Office Environments


5S is a process for implementing and maintaining a clean, safe, and organized work area. 5S provides a way for organizations to operate efficiently and effectively. 5S is a Lean Organization tool that helps build a foundation for continuous improvement.

WHAT ARE THE 5S‟S? Japanese 5S’s English Translation American 5S Standard Seiri Seiton Put Things in Order Sort Proper Arrangement Straighten Set in Order. Sweep Standardize Sustain Discipline http://REALKaizen.com . Simplify Seiso Seiketsu Shitsuke Clean Purity Commitment Shine Scrub.

books. Use same tools.DEFINITION OF THE 5S‟S      Sort .com . instructions – prioritize essential items Set in Order . equipment.Define what is and isn‟t needed in the area to do the job. supplies. Continual reinforcement of the importance of 5S. and label properly Shine . tools.Organize the work area based on „A place for everything and everything in its place. etc. Remove items not needed: tools.‟ Designate locations for files. http://REALKaizen. and documentation where applicable. etc. sweep. Sustain – Maintain and review with everyone involved. Standardize . scrub. Culture change – make it a habit.Identify “Best Practices” and document them so they can be followed by everyone. Audits.Clean. processes.

WHY 5S?       A cleaner & more organized work area results in higher employee morale. growing profitability The Visual Workplace affects everyone! http://REALKaizen. etc.com . Reduced cost from not having to re-purchase lost or damaged items. manuals. Streamlined processes through elimination of waste. More organized and efficient workplace can lead to potential increase in orders. Improved output and quality from knowing exactly where to find files. drawings. supplies.

file cabinets. and discard unneeded items  Remove hardcopy items where not needed  Sort computer files the same as hardcopy files – remove outdated and unused folders  http://REALKaizen. materials. paper work.SORT Remove non-essential items from work area  Sort through desk drawers. tables.com . office supplies. carts.

Use color coding to make it easier to locate and store similar information. cabinets. label it. http://REALKaizen.SET IN ORDER      Replace files and folders in a more organized manner Organize by removing waste in the processes. drawers.com . Label office equipment in common areas. reduce movement and transportation Label files. ask the question “Could someone find these items if I‟m not here?” If not. etc. shelves. When labeling.

clean everything. dust. and morale .SHINE     Clean. dust and clutter can have an adverse effect on quality.com . Any necessary repairs should be noted and fixed on the spot http://REALKaizen. Clean work environments leave customers with a comfortable feeling about your quality. safety. and mop to show off your work area Dirt.

Implement daily and weekly assignment sheets to insure tasks are completed.com .STANDARDIZE & SUSTAIN  Standardize   Define and document best practices for accomplishing the tasks in the area. Set up auditing to ensure ongoing use  Sustain    http://REALKaizen. Train everyone to the best practices Make 5S a daily part of standard work Define tasks needed to maintain 5S. Eliminate waste in tasks and processes.

Give them a personal touch!  Bulletin Boards – Should be informative and fun!    http://REALKaizen. motivate and let others know a little about us and make others feel a little more comfortable Should contain updated and needed information and are located in an area that is easily accessible by all. Bulletin boards can be a great way to tell others about the people who work in the department. or for recognizing exceptional performance. what the department has accomplished.com .5S IN THE OFFICE  Personal Items – Good Practice!  We spend 8+ hours at work .pictures and personal items can inspire.

http://REALKaizen..com .5S CREATES THE ENVIRONMENT FOR IMPROVEMENT  Work Smarter not Harder    Question all common practices – What value do they add? How much waste is generated? Is the office layout in the correct arrangement for accomplishing the work? Can/should desks and cabinets be moved? Map processes or flow of information to identify waste Waste exists everywhere and in many forms….

8 WASTES http://REALKaizen.com .

com .TRANSPORTATION  Definition  Unnecessary movement of items between processes  Causes    Poor layout and/or process Design & Planning Unstructured or not understood Value Stream Complex Material flow Increased Time & Cost to transport & search Increased Defects due to accidents  Problems   http://REALKaizen.WASTE 1 .

INVENTORY  Definition  Any raw material.WASTE 2 . Work in Progress (WIP) or finished goods which are being stored  Causes  Overproduction causes inventory build up between processes Adds cost Requires space Hides process defects Can become a defect  Problems     http://REALKaizen.com .

WASTE 3 .com .MOTION   Definition  Unnecessary movement within a Process Poor workplace layout Poor process planning Poor Housekeeping No Standard Operating Procedures Adds time & cost Can be a safety issue Causes      Problems   http://REALKaizen.

com .WAITING  Definition  People or Parts that are waiting for a work cycle to be completed  Causes    Unreliable Supply Chain Bottlenecks Down Time Excessive Lead Time Causes Bottle Necks Additional Time & Cost  Problems    http://REALKaizen.WASTE 4 .

WASTE 5 – OVER PROCESSING  Definition  Processing beyond the value required by the Customer Lack of Customer Focus “Always done it this way” Lack of understanding Scheduled work time is longer than needed  Causes      Problems http://REALKaizen.com Increases Time & Cost .

WASTE 6 – OVER PRODUCTION  Definition  To produce items sooner or in greater quantities than required for customer demand Poor planning Incorrect bottleneck assumptions Overproduction discourages a smooth flow of production Leads to excessive work in process inventory  Causes    Problems   http://REALKaizen.com .

Knowledge. and Skills Constant management turnover unaware of talent pool Employee not happy in current position  Causes    Problems Great ideas might be missed  Dominant personalities may force focus in wrong direction http://REALKaizen.com  .WASTE 7 – UNDERUTILIZED PEOPLE  Definition  Underutilization of people’s Abilities.

WASTE 8 .com .DEFECTS  Definition  A defect is when the Customer believes they did not get what they paid for  Causes Process Variation  Customer requirements not understood   Problems Additional Time & Cost  Reduces Customer Confidence  http://REALKaizen.

com .BEFORE & AFTER 5S http://REALKaizen.

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