1. 5S Education &Training Lean Methodology In The Office
Created and Presented by Reginald Fuller

2. 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

3. 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.

4. 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.”

5. 5S Application
Before & After

6. 5S Application
Before & After

7. 5S Application
Before & After

8. 5S Application
Before & After

9. 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

10. 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

11. 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

12. 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

13. 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Outdated standard forms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

14. 5S System
Sort
The 5S System
Set In Order
Sustain
Standardize
Shine

15. 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

16. “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.”

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

18. 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

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

20. 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

21. 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

22. 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

23. 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

24. 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

25. “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”

26. 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

27. 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?

28. 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

29. 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

30. 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

31. 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

32. 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.

33. 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

34. 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

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

36. 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

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

38. 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

39. Shine Cleaning Plan
Task
Location
Who
When
Materials Needed

40. 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

41. 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

42. 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

43. 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

44. 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

45. 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

46. 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