Preparation for Office Move / 5S Methodology June 20th, 2018

Agenda Project Timeline – Phase 1, 2, 3 Office Dream Clean Team 5S Methodology Sort FCC Services Sorting Process Straighten Shine As you all know because of the calendar invite I sent out, next week is our office clean up week. A lot of work has been happening behind the scenes to prepare us for our office move and first step is to go through and eliminate the items we no longer use/need.

Project Timeline Phase 1: June 25-29, Office Clean Up Week Teams will choose a time during this week to sort through and get of rid items Goal: To create a fresh/clean look for our new office space by eliminating clutter so we do not move unnecessary items Phase 2: July – August, Focus on Assets Red tagging process Phase 3: September – October, Prepare for Move Work with Staples & moving company Phase 1 will continue through all other phases. We will continually need to be eliminating items we don’t need up until we do the office move However, there is a lot to get done before the move so try to do you BEST sort during the week next week

The Dream Clean Team Stephanie Barton (Marketing) Joette Cross (Conferences) Denise Pade (Governance) Maureen McKee (Leadership) Lisa Parrinello (Risk) Mike Layman (Claims) Heather Breiting (Accounting) Jessica Ricciardi (HR) Lolita Hayes (IT) Sybil Faurer (Admin) Patty Rogers (EC)

What is 5S? A productivity tool that eliminates clutter and waste so that value added activities can flow A process for implementing and maintaining a clean, safe, and organized work area A way for organizations to operate efficiently and effectively People have been asking, is there a process for us to get rid of items? We do have an internal process but this broader framework exists and it’s worth our review. I was introduced to the 5Ses when I worked in a manufacturing environment. Not just general house-keeping – organization of your work space in such a way that the real work can flow without effort Work isn’t flowing when you’re pissed off searching for an item that you can’t find It also doesn’t flow well when there are items in your way that you don’t use If it’s practiced well it will expose waste and you’ll know right when there is something abnormal – something is out of place or an item is missing

5S Explanation Sort - Keep only the essential items on-hand; remove everything else. Straighten (Set in Order) - Make sure all items are organized and have a designated home. Sweep/Shine - Regularly clean and tidy-up the workplace so that work is unhindered. Standardize - Set standards throughout the organization for how to accomplish the first three S’s. Sustain - Sustain the first four S’s and conduct audits to maintain discipline.

When in doubt, move it out. Keep only essential items. Sort Sort is very straight-forward: get rid of all the junk that you don’t need to do your work. It gets in the way, hides problems, and jeopardizes quality and efficiency. In Phase 2, Red tag system will be used to identify Assets to go into a holding area and eventually be eliminated. Questions to Ask When Sorting: What is the purpose of this item? When was it last used? How often do we use it? How many are needed? Who uses it? Do regulations require it? Does it really need to be here? When in doubt, move it out. Keep only essential items.

Sort Examples How many do you need? OR OR These are items that were found around our office and I’m just throwing it out there, they may be things we can get rid of. I will not tell you where these items were found and they may have a purpose.

Use for Assets Only – More to come in Phase 2… Phase 2: Red Tagging Use for Assets Only – More to come in Phase 2… Use this process for ASSETS ONLY Assumption is that all office and conference room furniture will not be moved into our new space so no need to red tag these items.

Sorting Your Work Area Take 2 minutes and turn to the person next to you and tell them what you know you can get rid of in your work area.

FCC Services Sorting Methodology One item we didn’t highlight in here are personal items. In an effort to create a fresh/clean look, we trust that you’ll move only items that will “fit” into the new space nicely. For the most part, clutter needs to be eliminated so it doesn’t interfere with work however only you know what sentimental items matter to you to have in your work space.

What do we do with Office Supplies?

What do we do with Department Specific Info.?

Other Considerations When ordering new office supplies, ask yourself “Is it critical to have now”? When you request an office supply order, Sybil may suggest alternatives

Straighten/Set in Order Straighten is about placing every needed item in the optimal place for work and flow. When everything has a place, work is easy - You can find exactly what you need, when you need it.

Examples of Straighten A lot of labeling takes place when you straighten your work area because for everything to have a place, you need to know where that place is.

Examples of Straighten When this is in place anyone stepping into the environment should be able to detect problems within 5 seconds of viewing

Shine Shine is about keeping things clean Clean your workspace often; set a frequency to clean Prevents equipment deterioration Helps keep your workspace safe With clutter gone and items organized and given a place, now it’s time to clean

Summary When is phase 1 of the office clean up project happening? June 25-29 What “S” are we focusing on in phase 1? Sort During phase 2, what items will we be focused on sorting / red tagging? Assets

Questions?