The Cost of Looking: How Visual Management Reduced Search Time by 73% and Improved Supply Availability

The Challenge 

In busy healthcare environments, staff frequently rely on readily available supplies to deliver timely patient care. 

However, consumables stored in drawers, trolleys and cupboards were often organised differently, lacked standardised layouts, and made it difficult to identify when items were missing or running low. Staff could spend valuable time searching for supplies or discovering too late that replenishment was required. 

While each delay seemed minor, the cumulative impact affected efficiency, workflow consistency, and the ability to access supplies when needed. 

The Opportunity 

The team recognised that the issue was not simply inventory management. 

The real challenge was visibility. 

If staff could immediately see: 

• What belonged in each location 
• What was missing 
• What required replenishment 

they could minimise unnecessary searching and improve operational efficiency without introducing new technology or increasing resources. 

The Solution 

Applying visual management principles, the team redesigned storage areas to make inventory status immediately visible. 

Key improvements included: 

• Standardised drawer and storage layouts 
• Dedicated compartments for commonly used items 
• Picture-based labels showing where items belong 
• Visual stock indicators and replenishment levels 
• Clear categorisation of supplies 

The redesigned system enabled staff to identify missing items and replenishment needs at a glance, reducing dependence on memory and individual stocking preferences. 

The Results 

The initiative led to: 

• Improved visibility of stock availability 
• Easier identification of items requiring replenishment 
• Greater consistency across teams and work shifts 
• Better organisation of frequently used supplies 
• Reduced time spent searching for required items 

A related supply-standardisation project reported: 

• Reduction in average search time from 12 minutes to 3.2 minutes 
• Approximately 73% reduction in time spent locating supplies 
• Improved accessibility of wound care products 
• Reduced delays in obtaining required materials 
• Fewer complaints relating to delayed access to supplies