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5S for the Office

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To become a Lean enterprise, office activities must fully support shop-floor manufacturing operations to eliminate waste. The adoption of 5S throughout all office functions is the first step to increase efficiency.

This presentation provides a blueprint for building a Lean foundation for your office. You will learn how to mobilize and align your management team to launch or improve 5S in your office. The presentation covers 5S and Visual Management key concepts, best practices, step-by-step implementation guidance, and the best ways to integrate 5S into the organization's culture to achieve sustainable world-class excellence.

CONTENTS:

Introduction & Overview
5S Lays the Foundation for a Lean Enterprise
5S Helps to Eliminate Waste
What is 5S?
Benefits of 5S
5S Principles - Step By Step
How to Conduct a Red Tagging Exercise
Creating a Visual Office
Applying 5S to Improve Safety, Quality, Equipment Reliability & Productivity
5S in the Office
5S Roadmap
5S Audit System
5S Maturity Levels
5S & Kaizen
Supporting Lean Tools for 5S
How to Sustain 5S
Critical Success Factors

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    5S for the Office 5S for the Office Presentation Transcript

    • © Operational Excellence Consulting. All rights reserved.© Operational Excellence Consulting. All rights reserved. 5S for the Office
    • 4© Operational Excellence Consulting. All rights reserved. Outline • Introduction & Overview • 5S Lay the Foundation for a Lean Enterprise • 5S Helps to Eliminate Waste • What is 5S? • Benefits of 5S • 5S Principles - Step By Step • How to Conduct a Red Tagging Exercise • Creating a Visual Office • Applying 5S to Improve Safety, Quality, Equipment Reliability & Productivity • 5S in the Office • 5S Roadmap • 5S Audit System • 5S Maturity Levels • 5S & Kaizen • Supporting Lean Tools for 5S • How to Sustain 5S • Critical Success Factors This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 7© Operational Excellence Consulting. All rights reserved. Common features of offices suffering from poor workplace organization • The senior executive can’t find an available meeting room as he’s towing a prospective customer around the office. • A customer service representative searches 20 minutes before she finds the customer file she needs (while the customer waits on the phone). • Staff have been requesting for additional cabinets citing that they don’t have enough storage spaces. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 10© Operational Excellence Consulting. All rights reserved. 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 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 13© Operational Excellence Consulting. All rights reserved. 5S establishes a baseline for Kaizen activities Standardize Standardize StandardizeKaizen Kaizen Kaizen P DC A Kaizen (改 善) = Continuous Improvement Plan DoCheck Act This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 16© Operational Excellence Consulting. All rights reserved. 5S Helps to Eliminate Waste Over-production Producing more than what the customer needs Inventory Building and storing extra services the customer has not ordered Transportation Moving product from one place to another Defects Reprocessing, or correcting work Over-processing Adding excess value when the customer does not require it Unnecessary Motion Extra physical/mental motion that doesn’t add value Intellect Not using employees full intellectual contribution Waiting Employees waiting for another equipment, process or information WasteWaste This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 19© Operational Excellence Consulting. All rights reserved. Types of Waste • Reaching, bending or unnecessary motion due to poor ergonomics and office layout • Unnecessary walking to utility room • Searching for information in internet, intranet or shared drive • Lack of or sub-optimal Standard Operating Procedures (SOP) • Searching for files, supplies or tools • Handling paperwork • Repeated manual entry of data • Excessive documentation or reporting • Multiple formats for the same information • Redundant approvals (checkers checking on checkers) • Providing higher quality than is necessary (e.g. color printing) • Unnecessary part/system replacement • Using a piece of equipment that is designed for large batches when we are trying to implement one-piece flow Unnecessary Motion Over-Processing This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 22© Operational Excellence Consulting. All rights reserved. What is 5S? Principles General Description 1S Sort Remove what is not needed and keep what is needed 2S Set in Order Arrange essential items in order for easy access 3S Shine Keep things clean and tidy; no trash or dirt in the workplace 4S Standardize Establish standards and guidelines to maintain a clean workplace 5S Sustain Make 5S a habit and teach others to adhere to established standards This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 25© Operational Excellence Consulting. All rights reserved. Activity: 5S Introduction • In groups, brainstorm a list of issues that you have encountered in the office Mindsets and behaviors Processes/Systems Materials and information Communication Office layout Common areas and equipment Time: 10 mins This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 28© Operational Excellence Consulting. All rights reserved. 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 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 31© Operational Excellence Consulting. All rights reserved. 1S : Sort Degree of need : MEDIUM (Frequency of use) Storage method (Stratification) Things you have only used between 1-6 months Store in a central place in the workplace This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 34© Operational Excellence Consulting. All rights reserved. REDISTRIBUTING TASKS SORTED BY COMPLEXITY ALLOWS STAFF TO REDUCE TIME PER TASK BEFORE SORTING AFTER SORTING Sorting might include: • Generalist vs. specialist for high-volume tasks types • High vs. low complexity Example: Sorting of Tasks By Complexity This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 37© Operational Excellence Consulting. All rights reserved. How to Conduct a Red Tag Sort Event: Preparation • Information on the tag should include: Date Item description Location A reason for the tag, e.g. scrap, defective, obsolete, etc. A tag number so it can be logged This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 40© Operational Excellence Consulting. All rights reserved. How to Conduct a Red Tag Sort Event: Starting the 5S Sort 2 • If there is any doubt that something is used ask the employee who works in the area to find out if an item is needed. • Some employees will be resistant and want to keep items not needed. When this happens management must step in to remove the item and avoid conflict. • During the sort event look for any obvious safety issues and resolve them immediately. You may find frayed wires or leaking equipment that was covered up. At the end of the sort event each workstation should only contain a small amount of work-in-progress and the tools and supplies needed to do the work. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • © Operational Excellence Consulting. All rights reserved. 2S: Set In Order This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 46© Operational Excellence Consulting. All rights reserved. 2S : Set In Order – Practice Tips • Set In Order can be accomplished by: Painting / color coding floors Zoning and placement marks Removal of old and obsolete information on notice boards, intranet and shared drive Archiving of electronic files Creating cabinets for storing cleaning supplies and materials used occasionally This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 49© Operational Excellence Consulting. All rights reserved. 2S : Set In Order - Examples A diagonal stripe was taped on to the spines of a set of binders. At a glance, anyone can tell if any file is missing. Labeled and color-coded files neatly arranged on shelves facilitate ease of searching for the right file(s). This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 52© Operational Excellence Consulting. All rights reserved. 2S: Practice Tips • There should be a place for everything and everything should be in its place • All areas should be broken down into sections and clearly labeled • Create a workplace map and a location log to show where a particular item or workstation is located • All storage areas should be clearly labeled or marked off This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 55© Operational Excellence Consulting. All rights reserved. Activity: Sort & Set In Order • Identify opportunities in your organization which can potentially benefit from applications of the ‘Sort’ and ‘Set In Order’ principles. Time: 10 mins This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 58© Operational Excellence Consulting. All rights reserved. Which is Cleaner - Your Keyboard or the Toilet Seat? A 2004 study by Dr. Charles Gerba of the Univeristy 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. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 61© Operational Excellence Consulting. All rights reserved. 3S : Shine – Practice Tips 2 • Paint floors, walls and ceilings • Identify the sources of dirt • Try to eliminate the need to clean • Inspect equipment and tools while cleaning • If possible, perform some preventive maintenance while cleaning and inspecting This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 64© Operational Excellence Consulting. All rights reserved. 4S: Practice Tips • Make best practice common practise • Create templates for all forms • Systematically review and update SOPs and job instruction sheets • Set in place the rules and policies that support the first three steps, e.g. designated areas, proper marking of areas, a log of what goes where, etc. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 67© Operational Excellence Consulting. All rights reserved. 4S: Practice Tips • Train new employees on the 5S system. Develop training documentation for this purpose. • Put up a 5S bulletin board to keep employees informed and aware of the 5S System and activities Post before and after pictures Schedule of activities Individual and team winners of 5S contests, and an overview of the system This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 70© Operational Excellence Consulting. All rights reserved. Reward & Recognition This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 73© Operational Excellence Consulting. All rights reserved. 5S : Sustain • Principle Habit formation Disciplined workplace • Meaning Make 5S a habit Conduct regular ‘gemba’ walks Schedule for 5S audits Communicate “Maintain the gain, forget the blame.” This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 76© Operational Excellence Consulting. All rights reserved. How to Sustain 5S? • Get everyone involved 5S is not the responsibility of a concerned few All levels of management should take part in decision making required to ensure 5S implementation Incorporate 5S as part of the organization’s Small Group Activities 5S Continuous Improvement Teams Suggestion System This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 79© Operational Excellence Consulting. All rights reserved. How to Sustain 5S? • Conduct monthly review by 5S Committee Tour operations and office every month Use housekeeping criteria, e.g. audit checklist, to evaluate each zone Take photos of areas for improvement Post results of ‘before’ and ‘after’ on notice boards Give awards to individuals / teams / departments who have shown improvementThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • © Operational Excellence Consulting. All rights reserved. Creating a Visual Workplace This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 85© Operational Excellence Consulting. All rights reserved. Visual Controls • The name given to a whole range of activities for communicating and controlling what needs to be done • 5S can be enhanced by the use of visual controls • Use visual controls to help you monitor results and look for things easily and quickly Note: Visual management IS NOT decoration Note: Visual management IS NOT decoration This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 88© Operational Excellence Consulting. All rights reserved. Visual Control Examples This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 91© Operational Excellence Consulting. All rights reserved. Use Visual Controls To… • Identify abnormal conditions immediately • Display standards and reliable methods • Prompt quick action and communication Stop 4:00 pm This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 94© Operational Excellence Consulting. All rights reserved. • Gaps? Trends?What is happening? • Root causes?Why? • Correct the problem – implement containment action? • Prevent the problem – permanent corrective action? What needs to be done? • Who does what? • Any support needed?Who is going to do it? • Prioritization? • Deadline? • Milestones? When is it going to be done? Visual measures facilitates communication and identification of areas that need improvement Productivity Delivery Quality Customer Satisfaction Sales per Employee Cost Per Employee First Call Resolution SLA Metrics Met Actual $3,200 Target $3,500 Actual $91.50 Target $78.39 Actual 80% Target 95% Actual 4.8 Target > 4 of 5 Actual 7.0 Target 9.0 Actual 5.0 hrs Target 4.5 hrs Actual 2 hr Target 1 hrs Customer Complaints Actual 2.0 Target 1.0 Turnaround Time Response Time Overall Satisfaction 12108642 USL Process D ata Sample N 100 StDev (Within) 2.25841 StDev (O v erall) 2.39212 LS L * Target * US L 9 Sample Mean 6.21762 Potential (Within) C apability O v erall C apability Pp * PPL * PPU 0.39 Ppk 0.39 C pm C p * * C PL * C PU 0.41 C pk 0.41 O bserv ed Performance PP M < LSL * PP M > USL 130000.00 PP M Total 130000.00 Exp. Within Performance PPM < LSL * PPM > USL 108973.12 PPM Total 108973.12 Exp. O v erall Performance PPM < LSL * PPM > USL 122385.02 PPM Total 122385.02 Within Overall Process Capability of C2 12108642 USL Process D ata Sample N 100 StDev(Within) 2.25841 StDev(Overall) 2.39212 LS L * Target * US L 9 Sample Mean 6.21762 Potential (Within) Capability Overall Capability Pp * PPL * PPU 0.39 Ppk 0.39 Cpm Cp * * CPL * CPU 0.41 Cpk 0.41 O bserved Performance PP M < LSL * PP M > USL 130000.00 PP M Total 130000.00 Exp. Within Performance PPM < LSL * PPM > USL 108973.12 PPM Total 108973.12 Exp. Overall Performance PPM < LSL * PPM > USL 122385.02 PPM Total 122385.02 Within Overall Process Capability of C2 12108642 USL Process D ata Sample N 100 StDev(Within) 2.25841 StDev(Overall) 2.39212 LS L * Target * US L 9 Sample Mean 6.21762 Potential (Within) Capability Overall Capability Pp * PPL * PPU 0.39 Ppk 0.39 Cpm Cp * * CPL * CPU 0.41 Cpk 0.41 O bserved Performance PP M < LSL * PP M > USL 130000.00 PP M Total 130000.00 Exp. Within Performance PPM < LSL * PPM > USL 108973.12 PPM Total 108973.12 Exp. Overall Performance PPM < LSL * PPM > USL 122385.02 PPM Total 122385.02 Within Overall Process Capability of C2 Example of a visual board This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 97© Operational Excellence Consulting. All rights reserved. Examples of Poka Yoke Aircraft Toilet Lock Electrical Plug Dental ReminderHotel Key Card Cell-phone in Shoe Ethernet Cable This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • © Operational Excellence Consulting. All rights reserved. 5S Applications Applying 5S to Safety, Quality, Productivity & Equipment Reliability This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 103© Operational Excellence Consulting. All rights reserved. 5S and Safety • Do not stand close to doors • Be careful when opening doors (someone may be behind it) Install “see-through” doors • Mark passages and work areas clearlyThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 106© Operational Excellence Consulting. All rights reserved. 5S and Quality • Design forms and templates that are clear and in logical work order • Use the latest versions of standards and forms Do not store downloaded forms on your computer! • Seek appropriate approvals for deviations to the Quality Manual or Standards • Understand internal/external customer’s requirements • Built quality into the process Install poka-yoke mechanisms to prevent errors This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 109© Operational Excellence Consulting. All rights reserved. Activity: 5S Applications • Identify opportunities in your organization where 5S and Visual Controls can be applied to improve the following: Error Prevention Productivity Equipment Breakdown Safety Time: 10 mins This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 112© Operational Excellence Consulting. All rights reserved. Chairs • Place your chair under the desk when you leave the office • Clean your chair using a brush or towel regularly • Fix your chair when it is unstable or noisy This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 115© Operational Excellence Consulting. All rights reserved. Office Machines 2 • Reset office machines for ready use for the next person • Remove jammed paper from the photo-copying machine • Inspect machines regularly and take actions for required servicing • Put up “out of order” signs on office machines that need servicing This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 118© Operational Excellence Consulting. All rights reserved. Intranet & Shared Folders • Categorize information for ease of searching SOPs, forms, etc. • Update information as necessary • Remove outdated information Housekeep shared drives and folders at least once a year • Report broken links to the webmasterThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 121© Operational Excellence Consulting. All rights reserved. Pantries • Dispose refuse at least once a day • Arrange kitchen utensils neatly for easy use • Wipe away water on kitchen tables and keep them dry • Do not place anything on the floor at all times • Always keep area clean and dry, keeping next users in mind at all times • Replenish stocks regularlyThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 124© Operational Excellence Consulting. All rights reserved. The One-Is-Best Campaign • One-page memos • One-hour meetings • One-location files • One-day processing This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 127© Operational Excellence Consulting. All rights reserved. One-location Files • Centralize file storage in one location. This will cut down the number of files you think you need. Switch to good filing practice. Make your files immediately accessible. Aim for retrieval within 30 sec. Limit distribution. This will also speed up retrieval. Housekeep and organize your shared drives.This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 130© Operational Excellence Consulting. All rights reserved. 5S for the Office Roadmap 1 Phase 1: Prepare the Project 1. Get management involvement 2. Identify target areas 3. Form an implementation team Office Scan Phase 2: Perform an Office Scan 4. Select project measures and collect baseline data 5. Photograph current conditions 6. Apply the office scan checklist 7. Post a project storyboard Phase 3: Sort Through & Sort Out 8. Determine criteria for sort 9. Prepare a holding area 10. Apply Sort Phase 4: Set Things in Order & Set Limits 11. Map the current state 12. Create a Set-In-Order plan 13. Apply Set-In-Order • Define 5S zones • Assign responsibilities • Develop publicity materials • Educate everyone • Purchase cleaning equipment as needed • Red tagging• Set up 5S activity board • Define 5S project charter This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 133© Operational Excellence Consulting. All rights reserved. 5S : Getting Started 2 • Company-wide housekeeping • 5S competitions • CEO (and 5S steering committee) walk-about Gemba walk • Launch a 5S Day (see details on next slide) This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 136© Operational Excellence Consulting. All rights reserved. Activity: 5S Implementation • Assuming that every participant in this class is a member of your organization’s 5S Steering Committee, identify some activities that you can initiate to launch the 5S program. Time: 15 mins This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 139© Operational Excellence Consulting. All rights reserved. 5S Radar Chart 3.7 2.71.9 2.2 4.4 0 1 2 3 4 5 Sort Set In Order ShineStandardize Sustain This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 142© Operational Excellence Consulting. All rights reserved. What is Kaizen? • Kaizen means improvement. Improvements without spending much money, involving everyone from managers to employees, and using much common sense. • The aspect of Kaizen is that it is on-going and never-ending improvement process. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 145© Operational Excellence Consulting. All rights reserved. Kaizen Example: Reduce Invoice Processing Lead Time This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 148© Operational Excellence Consulting. All rights reserved. Supporting Lean Tools for 5S D D D E AAA AA B B A A A A AA F FGG OFFICE C 2 1 3 5 7 9 11 4 6 8 10 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 36 33 34 3537 38 39 40 41 42 43 44 45 46 47 49 51 48 50 X Transport using truck or man Inventory or buffer stocks Value adding processX X Machining (10) Drilling (20) Welding (28) Assembly (34) Packaging(44) 4. Spaghetti Diagram 3.7 2.71.9 2.2 4.4 0 1 2 3 4 5 Sort Set In Order ShineStandardize Sustain 6. Performance Chart 5. Radar Chart Complaints 10 5 0 On-time Ship % 100% 50% 0% This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • 151© Operational Excellence Consulting. All rights reserved. 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 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
    • © Operational Excellence Consulting. All rights reserved. End of Presentation To view the full list of training presentations, please visit us at: Operational Excellence Consulting http://www.oeconsulting.com.sg This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/5s-for-the-office-161
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