While the FDA does not currently have any standard set rules to follow when it comes to implementing a color-coding program, there are some common best practices that you can follow to get the most out of color-coding your facility.
Here are some ideas to help you design an effective color-coding program:
Keep your color-coding system simple– Limiting the number of colors you use will go a long way in getting employee buy-in. Too often, people get bogged down with the idea that every line and every single process has to have a different color. This is not the case, and it isn’t advisable. Try to have a different color only when cross-contamination is a concern at a critical control point in the process. Those points where control is not needed could potentially use the same color since cross-contamination is not a threat. The more colors in the mix, the more confusing it becomes, and the less effective it will be.
Avoid complicated color assignments- This is along the same lines as keeping your color assignments simple. You should also restrict yourself from having a single tool represent multiple things in a color-coding plan. For example, you may be tempted to have a blue handle on a red broom to indicate shift and location assignment. However, this is just going to lead to confusion. Instant recognition is the key behind color-coding systems. You should be able to look quickly and determine which zone is which.
Roll out the color-coding program in its entirety– This goes back to avoiding confusion. If you try to slowly incorporate the new system in with the old one, you’ll create confusion. Is this shift using blue tools yet, or is it still using the wooden handles? It’s best to start the program all at once. It might be more difficult in the beginning, but it will be worth it in the end. Also, having a definite end date to the old program and a definite start date for the new system will make the transition even smoother.
Good communication is key– Having everyone on the same page will help with starting your color-coding program. A good practice is to first discuss the changes with shift managers, then roll it out to employees. The managers should have a good understanding of the new system so they can address any questions or concerns the employees might have on the spot. Offering a cheat sheet to employees that explains the color zones will be tremendously helpful in overall adoption of the program, as will using labelled shadow boards or color-coded storage options.
Reinforce the color-coding with good signage- When starting a color-coding program, you don’t want any ambiguity in how it’s perceived. Make it absolutely clear what the program is, and when it is starting. The best thing to do is label every point in the process, in multiple languages if necessary.
Be sure your tools and storage areas match– Be sure the tools are stored in the same area where they are used to avoid confusion, cross-contamination, and equipment loss. If the red tools are stored on a red bracket or red shelf, it is easy to see exactly where that tool should go when it isn’t in use. Having an organized storage area will be very helpful in maintaining the integrity of the color-coding system.
Follow through– Utilize the same documentation at the point of use, with the purchasing department, and with the quality manager so everyone is on the same page. Making sure all loose ends are tied up will contribute exponentially to the success of the color-coding program.
Check out our color-coding toolkit to learn more, or email us at cs@vikan.com if you have any questions.
