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Personal Efficiency ( …put into practice )

Personal Efficiency ( …put into practice ). Dear participants I have not yet been able to insert the picture of the flipcharts with all your great input. It will come within 8 days For those who wanted immediate use of slides – here they are  Soren

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Personal Efficiency ( …put into practice )

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  1. Personal Efficiency ( …put intopractice )

  2. Dearparticipants • I have not yetbeenable to insert the picture of the flipcharts with all yourgreat input. It willcomewithin 8 days • For thosewhowantedimmediateuse of slides – heretheyare • Soren • ( this is 2 hrsafter the course end of the 1st day)

  3. The LEAN Office 5 S Principle, theory, tasks

  4. Goal : • Understand 5 s principle • For offices • Get input for ownoffice • Be able to clean / structureownoffice • Home assignement

  5. Employees use up to 17% of their working time, to look for things in their own office(Compaq survey 2003)

  6. Order & structure? ”Creation of motivation”

  7. Test #1 • Overwelmed by daily load of paper? • Stack of articles & magazines? • Save papers etc, if you don’t when when you might use it again? • Not really enough space on the desk to work? • Business cards multiple places? • Tells people NOT to touch thing on their desk • Spend time looking for ”disappeared documents” • Office where only can find things? • Archive things – and forget where they are? • Post-its & similar various places? • Who dont know where to start?

  8. Before… 2-3 hourslater

  9. Before… 2-3 hourslater

  10. Mess / Order, whatdoes it mean to … Motivation? Concentration? Performance?

  11. Whats the outcome of ”5 S” Improved order Improved concentration Performance Motivation Image

  12. Youcanhide….!

  13. ”UNDERSTAND 5 S”Sort, set in order, shine, standardize & sustain

  14. Whatdoes the ”5 S”s stand for? • 1 Sorting • Sorting, archive, dump • Evt. “doubt”-box • 2. Set in order • Everything has a place • Easy structure • 3. Shine • Cleaning up • 4 Standardize • Standards & routines • Best practice • 5. Sustain • Keeping standards • Constant inprovement • 5 minute 5 S

  15. The 5S game Find whatyouneed in 30’

  16. The order game 5S Find what you need in 30 seconds!

  17. The order game 5S • Round 1 ”The mess” • Next slide shows numbers from 1-99 • Count from 1 and up to 49 by finding the numbers on the slide • You have 30 seconds • When time is up note what number you just counted

  18. The order game 5S • Round 2 ”Sorting” • The irrelevant numbers are eliminated • Position of rest of numbers is identical to before • Count from 1 and up to 49 by finding the numbers on the slide • You have 30 seconds • When time is up note what number you just counted

  19. The order game 5S • Round 3 ”Set in an order” • Next slide shows numbers from 1-49, identical position • They are systemized by a grid with 9 areas • You have 30 seconds • When time is up note what number you just counted

  20. The order game 5S • Round 4 ”Standardize” • Next slide shows numbers from 1-49, identical position • They are systemized in an easy recognisable pattern • You have 30 seconds • When time is up note what number you just counted

  21. The order game 5S • Round 5+ ”Sustainingwithout standard” • Next slide shows numbers from 1-49 • Except 2 numbers are missing • Find the missing numbers

  22. The order game 5S • Round 6 ”Sustaining with open standard” • Next slide shows numbers from 1-49,systemized! • Except 2 numbers are missing • Find the missing numbers

  23. Whatdoes the ”5 S”s stand for? • 1 Sorting • Sorting, archive, dump • Evt. “doubt”-box • 2. Set in order • Everything has a place • Easy structure • 3. Shine • Cleaning up • 4 Standardize • Standards & routines • Best practice • 5. Sustain • Keeping standards • Constant inprovement • 5 minute 5 S

  24. Why 5S ? ”Whathappenswhen 5S is used?Have a wildguess…

  25. SORT Dump, save, archive

  26. Whatgoeswhere ? • Stays in the office • Goes to archive(own/mutual) • Is dumped • - Whatare potential criteria?

  27. Before… 3

  28. Remote area– find X errors

  29. Remote area – find X errors ? ? ?

  30. Workingarea (!) – find X errors

  31. Whatgoeswhere ? • Stays in the office • Goes to archive(own/mutual) • Is dumped • - Whatare potential criteria?

  32. Tip :”Touch and go” First & get a hold of EVERYTHING in the office. • Dump or save? • What are YOUR criteria? • What will you ask yourself about? • Save • The ONLY copy – or very hard to get a new • Legislative demands • Part of a customer/project file • Need it again REAL soon • Dump • It is a copy, or others have the information • Very (!) old – or won’tmake a difference • Won´t (ever!) get time for it • Archive • Importantstuffthatyou dont useregularly • Customer files & - projects • … • Touch = deal with it now (RAR)

  33. TIP : go for Remote Zone first Begin with the remote zone and worktowards the desk (Typically the areabehind/aroundyou • Find a BIG plastic bag – or several • Make space to sort on • Begin with the oldeststuff • Easier to dump • Getsuccessexperience • The ”Clint eastwood” way • Put ALL yourstuff on the floor – ALL of it (!) • ONLY put stuff back thatyouneed • Dump or archive rest

  34. Office areas… 3 2 1

  35. Your Offices

  36. 2. SET IN ORDER Whatgoeswhere

  37. Whatwould YOU placewhere ? • Desktop / workingarea • Close archive • Remote archive(own/mutual) • - Whatare potential criteria?

  38. Primary zone= city logistics! • How’s your logistics lay out? • PC, shelves, phone, drawers? • Match of usage frequency? • What should be here…

  39. Tip : Archive & arrange Archive • Make a (your) system – alphabetic, chronologic, frequency of use fx • Use binders, labels, tabs • Whatare YOUR mainareas of work/filing? Re-arrange / group • Put similarthingstogether • Make new efficient, practical system • Fx afterhowoftenyouusethings KEEP ORGANIZING! … do NOT work/read the materialsnow!

  40. TIP : binders • Handle ALL papers in binders • Evaluate, sort, dump, regroup • Put new labels on • ”wide” categorynames • Short, easynouns • Fill binders or useother filing system • Group in file types • Projects • Administration • …”pending” • Pictures / icons on back • Pick up and (re-) sort regularly

  41. 3. SHINE Good old cleaning up

  42. Whathappenswhen… - Youcleanregularly to - You? performance concentation motivation - Otheraroundyou ? perception standards

  43. Clean ”whatwouldbe the most efficientcleaningcycle & frequency for you?”

  44. 4. STANDARDIZE Best practise for all

  45. Make / ensure standards & bestpractices • Make standards • For officeoutline • Traffic & logistics • For document management • Stay, archive, dump • Internal procedures • Incorporate in daily jobs • How to implement ”bestpractice” • Choose ” BP agent” / procedure

  46. 5. SUSTAIN The 5 minute 5 S

  47. 5 minute of 5 S – everyday / week • Sort • Removeunnecessary items to holdingarea • Throw out trash, garbage • Red tag/mark all thatyoareunsure of • Set in order • Check standard areamap • Move all items to proper place • Shine • Clean desktop & equipment • Pick up all ”stuff” on ground / horisontal areas • Standardize • Check maintenanceschedule & perform task • Sustain • Make sure next ”5 min 5S” is in calendar

  48. Your work can start now

  49. Goal : • Know 5 s principle • For offices • Get input for ownoffice • Be able to clean / structureownoffice • Home assignement

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