How to Run a World-Class Shop as the Arda Manager (Cloud)

Purpose

As the Arda Manager, you are the engine of the inventory and supply system. You bridge the daily operations of the floor with the strategic goals of leadership. Your role is to ensure every card works, every item is tracked, and the team uses Arda consistently—so the system becomes second nature and the business avoids stockouts, downtime, and fire-fighting.

This guide pulls from core Arda practices to help you set up, maintain, and enforce the system.

Steps

1. Understand Your Role and Authority

• You own the supply chain loop: from card scans to orders received.

• You have the authority to enforce “Never order without a card” (Guide).

• Leadership should back you in requiring team compliance.

2. Set the Cultural Standard

• Share why Arda matters: reliability, less chaos, faster work.

• Use principles from How to Get Cultural Buy-In for Kanban—start with early adopters and celebrate wins.

• Frame it as a support tool for staff, not extra work.

3. Get the System in Place

Follow the 10-Step Order Card Startup Guide to:

1. Define departments and locations (Tutorial).

2. Create item types, subtypes, and use cases (Tutorial).

3. Add your first items (Tutorial).

4. Print and place cards and labels (Tutorial).

4. Categorize Inventory Correctly

• Use the Three Types of Inventory model to define how each category is managed.

• This ensures min/max levels and order triggers make sense for their use.

5. Enforce Card Usage

• All ordering starts with a card scan—no exceptions.

• If an item needs ordering and has no card, create one before placing the order.

• Check scan logs regularly to spot non-compliance.

6. Run the Restocking Loop

• Collect cards from 'to order' bins, add items to the order queue, monitor the cart daily, and promptly process orders (Tutorial).

• Use standard order mechanisms for suppliers (email triggers, Amazon carts, purchase orders).

• Receive items into Arda to close the loop (Tutorial).

7. Maintain the System

• Walk the floor weekly to confirm cards are present and in good condition.

• Update cards when item details or suppliers change.

• Audit categories periodically for accuracy.

8. Measure and Improve

• Track KPIs: % of orders placed via card scan, stockout incidents, order cycle time.

• Share results with leadership and the floor team.

• Use data to spot problem areas and adjust.

Common Issues

• Items being ordered without scans
  Solution: Pause those orders until a card exists and is scanned.

• Lost or damaged cards
  Solution: Reprint immediately—never let a bin go without a card.

• Team forgetting to pull cards (reaching past card to get item)
  Solution: Daily reminders in shift huddles and stop and fix when you see it happen.

• Overcomplicating setup
  Solution: Start with critical items and expand as the process stabilizes.