Take 5S to the "Next Level" in the office! This is an overview of a Team handbook that guides individuals and teams on how to take 5S to the next level. It provides different methods of cutting the clutter out of every day business processes while establishing a foundation for operational excellence. Level 1: "5S Basics" Introduction to the basics of 5S and how to apply to an office area ( Cubicles, desks, meeting rooms, paper files, etc). Level 2: " The next Level" This section will guide the team in applying 5S to "Information Clutter".(e-mails, files, reference notes, unused applications, and Company website)

1. LEAN OFFICE 5S:
The Next Level
Workplace Organization Method of
Reducing Clutter to Improve Productivity
and Quality
©2015 OpEx Creative

2. Level 1 “5S Basics”
An overview of 5S and how to apply 5S to the physical workplace. This
includes workstations, cubicles, home offices, meeting rooms, all four
walls, etc…
Level 2 “The Next Level”
Applying 5S to the Digital Workplace including e-mails, files, software,
and websites.

3. Can you always find what you are looking for in
your office, cubicle, or workspace within 20
seconds?
20
Why Not?
sec

4. Information Clutter

5. What is 5S?
5S is a workplace organization method used in
lean production systems.
1. Sort
2. Set in Place/Order
3. Shine
4. Standardize
5. Sustain

6. 1. Sort
Touch and Sort each item and
determine if it is needed, can be
discarded or you just are not sure
Level 1 “5S Basics”
Keep Discard
or
Recycle
Not Sure

7. 2. Set in Place/Order
All items that are needed are placed in a
home location. They are set in the
order and proximity of where they are
used.
Level 1 “5S Basics”

8. 3. Shine
Shine (Clean) helps control the work
environment from clutter and
mishandling or misplacing of
documents. It is also a means of visual
inspection.
Level 1 “5S Basics”
A lack of cleanliness and poor visible appearance can impact a
Customers perception of the quality of work.

9. 4. Standardize
Standardize processes and procedures to
help maintain and monitor workplace
organization.
• 5S Standards identified and everyone trained on
them.
• Retention times established for documentation.
• Cleaning schedule developed for individual work
areas, meeting rooms and entire office building.
Level 1 “5S Basics”

10. 5. Sustain
Develop a Continuous Improvement
culture that drives to excellence and
maintains the 1st 4 S’s.
Level 1 “5S Basics”
• Assessments
• Cadence tag review and disposal
• Training on standardization and 5S during
on-boarding and when things start
reverting back

11. The Next Level
Workplace Organization for the Digital Workplace

12. The top areas of information
clutter which impact productivity are:
• e-mails
• Improper File Management
• Reference Notes
• Unused Software & Applications
• Company Website

13. On a good day how many
e-mails do you receive?
How many are from:
Internal (cc’d or BCC’d)
Social Media notification
Vendor Advertisement
Personal e-mail

14. A Customer calls asking for the latest revision of a
drawing that your team is working on.
Can you find it quickly in
20Why Not?
 Files usually have different naming conventions and file types
 They are typically received coming from many sources:
Internally, Customers & Vendors.
sec

15. Reference Notes
You can find them everywhere: on a computer screen frame, desk,
cubicle wall, inside the desk, bulletin boards, basically everywhere
In many different forms:
• Sticky Notes
• Notepads
• Index Cards
• Screen Shot Print-Outs
• Ripped out Pieces of Paper
• 3 Ring Binders
What do we do with these?
Throw them out?
No!!

16. Company Website
Improper design and lack of maintenance on the
Company website can and will increase
information request coming through direct e-
mails, form related e-mails and phone lines.
This also provides a poor customer experience.

17. Take 5S to the “Next Level”
“Techniques to Reduce or Eliminate Information Clutter”
3.5”
5.5”

18. LEAN OFFICE 5S:
The Next Level
Office Excellence
Take Office 5S to the "Next Level"
Sustainable Method to Reduce or eliminate
Information Clutter
Small Pocket size :
5.5" X3.5“
To Place an Order :
Lean Office 5S The Next Level
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