5S for the Office

1. 5S for the Office © Operational Excellence Consulting. All rights reserved. © Operational Excellence Consulting. All rights reserved.

2. NOTE: This is a PARTIAL PREVIEW. To download the complete presentation, please visit: https://www.oeconsulting.com.sg Learning Objectives 1. Understand the benefits of working in a clean and neat environment 2. Define the 5S principles, and identify visual tools 3. Explain how to apply the 5S principles and visual tools to enhance office organization 4. Learn how to kick start and launch a 5S initiative 5. Define the critical success factors for 5S implementation 2 © Operational Excellence Consulting. All rights reserved.

3. Outline 1. Introduction & Overview 2. The 5S Principles – Step by Step 3. The Visual Office 4. 5S Applications in the Office 5. Implementing 5S 6. 5S Audit & Maturity Levels 7. 5S & Kaizen 8. Supporting Lean Tools for 5S 9. Sustaining 5S 3 © Operational Excellence Consulting. All rights reserved.

4. The office is a paperwork factory 4 © Operational Excellence Consulting. All rights reserved.

5. Many companies begin their Lean transformation with 5S… Why? § 5S exposes some of the most visible examples of waste § 5S establishes the framework and discipline required to successfully pursue other continuous improvement initiatives 5 © Operational Excellence Consulting. All rights reserved.

6. Introduction & Overview § 5S is a structured program to implement workplace organization and standardization Standardize Sort § 5S represents five pillars for maintaining a visual workplace Sustain Shine Set In Order § 5S is a foundation to Kaizen and Lean implementation 6 © Operational Excellence Consulting. All rights reserved.

7. "A company that cannot successfully implement the 5S's cannot expect to effectively integrate JIT, re-engineering, or any other large-scale change. Good workplaces develop beginning with the 5S's. Bad workplaces fall apart beginning with the 5S's.” Dr. Hiroyuki Hirano © Operational Excellence Consulting. All rights reserved.

8. 5S lays the foundation for a Lean Enterprise Goals: highest quality, lowest cost, shortest lead times Just-In-Time • Continuous flow • Takt time • Pull system • Flexible workforce Involvement Jidoka • Separate man & machine work •Abnormality Identification • Poka yoke •Visual Control Heijunka Standardized Work Kaizen 5S Toyota Production System (TPS) framework 8 © Operational Excellence Consulting. All rights reserved.

9. 5S establishes a baseline for Kaizen activities Kaizen A P D Standardize Act Plan Kaizen C Check Do Standardize Kaizen Kaizen (改 Continuous Improvement 善) = 改 善 Standardize 9 © Operational Excellence Consulting. All rights reserved.

10. 5S is a cornerstone of Employee Engagement 5S Continuous Improvement Teams Suggestion System 10 © Operational Excellence Consulting. All rights reserved.

11. 5S Helps to Eliminate Office Waste INVENTORY TRANSPORTATION MOTION WAITING Extra physical/mental motion that does not add value Employees waiting for another process, equipment or person Moving raw materials or documents or traveling from one place to another Building or storing extra products that the customer has not ordered OVER-PROCESSING OVER-PRODUCTION DEFECTS NON-UTILIZED TALENT Scrap, rework, data errors or missing information in documents Not using employees full intellectual contribution Adding extra value when the customer does not require it Producing more than what the customer needs 11 © Operational Excellence Consulting. All rights reserved.

12. The 5S Seiri Seiton Seiso Seiketsu Shitsuke The 5 Japanese words that start with S 12 © Operational Excellence Consulting. All rights reserved.

13. What Is 5S? SET IN ORDER SHINE SUSTAIN SORT STANDARDIZE Arrange essential items in order for easy access Keep things clean and tidy; no trash or dirt in the workplace Make 5S a habit and teach others to adhere to established standards Remove what is not needed and keep what is needed Establish standards and guidelines to maintain a clean workplace 13 © Operational Excellence Consulting. All rights reserved.

14. What is the purpose of 5S? Immediately make problems visible 14 © Operational Excellence Consulting. All rights reserved.

15. What 5S Is NOT § A thorough spring cleaning § Applies only to manufacturing companies § A program to impress visitors and customers § 5S is another “extra-curricula activities” § A way to make people work harder and faster 15 © Operational Excellence Consulting. All rights reserved.

16. Benefits of 5S Implementation § Cleaner and better organized workplace § Safer shopfloor and office operations § Visible results enhance the generation of more and better ideas § Improved morale § Higher productivity and quality § Higher customer satisfaction 16 © Operational Excellence Consulting. All rights reserved.

17. 1stS – Sort § Principle • Stratification management • Dealing with the causes § Meaning SORT • Distinguish between the necessary and unnecessary Remove what is not needed and keep what is needed • Get rid of what you do not need • “When in doubt, move it out” 17 © Operational Excellence Consulting. All rights reserved.

18. 1S : Sort § The first step in 5S is to get rid of what we do not need § Go through all the desks, shelves, cabinets, files, equipment, storage areas, etc. in the office • Keep only essential items • Everything else is stored away or discarded 18 © Operational Excellence Consulting. All rights reserved.

19. 2ndS – Set In Order § Principle • Functional storage • Search elimination § Meaning SET IN ORDER • Arrange essential items in order for easy access Arrange essential items in order for easy access • A place for everything • Everything in its place after use 19 © Operational Excellence Consulting. All rights reserved.

20. Office Desk – Before & After 5S After Before An office desk before and after conducting 5S Sort, Set In Order and Shine. Clutter and unused items have been removed leaving only what is needed. 20 © Operational Excellence Consulting. All rights reserved.

21. 2S : Set In Order - Examples All stationery items are clearly visible and easy to retrieve. On the left, there are forms for re-ordering supplies. On the right is a map of the items and their locations, forms for comments/suggestions, and contact information. 21 © Operational Excellence Consulting. All rights reserved.

22. Which is Cleaner – Your Keyboard or the Toilet Seat? A 2004 study by Dr. Charles Gerba of the University of Arizona found keyboards have on average 3,295 germs per square inch versus a toilet seat which has 49 germs per square inch. Gerba say, “Desks are really bacteria cafeterias.” Clean your keyboard. Researchers recommend that you should give your keyboard a good “spring cleaning” by dusting off crumbs and cleaning with an appropriate disinfectant. 22 © Operational Excellence Consulting. All rights reserved.

23. 3-Step Approach to Cleaning Common areas, walls, ceilings, lights, storage areas, toilets, “junk yards”, shelves, filing cabinets, etc. Macro Individual workstations, chairs, drawers, computers, cabinets, shelves, etc. Clear away things underneath your table! Individual Telephone, keyboard, mouse, calculator, hole puncher, stapler, etc. Micro 23 © Operational Excellence Consulting. All rights reserved.

24. Standardization is the Way to Sustain the Gains Improvement Without standardization, all my improvements will roll back with time… Future state Present state STANDARDIZATION Standardization is a tool that will ensure your improvements will be sustained. 24 © Operational Excellence Consulting. All rights reserved.

25. Reward & Recognition 25 © Operational Excellence Consulting. All rights reserved.

26. 5S your computer hard/shared drive 5S Principle Description • Check all your files and software, and get rid of any that are unnecessary Sort • • Organize your files and optimize the use of file folders Keep in mind how often you need them and how much time you need to store them Create specific shortcut icons for the most used files or programs Set In Order • • Eliminate any files under deleted items, sent items and the recycle bin Shine Standardize • Establish procedures for maintaining your computer 5S system • • Include hard drives in 5S audits Focus on how people maintain files and program organization, and the time they spend doing so Sustain 26 © Operational Excellence Consulting. All rights reserved.

27. Everyday Visual Management 27 © Operational Excellence Consulting. All rights reserved.

28. 3 Types of Visual Office • Label to make it perfectly clear where things belong and what the procedures are Visual Display • Quantify the path to targets for success • Graphs and Pareto charts Visual Metrics • Create an error-proofed environment to promote easy adherence to standards Visual Controls 28 © Operational Excellence Consulting. All rights reserved.

29. Visual Office – Examples 29 © Operational Excellence Consulting. All rights reserved.

30. Example of Visual Metrics Cycle Time Reduction On Time WIP Backlog 100% Internal Quality Product Profitability Rework Revenue Process Costs 30 © Operational Excellence Consulting. All rights reserved.

31. Visual Control Examples 31 © Operational Excellence Consulting. All rights reserved.

32. 5S for the Office Roadmap 1 Phase 1: Prepare the Project Phase 2: Perform an Office Scan Phase 3: Sort Through & Sort Out Phase 4: Set Things in Order & Set Limits 1. Get management involvement 4. Select project measures and collect baseline data 8. Determine criteria for sort 11. Map the current state 5. Photograph current conditions 12. Create a Set-In-Order plan 2. Identify target areas 9. Prepare a holding area 3. Form an implementation team 6. Apply the office scan checklist 10. Apply Sort 13. Apply Set-In-Order 7. Post a project storyboard • Define 5S zones • Assign responsibilities • Develop publicity materials • Educate everyone • Purchase cleaning equipment as needed • Set up 5S activity board • Define 5S project charter • Red tagging 32 © Operational Excellence Consulting. All rights reserved.

33. 5S : Getting Started 1 § 5S publicity materials • Booklets, badges, brochures, cups, pens, etc. § 5S training and education • Provide 5S training to managers and staff • 5S pamphlets § 5S notice boards/intranet • 5S news • ‘Before’ and ‘After’ photos 33 © Operational Excellence Consulting. All rights reserved.

34. Launching a 5S Day 1 § Set aside half a day for this event • Best on Fridays or before a festive season or public holiday • Everyone in casual attire, e.g. T- shirts § Prepare sufficient cleaning equipment, detergents, paints, etc. § Speech by CEO on importance of 5S to all staff 34 © Operational Excellence Consulting. All rights reserved.

35. 5S Launch Day in a Company Getting rid of things that are not needed 35 © Operational Excellence Consulting. All rights reserved.

36. Office 5S Audit Checklist & Results 36 © Operational Excellence Consulting. All rights reserved.

37. Example: 5S Kaizen Project type: 5S Area: Sales & Marketing Office Team Leader: John Smith Before After Reasons project chosen: • Difficult to move around a cluttered office • Difficult to find information and supplies Tools used on project: • Cleaning equipment and tools • 5S principles Results: • Unwanted materials were discarded • Less waste – e.g. transportation, motion, waiting, etc. • Improved staff morale Next steps: • Conduct monthly 5S audits • 5S for other common areas 37 © Operational Excellence Consulting. All rights reserved.

38. Critical Success Factors § Top management commitment § Involvement of all staff § Sufficient resources, manpower, training, publicity, etc. § Link with company goals and objectives § Regular 5S audit and management review § Recognition and reward for good 5S practices 38 © Operational Excellence Consulting. All rights reserved.

39. About Operational Excellence Consulting § Operational Excellence Consulting is a management training and consulting firm that assists organizations in improving business performance and effectiveness. § The firm’s mission is to create business value for organizations through innovative operational excellence management training and consulting solutions. § OEC takes a unique “beyond the tools” approach to enable clients develop internal capabilities and cultural transformation to achieve sustainable world-class excellence and competitive advantage. For more information, please visit www.oeconsulting.com.sg 39 © Operational Excellence Consulting. All rights reserved.

40. Operational Excellence Consulting is a management training and consulting firm that assists organizations in improving business performance and effectiveness. Based in Singapore, the firm’s mission is to create business value for organizations through innovative design and operational excellence management training and consulting solutions. For more information, please visit www.oeconsulting.com.sg 40 © Operational Excellence Consulting. All rights reserved.