Finding Balance Through Lean: How Continuous Improvement Transformed the Berea College Draft Barn

By Jena Armstrong

Identifying the Challenges

The Berea College Draft Barn was facing a challenge that many workplaces know all too well: inefficiency. Tools were constantly misplaced, supplies ran out unexpectedly, and without standard procedures, each staff member had their own way of doing things. This led to confusion, wasted time, and frustration among the team. For Abbie, the Horse & Barn Care Technician at the Draft Barn, this meant countless hours spent tracking down missing equipment and making last- minute supply runs instead of focusing on what truly mattered, which is caring for the horses and supporting student learning.

Implementing Lean: A Structured Approach to Improvement

When Abbie took on the challenge of implementing Lean methodology, she started structured processes aimed at creating a more efficient and organized workplace. The transformation began with the 5S methodology: Sort, Set in Order, Shine, Standardize, and Sustain. She applied this approach to three key areas: the storage area, the office, and the barn’s exterior. A visual management system and a Kanban labeling system for ordering supplies soon followed, ensuring that necessary items were always stocked and easy to locate. Additionally, an ordering sheet was introduced to make bulk purchasing more streamlined. Abbie also designed a daily task sheet to ensure every job was completed correctly and no essential steps were overlooked. Most significantly, a manual was developed, documenting the proper care and upkeep of facilities, tools, supplies, and the equines, holding everyone accountable and ensuring a consistent standard of care.

Measurable Impact

The improvements led to 500 hours saved per year, a 20% reduction in wasted time. The Rolled Throughput Yield increased by 50%, meaning rework and defects were cut in half—work was being done right the first time. But beyond numbers, the most profound changes could be seen in the people.

Cultural Shift: A More Positive Work Environment

For Abbie, the shift was transformational. The burden of constantly picking up after others lessened, restoring a sense of dignity to her role. The work environment became less stressful, fostering a sense of teamwork and morale among staff. The workplace became more harmonious, with reduced conflict and greater job satisfaction across the board. Overtime demands decreased, allowing Abbie and others to find a better work-life balance, addressing the "Berea Busy" culture that often leaves staff stretched too thin.

Even initially skeptical team members saw the benefits unfold before them. At first, they were reluctant to engage with the 5S process. However, as they saw their efforts lead to tangible improvements, enthusiasm grew. They felt a newfound sense of leadership and ownership over their tasks. One of the loggers has even taken the initiative to start making small improvements around the barn, recognizing the value of Lean principles and working toward greater efficiency.

Advancing Berea College’s Great Commitments

Beyond just improving day-to-day operations, this initiative aligned with Berea College’s Great Commitments. By increasing efficiency and organization, students had better access to hands- on learning experiences, enhancing their education. With the time saved, staff could now engage more in community service, reinforcing their commitment to serving Appalachia. The dignity of labor was restored, creating a more equitable workplace. Sustainability was boosted through reduced waste and more efficient resource management. And, perhaps most importantly, kinship among staff grew stronger, fostering a collaborative and supportive environment.

Looking Ahead

The lesson here is clear, lean methodology isn’t just about efficiency. It’s about creating a work environment where individuals feel valued, where their time and efforts are respected, and where the work they love doesn’t come at the cost of their well-being. The Berea College Draft Barn’s transformation serves as an inspiration for other departments to embrace Lean thinking. Small changes can lead to profound improvements, not only in the way work is accomplished but in how people feel about the work they do. So, to all Berea College staff, if you’re feeling overwhelmed, burdened by inefficiencies, or stretched too thin, lean methodology might be the key to transforming your workplace, your team, and your own well-being. The Office of Continuous Improvement is here to help you get there.