Practices to Improve Employee Productivity & safety

1. WORKPLACE
EFFICIENCY
PRACTICES TO IMPROVE EMPLOYEE
PRODUCTIVITY & SAFETY

2. We all know a workplace is a location where we work. Such a place can range from a home
office to a large office building, small offices or factory.
• Corporate office
• Div Off
• Sub div Office
• Sec office
• Substation office
• Many more

3. Are we enjoying at our workplace?
I cannot remember
what/how to next…
Where is that
document ?
I cannot find it !
Why I am making
mistakes again
and again
Oh, this position
makes me tired !
Oh time is not enough
to complete this work!
Why we cannot
communicate
properly?
Before we move….lets have some questions for our self?

4. Are we positive thinker or negative
thinker?
Are we thinking negatively with-in box and
give-up?
Are we working together and doing
something with big positive attitude?

5. Even we are positive thinker, trying to be enjoying…..we still need something to make
our ideas realistic –
We need Tools….Methods….Practices !

6. • We all feel the pressures of “speeding up” and are often being told to “optimize our
productivity” and “maximize our efficiency”.
• All of these pressures can cause us to feel a lot of stress and anxiety.
• How are we supposed to meet all of these demands?
• Because to optimize our productivity while decreasing levels of stress at work is…Key.
• So, What can we do?
TRY CHANGEING UP OUR WORK ENVIRONMENT.
• Working at the same office every day or working remotely from multiple locations, to improve
our workflow and boost our mood and creativity we must adopt different methodology.
• We may sound low, feeling tired, stressed, lonely, or unhappy at work…
• Or we may be 100% loving our job and want to increase our productivity, optimize our efficiency,
and make our work environment a more liveable space…
Let’s try some modern methodology with Indian practices to revamp our work
environment and cope with a fast-paced environment.

7. We may have tried a bunch of fads like
• Improving diets, chocolate, meditations, exercises and different happy pills, but the secret is…
-Improving our work environment. It is a short task to complete, for a long-term effect of being
more productive and happy.
Our work environment
• Not only includes our structural surroundings but also the people and the atmosphere around us…
Yes, that ambiguous word ‘atmosphere’ can be very subjective but it is the tone or the mood we feel
while at work.
Our ability to focus and stay efficient, happy, and productive depends on how comfortable we
feel in this space.
By following some basic practices, we can create our ideal work environment to optimize our
productivity… and whistle while our work.

8. This applies to every people in office environments and those who work from multiple
workstations.
As a remote worker, our ‘work environment’ may lack some consistency.
Since we may be working from different places every day, this might cause us to think that
improving a work environment is not possible or does not apply to us.
WRONG!
Whether it is on our Work Table, Desktop, Laptop, Cell phone, Tablet, iPad, or the
traditional pen and paper, our work environment can be taken with us anywhere we go so, it is
important to make sure we optimize our productivity by making our work environment a
positive, attractive, and organized space.
Who should practice

9. Identify abnormalities
Identify wastes and reduce the
wastes
Improve productivities & Improve
hygiene & safety
What these Tools, Methodologies, Practices can help?
Team work Improvement through
everyone’s participation

10. Thinking about cleaning can be stressful, but when it comes to having a neat and tidy workspace there
are actually a number of benefits for the whole organisation.
• Cleaning and de-cluttering can actually inspire confidence
A cluttered space can subconsciously and even consciously communicate more pessimistic attitudes.
How do we imagine clients and visitors feel walking into a clean, tidy office versus one cluttered with
boxes, cords, paper and old equipment? The answer is obvious.
• Less mess equals less stress
It doesn’t matter if it’s the home office or somewhere in between, mess is a cause of stress. Whether it’s
trying to find a report amid a clutter of unfiled papers on your desk.
• Clean work environments are safer
A clean work environment is one with less accidents, illness and risk of danger. With safety a top
priority for both staff and visitors.
• Everything in its place
Our desk and workspace will function better with a dedicated space for everything you need. Post it
notes, coffee mugs, files, folders and stationery should all have a place to live. A neat, orderly space
promotes productivity through ease to use and a balanced approach to work and living.
Reasons to keep our workspace clean

11. Less staff sick days
If frequent sick days are affecting your team’s productivity, an office clean could be the answer.
Germs can be anywhere. Take the initiative with a regular office clean, have hand sanitisers at each
desk, and keep those bugs away during such global Pandemic & flu season and beyond.
Protect your equipment and furnishings.
Tools that are kept clean last longer. This can extend to anything from computer equipment to sub
station machinery & tools. Stains to office furniture needn’t be an issue if they are tackled early.
Inventory
Waiting/Delays
MotionCommunication
Duplication
Over processing
Different kind of wastes

12. Hesitate what to do
Making mistake
Remember what to do?
Looking for necessary item
If no tools for these activities….

13. We have few Japanese Concept in practice & also have Indian
Ancient culture.
Few proven practices by combining both in our day to life not only
on organization but mainly in day to day activity in social life this
will make a big impact in change.
One of the best example for the use of combine concept of Japenese
and Indian culture is
Shree Gajanan Maharaj sansthan , Shegaon, Maharashtra ,
India.
The use of combine concept here at sansthan and its results cannot
be put in words and one has to visit sansthan to take it’s feel.
• Like proper signboards every where
• Segregation of every items/materials marked
• Waste product places
• Listing of every materials/items in places where one stay or go.
By the way, alsoI feel and worth here to mention, this concept of
combining 5S and Indian culture and can be use very well in
“Swachh Bharat Abhiyan” to keep our places clean and shine in
India.
Some Known Practices

14. We Indians are very sophisticated in our approach and a lot more traditional.
• Deeply influenced by our culture.
• Whether we are from anywhere, we have to deal with changes and at the same time
rooted to our culture.
• A very efficient methodologies like 5S, Kaizen, TQM- a Japanese concepts of
continuous improvement can be used for increasing the productivity of man, material
and machine.
• Also combination of these practices with Indian philosophies and creating ways to deal
with Indian people and hence making progress simultaneously.
• Main goal is to traditionally and scientifically deal with the common man who does the
job only for the purpose of doing it. Employee Satisfaction combined with his will to
do something more than usual routine.
Using These Practices- With Indians context

15. Kaizen concept
Philosophy of Improvement, continuous improvement involving everyone in the organization
from top management, to managers then to supervisors, and to workers.
Meaning of the Japanese words ‘Kai’ and ‘Zen’, which translate roughly into ‘to break apart
and investigate’ and ‘to improve upon the existing situation’.
Combination of Kaizen and Indian Concept
Kaizen is a broad term and amalgamation of Kaizen with Indian scriptures and tradition will
lead to formation of very efficient tool to improve our efficiency.
• Today when we have different issues & crisis around us like COVID-19, which demand us
to change the way we use to behave, talk, sit, meet, keep our self & many other attributes
like not giving importance to time, having low confidence among the workers, less pride
for their work and attitude of not changing with current world and technology.
• Thus it’s necessary to unite both or can be tried for bringing change.
Combining Japanese Practices with Indian Practices

16. The Bhagavad Gita says - Work for change but not with respect to Outcomes
“we have only the right to work, right on our actions but not on the consequences
or fruits of that action. So we should not be attached to either fruits of the action
or inaction. We must act for creating change for better tomorrow.”
• Kaizen too suggest a change to achieve something better, improved.
• Being dedicated work has to mean "working for the sake of work, generating excellence for
its own sake."
If we are always calculating the date of promotion or the rate of commission before putting in our
efforts, then such work is not detached. It is not "generating excellence for its own sake" but
working only for the extrinsic reward that may (or may not) result.
• Working only with an eye to the anticipated benefits, means that the quality of performance of
the current job or duty may suffer.
Indian mythology also recommends some of these practices brings better
environment

17. Vaastu-Shastra
• Vastu-Shahstra is very broad subject but
suggest to realign & reorganise material
& machines around us.
• Vaastu-Shastra preaches that the World
comprises of 5 basic elements also
called Panch-Mahabhut i.e. Earth,
Air, Water, Space & Fire. If we can
make optimum use of these resources
we can get best results out of it.
• It also suggests that we should always
discard waste from our working &
our residing place. According to it
waste carries with it negativity which
stops person to contribute positively
either mentally or physically.
5S Practices
• While the aim of 5S (A Japanese
Concept) is to create an atmosphere to
keep a clean, organized, safe and
efficient workplace for everyone. The
foundation for the practice of 5S, comes
from a Japanese program.
• The 5S’ (Seiri , Seiton , Seiso ,
Seiketsu and Shitsuke ) are a
conventional approach towards
maintaining and improving the work
place.
• Also with well organized work place it
only adds to the efficiency. It can also be
seen during day to day eating habits of
ours where we place our food items and
water well organized so that we don’t
find any hindrance while having it.

18. 5S – A practice of basics for bringing improvement
History
• The use of this tool was started in 1972 by Henry Ford in the
United States as the CANDO programme: Cleaning up,
Arranging, Neatness, Discipline and Ongoing improvement.
• The technique was popularized as ‘Japanese 5S’ in 1980 by
Hiroyuki Hirano.
• It is based on “order & structure” & was required to ensure the
sustainability of the “Visual Factory” concept.
• Many enterprises have practiced the 5S and derived significant
benefits from it.
• 5S useful not just for improving physical environment, but also
for improving their thinking processes too.
• In Japan it is also called ‘workplace management’.
Purpose:
Considered as the Foundation of Improvement Activities and its
purpose is to involve the workforce in creating a safe, hygienic,
satisfying and pleasant work environment & brings efficiency.
5S represents 5 disciplines for maintaining a visual workplace
(visual controls and information systems).
The 5S pillars are Sort (Seiri), Set in Order (Seiton), Shine (Seiso),
Standardize (Seiketsu), and Sustain (Shitsuke).

19. This concept is very well interrelated to the cleanliness in Indian
culture across country. We can find this in all households (Specially
women practices in her Kitchen & All across house)
Though 5S concept start to use in industry or can say organization to
keep work place healthy and reduce the delays & waste because
of repeated works involve. It is needed if the workplace is messy
and unorganized. It will also be needed if employees spend extra
time in searching tools, papers, information, etc.
1. Sort - Distinguish between necessary & unnecessary items
2. Set in Order - A place for everything and everything is in its
place
3. Shine - The area is cleaned as the work is performed
4. Standardize - Cleaning and identification methods are
consistently applied (adherence to the first three Ss)
5. Sustain - 5S is a habit and is continually improved (Follow the
rule to keep the workplace 5S-right. Hold the gain)
Also - Work areas are safe and free of hazardous or dangerous
conditions

20. With all above 5S activity, visual controls are very much part of 5S and the way in which this
visual control are maintained in 5S in the same way some visuals are made in Indian culture.
Like demarcation of walk ways with
yellow color, in same manner yellow color
are use in on the door step of houses with
use of turmeric powder for yellowness since
ancient time.
In the same way in any door step
cleanliness can be seen from the
beautiful colorful rangolies in front
of houses.
Also, if in particular, we study in village, we
can find inside and outside wall of houses
are decorated with different type of
paintings.

21. Working in disorder is neither productive, nor Safe.
Main Benefits an organisation can get
• 5S is a simple and practical method to instil a quality culture at the work place
• Employee Engagement - High degree of involvement of large number of employees across all
levels.
• Efficiency & Productivity - Creating a culture for continuous improvement will lead to efficient
workforce.
• Organisation Health & Safety - The workplace becomes cleaner, safer, well-organized and more
pleasant
• Response Time - workflow becomes smoother and more systematic and non-value added activities
are reduced; time for searching tools, materials and document is minimized
• Tools & Equipment breakdowns used in O&M are reduced since clean and well-maintained
equipment breaks down less frequently
• Reducing waste of all types.
• Morale and satisfaction of employees improves; and
• Productivity of the organization improves quality of services.
When 5S is used in the workplace, it's easier to detect abnormalities and spot potential problems
before they grow into significant issues.
What are Key Benefits of 5S?

22. The Costs of 5S vs. Long-Term Savings
Many of us considering using 5S may wonder if 5S is expensive to implement. The first
and small investment made in time and effort pays off in a much bigger manner when the
results are realized and maintained.
• Generally, it's not.
• There may be an up-front investment in tools like marking tape and labels, and some
time does need to be spent on training and on 5S activities, which takes up employees'
time.
• In the long run, though, 5S makes processes run more smoothly and prevents mishaps,
and those things usually save businesses money.
What are Key Benefits of 5S?

23. Practices

24. 5S – Benefits to Our Workplace/Organisation
• Promotes & supports discipline in the work place (Specially at operation point like SD/Div
offices).
• Supports & enhances Productivity.
• Provides visual organization.
• Sets the foundation for consistent & sustainable processes.
• Eliminates the waste resulting from disorganization.
• Helps to eliminate duplication of unwanted/un-needed materials.
• Organization sees this as a catalyst for Continuous Improvement.
• Supports FEDCO SAFETY initiatives

25. Key Items for Implementation & Success
• Identify a resource to become the subject matter expert.
• Identify a Pilot Area, and educate everyone working in that area on 5S. Take “before”
pictures. (Recommend only 1 area at a time.)
• 5S initiative must support existing Safety, Quality, Ergonomics and Company Objectives.
• People must “let go” of personal preferences.
• Make the facility “VISUAL”.
• Make the workplace “Easy to Use”.
• Think of new methods to make work easy (don’t criticize methods that fail).
• Think outside the box & don’t accept excuses for “why it has to be that way”.
• Continually improve – it won’t be perfect in an instant.
• Everyone owns an area (even common areas).
• Correct mistakes immediately – never ignore out of standard.
• Ask Why? Five times to find the root cause.
• Everyone must “buy-in”.
• Live 5S on a daily basis.
• Lead by example not by exception.
Workplace Organisation

26. • Definition: Involves the sorting of the
contents in an area and removing
unnecessary items.
• Why: Problems are reduced & it
improves work flow &
communication.
• Problems avoided: Clutter in the
workplace. (i.e. Time wasted
searching for tools and/or parts. Un-
needed inventory such as parts and/or
material.)
1. SORT
May need it
Need it
Not Need It
Equipment,
Materials tools
etc. in your work
place
Items not used in
current work
process are in this
category
Items often used n this
category
Items used n this
category
UN-NEEDED
(Red Tag) means:
• Unsafe/ Defective
• Obsolete
• Hoarded junk
• Too many
• Rarely used parts & equipment
• Unknown
NEEDED
(Green Tag) means:
• Used for daily work
• Used periodically (changeovers)
• Used by someone in the area

27. • Definition: Involves the arrangement of the
necessary items for easy and efficient access
and keeping them in that order.
• Why: Eliminates many kinds of waste. (i.e.
Scrap, time, lost opportunity.)
• Problems avoided: Waste in motion,
searching, human energy, excess inventory, &
defective products.
2. SET in ORDER
Have consensus among
co-workers on where
and how to organize
necessary items
•Needed items
•Items often use
Use 5S tools for proper
Organization of items
such as
•Labeling
•Color coding
•Numbering
•Zoning etc.
Arrange them properly
based on “Can see, Can
take- out, Can return”
Philosophy

28. SET In ORDER
• Analyze the situation for the designated area.
• Target issues & areas to improve.
• Decide where things belong, how they should be kept and agree upon the best location and
method to address these concerns.
• Make it obvious - “Visual Controls”.
• Labels & color coding (shows ownership, optimal set-points). Signboards (metrics, component
names, etc).

29. Definition: Involves the cleaning of
everything in the work area and keeping
it clean.
Why: Use cleaning as a way to ensure
that the area & equipment are maintained
as they should be “ in like new
condition”.
Problems avoided: Low moral, safety
issues, & hidden defects.
3. SHINE
Activities
• Inspect the work area and equipment
• Begin eliminating obvious defects
• Clean floor, windows and walls.
• Clean and Maintain office
automation tools, office
furniture
• Identify areas needing attention
• Itemize work required & develop schedule.

30. • Definition: Involves creating or updating SOPS for keeping the area organized, orderly, clean
and make the workplace more visual and obvious.
• Why: Integrates first 3 S into a unified structure.
• Benefits: helps to prevent regression, simplifies activities, have consistency, avoid mistakes,
better visual & transparency management
4. STANDARDIZE
Develop mechanism to standardize
S1-S3 implementation for
continuation
Standardization will leads equalization of
activities
• Easy implementation of S1 to S3 activities
• Equalization process output
• Everyone’s participation

31. • Definition: Creating Discipline, Involves education, communication, and supervisory.
Management engagement to ensure that everyone adheres to the standards developed for
workplace organization.
• Why: Benefits of doing it exceed the excuses of not doing it.
• Benefits: Clutter, chaos, & bad communications.
5. SUSTAIN
Improve People get bored if no
changes. Need to develop a
mechanism to make staff excited
and motivated
Prevent fallback
Further Improvement
Measure
improvement
with proper
periodical
monitoring
Develop 5S news, Posters,
5S days, Slogans

32. 32
SUSTAIN
• Establish & promote routine audits.
• Managers, Supervisors, and Team Leads must be committed to establishing &
maintaining the 5 Ss
• Adhere to first 4 S categories.
• Set practical goals and giving adequate feedback to all.
• Implement a discipline for culture change to maintain the 5 S concepts.

33. • Red Tag - Process for tagging, removing and disposing of items not needed in the work
area.
• Green Tag
• Lean Manufacturing-concepts that seek continuous improvement by removing waste in
processes.
• Kaizen-(pronounced “ki zen”) - improvement
• Muda - waste
• Gemba - workplace
• Value Stream Map - A diagram of all processes needed to make and deliver the product to
the customer.
Some New Words will be common during 5S practices implementation

34. 34
Few Industry or Companies implemented practices of 5S
 Banks (Like ICICI banks)
 Utilities (Like TPDDL)
 Airports
 Library/Bookstores
 Traffic Signs & Maps
 Parking Lots
 Department, Building Supply, &
Grocery Stores
 Fire Stations
 Fast food restaurants

35. • Setting of 5S committee - Subject Matter Expert, 5S committee Chairman (
Communicate with everyone involved, Motivate work groups, Ensures total participation,
Establishes accountability for assigned responsibilities)
• Create 5S Coordinator / Champions‐Communicates with everyone involved, Facilitate
workgroup implementation activities,, Motivate and monitor implementation activities,
Ensure total participation. Act as a resource for information
• Create 5S Catalyst/Leader - Participate in work group implementation process at
location level, Communicate with everyone involved, Monitor progress of group activities
• Identify Pilot area for different offices (Like Material store, Canteen/Pantry, Record
Keeping space, etc)
What Next for us

36. Discussion and
Q&A

37. Thanks
Rajat Gupta
DGM – Commercial
TSP, PHED, Nigeria