Electronic 5S

An Introduction to
Digital Workplace Organization

Brion Hurley
Business Performance Improvement
brion@biz-pi.com
321-271-5361
 Agenda

• Definition
• Benefits
• Lean
• Numbers Game
• Worksheet
• Commitment
• Duplicate files
• Baseline metrics
• Complete 5S Exercise
• Results

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 5S/Workplace Organization

The purpose of 5S is to provide an organized work

environment where everything has a place, is in its place,
and is ready for use

1. Sort (Seiri)
2. Simplify (Seiton)
3. Shine/Sweep (Seisou)
4. Standardize/Stick (Seiketsu)
5. Sustain (Shitsuke)

5S is more than just “spring cleaning”

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 Physical 5S Example

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 Benefits

• Reduce errors
– Using outdated files and templates
• Reduced frustration
– Never finding files, not valuable use
of time
• Save Time
– Searching for files, re-creating
templates and content, reduced
training/on-boarding
• Save Money
– Storage space, maintenance costs
• Makes problems visible
• Other reasons?
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 Electronic 5S Example #1

Folder Name: Tools → 5S

Metrics Before After Difference % Change
Folder Size (MB) 130 84.3 -45.7 -35%
Number of Sub Folders 6 12 +6 +200%
Number of Total Files 121 118 -3 -2%

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 Electronic 5S Example #2

Folder Name: Lean Portland

Metrics Before After Difference % Change
Folder Size (MB) 1,210 191 -1,109 -84%
Number of Sub Folders 13 17 +4 +31%
Number of Total Files 134 115 -19 -14%
Time to find Logo (secs) 12 5 -7 -58%
Time to find Questions (secs) 10 4 -6 -60%
Time to find Conf photos (secs) 30 8 -22 -73%

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 5S and Lean

• What is Lean?
– Maximize customer value while minimizing
waste
– Not a cost-cutting initiative or making people do
more work with less, but work smarter
– 5S is one of many methods used, including:
• 8 forms of waste (TIM WOODS)
• Value Stream Map
• Single piece flow
• Kanban
• Kaizen events
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 Numbers Game

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 Commitment

• 5S is easy to do, but it takes time

• Commit to taking time to schedule time and maintain

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5S Exercise
 Select Folder to Organize

• Folder you use often

– Hard drive (files and folders)
– Cloud (Google Drive, One Drive, etc)
– Photo service (Flickr, Picasa, iCloud, etc)
– Email lists (Aweber, Mailchimp, etc)
• Small enough to make progress today
• You control it (not shared or need approval)

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 First, Duplicate Folder

Protecting against mistakes and fear of deletion

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 Baseline

CURRENT STATE
1.21 GB
13 Sub Folders
134 Files

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 Worksheet

Folder Name: ____________________

Metrics Before After Difference % Change

Folder Size (MB)
Number of Sub Folders
Number of Total Files

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 More detailed breakdown

• WinDirStat (free)
– https://windirstat.net/download.html

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 Sort

KEEP TRASH NOT SURE

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 Sort

• Not Sure?
– Have you used it in past month?
• 3 months?
• 6 months?
• 12 months?
– Create “Maybe” folder
• Set a date and decide at that time

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 SORT

SUSTAIN SIMPLIFY

5S
STANDARDIZE SHINE
 Simplify

• Make frequently used files easier to find

– Shortcuts, quick links
• Move less frequently used files to other
places
– Backup or cloud storage? Separate drive or
location? Leave in current directory?
• Organize folders in more logical format
– Work with team if shared folders
– Sort using numbers (1, 2, 3 as folder name)

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 SORT

SUSTAIN SIMPLIFY

5S
STANDARDIZE SHINE
 Shine/Sweep

• Defragment or reformat folders and drives

• Empty trash folders
• Reduce space storage limits
• Compress space

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 SORT

SUSTAIN SIMPLIFY

5S
STANDARDIZE SHINE
 Standardize

• Standard naming conventions for files and folders

– Great Tips for Better File Names:
http://www.pcmag.com/article2/0,2817,2385613,00.asp
– Labeled correctly for searching and finding?

• Define rules or guidelines for file management

– Personal vs shared drive storage
– Control of files
– Approval for updating files

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 Standardize

Folder Marker (free)

http://foldermarker.com

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 SORT

SUSTAIN SIMPLIFY

5S
STANDARDIZE SHINE
 Sustain

• Training on new structure for new and

existing staff
• Regular schedule to review files
• Process and standards for new files
• Monitoring data

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 Continue with
5S
Reconvene at _____
 Related Resources

• The Minimalists Podcast

• “The Life-Changing Magic of Tidying Up” by
Marie Kondo
• CreativeSafetySupply.com (Beaverton)
• VisualWorkplace.com (Portland)

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 Additional Resources

BIZ-PI.com LeanPDX.org LeanSixSigmaEnvironment.org

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 • Keep what you want
• Delete what you don’t
• Not sure, move and
decide later

• Training on new structure

• Scheduled reviews SORT • Organize to find quickly
• Standards for new files • Move to other storage
• Monitoring data locations

SUSTAIN SIMPLIFY

5S
STANDARDIZE SHINE

• Standard naming conventions • Defragment/reformat

• Labeled correctly for • Empty trash folders
searching and finding • Reduce/compress
• File management rules space and limits
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