How to Set Up a Digital Gemba Walk Process in Baserow

Why Traditional Gemba Walks Need an Upgrade

Gemba Walks have long been a staple of operational excellence. Originating from lean manufacturing principles, they emphasize the importance of going to “the real place”—or Gemba—to observe day to day activities and uncover issues at the source. Traditionally, managers or supervisors walk the shop floor, engage with frontline team members, take notes, and make informal observations about work processes.

But here’s the catch: while the intent is strong, the execution often falters.

Relying on handwritten notes, disconnected spreadsheets, or memory alone leads to inconsistent data collection, poor follow-up, and limited visibility. The opportunity to implement real, sustainable change slips through the cracks. In an era driven by real-time data and cross-functional collaboration, it’s time for an upgrade.

That’s where digital tools like Baserow come in. A no-code platform designed for flexibility and scale, Baserow helps you build a Gemba Walk system that’s collaborative, data-driven, and truly actionable.

What Is a Digital Gemba Walk?

A Digital Gemba Walk is the modern evolution of the traditional practice. Instead of relying on clipboards or post-it notes, managers and team leaders use digital platforms to observe, record, and respond to shop floor observations in real time.

But it’s not just about convenience—it’s about impact.

Digital Gemba Walks enable:

• Faster identification of issues on the factory floor
• Structured action plans tied to specific people and deadlines
• Integration of walk data into broader improvement strategies
• Better visibility into recurring problems across teams or shifts

Unlike a one-off inspection, a digital approach supports regular Gemba Walks that are scalable, traceable, and part of a larger culture of continuous improvement.

You’ll still walk the floor, ask questions, and engage with team members—but now with a centralized system to capture findings, assign actions, and monitor change.

Start with our introduction: What is a Gemba Walk? to understand the fundamentals before implementing your digital process.

Step-by-Step: Setting Up a Digital Gemba Walk in Baserow

Step 1 – Create a Central Gemba Walk Database

Start by building a single source of truth for your Gemba Walks. In Baserow, this means creating a base (or using a pre-built template) to store walk data.

Your database might include:

• Walk type (safety, quality, maintenance)
• Date and time
• Observed area or workstation
• Team members involved
• Walk leader or manager

This setup gives you structure from the start—no more scattered notes or forgotten observations.

Step 2 – Build Digital Checklists

Every Gemba Walk should have a purpose. Whether it’s inspecting a new assembly line or validating 5S compliance, your checklist helps ensure a focused, consistent approach.

In Baserow, you can create a dynamic checklist using text fields, dropdowns, ratings, and status tags. You can also create different views for different departments—ensuring that each walk reflects the specific needs of the team.

Better still, these checklists are accessible from mobile devices, making it easy to walk the factory floor and input data without delay.

Step 3 – Collect Observations in Real Time

One of the key benefits of digitizing your Gemba Walks is the ability to capture real-time data during the walk itself.

With Baserow, you can:

• Log issues instantly using tablets or phones
• Attach photos of defects or observations
• Categorize findings for easier analysis later

This process streamlines Gemba Walks and ensures that what’s seen is saved—instantly and accurately.

Instead of relying on memory or manual transfer, you’re creating a searchable, structured record that connects every observation to follow-up action plans. You might be making some common mistakes—explore our guide on Gemba Walk Mistakes and How to Avoid Them to ensure your approach drives real improvement.

Step 4 – Assign and Track Action Plans

Gemba Walks without action are wasted effort. Once observations are documented, the next step is to resolve them.

Using Baserow, you can:

• Assign tasks to specific team members
• Set deadlines for completion
• Mark resolution statuses (Open, In Progress, Resolved)
• Tag relevant departments or supervisors

These steps make it easy to follow up and hold teams accountable. Over time, you’ll build a history of responses that show how your team uses Gemba Walks to solve problems and improve processes.

Step 5 – Review Trends and Improve Processes

Beyond fixing one-off issues, the true value of a digital Gemba Walk lies in trend analysis. When walks are conducted consistently and documented in a centralized tool like Baserow, you begin to see patterns.

You might notice recurring issues at the same workstation or delays tied to a particular supplier. By grouping and filtering data, you can uncover these insights quickly—allowing you to identify improvement opportunities before they escalate.

You can also create custom dashboards to share these trends with department leads, fostering transparency and team accountability across the organization.

This isn’t just about one walk—it’s about embedding effective Gemba Walks into your operational DNA.

Essential Tools for a Culture of Continuous Improvement

A digital Gemba Walk powered by Baserow brings more than efficiency—it helps embed a culture of continuous improvement.

Here’s how:

• Encourages regular, structured team engagement
• Makes data visible and actionable
• Keeps work processes aligned across functions
• Reinforces your Lean initiatives with real-time feedback loops

Compared to traditional methods, digital tools allow teams to move from reactive to proactive—and from disconnected to truly collaborative. To see a real-world example, check out our webinar on manufacturing performance and real-time collaboration.

Ready to Run Your First Digital Gemba Walk?

If you’re ready to modernize your Gemba Walks, Baserow provides everything you need to get started—from checklists and real-time data capture to tracking action plans and visualizing outcomes.

Whether you’re on the shop floor, managing operations remotely, or leading multiple teams, Baserow empowers you to execute Gemba Walks that drive results.

👉 Sign up now to build your Digital Gemba workflow or explore our Gemba Walk Solution for more inspiration.