Application of Lean tools for the improvement of management processes in an agri-food services company

Resumen

Objective: To analyze and improve the Document and Record Control process through the Lean Office approach and the use of Value Stream Mapping (VSM) in an agri-food services company, aiming to reduce Lead Time and improve efficiency.

Methodology: Current state and future state VSMs were developed based on time data collected before and after improvement. Statistical validation was conducted using 95% confidence intervals (n = 5, SD = 5%), ensuring data reliability. Improvement actions included the implementation of standard times, the elimination of non-value-added activities, and the incorporation of Poka Yoke mechanisms to prevent process errors.

Results: The process achieved a Lead Time reduction of over 30% and a significant increase in daily operational capacity. Activities such as Update Master Document Index and Save the procedure and update the folder exceeded 160 daily processes, demonstrating improved flow and process control.

Limitations: Some improvements, such as standardization or poka-yoke mechanisms, depend on staff training and existing digital systems, which could affect the long-term sustainability of the results.

Conclusion: The application of the Lean Office approach integrating VSM, statistical analysis, and continuous improvement tools effectively improve capacity, reduced processing times, and eliminated waste, validating the applicability of Lean in administrative processes within the agri-food sector. The study confirms that Lean methods can be successfully adapted beyond manufacturing, strengthening organizational efficiency and competitiveness.