Optimising Management and Productivity in a Joinery Business: Tips and Strategies

A joinery company designs, manufactures, and installs wooden elements for construction, renovation, or interior and exterior design projects. It creates custom furniture, doors, windows, stairs, flooring, and wall coverings, as well as outdoor structures like terraces, pergolas, and cladding. It also works on the restoration of antique elements and offers repair services. Joiners take precise measurements, advise on materials, and adjust each piece during installation for optimal customisation. Their work requires skills in craftsmanship, design, and the use of precision machines to provide functional and aesthetic solutions.

To fairly distribute tasks among employees based on their skills and specialties, it is essential to adopt a structured and objective approach. Here are some steps to achieve this effectively:

1. Assessment of skills and specialties : Start by conducting a detailed inventory of the skills, specialties, and skill levels of each employee. This can be done through interviews, technical tests, or field observation. A skills matrix can be created to easily visualise the strengths of each team member.
2. Clear definition of tasks : Identify and list all the tasks to be completed within the company. By categorising them by required skill type, level of complexity, and level of urgency, you will be able to better match them with the right employees.
3. Classification of tasks according to skill levels : Group tasks into different skill categories (for example, basic, intermediate, and advanced tasks) to avoid overloading experienced employees with simple tasks or assigning overly complex tasks to less qualified employees.
4. Use of scheduling tools : Project management and task scheduling tools, such as Asana, PlanningPME, Trello, or an ERP software tailored to your sector, can help distribute tasks transparently. These tools allow you to see who is assigned to which task, avoid overloads, and easily readjust if necessary.
5. Task rotation : Task rotation can be beneficial for developing employees' versatility and avoiding monotony. Assigning different tasks according to a rotating schedule allows each employee to develop skills in several areas while maintaining an equitable distribution of responsibilities.
6. Taking into account employees' preferences : As far as possible, take into account the preferences of employees. Some employees prefer specific tasks or have natural affinities for certain activities. Including them in the task allocation process can improve their motivation and engagement.
7. Tracking and adjustment : Task distribution is not a one-off action, but a continuous process. Regularly monitor employee performance and satisfaction, and adjust responsibilities based on their progress, the evolution of their skills, and the needs of the business.
8. Training and skills development : Finally, investing in training helps to bridge skill gaps and makes employees more versatile. A competent and flexible team facilitates an equitable distribution of tasks, as everyone is able to take on different types of responsibilities.

By adopting this method, you will ensure not only a fair distribution of tasks but also a more harmonious and productive working environment, where each employee feels valued and recognised for their skills.

Anticipating periods of high activity and adjusting the schedule accordingly is crucial to avoid bottlenecks and maximise productivity. Here are some strategies to achieve this:

1. Analyse historical data : Study past production cycles: Examine data from previous years to identify seasonal trends or recurring periods of high activity. For example, in a joinery business, demand may increase before specific periods such as summer or towards the end of the year.
2. Use planning and forecasting tools : Management and planning software: Use planning tools such as ERP software, production management systems, or specialised demand forecasting tools. These tools can handle large amounts of data and help you visualise potential peak periods.
3. Adjust schedules and incorporate flexibility : Allow for some leeway in the schedule: Integrate some flexibility into the schedules to be able to cope with unforeseen events, such as a higher than expected demand or production delays.
4. Establish proactive communication with the teams : Communicating in advance with teams about peak activity periods allows everyone to prepare and organise accordingly. This transparency avoids frustrations and helps to motivate employees for more intensive periods.
5. Optimise resource and stock management : Plan the procurement of raw materials: Anticipate the purchase of necessary materials to avoid stock shortages during peak periods. This is particularly important in joinery, where delays in the delivery of materials can slow down the entire production chain.
6. Monitor in real time and adjust : During periods of high activity, monitor production in real-time to quickly detect any delays or overloads. This allows for immediate adjustments to the schedule, for example by reallocating resources or changing priorities, in order to maintain the production pace.
7. Evaluate and adjust for future peaks in activity : At the end of each busy period, conduct a debrief with the teams. Discuss the positive points and aspects to improve in order to anticipate and manage future peak periods even better. This continuous improvement approach enhances the effectiveness of planning over time.

By applying these strategies, you will be better prepared to anticipate periods of high activity and proactively adjust the schedule, thereby reducing the risks of overload and delays in production. This also enables better resource mobilisation and productivity optimisation, while ensuring customer satisfaction.

Scheduling templates for busy periods

Managing absences (leaves, illness) without disrupting production is a challenge for many companies, but proactive strategies and good organisation can help minimise the impact. Here are some recommendations to achieve this:

1. Plan holidays in advance

   • Establish a leave planning policy: Encourage employees to plan their leaves well in advance, especially during busy periods. This enables better organisation of work and anticipation of absences to distribute tasks appropriately.
   • Establish a shared holiday calendar: Using a shared calendar or absence management tool allows all employees to be aware of their colleagues' absence periods, which helps to avoid overlapping absences.

2. Plan versatile replacement workers

   • Train staff for versatility: Ensure that each employee has the basic skills to perform certain tasks of their colleagues in case of absence. Cross-training allows employees to acquire skills in other areas, providing more flexibility in task allocation.
   • Identify potential replacements: For each position, identify employees capable of stepping in during prolonged absences. This helps maintain operational continuity without disrupting production.

3. Use absence management tools

   • Use absence management software: Dedicated tools enable real-time tracking of absences (annual leaves, sick leaves, etc.) and visualisation of their impact on the schedule. This facilitates quick reorganisation of teams and tasks in case of unforeseen events.
   • Automate reminders and notifications: Some tools send notifications and reminders to managers regarding upcoming absences, which helps to better anticipate and adjust resources.

4. Create a flexible schedule and allow for leeway.

   • Integrate flexibility margins into the planning: Allow for margins to deal with unforeseen events. By avoiding overloading the schedules, you enable teams to more easily absorb unplanned absences.
   • Hire temporary workers if needed: If absences are prolonged or several employees are absent simultaneously, consider hiring temporary workers or freelancers to ensure the continuity of production.

5. Improve communication within teams

   • Communicate regularly about the schedule: Ensure that each employee is aware of the schedules and planned absences. Good communication reduces surprises and helps teams to better organise in case of unforeseen events.
   • Organising coordination meetings: In the event of prolonged absence or multiple absences, a coordination meeting can be organised to redefine priorities and distribute urgent tasks among the available team members.

6. Establish a return-to-work policy

   • Prepare for the return of employees after a long absence: When an employee returns after a prolonged absence (illness, parental leave, etc.), allow for a transition period so they can catch up without pressure. A return-to-work plan with follow-up can facilitate this transition.
   • Conduct an assessment with the team: In the event of prolonged absence or work overload due to multiple absences, it may be useful to have a feedback session with the team to identify areas for improvement in managing future absences.

7. Promote a culture of health and well-being

   • Encourage a healthy work environment: A focus on disease prevention, stress management, and well-being at work can reduce absenteeism. Offer arrangements for breaks, flexible hours, and promote open communication about health and well-being.
   • Offer remote work options: As far as possible, remote work can be a solution for slightly ill employees or those who need to stay at home, allowing them to work without risking contaminating their colleagues.

8. Follow absenteeism trends

   • Analyse absence data: Regular monitoring of absenteeism rates enables detection of trends (periods with high absence rates, main causes, etc.) and helps anticipate actions to be taken. If specific periods or work groups show a high absenteeism rate, preventive actions can be implemented.

By combining these strategies, you will be able to anticipate absences while maintaining a good level of production. Proactive and organised management of absences contributes to a more resilient work environment, where unforeseen events do not lead to major disruptions for the company and teams.

To ensure effective communication of schedules to employees and to avoid misunderstandings or delays, it is essential to implement clear, accessible, and interactive communication strategies. Here are some recommendations:

1. Use scheduling management tools accessible to everyone

   • Set up a shared scheduling management tool: The use of a scheduling software such as Google Calendar, Trello, Asana, PlanningPME, or a dedicated ERP tool allows employees to view the schedule in real time. These tools are often accessible from a computer, tablet, or smartphone, ensuring that all employees can easily access them.
   • Regularly update the schedule: Ensure that the schedule is updated in real-time to avoid outdated information. Changes should be reflected immediately so that all team members are informed.

2. Centralise information

   • Create a physical or digital notice board: If not all employees have access to digital tools, a central notice board in the workspace enables the dissemination of schedules, changes in hours, and important information. In a digital environment, a central space on an internal platform can also serve as a reference.
   • Send automatic notifications: For each schedule update, automatic notifications (by email, SMS, or via the application used) can be sent to the employees concerned. This allows them to stay informed without having to constantly check for updates.

3. Communicate the schedules well in advance

   • Share the schedules in advance: Announce the schedules in advance, ideally several weeks before peak activity periods, to give employees time to organise themselves. This is particularly important if changes to the hours are expected.
   • Schedule regular update meetings: Organise weekly or monthly meetings to inform teams of scheduling adjustments, answer questions, and gather their feedback. This reinforces transparency and allows employees to prepare for potential changes.

4. Encourage bidirectional communication

   • Allow employees to ask questions and provide feedback: Effective communication is interactive. Ensure that employees can ask questions or report potential issues with the schedule. You can use dedicated communication channels (for example, an internal chat or a forum) to gather their feedback.
   • Appoint a scheduling manager: Designate a person or a team responsible for managing and communicating the schedules. Employees will know who to contact in case of questions or necessary changes.

5. Use codes and colours for more clarity

   • Codify tasks and schedules: The use of colour codes or symbols to indicate the types of tasks, priorities, and urgencies can help employees quickly read and understand the schedule.
   • Clearly indicate the time slots and the responsible persons: In the schedule, specify the exact times and the responsible individuals for each task. This reduces ambiguities and helps each employee know when and where they need to be present.

6. Schedule reminders and summaries

   • Send reminders before deadlines: Sending reminders before meetings, task changes, or start times helps employees prepare and reduces the risk of delays.
   • Send a weekly summary: A recap of tasks and priorities for the week can be sent every Monday, for example. This allows employees to get an overview of their workload and plan accordingly.

7. Train employees in the use of scheduling tools

   • Provide training on the tools used: If a digital scheduling management tool is implemented, ensure that all employees know how to use it. Organise training sessions and provide technical support to help them navigate the tool.
   • Encourage autonomy: Encourage employees to regularly check the schedule and verify updates. By making them autonomous in managing their hours, they will be better able to adapt to any changes.

8. Be transparent about last-minute changes

   • Immediately inform of changes: In case of last-minute modifications, immediately send a notification to the affected employees. It is important to specify the reason for the change to enhance transparency and understanding.
   • Prepare contingency plans: If possible, arrange substitutes or alternative options for critical tasks. This helps to avoid major disruptions if an employee is unexpectedly absent.

By applying these strategies, you will ensure smooth and effective communication of schedules to employees. Good communication reduces errors, improves coordination, and enhances team satisfaction, as each employee is informed of their responsibilities and the company's expectations.

To monitor employee productivity and adjust schedules in case of a decline in performance, it is essential to adopt clear tracking methods, analyse the collected data, and implement adaptive management strategies. Here’s how to proceed:

1. Define relevant key performance indicators (KPIs)

   • Choose KPIs suitable for the position and tasks: Performance indicators must be aligned with the objectives of each position. For example, in a joinery company, KPIs such as the number of pieces produced, the quality of finishes, and adherence to production deadlines can be relevant measures.
   • Measure productivity individually and collectively: In addition to individual performance, it can be useful to track the productivity of each team or unit to assess overall effectiveness and identify potential bottlenecks.

2. Use productivity tracking tools

   • Implement task management software: Tools like Asana, Trello, PlanningPME or a specialised ERP enables real-time tracking of tasks, assignment of objectives, and visualisation of the progress of each employee or team. These tools provide a clear view of productivity and facilitate schedule adjustments.
   • Automate data collection: If possible, automate the tracking of tasks and working hours using tools that continuously collect and analyse data. This enables quick detection of performance drops and more effective responses.

3. Analyse data to detect drops in performance

   • Track trends over a period: Yield declines can be temporary or long-lasting. By monitoring data over several weeks or months, you can identify the periods or conditions that influence productivity.
   • Identify potential causes: When a drop in performance is detected, it is important to identify the underlying reasons. These causes can be varied: work overload, lack of training, motivation problems, or personal difficulties. A qualitative analysis (discussions with employees, interviews, etc.) can complement quantitative data to better understand the context.

4. Adjust the schedules and the distribution of tasks

   • Temporarily reduce the workload: In case of decreased performance due to overload, consider temporarily reducing the workload of the affected employees to prevent burnout and improve their efficiency. This may include delegating certain tasks to other team members.
   • Reorganise priorities: During periods of decreased productivity, it is essential to prioritise tasks. Give priority to critical and less complex tasks, in order to maintain the production pace while allowing employees to gradually regain their efficiency.

5. Provide support and ongoing training

   • Organise training sessions: If the drop in productivity is due to a lack of skills, offer targeted training to help employees improve their skills and become more efficient.
   • Encourage coaching and mentoring: Individualised support from a mentor or coach can help employees develop their skills and regain confidence. This can be particularly useful for new employees or those facing specific challenges.

6. Organise regular feedback

   • Hold frequent feedback meetings: Regular meetings (weekly or monthly) allow performance to be discussed, problems to be identified, and short-term objectives to be defined for each employee. These interviews strengthen communication and make it possible to adapt the schedule based on employee feedback.
   • Encourage constructive feedback: In case of a drop in performance, it is important to address the issue in a constructive and non-punitive manner. Clearly explain the expectations and offer support solutions so that the employee feels supported and motivated to improve.

7. Reward productivity improvements

   • Value efforts and progress: When employees regain their productivity or improve their performance, acknowledge and value these efforts. Rewards, performance bonuses, or praise can motivate the entire team.
   • Set achievable goals: Setting realistic and attainable objectives, taking into account past performance, helps to boost employee motivation and avoid declines in productivity due to overly high expectations.

8. Track results and adjust continuously

   • Evaluate the effectiveness of scheduling adjustments: Once the schedules are adjusted, monitor the performance trends to see if the changes are effective. If the results are not satisfactory, adjust again based on feedback and observations.
   • Adopt a continuous improvement approach: Use every drop in performance as a learning opportunity. Identify what works and what doesn't, and refine your productivity tracking strategies to avoid future declines.

By combining these methods, you will be able not only to proactively monitor employee productivity but also to act quickly in the event of a decline in performance to limit the impacts on production. A flexible approach focused on supporting employees promotes sustainable productivity and a positive work environment.

Ensuring the availability of tools and machines for teams based on ongoing projects is essential to guarantee smooth production and meet deadlines. Here are strategies to optimise access to equipment and avoid interruptions:

1. Plan ahead according to project needs

   • Assess the needs of each project: Identify the tools and machines required for each project and create a list of the necessary equipment. This will allow you to anticipate needs and avoid conflicts of use.
   • Establish a schedule for the use of equipment: Create a usage calendar for each machine, based on ongoing projects and their duration. Ensure that critical or urgent projects have priority access to the necessary equipment.

2. Use a booking system for equipment

   • Set up a booking system: A booking system for tools and machines (physical or digital) allows teams to reserve the equipment they need for specific time slots. This reduces usage conflicts and ensures that resources are available for those who need them.
   • Integrate reservation function into project management software: Using project management software that includes a booking system for equipment enables synchronisation of material needs with the overall project schedule, as in PlanningPME. This facilitates coordination and avoids conflicts.

3. Maintain an up-to-date inventory of tools and machines

   • Manage an accurate inventory: Keep an up-to-date inventory of available tools and machines, including their condition, location, and availability. A well-managed inventory helps to quickly identify available equipment and those requiring maintenance.
   • Use a barcode or RFID tracking system: Tracking equipment with barcode or RFID tags allows you to know where the tools are and check their availability in real time. It also helps to reduce losses or errors in locating equipment.

4. Carry out regular preventive maintenance

   • Schedule maintenance during off-peak times: Plan preventive maintenance services during low activity periods or when the equipment is not required for critical projects. This minimises the risk of failure during the project.
   • Track usage cycles to plan maintenance: Use a tracking system to monitor operating hours and schedule maintenance based on usage cycles. This allows for the upkeep of equipment before it fails, ensuring its continuous availability.

5. Maintain a stock of spare parts for critical machines

   • Anticipate needs for spare parts: Identify critical spare parts for frequently used machines and keep them in stock for quick repairs in case of breakdown. This helps reduce machine downtime.
   • Use an inventory management system for spare parts: An inventory management system for spare parts helps to track stock levels and plan replenishments based on machine usage.

6. Encourage the versatility of teams to optimise the use of equipment

   • Train teams to use multiple machines: Employee versatility allows for more flexible task distribution and optimises the use of available equipment. Operators trained to use multiple types of machines can easily adapt in the event of a temporary unavailability of equipment.
   • Encourage job rotation: Implementation of a task rotation between teams enables sharing of equipment usage and reduces the overload on certain specific tools or machines.

7. Communicate regularly about the availability of equipment

   • Keep teams informed of schedule changes: Inform teams of any changes in the availability of machines or tools, particularly in the event of maintenance or repair. Proactive communication helps teams to organise themselves and adjust their schedules.
   • Use a shared dashboard: A shared dashboard, accessible to all teams, provides real-time visibility of machine and tool availability. This improves coordination and avoids usage conflicts.

8. Provide backup equipment for critical projects

   • Prepare backup machines for essential equipment: For critical projects, it may be wise to have backup equipment available in case of failure of the main machines. This reduces the risk of delays in the event of unforeseen circumstances.
   • Establish rental contracts with suppliers: By having rental contracts with external suppliers, breakdowns can be compensated by quickly renting replacement equipment if necessary.

9. Analyse and adjust the equipment management process based on feedback

   • Collect feedback from the teams: After each project, gather feedback from the teams on the availability and management of tools and machines. This helps to identify areas for improvement and optimise processes for future projects.
   • Adopt a continuous improvement approach: Use feedback to refine equipment and resource management strategies. Adjust schedules, booking systems, and maintenance protocols according to the actual needs of the teams.

By applying these strategies, you will be able to ensure optimal availability of tools and machines for teams based on ongoing projects. Good planning, rigorous inventory and reservation management, as well as transparent communication help to maximise the efficiency of equipment use while minimising the risks of interruptions.

Simplify machine tool management

Conclusion

In conclusion, the success of a joinery business relies on effective resource management, rigorous organisation, and artisanal know-how that meets the varied needs of its clients. Whether for the creation of custom furniture, installation of interior fittings, construction of outdoor structures, or restoration of antique elements, joiners provide unique solutions that combine aesthetics and functionality. Through careful project planning, optimised use of machinery, and in-depth technical expertise, joinery businesses manage to deliver high-quality work tailored to the expectations of each client. Versatility, adaptability, and attention to detail are at the heart of this profession, ensuring durable and personalised achievements that enhance every space.