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Daily 15 Minutes Office 5S

  Audience: Everyone in Office
        By- Vivek Naik
     http://viveknaik.net/
Why Do 5S in Office
• You have to walk the talk. Especially if you are
  doing 5S in other areas like shop floor then you
  need to show that you are committed too
• It will make your office much more effective and
  efficient working place
• Clean and well organized office will boosts your
  morale
• It also lets you experience what a person goes
  through when he has to change his work space
Why Daily 15 Minutes
• When you do something on daily basis it
  becomes a habit
• When something becomes a habit you can
  sustain it
• It will develop qualities required in a lean
  manager and sustain your improvement
  efforts
• You will be open to idea of changing yourself,
  a necessary quality before you change others
How to start 5S in your office or workspace

GETTING STARTED WITH 15 MIN 5S
5S Phases
1S   Sort

      2S        Straighten

5S         3S      Shine


      4S        Standardize
5S
            Sustain
Before you Start




• Click a picture of your workspace and save it
What makes mess in your workspace?
• Old documents piling up on the desk
• Drawers filled with unwanted stationery
  supplies, files, papers, brochures etc
• Samples of products which you no longer
  need
• Old posters, Post-it notes, certificates, photos
  etc hanging on the wall
Day 1: Sort in 15 Minutes
WHAT YOU NEED
• 2 large empty boxes
• Some help if you want to move out heavy
  furniture
Day 1: Sort in 15 Minutes
WHAT TO DO
• Empty all your desk drawers,
• Remove the things hanging on walls
• Now put all this stuff into the boxes
   – documents, files, folders in one box
   – Stationery, personal items , photo frames, etc in the
     other box
   – Get rid of broken or scrap items
• Remove any old or unwanted furniture, samples
  or things that you don’t use on daily basis
Day 1: Sort in 15 Minutes
EXPECTED RESULT
• At the End you will only have a Your computer
  and keyboard mouse and phone on your desk
  and may be a printer
  – All walls and your desk top must be clear of any
    other articles
  – You may keep a piece of paper or note pad and
    pen
From Now Onwards….
• You will only pull things from the two boxes if
  you are going to use that item
• When you pull any item ask yourself
  – Do you need it everyday, one or more times a
    week but not daily (weekly), one or more times in
    a month but not every week (monthly)
  – Assign marked space on you desk to keep these
    three categories as you pull them out of the box
Day 2: Set in Place
WHAT YOU NEED
• Document tray
• Ring binders or hanging folders
• Stickers / labels
• Marker
• Small tray or open box for Pens
Day 2: Set in Place
WHAT TO DO
• Setup inbox for incoming documents using
  document tray and label it using sticker and
  marker
• If you have a drawers set the top drawer to
  keep items that you use on daily bases
  – Keep the pen tray and note pad in Front
  – All other items at the back(like Hole Punch,
    Stapler, clear tape etc.)
Day 2: Set in Place
WHAT TO DO
• Use filling Drawer with hanging folders or
  Ring binders to store your documents:
  – Daily used will go in front of the drawer
  – Next will be weekly used documents
  – Monthly documents will be the furthest away
Day 2: Set in Place
EXPECTED RESULT
• You will have place for all the documents that
  you use on regular basis
• All items like pen, notepad, stapler, will have a
  place in drawer
• Nothing other than your computer, inbox tray
  and phone will be on top of the desk at the
  end of the day
From Now Onwards….
• Continue questioning each document that
  comes to your inbox or the one you pull from
  the box and find a proper spot for it or shred
  it away. Inbox to be emptied by day end.
• If any sample or item is in the space move it
  out by the end of the day
• Store all items including pen, notepad and
  documents in their proper places before you
  go home
Day 3: Shine
WHAT YOU NEED
• Paper towels or wipe cloth
• All surface cleaner
• Broom or brush with long handle
• Any other cleaning tools or supplies you feel is
  needed
Day 3: Shine
WHAT TO DO
• Clean up your desk with paper towel/ wipe
  cloth. Use all surface cleaner if required
• Ensure there is no dust to top of your phone ,
  computer and other items
• Clean the walls and floor including the space
  below your desk
Day 3: Shine
EXPECTED RESULT
• You will have a clean dust free work place
Time to Click




• Click a picture of your workspace and Print it
• Compare it to your before picture
• Are you proud of what you did? If yes than
  share it with others. Especially with the ones
  you manage so that they are inspired to follow
From Now Onwards….
• Keep a wipe cloth in your top drawer and wipe
  your desk, computer and phone before you go
  home
Have you done a great job?




• If everyone thinks you have done a great job
  than reward yourself!
  – You can keep one of your personal items on the
    desk ( Photo frame, souvenir, etc)
Day 4: Standardize
WHAT YOU NEED
• Check List
• Printed Picture of your work space taken after
  the shine phase
Day 4: Standardize
WHAT TO DO
• Paste the After picture in place easily visible
  while working
• Write a check list post it in front of you
  – Daily wipe the table, computer, phone etc
  – Store away everything in its place at end of the
    day
  – Empty the inbox at end of the day
Day 4: Standardize
EXPECTED RESULT
• You will have a standardized system to
  maintain a clean and effective office
• The picture will provide reference for how
  your perfect office should be setup
From Now Onwards….
• Maintain these activities by using the check
  list before you leave the office daily
• See if you can do all these tasks in 5 minutes
• Are others in your company doing 5S for their
  office?
  – If yes then invite them to audit and share ideas for
    improvement
What Happened to Sustain?
• We build the system to sustain with all the
  first 4S
• Sustain is doing all of those 4S on regular basis
  and adapt to the changing needs of your
  workspace
• Do not go back to your old way, Look at the
  picture
• Strive to improve what you have setup
What about the stuff in Boxes?
• You will continue pulling the items from these
  boxes only if you really need them
• If the item or document is really needed then find
  a place for it
• Also ask if you can get rid of paper by scanning
  the documents
• Keep the boxes for a month then you need to
  decide:
  – if you have not used that item for a month then do
    you really need it?
Continue Improving
• If you are able to apply this to your self and
  develop habit to question the status quo you
  will be better equipped to teach continuous
  improvement to others
• Continuous improvement is about continuous
  learning and experience is the best teacher
By three methods we may learn wisdom: First,
by reflection, which is the noblest; second, by
 imitation, which is the easiest; and third by
      experience, which is the bitterest.
                                      - Confucius

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Daily 15 minute office 5S

  • 1. Daily 15 Minutes Office 5S Audience: Everyone in Office By- Vivek Naik http://viveknaik.net/
  • 2. Why Do 5S in Office • You have to walk the talk. Especially if you are doing 5S in other areas like shop floor then you need to show that you are committed too • It will make your office much more effective and efficient working place • Clean and well organized office will boosts your morale • It also lets you experience what a person goes through when he has to change his work space
  • 3. Why Daily 15 Minutes • When you do something on daily basis it becomes a habit • When something becomes a habit you can sustain it • It will develop qualities required in a lean manager and sustain your improvement efforts • You will be open to idea of changing yourself, a necessary quality before you change others
  • 4. How to start 5S in your office or workspace GETTING STARTED WITH 15 MIN 5S
  • 5. 5S Phases 1S Sort 2S Straighten 5S 3S Shine 4S Standardize 5S Sustain
  • 6. Before you Start • Click a picture of your workspace and save it
  • 7. What makes mess in your workspace? • Old documents piling up on the desk • Drawers filled with unwanted stationery supplies, files, papers, brochures etc • Samples of products which you no longer need • Old posters, Post-it notes, certificates, photos etc hanging on the wall
  • 8. Day 1: Sort in 15 Minutes WHAT YOU NEED • 2 large empty boxes • Some help if you want to move out heavy furniture
  • 9. Day 1: Sort in 15 Minutes WHAT TO DO • Empty all your desk drawers, • Remove the things hanging on walls • Now put all this stuff into the boxes – documents, files, folders in one box – Stationery, personal items , photo frames, etc in the other box – Get rid of broken or scrap items • Remove any old or unwanted furniture, samples or things that you don’t use on daily basis
  • 10. Day 1: Sort in 15 Minutes EXPECTED RESULT • At the End you will only have a Your computer and keyboard mouse and phone on your desk and may be a printer – All walls and your desk top must be clear of any other articles – You may keep a piece of paper or note pad and pen
  • 11. From Now Onwards…. • You will only pull things from the two boxes if you are going to use that item • When you pull any item ask yourself – Do you need it everyday, one or more times a week but not daily (weekly), one or more times in a month but not every week (monthly) – Assign marked space on you desk to keep these three categories as you pull them out of the box
  • 12. Day 2: Set in Place WHAT YOU NEED • Document tray • Ring binders or hanging folders • Stickers / labels • Marker • Small tray or open box for Pens
  • 13. Day 2: Set in Place WHAT TO DO • Setup inbox for incoming documents using document tray and label it using sticker and marker • If you have a drawers set the top drawer to keep items that you use on daily bases – Keep the pen tray and note pad in Front – All other items at the back(like Hole Punch, Stapler, clear tape etc.)
  • 14. Day 2: Set in Place WHAT TO DO • Use filling Drawer with hanging folders or Ring binders to store your documents: – Daily used will go in front of the drawer – Next will be weekly used documents – Monthly documents will be the furthest away
  • 15. Day 2: Set in Place EXPECTED RESULT • You will have place for all the documents that you use on regular basis • All items like pen, notepad, stapler, will have a place in drawer • Nothing other than your computer, inbox tray and phone will be on top of the desk at the end of the day
  • 16. From Now Onwards…. • Continue questioning each document that comes to your inbox or the one you pull from the box and find a proper spot for it or shred it away. Inbox to be emptied by day end. • If any sample or item is in the space move it out by the end of the day • Store all items including pen, notepad and documents in their proper places before you go home
  • 17. Day 3: Shine WHAT YOU NEED • Paper towels or wipe cloth • All surface cleaner • Broom or brush with long handle • Any other cleaning tools or supplies you feel is needed
  • 18. Day 3: Shine WHAT TO DO • Clean up your desk with paper towel/ wipe cloth. Use all surface cleaner if required • Ensure there is no dust to top of your phone , computer and other items • Clean the walls and floor including the space below your desk
  • 19. Day 3: Shine EXPECTED RESULT • You will have a clean dust free work place
  • 20. Time to Click • Click a picture of your workspace and Print it • Compare it to your before picture • Are you proud of what you did? If yes than share it with others. Especially with the ones you manage so that they are inspired to follow
  • 21. From Now Onwards…. • Keep a wipe cloth in your top drawer and wipe your desk, computer and phone before you go home
  • 22. Have you done a great job? • If everyone thinks you have done a great job than reward yourself! – You can keep one of your personal items on the desk ( Photo frame, souvenir, etc)
  • 23. Day 4: Standardize WHAT YOU NEED • Check List • Printed Picture of your work space taken after the shine phase
  • 24. Day 4: Standardize WHAT TO DO • Paste the After picture in place easily visible while working • Write a check list post it in front of you – Daily wipe the table, computer, phone etc – Store away everything in its place at end of the day – Empty the inbox at end of the day
  • 25. Day 4: Standardize EXPECTED RESULT • You will have a standardized system to maintain a clean and effective office • The picture will provide reference for how your perfect office should be setup
  • 26. From Now Onwards…. • Maintain these activities by using the check list before you leave the office daily • See if you can do all these tasks in 5 minutes • Are others in your company doing 5S for their office? – If yes then invite them to audit and share ideas for improvement
  • 27. What Happened to Sustain? • We build the system to sustain with all the first 4S • Sustain is doing all of those 4S on regular basis and adapt to the changing needs of your workspace • Do not go back to your old way, Look at the picture • Strive to improve what you have setup
  • 28. What about the stuff in Boxes? • You will continue pulling the items from these boxes only if you really need them • If the item or document is really needed then find a place for it • Also ask if you can get rid of paper by scanning the documents • Keep the boxes for a month then you need to decide: – if you have not used that item for a month then do you really need it?
  • 29. Continue Improving • If you are able to apply this to your self and develop habit to question the status quo you will be better equipped to teach continuous improvement to others • Continuous improvement is about continuous learning and experience is the best teacher
  • 30. By three methods we may learn wisdom: First, by reflection, which is the noblest; second, by imitation, which is the easiest; and third by experience, which is the bitterest. - Confucius