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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

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.

5S
BACKGROUND
Since the early 80s 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

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

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

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)

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

Identify & sort to segregate usable from non-usable items

SORTING

SCRAP

NOT IN WORKING ORDER

IN WORKING ORDER

Reworkable

Rejected

Necessary

Unnecessary

Usable Item

Rework

Discard

Repairable

Unrepairable

No Potential Use Potentially Useful Req Spl Disposal

Usable Item

Repair

Discard

Discard

Move to Req Location

Arrange Disposal

Usable Item

Usable Item

Discard

What do you sort? & How Often?

Mail files Equipment Memos Floppies Left over course material Stationery Notices Records

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

STEP II - Systematic Arrangement A rational, orderly and methodical arrangement of

all items we use, re-work or

write off

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)

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

Categorizing of Files
By Project

By Titles
By document type

By subject
By client

Systematic Arrangement
No Step
1. 2. Name of item Retreival

Probable Problems
a. b. a. b. c. d. e. f. g. a. b. c. Donot know what it is called Find out No prefixed location Storage in far away location Storage location are scattered Too many repeat trips Hard to get out Too big to carry Need to set or assemble Difficult to find because of lot of things are there Not labelled Not there, but not clear whether somebody is using it One brought was defective way of transport

Remarks

3.

Search

4.

Bringing the item

d. No

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)

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

Contd.. Ensuring cleanliness and tiptop conditions

Type of grime in office Dust Dirt Water Fittings Temperature Litter Tick if applicable Source

SPIC AND SPAN

If theres Lesser number of items, there is lesser to clean One is best
One page memo one day processing one location files one copy filing

STEP IV STANDARDIZATION
Following of earlier 3 Ss, 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

STANDARDIZATION
Ensuring conducive and safe working

Environment
(Done with the objective of Achieving higher productivity and better quality through higher employee morale)

SELF DISCIPLINE Training, Evaluation and Follow-

up Actions
(Done with the objective of Achieving constancy of Purpose)

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

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.

Sample Checklist for Audit Committee

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

5 5

5 5

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

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

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

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

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

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.

Thank You

Your support is solicited to make implement 5 S organization-wide