Good communication in the shop is necessary and shouldn’t require reinventing the wheel. But sometimes, communication breakdowns occur, and you need to reassess. Maybe it’s an issue with your standard operating procedures (SOPs), or new hires aren’t learning techniques correctly. Or more specialized tasks aren’t getting done efficiently.
Some owners insist on posting lists all over the shop or verbally reminding team members of processes every day. But, there’s a much more effective way to communicate with your team and ensure vital info to running your business is easily accessible.
We’re talking about QR codes. Yes, the same ones you’ve seen at your local restaurants and breweries. These scannable codes also come in handy at the shop since you can link them to company information or production processes.
Putting QR codes to work in the shop
Just like the QR codes you use to order your meal, you can use codes that link to videos for your team. These don’t need to be complex, flashily produced pieces of content either. A simple video demonstrating how to perform an essential shop task can save everyone time.
Think about all the places in your shop where you can affix a small scannable code so anyone working in that department has the resources they need to operate machinery and a reference point anytime they need a refresher:
- Next to the multi-head embroidery machine
- Just outside the screen room
- Near the conveyor dryer
- Next to the flash cure
- Above the auto press
And those are just a few common examples.
Getting your team used to using these codes should become part of your general training, just like you might train new team members on your software for screen printing or embroidery software. But thankfully, training your team to use QR codes is a little less in-depth of a training process.
Improving SOPs with QR codes
QR codes come in handy for more than just production floor tasks too. You can use them in other areas of the shop, like the front office, breakrooms, and near the time clock, to provide SOP information.
You can also set up QR codes that link to a private landing page for your team. This is usually a page that team members can access with their work email and password. Here, you can list some broader company policy items and SOPs for your day-to-day tasks. These landing pages are an excellent resource for new hires and long-term employees. Everyone has access to the same information, so no one can conveniently “forget” their role and expectations.
Pro tip: QR Codes are an excellent way to distribute information and connect everyone in your shop, but they aren’t meant to replace training and verbal communication. Think of it as another tool to improve productivity and efficiency alongside basic training and weekly team meetings.
Creating a QR code
Thankfully implementing QR codes is one of the more manageable bits of tech you can put forth in your shop. Several websites generate them for free, meaning the biggest investment you’ll have to make is some small printed signs and some tape to hang them on the wall. Outside of that is the time you’ll need to set aside to record a few simple videos.
Here are a few options for QR code generators:
Adobe:
https://www.adobe.com/express/feature/image/qr-code-generator
QR Code Generator:
https://www.qr-code-generator.com
QRCode Monkey:
QR Generator:
These sites also provide tips on best practices with QRs so you can make the most out of what you implement.
Pro tip: If you want to change the content your code links to, use a Dynamic QR code. That’ll give you flexibility for items that might change, like front-office information that your team will need for customers or company policy information that changes as your shop grows.
But will it help?
If you feel like your shop is already humming along without issues, you might wonder, “why bother”?
Let’s recap some of the reasons why adding this tool to your kit could help:
Training
Onboarding new hires is usually one of the most time-consuming parts of aligning your team. If you have a set of helpful, easy-to-understand videos at their fingertips, you’ll be able to shave off some of that extra time explaining SOPs and company policies or even where to find crucial shop supplies.
Plus if you’ve got QR codes in place to help train new hires on basic SOPs, you’ll have more time to familiarize them with your production tools like software for screen printing and embroidery software.
Error reduction with QR Codes
Misprints and errors come from many different directions in the shop, but they’re usually all tied back to one main problem: miscommunication. Having another resource to reduce confusion between departments and teammates can help reduce the volume of monthly reprints you have to run. This also helps maintain your reputation with customers for on-time and accurate orders.
Reduced effort = reduced time
There’s the cliche that time is the one thing you can never get back, so why not implement something that’ll reduce wasted time?
For added impact, you can also combine QR codes with other scannable tools like barcodes to speed up your process.
The less effort it takes for one of your team members to find the answer to a question, the less time they’ll need to figure it out. Plus, you’ll empower them with the knowledge accessible throughout the shop.
Better company culture
Sure, streamlining your production and getting everyone in the front office to be as independent as possible is excellent. Still, it’s not just about using QRs to set up orders quicker and print shirts faster. It’s also about improving your shop culture.
Improving your shop culture revolves around reducing what’s known as “tribal knowledge.” That’s a term Lukas Holland from FastCap uses to describe the information that gets siloed when departments don’t talk to each other and communication dissolves.
Having that information more readily accessible shows your team that you want them to have the tools to do their job right. And if your crew feels valued, that benefits everyone at the business since it helps cultivate more positive morale across the board.
Whether you’ve got three or 30 people on staff, printing out a few QR codes is a low-cost investment with some potential to set forth powerful improvements in your shop.
But wait, there’s more.
While they’re suitable for shop management strategies, QR codes are also an excellent tool for marketing, especially if your shop runs online stores. We’ve got some tips on that here.
Are you already using QR codes in your business? Share your thoughts with us!
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