Momentum Tutorials

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Practical, step-by-step guidance for setting up Momentum and running Gemba, 5S, Kaizen, Poka Yoke and Andon work.

1. Set Up Your Organisation

  1. Create your admin account and complete organisation setup.
  2. Open Org Setup and add Business Units, Sites, Departments, Gemba Zones, and Areas.
    Note: Gemba Zones are for Gemba Walks only and are limited to 5. Areas are for all other campaigns and are unlimited.
  3. Go to Users and invite team members using the invite link or email invite.
  4. Assign admin roles only where needed, then set Billing Access and Org Setup Access for each admin.

2. Configure User Defaults (Recommended)

  1. Open Profile and set your timezone and preferred due-date notification time.
  2. Set your default Business Unit and Site for new task creation.
  3. Admins can also set these values for users from Users → Edit.
  4. These defaults prefill new tasks so teams can create records faster and more consistently.

3. What Is a Gemba Walk?

A Gemba Walk means going to the real place where work happens, observing the process directly, and identifying waste, risk, and improvement opportunities.

Why we do this

To make problems visible at the source, build shared understanding, and fix root causes before they become larger quality, safety, or delivery issues.

How to set your site up for Gemba Walks

  1. Divide your site into 5 distinct Gemba Zones and ensure they are setup in Org Setup (for example: "1- Factory", "2- Warehouse").
  2. Assign each Gemba Zone a small team, preferably of differing seniority levels.
  3. Assign each Gemba Zone a day of the week (Monday to Friday).
  4. Optionally assign a reminder time and up to 5 team members so automated reminders can be sent.

How to run one

  1. Pick the area, route, and objective before starting.
  2. Observe process flow and safety conditions; ask open questions.
  3. Create tasks in Momentum for findings with campaign Gemba Walk Action.
  4. Use owner, status, progress, due date, and photos to track closure.

4. Create and Manage Tasks

  1. Create tasks from the Tasks page using the + button.
  2. Business Unit, Site and Department drive dependent fields like Gemba Zone and Area.
  3. Use campaign-specific variables (5S Step, Opportunity Type, Kaizen Step, Andon fields, Poka Yoke method) to keep data structured.
  4. Attach photos for evidence and faster review in list thumbnails and task history.
  5. Use Delete to move tasks to Recycle Bin, and restore when needed.

5. 5S

5S improves workplace organisation and consistency: Sort, Set in Order, Shine, Standardise, Sustain.

Why we do this

To reduce wasted motion and searching time, improve safety, and make standard work easier to sustain.

In Momentum: create 5S Action tasks, set the 5S step, and track progress to completion.

6. Kaizen

Kaizen is continuous, incremental improvement led by the people doing the work.

Why we do this

To create continuous improvement habits, capture frontline ideas, and improve results through many small wins.

In Momentum: use Kaizen Blitz tasks and update Kaizen Step to show where each improvement is in the cycle.

7. Andon

Andon is a visual/audio alert system that surfaces issues immediately so teams can respond quickly.

Why we do this

To escalate abnormal conditions quickly, reduce delay to response, and protect safety, quality, and delivery in real time.

In Momentum: log Andon tasks with Andon Type and Alert Types, assign owners, and monitor response/closure times.

8. Poka Yoke

Poka Yoke is mistake-proofing through design controls and warning mechanisms.

Why we do this

To prevent mistakes before they happen, reduce rework, and design process controls that make the right action the easiest action.

In Momentum: create Poka Yoke tasks, set method, assign ownership, and track evidence through status, progress, and photos.

9. Use Notifications to Stay in Control

  • Assignees receive push notifications when tasks are assigned and updated.
  • Due reminders are sent for due today, due tomorrow and overdue tasks.
  • Users can set timezone and preferred due reminder time in Profile.
  • Gemba reminder pushes can open the task list pre-filtered by campaign, status and zone.

10. Daily Execution Checklist

  • Use campaign-specific fields so data stays consistent and useful in reporting.
  • Keep status and progress aligned to show true execution state.
  • Attach photos for before/after evidence and audit trail.
  • Use due dates plus notifications to drive accountability.
  • Review notifications and task list daily to remove blockers fast.