Office 5S

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Office 5S
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Building a Successful Lean Transformation
Strategy
Leadership
Sustainment
Lean Transformation
Kaizen
Training
Planning
7 Wastes
5S
Standard Work
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Why Start with 5S?

• Enables everyone to see waste
• Creates discipline in processes
• Enables productivity gains
• Enables quality improvements
• Enables safety improvements
• Enables delivery improvements
• Is ESSENTIAL to sustaining all of the above

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What Is 5S?

• Methodology for creating a clean, safe, orderly,
  high performance work environment
• Origin is from Toyota 5 Japanese words that
  start with S
• Translated to English
• Some companies have added 6th S for Safety
  focus.

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The 5 Ss

• Sort
• Set In Order
• Shine
• Standardize
• Sustain

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1S - Sort
1S

• Catch Phrase
• When in doubt, move it out.

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Sort What Is It?
1S

• Distinguishing between necessary and unnecessary
  material, equipment, tools, data, and information
• Sort is done with initial 5S activities, but
  should be repeated semi-annually, or as 5S
  evaluations expose issues
• Items may have accumulated
• Needs may have changed

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Sort Process Steps
1S

• Identify What to Sort
• Supplies, equipment and tools that are no longer
  needed or dont work
• Old printers, pc speakers, old phones, etc..
• Excess office supplies
• Pens, pencils, whiteout
• Paper, Post-its, etc
• Out-dated data or information
• Physical and electronic files
• Books, catalogs, files no longer used

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Sort Process Steps
1S

• Identify where to sort
• Personal and public work space
• Along walls, partitions, walkways, and in corners
  and closets
• On top, under, and in desks and tables
• Inside cabinets and drawers
• Posting/communication boards
• Shared print rooms, conference rooms, lunch rooms
• Storage and equipment holding rooms

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How Much is Enough?
1S
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Helpful Hints
1S

• Three Main factors determine whether an item is
  necessary or not
• Usefulness of item
• Does it still function?
• Do I still need it for the job that I am doing?
• Frequency of use
• Quantity needed
• Dont compromise If in doubt, move it out!
• Be reasonable about decorative items, family
  pictures, plants, etc.

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Example - Sort
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Electronic Files - Sort
1S

• Email
• Files on Hard Drive
• Files on Personal Drive
• Files on Department/Shared Drive
• Archiving

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Department/Shared Directory
1S

• Use this for files shared among departmental team
  members
• Develop a directory structure to include
  projects, reoccurring meeting minutes, commonly
  shared files.
• Develop consistent file naming scheme for
  projects, with dates if pertinent.
• Assign responsibility to clean out on a monthly
  basis.
• Make this a departmental strategy, so everyone
  knows the proper format

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Assignment - Take action
1S

• Begin the process of sorting items in your
  personal work area and any common areas assigned
  to you
• Physical files, equipment, materials, etc
• Electronic files, Emails, etc
• Red tag equipment and materials that need to be
  moved
• Place office supplies in appropriate boxes (do
  not red tag)
• Move all items to the pre-defined holding area
• Remember The goal is to only have what is
  needed in the work area

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Set In Order
2S

• Catch Phrase
• A place for everything, and everything in its
  place.

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Set In Order - What is It?
2S

• Organizing, arranging, and storing material,
  equipment, and information that is not currently
  in use
• Identifying a specific place for everything
• Arranging physical and electronic information so
  that the most commonly used information is
  quickest to access
• Establishing procedures that will allow items to
  be easily found, handled, replenished, and
  returned to their original location quickly

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Set In Order Why?
2S

• To immediately recognize items that are out of
  place, recognize excess inventory, and identify
  the need to order more of a particular item
• To reduce wasted time spent locating materials
  and information
• To improve your level of Customer service

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Set In Order Process Steps
2S

• Create a standard procedure of organizing and
  storing material, equipment, and information.
• Items that are used frequently should be
  organized and made accessible in work areas.
• Items that are used occasionally or shared should
  be organized and stored in a nearby room or area.
• Items that are rarely used should be organized
  and stored in a remote area.

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Frequency of Use Analysis Physical Files
2S
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Frequency of Use Analysis Physical Files
2S
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Set In Order Process Steps
2S

• Organize your work area and common work areas
• Designate a place for each item
• Each item should be easy to see and easy to
  access
• Create a desktop background to organize your
  shortcuts
• Create a filing plan for all files
• Consider color coding files
• Identify a specific location in your pencil
  drawer for each item

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5S Desktop Layout Example
2S
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5S Office Layout Example
2S
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Set in Order Rule of Thumb
2S

• Arrange needed items so that they are easy to use
  and label them so that anyone can find them and
  put them away.
• YOU should be able to find ANYTHING in your
  office in 30 seconds or less.
• ANYONE should be able to find ANYTHING in YOUR
  office in 60 seconds or less.
• Eliminates many kinds of WASTE in our daily
  activities

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How Long Would it Take You to Find What Youre
Looking For Here?
2S
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Or HERE ????
2S
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Versus HERE !!!
2S
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Or HERE !!!
2S
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The Concept of Visual Management
2S

• Any communication device used to tell us at a
  glance how work should be done.
• Communicates information as to where items belong
• How many items belong in a place
• What the standard procedure is
• The status of the work in process
• There is only one place to put each item

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Visual Management Example
2S
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2S
Visual Management Examples
Stock Room Labeled and organized
Stock Room Each item labeled and bar-coded for
reorder
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Color Coding Strategy
2S

• Can be used to show clearly which items are to be
  used for which purpose.
• Example If a certain group of files are similar
  or used together, they can all be color-coded
  with same color file folder tag and even stored
  in the same location.

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Assignment - Take action
2S

• Begin the process of straightening items in the
  area
• Create a spot for everything
• Create proper directory structures, email
  folders, etc on your computer.
• Label and organize physical files
• Reduce office supplies to reasonable quantities
  needed

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Shine
3S

• Catch Phrase
• The best cleaning is to not need cleaning.

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Shine (Scrub) What Is It?
3S

• Cleaning the workplace from top to bottom
• Maintaining its appearance on a daily basis
• Establishing preventive measures and aligning the
  efforts of team members to produce ongoing
  cleanliness

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Shine Why?
3S

• To boost morale
• To improve the health and safety of employees
• To develop a sense of ownership in the equipment
  and facility
• To identify and eliminate root causes of
  cleanliness issues

If a workspace is getting dirty faster than it
can be cleaned, the root cause of the problem
has not been identified.
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Shine Process Steps
3S

• Effective Execution
• Assign areas and zones of responsibility to
  individuals and teams
• Develop a standard routine for each cleaning task
  and clearly identify the action steps
• Set time limits
• Encourage everyone to coordinate cleaning efforts
  (cleaning at the same time can be very effective)
• Conduct periodical inspections by an objective
  party and/or team leader

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Shine Helpful Hint
3S

• It is difficult to keep an area looking clean if
  it is poorly lit
• Even the cleanest areas look dirty and dingy
  without the proper lighting
• Try adding more natural light, replacing light
  bulbs, or installing new fixtures
• Many newer lighting technologies will actually
  reduce your overall electrical bill and provide
  better lighting.

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Assignment - Take action
3S

• Thoroughly clean the assigned work area
• Identify cleaning supplies needed in
  common/shared areas
• Finish locating all files
• Electronic and Physical
• Label everything
• Create visual systems using standard color codes

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Standardize
4S

• Catch Phrase
• See and recognize what needs to be done.

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Standardize What Is It?
4S

• A method in which Sort, Set in Order, and
  Shine are maintained and made habitual
• It is important to achieve buy-in and consistency
  from team members as well as institute the 5S
  process into a regular work routine, making it
  systematic

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Standardize Why?
4S

• To assign employees a specific role in helping
  the organization increase success.
• To allow employees to develop ideas on improving
  the 5S process.
• To create consistency throughout the organization.

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Standardize Process Steps
4S

• Assign roles and responsibilities
• Ensure each individual/team clearly understands
  their roles and responsibilities.
• Post the list of assigned roles and
  responsibilities in a common area.
• Determine how much and what type of training is
  needed for each individual/team to complete their
  5S assignment.

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Standardize Process Steps
4S

• Train
• Instruct and train individuals and teams to
  ensure each of the 5S steps is completed in a
  correct and uniform fashion
• Encourage each individual and team to develop the
  best 5S techniques
• Train new team members in the 5S process

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Sustain
5S

• Catch Phrase
• The less self-discipline you need, the better.

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Sustain What Is It?
5S

• Effective, ongoing application of knowledge,
  skills, and abilities gained from the 5S process
  in order to improve organizational wide
  effectiveness
• Sustaining also involves motivating and
  maintaining an ongoing commitment to the 5S
  process and obtaining discipline in employees
  assigned roles and responsibilities
• Sustain is often the most difficult part of the
  5S process

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Sustain Why?
5S

• To create a unified commitment and drive to
  achieve 5S goals throughout the organization
• To identify ways to improve the 5S process so new
  and creative solutions can be developed quickly
• To make 5S more than a temporary housekeeping
  effort, but an ongoing way of working for the
  entire organization
• To encourage shared rules and shared values
• To engrain 5S principles into the culture of the
  organization
• To gain information to guide adjustments and
  improvements
• To objectively reward and recognize individuals
  and teams

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Sustain Process Steps
5S

• Communication
• Leaders and managers must continually discuss
  what the 5Ss are and why they are important in
  meetings and one-on-one coaching sessions
• Leaders and managers must continually verbalize
  and express their commitment and support as well
  as coach people on the 5S process
• Recognize individuals and teams for practicing
  good 5S principles and for a job well done

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Sustain Process Steps
5S

• Set Goals
• Help build and review the individual or team
  action plans, implementation of plans, and
  progress
• Identify resources and support needed to apply
  the 5S process
• Set up and agree on time frames to check in on
  progress (accountability)

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Sustain Process Steps
5S

• Encourage Experimentation
• Reward early attempts and don't punish initial
  failures
• Dont expect perfection let the first attempts
  be imperfect
• Encourage employees to customize, improvise, and
  try new approaches with the 5S process
• Continuously improve the process and implement
  ideas developed by the team

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Sustain Process Steps
5S

• Keep it Fun
• Use friendly competition to encourage continued
  excitement about the productivity of 5S
• Work as a team to achieve the combined goal of
  using 5S effectively in the workplace
• Take before and after photographs of the area
  that 5S is applied to provide evidence of
  progress
• Provide positive reinforcement for good 5S
  practices (lunch parties, movie tickets, gift
  certificates, etc.)
• Provide individual recognition or rewards for
  success and/or progress

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Example - Sustain
5S
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Assignment - Take action
5S

• Create a 5S checklist for the assigned area
• Identify processes that would benefit from a
  standard being created
• Perform an After 5S evaluation
• Create a method to display evaluation scores and
  action item list

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Questions?