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12345. Welcome to 5 `S’ Program. The Changing Scenario. Customer Expectations Product Quality Perceptions Employee & Employers’ expectations Competition Government Rules & Regulations - Liberalization. In this changing scenario, we must change:. Our way of thinking Our way of working.

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  1. 12345 Welcome to 5 `S’ Program

  2. The Changing Scenario • Customer Expectations • Product Quality Perceptions • Employee & Employers’ expectations • Competition • Government Rules & Regulations • - Liberalization

  3. In this changing scenario, we must change: • Our way of thinking • Our way of working

  4. What is Workplace Organization • A Systematic and rational approach to a clutterfree, safe workplace with the objective of reducing waste and preparing the ground for further improvement.

  5. 5 S BACKGROUND • Since the early 80’s Japanese industries widely practiced 5S as a powerful technique to improve productivity and quality. • Today, 5 S is used worldwide to prepare the ground for improvement

  6. Levels of Workplace Organization • Following the 5 S principles and reducing waste • Extending the 5 S concept to include ergonomics • Extending the 5 S concept to include aesthetics • Maintaining records and educating others

  7. Elements of 5 S • Comprises of 5 simple steps: • 1. SEIRI Sorting Out • 2. SEITON Systematic arrangement • 3. SEISO Spic and Span • 4. SEIKETSU Standardization • 5. SHITSUKE Self Discipline

  8. SORTING - Step 1 • Segregating necessary from unnecessary and throwing away what is not required at all. (Done with the objective of saving and recovering space)

  9. SORTING • Segregating necessary from unnecessary • Discarding what is not required • Deciding on a frequency of sorting

  10. Identify & sort to segregate usable from non-usable items

  11. What do you sort? & How Often? Mail files Equipment Memos Floppies Left over course material Stationery Notices Records

  12. Contd.... • Documents Electrical Equip Ducts • Forms AC filters • Furniture Inside machinery • Meetings Around the machinery • Cabinet contents Packing boxes • Desk drawer contents Shelves/Cabinets • Bills Trolleys • Indents Pipes/Wires • Telephone Calls Computers • In & Out tray Fire Extinguishers • Reference Books Telephones • Things to do today Light/Fans

  13. STEP II - Systematic Arrangement • A rational, orderly and methodical arrangement of all items we use, re-work or write off

  14. Systematic Arrangement Putting things in order after Analyzing why Getting things out and putting them back takes so long (Done with the objective of minimizing search time and errors)

  15. Having a place for everything & everything in its place (Office) • Prevent floppy disks from getting bent • Categorization of files, mails, papers etc. • Binders kept vertically, not laid out • Compartmentalization of desk drawers/ shelves/cabinets • Designating responsibilities for files in shared use • Prioritizing the things to do - planning a sequence • Labeling/identifying drawers • Color coding • Decide `how much’ of what is needed

  16. Categorizing of Files • By Project • By Titles • By document type • By subject • By client

  17. Systematic Arrangement

  18. SPIC AND SPAN • Understanding how to prevent things from getting dirty and ensuring tip top condition (Done with the objective of inspecting for problems and taking faster corrective actions)

  19. SPIC AND SPAN • Steps to be followed during or after major housekeeping • Do a survey of the origins of grime & Leakage • Set priorities for cleaning where grime is most • study why things are dirty • study possible plan of action • Decide on action steps/ responsibility/ timeframe

  20. Contd.…. Ensuring cleanliness and tiptop conditions

  21. SPIC AND SPAN • If there’s Lesser number of items, there is lesser to clean • One is best • One page memo • one day processing • one location files • one copy filing

  22. STEP IV - STANDARDIZATION • Following of earlier 3 S’s, standardized work procedures, maintaining safe & hygienic conditions in work place contribute to a serene atmosphere • Standards for My job-Product & Processes My machine My work area

  23. STANDARDIZATION • Ensuring conducive and safe working Environment (Done with the objective of Achieving higher productivity and better quality through higher employee morale)

  24. SELF DISCIPLINE • Training, Evaluation and Follow-up Actions (Done with the objective of Achieving constancy of Purpose)

  25. SELF DISCIPLINE • Introduce 3 min 5 S activity system • How often • Introduce 5 S Activity Evaluation system • Train Evaluators • Train Implementers on • Problem solving steps • What defects to look for • Preparing and using implementation checklist

  26. 5 S Evaluation • What is it? • An activity or related activities to determine whether there is an existence of a system & the system is in operation as per established norms. It also verifies whether the system & results are taking the organization towards the desired objectives.

  27. Sample Checklist for Audit Committee Dept……………………………………………………….Total score: ………………….. 1. Hard Disk: a. Files should be in various folders 1 2 3 4 5 b. Virus Scan date 1 2 3 4 5 c. Recycle Bin 1 2 3 4 5 II. Desk Surface: a. Unwanted loose papers 1 2 3 4 5 b. Wires hanging around 1 2 3 4 5

  28. Contd.….. C. Softboards only have what is relevant 1 2 3 4 5 III. Backups: 1 2 3 4 5 IV. Unlabelled Floppies 1 2 3 4 5 V. Bootable disk: 1 2 3 4 5

  29. Attributes of an Evaluator • One who believes in 5 S • Strict, Fair and Tactful • Must be able to do it in an competent manner • Willing to go to the workplace, offer advice and point out problems when necessary • Should be able to comment on successes and shortcomings clearly

  30. Implementing 5S-Methodology • All employees to undergo workplace trg • A vision statement to be evolved & started with all employees • Divide the orgn into convenient zones • Divide each zone into convenient sub-zones • Decide dates for launching in each zone/sub zone • Take pledge • Apply 5 S principles, step by step • Form audit teams • Carry out audits

  31. Advantages of 5 S • Nice to work in a clean, beautiful, organized workplace • Time taken to reach things minimized • Lesser time wasted in information handling • Problems detected fast • Customer Response time reduced • More usable space

  32. Advantages contd... • Better preventive maintenance • Higher employee involvement • Reduction in errors/defects due to standardized procedures • Consistent & better customer handling • Higher productivity • Higher employee morale • More time for improvement activities

  33. 5 S is TRANSFORMATION “If we fail to improve 5 S, what makes us think that we can do anything else?” On the other hand we know that if we can do 5 S, we can do anything. 5 S is fundamental, so it gives us the power to build out capabilities to meet the BIG CHALLENGES. That is why 5 S is transformational’.

  34. Thank You Your support is solicited to make implement 5 S organization-wide

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