Smarter Week

How to automate it

How to automate “build production, OEE and KPI reports”

Here are 3 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a week
65%
of the time can be automated
Some setup
to set up

Fix 1 of 3

AutomationBest fix

Let the machines record counts, downtime and OEE themselves

Simple machine monitoring (a sensor or a link to the machine controller) counts parts and logs stops automatically. Operators only pick a reason for each stop on a tablet, and the KPI report is always up to date.

Typically saves about 70% of the time8 h to set up
  1. 1Pick one bottleneck line or machine to start.
  2. 2Trial a machine monitoring tool (Vorne XL, MachineMetrics, Evocon, Guidewheel, or your MES if you have one).
  3. 3Set up a short list of downtime reasons operators can tap.
  4. 4Replace the paper count sheet on that line, then roll out to the rest.

Tools: Vorne XL · MachineMetrics · Evocon · Guidewheel · Your MES

Fix 2 of 3

Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

Fix 3 of 3

AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Quick wins

Have you tried…

Do your machines count parts and log downtime by themselves?
A simple sensor or a link to the machine records every part made and every stop. Operators just tap a reason, and nobody fills in a count sheet.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Production supervisorPlant / operations manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Production supervisors