Continuous Improvement Coordinator Lean @ DMPS Emma Knapp Continuous Improvement Coordinator Check out our Continuous Improvement (Lean) @DMPS Staff Resource Center page

What is Continuous Improvement? A time-tested set of tools, an organizational desire, to understand and solve problems within systems and processes, by engaging staff to improve productivity, quality, staff morale, and customer service.

Principles of Continuous Improvement Engage the people who work in the process to improve the process Focus on creating value from the customer’s perspective Bring measurable and sustained improvement

The 5 “Ss” Sort Set in Order Shine Standardize Sustain SET IN ORDER A five step process to create a Leaner and more efficient working environment. In addition to cleaning and organizing a space, 5S builds in the controls to keep the space neat and efficient. The 6th S is Safety. Module 6: 5S

If the classroom looks like this, it probably is time to 5S

Why do it? Eliminate wastes that result from finding things Gain control on equipment, material, and inventory Apply control techniques to sustain orderliness Have you ever spend a long time looking for a book or an email or a document? The Key is: It’s all about finding stuff quickly! 5S is a way to improve the workspace Module 6: 5S

5s Exercise #1 The sheet I’m giving you represents the current state of your classroom. Your job is to draw a line from the numbers 1-50 in correct sequence. You are unable to use a 3 from a 13 or 23. You will have 60 seconds to complete task. Say done if you finish prior to the time.

1. Sort Distinguish between necessary and unnecessary items and information Is it useful? How often is it needed? What quantity is needed? Sort is to have the right materials are available and unnecessary materials have been removed. If you don’t need it, get rid of it!!! Keep only necessary items in the workplace. Leave only the bare essentials, when in doubt, move it out. Items become the norm so you may not realize you are stepping over a pile of paper every day until you start actually looking and sorting through. Keep only what is needed, in amounts needed for when it is needed. Questions to consider – Are there more desks and chairs than students? Are the bulletin or white boards cluttered? Are the desks covered in materials – are those materials used daily? Module 6: 5S

Sort: DMPS Print Shop Before After Motion in this slide. This is a cabinet in an agency mail room. Same day – 5S started and we went to 3S. Ask them what 3S is (Sort-Straighten-Shine). Everything in the cabinet wasn’t needed and had accumulated over time – old stuff. Needed to be properly disposed of – couldn’t just throw the old chemical cans away. Before After Module 6: 5S

5s Exercise #2 Sort was applied to the classroom and all numbers larger than 50 have been removed. Same rules apply from first round.

2. Set in Order Organize A specific place for everything Accessibility Procedures to find, return and replenish items a place for everything and everything in its place Why to do it-- Immediately recognize items out of place, and an excessive or insufficient amount of items Eliminate time wasted locating items Improve customer service By removing additional chairs, tables, or materials, you can arrange and set in order the tables to allocate spaces for different types of learning. Materials can be organized into clean containers or bins for easy access and storage. Module 6: 5S

Set in Order Labeled and organized Always take before and after pictures. You can label the outside of the cabinets as what is inside. Some clients have actually taped the forms on the outside of the file cabinet in relationship to where the materials are inside the cabinet to cut down on searching time. Labeled and organized 12

How do you know an area needs to be 5S? The Rule of Thumb is You should be able to find anything in your office in 30 seconds You should be able to send someone into your office and they could find anything in 60 seconds

3. Shine Clean from top to bottom Taking preventative measures for ongoing cleanliness Shine - everything is clean and in working order Why to do it Boost employee morale – it turns the workplace into a clean place where everyone will enjoy working Improve health and safety of employees – keep everything clean, removing dirt and dust Develop sense of ownership in the office Identify and eliminate root causes of cleanliness issues Make your classroom shine. Clean the tables, desks, workspaces, boards etc. Module 6: 5S

5s Exercise #3 The classroom has now been set in order and organized in boxes. Same rules apply.

4. Standardize Makes “Sort,” “Set in order” and “Shine” habitual Commitment from students and you! Incorporate 5S into the regular routine Standardize puts guideline and practices to maintain the first three steps Develop standards including frequency and responsibility – who, what, how often Module 6: 5S

Standardized Classroom You can use standardize to label and lay out class information, calendar, schedule, upcoming menus and reminders. Use different color to differentiate between topics which provides great visual management. Make it clear how to maintain the great work done in Sort, Set in Order and Shine.

5. Sustain Effective, ongoing application of 5S in order to improve classroom performance Maintaining a commitment to 5S Sustaining improvements is the most difficult part Why to do it Everyone in the organization knows what is expected of them. Correct and adhered to procedures become a habit. The work place is well-ordered Make an action plan on who is responsible for what area and when. Rotate responsibility With regular updates and weekly checks, you can sustain a well-maintained classroom. It will make the classroom a wonderful place of learning. Assign students areas and rotate schedule. Reward and recognize students for their efforts. Module 6: 5S

5s Exercise #4 The classroom has now gone through a complete 5S. You will only have 30 seconds to complete this round.

The Added 6th S: Safety Check classroom for safety concerns and issues Walkways clear Labeled dangers Module 6: 5S

Electronic 5S One drive @DMPS Email Can only search 2 folders deep Things to help in general: Create a naming convention to organize Email: Set up FOLLOW UP, ACTION and SORT folders in email to move out of inbox 1. Follow up – emails to follow up on 2. Action – requires action you cannot do at this time 3. Sort – emails you need to sort to organized folders Shine – unsubscribe from emails that you just delete Standardize – set up rules to color code senders so important emails are easily recognized Module 6: 5S

DMPS 5S: Before

DMPS 5S: After

5S Summary Video Module 6: 5S

Activity Plan for 5S: Design ideal classroom http://classroom.4teachers.org/ http://teacher.scholastic.com/tools/class_setup/ 5S your electronic files or email