Tom and Alisha tour Seating Matters’ comprehensive Kanban system – from two-bin systems with clear GembaDocs instructions to an in-depth purchasing Kanban station with color-coded approvals, weekly ordering racks organized by supplier, and 360-degree location signage, every element is designed for instant visual understanding. The system ensures materials arrive on time, prevents stockouts, and allows anyone, even visitors, to understand inventory status at a glance.
Even though Seating Matters aren’t using GembaDocs Kanban tools (as they had their system in place before GembaDocs was even born), we want to share this whole system, because it is THAT GOOD.
Tour Breakdown
The tour begins at a two-bin Kanban system managed by Jenny, who has total ownership of her area. While this system predates GembaDocs at Seating Matters, it now includes clear documentation showing exactly how to pull and manage inventory.
The Two-Bin Kanban Process
Tom walks through the standard process step-by-step:
- Use all inventory from the front bin
- Move the empty front bin to the back
- Move the full bin to the front
- Lift the Kanban holder from the front bin
- Remove the Kanban card and place the holder in the empty back bin
- Verify the Kanban matches the product
- Place the Kanban in the nearest collection point for the inventory monitor to collect later
The Purchasing Kanban Station
The central hub features multiple visual control elements:
- Kanban Sorter: Collected Kanbans arrive here with excellent visual organization
- Standard Work: Clear procedures displayed for the purchasing system
- Red Color-Coded Special Kanbans: Certain items require management authorization before ordering – preventing unauthorized purchases and maintaining standardization
- One-Off Purchasing Kanbans: Special process for non-standard items that must go through approval
- Collection Point: Designated area for staff to deposit pulled Kanbans
- Open Orders Display: Pending purchase orders visible for anyone who needs to check status
The Workstation Setup
The purchasing desk demonstrates operational efficiency:
- Stream deck for automation and easy ordering processes
- Part-time Kanbans currently on order clearly displayed
- Open orders visible and accessible
- No searching required as everything has its place
The Weekly Ordering Rack System (Alisha's Favorite)
A sophisticated visual management tool showing:
- Week-by-Week Organization: Clear timeline of what’s on order and when it will arrive
- Supplier Bins: Different small bins for each key supplier, allowing instant visibility of supplier-specific orders
- Current Week Pointer: Mobile indicator showing present week, which moves forward as time progresses
- Future Visibility: See what’s arriving next week and the week after
- Prevents Stockouts: Ensures all products arrive on time when needed
- Zero need to ask anyone about order status as it’s all visually managed
Storage Rack Design and Visual Controls
The inventory storage area showcases thoughtful design:
- Hardware Shop Layout: Racks organized like a professional hardware store with maximum space utilization
- Angled Labels: Part labels face outward at an angle, eliminating the need to bend or crane your neck-visual information is immediately accessible
- Multi-Level Visibility: Stand in one spot and see every shelf level clearly
- Simple Labels Include: Part description, clear picture of the part, Kanban system integration
- Standardized Two-Bin Systems: Every Kanban point works identically – learn one, know them all
- Kanban Collection Points: Positioned at the end of rack sections so staff don’t travel far to deposit cards
In-House Manufacturing Capabilities
All racking and visual management components are made on-site:
- Laser cutting
- Press braking
- Powder coating
- Complete in-house production process allows customization to their exact needs
360-Degree Location Signage
Instead of flat stickers, triangular location signs provide:
- Visibility from anywhere in the building
- No matter your angle, you can see the location
- Everything mounted on the base for stability
- Professional, durable presentation
The Total Ownership Concept
Ryan Tierney has championed the concept of total ownership at Seating Matters; each area has a designated owner responsible for maintaining their Kanban system and visual controls.
Takeaways
Key Takeaways for Manufacturing Leaders:
- Visual management should eliminate all questions – From the weekly ordering rack showing supplier deliveries to angled labels on storage racks, Seating Matters designed their system so anyone, including first-time visitors, can understand inventory status, order timing, and location without asking a single question. This reduces interruptions and empowers everyone with information.
- Controlled flexibility prevents chaos – The color-coded red Kanbans requiring management approval and the separate one-off purchasing process ensure standardization isn’t accidentally undermined. You can’t just order a different supplier’s product without authorization, which is why everything remains consistent and costs stay controlled.
- Standardization multiplies training efficiency – When every two-bin Kanban system works identically throughout the factory, learning one location means you know how to work every location. Combined with clear GembaDocs at each station, new staff can operate independently across multiple areas without constant supervision, and cross-training becomes scalable rather than a bottleneck.