass.

• LINK YOUR EXISTING SOURCES OF INFORMATION: The first step in the digital transformation is straightforward – link your existing sources of information, currently printed and posted on paper boards, to an interactive touchscreen display. Instead of printing files and posting outdated information on a board, simply link the actual source to the display. Once the source is linked, edits can be made directly to the file from your desktop or at the board itself. These edits are synchronized, ensuring everyone works with the latest information and makes decisions or pivots during the shift rather than afterwards.

• INTERACTIVE AND VISIBLE ACROSS DEVICES: Digital visual management boards must be interactive, utilizing touchscreens to allow team leaders and members to drill down into details of concerning metrics or enter comments and give praise. In addition to the large, interactive touchscreen at the production line, digital information is visible across all devices, including desktops, tablets, and mobiles, ensuring accessibility and engagement from anywhere, regardless of a team member’s physical location.

• USER AUTHENTICATION – SECURITY, PRIVILEGES: Digital visual management boards display sensitive information that should not be accessible to everyone. It's crucial to incorporate security measures and credentials for viewing and editing boards, ensuring that information is seen only by authorized personnel. This helps maintain confidentiality and integrity of the data.

• LIVE SOURCES AND THUMBNAIL PREVIEWS: The information displayed is live and current. Thumbnail previews on the digital visual management board provide immediate, at-a-glance feedback on key performance indicators (KPIs) or areas needing attention. Everyone works with the most up-to-date information.

• USER CONFIGURABLE – NO CODE PLATFORM: The digital platform should be as easy to
use as paper, ensuring simplicity and accessibility. Digital visual management boards should be user-configurable with drag-and-drop functionality, requiring no coding or IT resources. The
visual management board layouts are as flexible to build as paper, making the transition seamless and user-friendly.

Get Started P to G

Extended Capa

Extended Capabilities

Building on the digital foundation in place, extended capabilities focus on incorporating

additional sources of rich multi-media content, enhanced collaboration among team

members and real-time connectivity to machines for automated data collection to further

improve employee efficiency and the reliability of information.

• INCLUDE RICH, MULTI-MEDIA FILES AND WEB APPLICATIONS: With a digital platform,

you are no longer limited to paper. This allows you to integrate engaging and insightful content such as video files, streaming videos, web pages, and other manufacturing software applications like HMI Systems, MES, ERP, and Maintenance. These multimedia elements enhance the effectiveness and utility of visual management boards, providing a more comprehensive and interactive experience.

• MICROSOFT TEAMS ADD-ON: Enable mobile access to real-time data and visual management boards with a simple add-on to Microsoft Teams. This allows team members to stay connected and informed on the app they are on every day. Microsoft Teams integration ensures that communication is streamlined and centralized.

• TARGETED ALERTS AND NOTIFICATIONS: When certain sources of information need attention, digital visual management boards can send instant alerts and notifications for critical events or deviations from expected performance to the right people. These alerts can be configured to notify relevant team members immediately, enabling swift responses to potential issues and minimizing downtime.

• INTEGRATED MESSAGING: Built-in messaging features allow team members to share or direct specific sources, such as concerning KPIs, to individuals, experts, or other teams. This targeted communication enhances problem-solving and ensures that the right people are engaged at the right time.

• CUSTOMIZABLE WORKFLOWS: Customizable workflows provide structured guidance following

concerning situations, such as a drop in performance below goal. These workflows help team members

quickly identify the root cause of issues and implement solutions more efficiently. By offering

step-by-step processes tailored to specific scenarios, customizable workflows empower team members to succeed in solving problems faster and more effectively.

• ESCALATION RULES BRING IN EXPERT HELP: Should a concerning KPI remain below goal for too long or occur too frequently within a given time period, such as a shift, the visual management board can escalate the concern to the next tier of management or the next level of expertise. This escalation ensures that issues are addressed promptly and effectively, leveraging the knowledge and skills of higher-level experts to resolve problems more quickly.

• TRACK PROGRESS ON ACTION PLANS: From the board, teams can create action plans or continuous improvement activities around a concerning source of information (e.g., KPI, production concern) and ensure that tasks agreed upon in the huddle meeting are completed on-time.

• REAL-TIME COLLABORATION: Digital visual management boards enable real-time collaboration, allowing team members to share updates, insights, and feedback instantly. This fosters a more dynamic and responsive environment, where issues can be addressed promptly and solutions can be implemented swiftly.

• REAL-TIME CONNECTIVITY TO MACHINES FOR AUTOMATED DATA COLLECTION: Connect the Boards to real-time data sources, including machines and manufacturing execution systems (MES) or Maintenance Systems (CMMS) that run the plant. This integration ensures that the information displayed on the boards is always current, allowing team members to monitor performance metrics and operational status in real-time. This automation reduces the risk of human error and ensures that data is accurate and up to date, providing a reliable basis for decision-making, while eliminating the need for manual data entry.

• CONTEXTUALIZE YOUR FACTORY FLOOR DATA: Incorporate valuable contextual information alongside metric data to provide deeper insights into factory floor operations. By including details such as shift information, product being manufactured, serial numbers, and other pertinent data, you enable more comprehensive analysis. This contextual data can be ingested by AI systems to identify patterns, predict issues, and optimize performance. It allows team members to dive deeper into understanding the factors influencing metrics like downtime, leading to more effective problem-solving and continuous improvement.

• ENGAGE TEAMS WITH REAL-TIME INSIGHTS: Digital visual management boards integrate advanced analytics and reporting tools to analyze real-time data and generate actionable insights. These tools help team members identify trends, predict potential issues, and make informed decisions to optimize floor management processes.

IGear Platforms

IGear Software Platforms

This whitepaper was created by IGear. The document was intended to be an educational document, a non-sales approach to the digital transformation of visual management boards. That said, IGear has built software platforms that enable this transformation.

The following provides a brief description of the IGear software platform’s features to convey what is possible today with digital solutions. Everything discussed in this white paper is real and deployed in mission-critical production environments.

The following illustrations highlight the three software platforms from IGear that advance the digital transformation of visual management boards:

• ONE-SOURCE: Interactive Visual Management Platform delivers a new level of awareness
and accountability around organizational priorities, including the management of daily KPIs.
One-Team, One-Source™.

• SQUEAKS: Critical Event Management Platform ensures concerning alerts and notifications cannot be ignored. Following a critical event on the factory floor, SQUEAKS lets you know immediately. SQUEAKS maintains a digital trail of every action taken. The squeaky wheel
gets the grease!

• CONNECT: Data Service Platform enables the reliable transport of data between technologies and systems – unlocking valuable data and insights directly from machines on the factory floor.

Detailed information on these platforms, architecture, videos, etc., can be found at www.igear.com

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