5S Education &Training Lean Methodology In The Office Created and Presented by Reginald Fuller

Agenda Welcome and Introduction Lean Methodology and Waste Restrooms Breaks and Lunch Pagers and Cell Phones Questions Participation Remain Comfortable Lean Methodology and Waste The 5S System Conclusion

Goals and Objectives Our goal is to learn and apply 5S principles to target areas within the company. Identify differences in workplace appearance and functionality before and after 5S application. Perform detailed audit of workplace organization. Apply sort, set in order, and shine to organize workplaces. Standardize procedures to maintain and control workplace organization with visual controls. Explain methods top sustain 5S applications.

5S Workplace Organization Safe, clean, productive, and orderly workplaces. A system for workplace organization and standardization. The 5S’s are sort, set in order, shine, standardize, and sustain. “A place for everything and everything in its place.”

5S Application Before & After

5S Application Before & After

5S Application Before & After

5S Application Before & After

Lean Building Blocks Continuous Improvement VOC, VOB, IT, People, & Supply Chain Process Design, Flow, Standardization, Waste, Quality, Productivity, Value Stream, & Cost Andon, Jidoka, Heijunka, Kaizen, Kan Ban, 5S, JIT, Nemawashi, Genchi Genbutsu, Poka Yoke, Hansei, & Lean Sensei

5S & Lean Tools Reduce and eliminate waste Improve efficiency Improve quality Control workspace Create employee involvement and lean culture Streamline processes Increase profitability Standardized work

7 Forms of Waste COMMWIP Correction (Defects) Overproduction Data entry error Pricing error Missing information Missed specifications Lost records Overproduction Excess information and communication Useless reporting Unnecessary copies

7 Forms of Waste COMMWIP Motion Material Handling (Transportation) Searching for files Extra keystrokes File disposal Data mining Unnecessary manual and catalog searches Handling paperwork Material Handling (Transportation) Retrieving & storing files Carrying documents to and from shared equipment File distribution Obtaining document signatures

7 Forms of Waste COMMWIP Waiting Inventory Processing Fax Computer systems Copy machine File processing Inventory Open projects Office supplies Unused database records Processing Reports Redundant data entry Outdated standard forms Software

5S System Sort The 5S System Set In Order Sustain Standardize Shine

Sort Select target work area Separate materials according to frequency of usage Primary targets: Corners Under Desks & Stairs Shelves In Cabinets Secondary Targets Supplies inventory Tool storage areas Tables

“A place for everything and everything in its place.” Set In Order Area layout Create location markers Use labels and signs “A place for everything and everything in its place.”

Shine Clan area thoroughly Inspect work area after cleaning Prevent dirt accumulation in area

Standardize Develop guidelines for everybody to follow Visual aids Determine volume requirements for equipment and inventory Document methods Decide location for storage Communicate standard practices to all Post standard practices in work areas

Sustain Everybody’s responsibility Train people in work areas on 5S methodology Cultivate team commitment Audit work areas periodically

Implementation Organizational Meeting & Launch Identify target area Recruit team members Define roles and responsibilities of team members Determine decision making, record keeping, and communications Allocate time and dates to meet Conduct short meeting with people in target area Inquire about problems related to 5S Questions, concerns, and suggestions

Workplace Scan Identify current condition and 5S opportunities in target work area. Five Basic Elements Definition of target area Area map with arrow diagram Diagnostic checklist “Before” photographs Workplace scan display

Define & Map Define boundaries of target area Record name and location on workplace scan worksheet List functions of the area Create area map and arrow diagram of target area Area map shows position of items and work area Area diagram shows flow of activity in target area Note position of offices, workstations, file cabinets, etc. Draw flow of traffic in red Draw flow of materials and documents in blue Identify process bottlenecks and constraints

Status = Red, Yellow, or Green Define & Map Complete workplace scan diagnostic checklist Category Item Status Sort Distinguish needed from disposable items Set In Order A place of everything and everything in Shine Clean and orderly work areas Standardize Monitor and document the first three categories Sustain Maintain and adhere to the rules Status = Red, Yellow, or Green

Place display in the target area Define & Map Take “before” photographs of entire and parts of areas Prepare workplace scan display Area name Area function Area map and arrow diagram Diagnostic checklist Before photos Place display in the target area

“When in doubt, move it out” Sort Principle Sort through everything both revealed and concealed Separate disposable and mid-positioned items Remove separated items from work area Break the “just in case” mentality Remove obsolete and rarely used items “When in doubt, move it out”

Sort Technique The Red Tag Method Red Tag Steps Visually identify disposable items Describe reason for discarding items Who identified the problem? Red Tag Steps Prepare red tags Attach red tags to discarded items Remove tagged items to holding areas Evaluate tagged items Dispose of items

The Red Tag Questions To Ask: Name: Date: Location: Reason: ID # Does item have a function in the area? How often needed and by whom? Impact of removal? Does item consume too much space?

Red Tag Holding Areas Local area with one week storage Central location Highly visible Clear and posted disposition procedure Catalog disposition of items according to ID# Assign holding area manager

Red Tag Opportunities Floors & Aisles Under stairs, next to columns, & in corners Around machines Shelves especially top and bottom Inside drawers, lockers, & file cabinets Walls and bulletin boards Excess inventory such as office supplies and forms Closets and storage racks

Red Tag Disposition Forms Item Disposition List Disposed Items Log Sort Checklist Sort through area Apply red tag method Remove red tag items to holding area Record disposition of red tagged items Document disposed items

Set In Order Definition Organize necessary items Make organized items easy to find Make items easy to find and use Make displaced items appear obviously out of place Decide where to place items in designated areas

Set In Order Steps Analyze Current Situation Target Issues To Improve Review workplace scan display with current situation Identifies opportunities for change on area map Take additional photos if necessary Review diagnostic checklist Target Issues To Improve Use the set in order inspection sheet Prioritize targets Printers, storage spaces, inventory, supplies, bins, etc.

Set In Order Steps Decide Where Things Belong Keep frequently used item at hand Identify designated areas for items Easy storage Keep items off the floor Make Displaced Items Appear Out Of Place Make designated areas visual Lines, dividers, markers, outlines, and arrows Labels, names, and color coding Signboards, and photos

Shine Definition Clean everything inside and out Inspect cleaning thoroughly Prevent accumulation of dirt and grime Prevent contamination Observe whether everything is in place Check for items needing replacement and repair

Shine Application Determine targets and assignments Determine cleaning methods Obtain right tools and supplies Perform initial cleaning of everything

Shine Determine Targets & Assignments Stored Items Materials: office supplies, forms, documents, catalogs Work in process Finished products: reports, project files Equipment & Tools Machines Carts Tables Cabinets Furniture

Shine Determine Targets & Assignments Space Floors Work Areas Aisles Walls Windows Shelves Closets Drawers Use Shine Inspection Worksheet

Shine Cleaning Methods Work from top to bottom Clean major items first Restore thoroughly “like new” Clean inside drawers, cabinets, and storage units Clean floors and aisles Paint where needed

Shine Cleaning Plan Task Location Who When Materials Needed

Standardize Definition Work area should only contain needed items Replicate designated places for items Document area layout and standard practices Make standards visual Review common practices with employees Create standards for the first 3S conditions

Standardize Standards Sort Amount of inventory to keep on hand When to remove items (Process Flow) When to apply red tag technique How to dispose red tag items Required items in work area Set In Order Placement of equipment and furniture Files Storage Where and how items should be kept Location information Shine Cleaning schedule Cleaning tools and materials Procedures for cleaning machines

Standardize Standards Labels and signboards should be easy for everybody to understand Records retention policy Labels and signboards visible from a reasonable distance Use visual aids to make workplace brighter and more orderly Avoid excessive use of visual aids Periodically review standards

Sustain Identify standards, guidelines, and procedures that require compliance Identify people needing compliance to standards, guidelines, and procedures Determine methods used to maintain compliance 5S concepts and skills training 5S communications board 5S audits

Sustain Develop new awareness skills and 5S culture Gain management support Maintain company wide campaign and communication Make 5S part of daily routine Gain total employee involvement

Sustain Develop new awareness skills and 5S culture Training Brainstorm problems and solutions Photograph examples Collectively review best practices Continual training Support from management Provide rewards and recognition Provide space, equipment, and time

Sustain Maintain company wide campaign and communication 5S / Lean communication board Periodic short focused meetings 5S newsletter Make 5S part of daily routine Part of everybody’s job 5 minute 5S at the end of day Enforce records retention policy Maintain process flow of documents and communications