Best Practices for Success

Overview

Getting the most value from IoTFlows requires more than just installing devices. This guide shares proven best practices from successful customers who have achieved significant improvements in utilization, downtime reduction, and operational efficiency.

Phase 1: Installation & Setup (Week 1)

Start Small and Expand

Don't try to monitor everything at once. Begin with 3-5 critical machines:

• Bottleneck equipment that limits throughput
• High-value machines with the biggest improvement potential
• Machines with known issues you want to solve

Why this works: Focus allows you to learn the system, validate accuracy, and demonstrate value before scaling.

Set Realistic Initial Goals

Start with achievable OEE targets based on current performance:

• Review historical data or estimates
• Set goals 5-10% above current average (challenging but reachable)
• Increase targets as teams improve

Example: If current utilization is 55%, set the initial goal at 60-65%, not 85%.

Configure Shifts Correctly from Day 1

Accurate shift configuration is critical for meaningful data:

• Define all shifts (day, night, weekend) with exact start/end times
• Set correct timezone
• Align breaks and non-production periods

Calibrate Devices Properly

Take time to calibrate each device correctly:

• SenseAi: Mount close to vibration source, verify it detects all machine states
• BeamTracker: Align laser properly, set correct max distance, test counting accuracy
• Parts List: Choose the right algorithm for each operation

Invest 15-20 minutes per device for proper calibration instead of rushing. This prevents weeks of bad data.

Phase 2: Operator Adoption (Weeks 2-4)

Deploy Dedicated Operator Workstations

Mount iPads or tablets near each monitored machine:

• Operators can classify downtimes in real-time
• Instant visibility into their performance
• Easy communication with supervisors
• Creates ownership and accountability

Use the Assign Asset feature to pair each iPad with its machine, automatically showing the right data to each operator.

Train Operators on the "Why"

Operators must understand:

• What: We're tracking uptime, downtime, and production
• Why: To identify and eliminate obstacles that slow them down
• How it helps them: Easier work, better tools, faster problem resolution
• Not about blame: Focus on system improvements, not individual punishment

Emphasize: "This helps us fix problems faster and make your job easier."

Incentivize Performance Improvements

Recognize and reward improvement:

• Celebrate operators or shifts that consistently meet/exceed goals
• Share success stories in team meetings
• Consider incentive programs tied to sustained utilization improvements
• Make performance visible (TV displays in break rooms)

Research shows: Operator-focused incentive programs drive significant, sustainable OEE gains.

Phase 3: Continuous Improvement (Ongoing)

Review Downtime Data Weekly

Don't let data sit unused. Schedule a weekly review:

• When: Every Monday morning or Friday afternoon
• Who: Supervisors, maintenance, continuous improvement team
• What: Review Downtimes Pareto chart to identify top 3-5 issues
• Action: Assign ownership and deadlines to address root causes

Example workflow:

1. Filter Downtimes by past week
2. Sort by duration (highest first)
3. Identify patterns (same machine? Same shift? Same reason?)
4. Create action items to address top issues
5. Track progress week-over-week

Use Advanced Reports for Strategic Decisions

Monthly or quarterly, generate Advanced Reports:

• Analyze trends by machine, department, or shift
• Compare performance before/after improvements
• Identify seasonal patterns
• Plan capital investments based on utilization data

Share reports with: Senior leadership, finance, operations planning

Automate Repetitive Tasks

Create Auto Downtime Classification rules for:

• Short stoppages (under 2 minutes) → "Micro-stop"
• Shift start/end periods → "Shift Change"
• Scheduled breaks → "Lunch Break" or "Rest Break"
• Known recurring events → Custom categories

This saves operators time and ensures consistent data classification.

Track and Celebrate Improvement

Document your baseline and measure progress:

• Record initial utilization, downtime hours, OEE before IoTFlows
• Track monthly improvements
• Calculate financial impact (e.g., "10% utilization increase = $50K/year value")
• Share wins with the team

Recognition drives engagement. Make improvement visible.

Technology Best Practices

Use TV Displays Strategically

Place screens in high-visibility areas:

• Shop floor: Real-time Assets Overview showing current machine status
• Department entrances: Department-specific Canvas or Assets view
• Management office: Facility-wide summary with key metrics
• Break rooms: Shift Production progress to motivate teams

Optimize views for TV:

• Filter to show only relevant machines
• Use Canvas for clean, simple layouts
• Remove clutter (hide less important details)
• Use dark mode for better visibility

Maintain Clean Data

Keep your configuration up-to-date:

• Regularly review and adjust Parts List cycle times
• Update machine names and departments as needed
• Remove obsolete operations
• Clean up old or inactive devices

Monitor Device Health

Check Devices Tab weekly:

• Verify all devices are online
• Check WiFi signal strength
• Identify devices that frequently disconnect
• Schedule recalibration or maintenance as needed

Leverage Mobile Access

Install the IoTFlows app on supervisor and manager phones:

• Monitor production from anywhere
• Receive real-time alerts (coming soon)
• Classify downtimes remotely when needed
• Stay informed without being at a desk

Organizational Best Practices

Build Cross-Functional Teams

IoTFlows works best with collaboration across:

• Operations: Day-to-day monitoring and action
• Maintenance: Root cause resolution and preventive maintenance
• Quality: Linking downtime to quality issues
• Engineering: Process improvements and capability analysis
• Finance: ROI tracking and capital justification

Create Standard Operating Procedures (SOPs)

Document how your team uses IoTFlows:

• Daily monitoring checklist for supervisors
• Weekly downtime review process
• Escalation procedures for extended downtime
• How to add new machines or operations
• Troubleshooting device issues

Set Clear Roles and Responsibilities

Foster a Data-Driven Culture

Encourage evidence-based decisions:

• "Let's check the data" should become a common phrase
• Use IoTFlows data in daily huddles and team meetings
• Train team members to interpret charts and metrics
• Reward curiosity and data-driven problem solving

Common Pitfalls to Avoid

❌ Don't: Set Unrealistic Goals Too Soon

Impact: Teams become discouraged and disengage

Instead: Start with achievable targets and gradually increase as you improve.

❌ Don't: Install and Forget

Impact: Devices go offline, data becomes inaccurate, value is lost

Instead: Schedule regular reviews of Devices Tab, Parts List, and calibration.

❌ Don't: Use Data to Punish

Impact: Operators distrust the system, hide problems, or game the metrics

Instead: Focus on system improvements and celebrate progress.

❌ Don't: Ignore Operator Feedback

Impact: Miss valuable insights from those closest to the work

Instead: Regularly ask operators what obstacles they face and use IoTFlows data to prioritize solutions.

❌ Don't: Over-Complicate

Impact: Analysis paralysis, no action taken

Instead: Focus on the top 3-5 issues. Fix those first, then move to the next set.

Measuring Success

Key Performance Indicators (KPIs) to Track

Utilization / OEE

• Target: Increase by 5-15% in first 6 months
• Measurement: Compare baseline vs. current average

Downtime Hours

• Target: Reduce top 3 downtime categories by 20-30%
• Measurement: Weekly Pareto chart comparison

Production Throughput

• Target: Increase parts per shift by 10-20%
• Measurement: Historical Production trends

Mean Time to Respond (MTTR)

• Target: Reduce time from downtime start to resolution
• Measurement: Downtime event duration analysis

Data Quality

• Target: 95%+ of downtime events classified within 24 hours
• Measurement: Downtimes report "Categorized By" field

Financial Impact

Calculate ROI based on:

• Increased production volume × profit per part
• Reduced downtime × hourly labor and overhead cost
• Faster issue resolution × cost of delays
• Better capacity planning → deferred capital expenditures

Example calculation:

• 10% utilization improvement on 10 machines
• 2,000 hours/year additional uptime
• $100/hour value (labor + overhead)
• Annual value: $200,000

Resources for Continued Learning

Documentation

• Review product-specific guides regularly for new features
• Check the Platform Overview for capability updates
• Explore Advanced Report filtering options

Support

• Email support@iotflows.com with questions
• Request a training session for new team members
• Schedule quarterly check-ins with IoTFlows team

Community

• Share your success stories (we love to hear them!)
• Connect with other IoTFlows customers (coming soon)
• Participate in webinars and user group sessions

Next Steps

Ready to maximize your IoTFlows investment?

1. This week: Configure shifts, set realistic OEE goals, calibrate devices
2. Next week: Deploy operator workstations, train your team on the "why"
3. This month: Establish weekly downtime review meetings, create action plans
4. This quarter: Track improvements, share wins, expand to more machines

IoTFlows is a tool, but success comes from how your team uses it. Focus on adoption, continuous improvement, and data-driven action. Need help? Contact support@iotflows.com