The counting team: lead, counter, checker and scribe

Even if a team is made up of experienced people, errors multiply when roles are vague. Everyone does a little of everything: counts, writes, checks, answers questions, and in the end nobody is fully responsible for any one task. When a shortage or surplus appears, it is unclear who made the mistake and where. The solution is simple: four roles are assigned on every shift, the lead, the counter, the scribe and the checker. Below: duties, pairing rules and typical mistakes.

Why roles must be separated

The first reason: the person who counted hardly ever sees his or her own mistake. On a second look they "see" the earlier figure again, because both eye and memory are tuned to that number. The second reason: counting and writing at the same time breaks the rhythm and people lose their line. The third: if the lead is drawn into counting, the zones, the sheets and the questions go unsupervised. With roles separated, every error passes in front of a second pair of eyes.

The four roles

• The lead assigns zones, issues and collects count sheets, resolves questions and liaises with the client's contact person. The lead does not count.
• The counter counts the goods or equipment and says the number aloud (when working with a scanner, scans the barcode).
• The scribe enters the number called onto the sheet or terminal and checks the location code. The scribe works as a pair with the counter.
• The checker independently recounts the zone that the counter and scribe have finished (in full or by sample) and compares the results. The checker never checks a zone he or she counted.

Pairs and rotation

The counter and the scribe work as a pair. The checker comes from another pair: if pair A counted a zone, pair B checks it, and in the next zone the roles reverse. It helps when the counter and the scribe swap places in the middle of the shift: a tired eye misses errors, and a change of role restores attention. When scanners are used the terminal does the scribe's job, and the checker's role stays in force.

An illustrative example: one zone

Suppose a zone holds 1,800 items. Two pairs (four people) and a lead are working. Pair A counts the zone, and pair B recounts 20 per cent as a sample, that is 1,800 × 0.2 = 360 items. The check finds differences in 9 items: 9 / 360 = 2.5 per cent. If the threshold agreed in advance is 2 per cent (set this value for each site separately), the lead decides to recount the whole zone. If no threshold was set, that decision is taken on the spot and in a hurry. So agree the threshold in writing before counting begins.

Team size and briefing

As a practical guide there are three to four pairs per lead; the number varies with the site. Hold a 15–20 minute briefing before counting begins: the zone map, the rule for marking a counted place, how to flag a doubtful item, whom to ask. Count sheets should be numbered, and the lead logs every sheet issued and returned: a lost sheet means a lost zone.

On a small site the team may consist of three people. Then the lead does not join the count: two counters check each other in turn while the lead handles the sheets and questions. On a large site it is convenient to put the checkers in a small separate group. They spend the whole shift recounting and move from zone to zone, so their eyes stay "fresh" and they catch errors faster.

Typical mistakes

• One person in all roles at once. The result is not checked and errors are not found.
• The lead starts counting personally. The team is left without management.
• A newcomer is sent alone into a zone. On the first shift he or she should work in a pair.
• A long shift without rotation. In the second half the errors increase.
• The checker knows the counter's figure in advance. The check then turns into a mere confirmation.

Conclusion

Clear roles are an inexpensive condition of count quality: the lead manages, the counter counts, the scribe records and the checker confirms independently. Write the roles down beforehand and announce them at the start of every shift. Inventory specialists work with exactly this two-stage check and barcode scanners, so errors are kept to a minimum and your own staff do not have to be drawn into the count.