Reduce Changeover Time on Your Production Floor: A Manufacturer’s Guide

Let’s be honest—if there’s one thing every manufacturer wants, it’s efficiency. The faster you can produce, the more consistent your output, the healthier your bottom line. Every minute on the shop floor matters. But despite your best efforts, one silent time thief keeps sneaking into your production schedule: changeover time.

Whether you’re switching tooling, adjusting settings, or reconfiguring a production line, changeovers are a necessary evil. But are they stealing more time—and money—than you realize?  With the right knowledge and the help of the right tools like PrismHQ, you can transform your production planning from a guessing game into a well-oiled machine.

If you’re looking to dive in deeper, we’ve got you covered with a FREE Guide to Production Floor Visibility, Efficiency, and Profitability.

The Story of Lost Hours

Imagine this: You’re running a mid-size facility that does 4 changeovers per day. Each one takes around 45 minutes. That’s 3 hours per day, 15 hours a week. Multiply that by 52 weeks and—bam!—you’re staring at 780 hours per year just spent on changeovers.

Now let’s talk money. Suppose your production line is valued at $1,200 per hour in output. Multiply that by 780 hours and you’re looking at a jaw-dropping $936,000 a year—nearly a million dollars—eaten up by machine changeovers.

Ouch. That’s not a line item you want to explain during budget meetings.

Don’t Panic—There’s Good News

It’s easy to feel overwhelmed by numbers like that, but here’s the silver lining: you can reduce changeover time. And that’s exactly what we’re here to talk about.

In this article, we’ll cover:

• What changeover time really means
• How to measure it effectively
• What typically slows it down
• Proven methods to reduce changeover time
• And how modern software can be a secret weapon in the battle for efficiency
  

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What Is Changeover Time?

Changeover time refers to the total time it takes to switch a manufacturing process from producing one product to another. This includes everything from the last good part of the previous run to the first good part of the next.

It’s not just about flipping a switch. It might involve cleaning, tool changes, fixture setups, calibration, programming machines, and even training operators on new specs. Depending on your industry—be it food & beverage, automotive, or consumer goods—changeovers can vary wildly in complexity.

Think of changeover time like the pit stop in a Formula 1 race. Every second matters, and the smoother the transition, the better your chance at winning.

But many manufacturers overlook just how much time gets absorbed in these transitions—and worse, how inconsistent they can be between shifts or teams.

Setup Time vs. Changeover Time: What’s the Difference?

Although they’re often used interchangeably, setup time and changeover time aren’t quite the same.

Changeover time is the total downtime from the last good part to the next good part. Setup time typically refers to just the period of configuring or preparing the equipment—like loading tools or fixtures—without including testing or warm-up runs.

To break it down further:

• Internal Setup: Tasks that can only be performed when the machine is stopped (e.g., changing dies).
• External Setup: Tasks that can be done while the machine is running (e.g., preparing materials or tools).

For example, let’s say you’re switching from one type of packaging to another:  Loading the new labels into a printer? That’s external.  Aligning the printer to match up perfectly? Internal.

By identifying and shifting as many tasks as possible from internal to external, you can massively reduce changeover time.

How to Measure Changeover Time

The drive to reduce changeover time starts with accurate measurement. You can’t improve what you don’t understand. Yet many manufacturers either don’t track changeover time at all, or they don’t track it consistently.

To create meaningful improvements, you need to go beyond estimating and start measuring every step of the changeover process with precision. Here’s a step-by-step process any manufacturer can use to accurately measure and analyze changeover time:

Step 1: Define What You’re Measuring

Before diving in, clearly define what you consider a “changeover.” In most manufacturing settings, changeover time is measured from:

The last good part of the current run to the first good part of the next run.

Start time = Last conforming product of the previous batch

End time = First conforming product of the next batch

Make sure everyone involved understands this definition. This sets the foundation for consistent measurement and is critical to reduce changeover time.

Step 2: Observe and Record the Entire Process

To get an accurate baseline, conduct real-time observations of your changeover process. Ideally, record the process with video so you can analyze details later and replay specific tasks. Assign one or more observers with a stopwatch or time-tracking app to monitor the following:

• When the last product of the batch is completed
• When the machine is shut down
• When each setup or cleaning task begins and ends
• When the first product of the new batch is produced
  When that first product passes quality inspection

If you’re not using video, observers should use a changeover time study form to note each task and time.

Step 3: Break the Process into Tasks

Now, deconstruct the changeover into its individual components. Each task should be time-stamped and categorized as either internal (machine must be stopped) or external (can be done while machine is running). This breakdown is crucial for identifying opportunities to convert internal tasks to external, a key principle of SMED.

Step 4: Use the Changeover Time Formula

Once you’ve gathered your timing data, use this simple formula: Total Changeover Time = Time of First Good Part – Time of Last Good Part

Then go deeper:

• Total Internal Time = Sum of tasks that required machine downtime
• Total External Time = Sum of tasks that could occur while machine was running

This helps isolate where most of your downtime is coming from.

Step 5: Track and Analyze Over Time

Measure multiple changeovers (at least 5–10) across:

• Different shifts
• Different operators
• Different machines or product SKUs

Then analyze:

• Where time is consistently lost
• Which tasks vary the most
• Where training or process gaps exist

This also gives you a baseline average changeover time you can work to improve.

Bonus: Use Software Tools to Streamline Data Collection

If you’re using a MES (Manufacturing Execution System) or production tracking software, you can automate much of this process:

• Operators can log tasks and durations with timestamps
• Dashboards can highlight bottlenecks
• Alerts can notify supervisors when changeovers exceed benchmarks

Some software even integrates video analysis or digital work instructions, further speeding up the measurement and improvement cycle.

5 Common Culprits Slowing Down Changeover Time

Here are the five most common enemies of fast changeovers—and how they sneak into your process.

1. Lack of Standardized Procedures

When every operator “does it their own way,” inconsistency becomes the norm. One shift may be lightning fast; the next, a crawl. Without SOPs (Standard Operating Procedures), even small variations create huge time gaps.

For example, at a mid-sized bottling plant, one shift consistently completes changeovers in under 30 minutes, while the night shift takes over 45. Why? The day shift has an informal process they’ve refined over years. The night crew lacks access to those best practices and ends up improvising.

2. Poor Tool Organization

If the necessary tools aren’t readily available—say someone’s walking across the plant to find a torque wrench—you’re burning minutes unnecessarily. A shadow board or mobile setup cart can save hours per week.

Imagine a plastics manufacturer uncovered a 20-minute delay during mold changeovers—because the specialized wrench needed was kept in a supervisor’s office on the opposite side of the facility. Operators routinely left the line to hunt it down.

3. Inefficient Scheduling

Back-to-back jobs with wildly different setups increase the time needed to switch. Smart production planning software can sequence jobs to reduce setup variation between runs.

This might look something like this:  In a food packaging facility, operators had to clean and reset machines for allergen compliance between every SKU. With 6 different product lines scheduled randomly, the plant averaged 8 full changeovers per shift. A better schedule could have grouped allergen-free runs together, reducing cleanings by half.

4. Equipment Calibration Issues

After a changeover, machinery often requires fine-tuning or calibration. If the first parts off the line are consistently out of spec, operators may need to troubleshoot issues like alignment, tension, or temperature—wasting valuable time.

For example, in a metal stamping operation, a line would routinely produce 4–5 bad parts after a die change. Each restart required resetting stroke depth and verifying alignment with trial runs. The time spent tweaking meant every changeover ran 10–15 minutes longer than necessary.

5. Lack of Training

If only a handful of employees know how to perform a changeover efficiently, your plant is at risk of delays anytime they’re unavailable. New or undertrained operators will take longer, make more mistakes, and potentially damage equipment.

Imagine a packaging facility relied on one technician to perform film roll changes on a high-speed flow wrapper. When that person took vacation, changeovers ballooned from 20 minutes to nearly an hour—because no one else fully understood the nuances of tension adjustment or threading.

Why Reducing Changeover Time Matters

Reducing changeover time doesn’t just give you bragging rights—it can fundamentally improve your operations.

1. Increased Production Capacity

Every minute your equipment is down for a changeover is a minute it’s not producing. By reducing changeover time, you increase the availability of your equipment, allowing you to make more products in the same time frame without additional investment in machinery or labor.

More uptime = more product out the door = more revenue. Even small reductions in downtime compound into big gains over time.

2. Lower Operating Costs

Changeovers are not just time-consuming—they’re expensive. When machines are down, you’re still paying for operators, utilities, and overhead. The longer the changeover takes, the higher your per-unit costs become. To reduce changeover time means gaining greater operational efficiency and lower cost per product.

Reduce changeover time to directly cut waste and non-value-added activity, maintaining or improving profitability—especially in high-mix, low-volume production environments.

3. Smaller Batch Sizes and Improved Flexibility

When changeovers take a long time, manufacturers are incentivized to run larger batches to make the downtime “worth it.” But large batches tie up inventory, reduce responsiveness to demand shifts, and increase the risk of overproduction. Faster changeovers make smaller, more responsive batch production economically viable.

Shorter changeovers mean you can run smaller batches, respond faster to changes, and reduce your reliance on expensive inventory storage.

4. Improved Agility and Faster Time to Market

Today’s market demands flexibility. Retailers, OEMs, and consumers want more SKUs, more customization, and faster turnaround times. If your plant can’t switch between jobs quickly, you’ll miss opportunities or get pushed out by more agile competitors.

Fast changeovers make your operation nimble and customer-focused, letting you respond to custom orders, urgent jobs, or last-minute changes without disrupting the entire production schedule.

Methods to Reduce Changeover Time

Alright, let’s talk solutions. If you’re serious about improving efficiency, here are seven proven methods to reduce changeover time.

1. SMED (Single-Minute Exchange of Die)

SMED is the gold standard for if you’re looking to reduce changeover time. The goal? Get setup times into the single digits (i.e., under 10 minutes). Developed by Shigeo Shingo in the 1950s for Toyota, SMED was revolutionary in achieving fast setups and just-in-time production.

The SMED Process:

• Step 1: Observe the current changeover process
• Step 2: Separate internal and external tasks
• Step 3: Convert internal tasks to external ones
• Step 4: Streamline all remaining tasks

A metal stamping plant took 60 minutes to change dies. Through SMED, they realized 20 minutes were spent searching for tools—an external task. They moved to tool carts and pre-staging. Then, they used quick-lock clamps and preset guides, slashing the changeover time to 18 minutes. That gave them the flexibility to run smaller lots and reduce inventory.

2. Use Pre-Stage and Setup Carts

Having everything you need ready at the machine before the changeover begins eliminates wasteful trips and scrambling for parts or tools mid-process.

• Create mobile setup carts or staging areas for each product or SKU
• Include tools, components, materials, fixtures, documentation, and PPE
• Label and organize the cart for easy access

A cosmetics manufacturer preloads carts with molds, colorants, and ingredients for each batch. As the last batch runs, the next cart is wheeled in. When the machine stops, everything is immediately ready, and they could reduce changeover time by 30%.

3. Standardize Tools and Procedures

When every operator uses the same process, tools, and steps, changeovers become repeatable and efficient—regardless of who’s on shift.

• Create documented Standard Operating Procedures (SOPs)
• Use consistent toolsets for similar changeovers
• Train operators to follow a unified method
• Store SOPs in visible or digital locations

A food packaging facility with multiple shifts struggled with inconsistent changeover performance. After creating visual SOPs with photos and color-coded steps, average changeover times dropped 25%, and variation between shifts disappeared.

4. Implement Quick-Release or Quick-Change Mechanisms

Tools or components that can be swapped in and out without bolts, hand tools, or recalibration save huge amounts of time.

• Use quick-release clamps, snap-fit parts, or modular fixtures
• Install auto-aligning guides or docking systems
• Reduce or eliminate fasteners, fine adjustments, or manual calibration

A beverage company replaced screw-fastened guide rails on their bottling line with magnetic quick-snap rails. What once took 20 minutes per guide now takes under 2 minutes—saving hours every week.

5. Train and Cross-Train Your Workforce

Well-trained operators perform changeovers faster and more reliably. Cross-training builds flexibility into your workforce so changeovers don’t stall if one key employee is out.

• Develop a skills matrix and cross-train across roles
• Use training videos and live demos
• Incorporate changeover tasks into onboarding
• Conduct drills or simulations to reinforce learning

An electronics assembly line relied on a single technician to set up soldering profiles. When he was out, changeovers doubled in time. After training the entire shift team and using visual guides, performance improved and bottlenecks disappeared.

6. Use Changeover Time Tracking and Analysis Software

Software helps you track changeover times, pinpoint bottlenecks, and optimize scheduling—especially when integrated into MES or ERP systems.

• Use software to timestamp every step of the changeover
• Collect data across teams, shifts, and machines
• Analyze where time is lost (delays, searching, adjustments)
• Automate reporting to track improvements over time

A CNC machining shop installed a changeover tracking module in their MES. They discovered a particular shift consistently had longer tool change times. After coaching and standardizing processes, they cut 12 minutes per changeover—and improved daily throughput by 8%.

7. Optimize Scheduling to Minimize Unnecessary Changeovers

Smart production planning can reduce the number of changeovers you need in the first place. Grouping jobs by tooling, materials, or product family minimizes machine resets and setups.

• Use sequencing software to minimize changeover-triggering variables
• Group similar jobs (by color, size, or material)
• Schedule high-changeover jobs back-to-back to streamline downtime
• Adjust your scheduling rules to factor in changeover cost/time

A print shop producing packaging for multiple brands was switching inks up to 12 times a day. By re-sequencing their job orders based on ink type, they reduced daily changeovers by 40%—gaining back nearly two hours per day in productive time.

Wrapping It All Up: Efficiency Is Everything

Trying to reduce changeover time isn’t just about speed—it’s about unlocking your plant’s full potential. When changeovers are efficient, everything flows better: productivity increases, employees feel empowered, and customers get what they want, when they want it.

The great news is, you don’t need to reinvent the wheel. With a few smart changes—like implementing SMED, organizing tools, digitizing work instructions, and leveraging software—you can dramatically reduce changeover time and improve your bottom line. So, the next time you’re watching a team do a changeover, remember: every minute matters. And now, you’ve got the tools to reclaim them.

We Can Help

If you’re ready to take the first steps towards a faster and easier way to manage your business, PrismHQ provides a simple and flexible solution to streamline production, increase visibility, and improve communication across departments. Our mission is to serve growing manufacturers by providing a single, affordable solution that automates inventory management and integrates it with daily business processes for increased productivity and lower overhead. Contact us today to learn more!