5s workplace organization: a lean transformation tool

7/17/2019 5S Workplace Organization: A lean transformation tool

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Zulfa Management Consulting

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Hussain Yasin Al Ahmed

Management Consultant

@hussain_alahmed

@hyahmed

[email protected]


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Imagine: A fire fighter with

a broken water hose

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or a surgeon with

dirty instruments

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or an

astronautwho

forgot the

hand tools on

earth

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2015 Zulfa Managment Consulting. All Rights Reserved.

ImageIt makes the place organizedand always ready for client

or executives visits

5SOverview and Benefits

A method to improve and sustain workplace organization.

One of the basic stones for successful lean transformation.

It applies to every industry and every job function.

TimeIt saves precious time lookingfor material, tools, equipment

or information and increases

overall efficiency

PrideIt makes employees proudof their workplace and

willing to show it to others

HSEA clean and ergonomicallyorganized workplace is more

healthier and much safer for

employees and visitors

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5SWorkplace Organization

Sort

Clearly distinguishwhat is needed,

what should be kept

and what should be

thrown out.

When in doubt,

move it out

Set in Order

Organize thenecessary things

making it easier for

anynone to find and

use them.

A place for

everthing and

everthing in itsplace

Shine

Clean equipmentand workplace

requrlay. Paint them

as needed and

inspect them whilecleaning.

A clean place is

safer and more

productive

Standardize

Develop standardsfor sorting, setting in

order and shining.

Enforce them and

follow up.

The seceret of

success is

consistency ofpurpose

Sustain

Make it a daily habitand a way of life

through discipline,

auditing and

recognition.

Motivation is what

gets you started,

habit is what keepsyou going

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SortRed tagging

Define a Red Tag Team and a leaderand train them on 5S

Seperate the unneededitems from theneeded ones

Attach a red tag to the uneeded items

Move them to a temporaryholding area

Set the time to hold in temporary area

Review the items after the defined time

Give away, sell or throw the remainingitems

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2

3

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Red Tag Temporary Holding Areas

Red Tags

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How often is it used? What to do with it?

Never Give, sell or throw away

Once or twice a year Store in a distant place

Once a month Store near your work area

Once a week Store near the the workstation

Once a day or more Keep near you or your workstation

SortIf in doubt, throw it out

NoUnused

NoDuplicates

NoUncessary !NoJust-in-Case

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Set in OrderA simple exercise

Focuson the next slide for 5 seconds

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12345


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Set in OrderA simple exercise

Nowon the next slide, tell us

what was removed?

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Set in OrderA place for everything, and everything in its placeWhats missing from this tool kit?

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Set in Order

If it moves, it needs a home

Organize whats left after sorting.

Physically reconfigurethe area.

Make it visualand self explanatory.

Make everything easy to findand return.

Label and mark locations of movable items.

Color-code items based on location or use.

Build racks, shelves or shadow boards.

Try new ideas and be creative.

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ShineA clean place is safer and more productive

Promotes SafetyDetecting and removing

sources of danger such asliquid spills, tripping

hazards, and biological

infections.

Quality InspectionHelps in checking for non

standard conditions suchas leaks, cracks and wear.

Reputation

Customers will trust peoplewho keep thier workplace

clean and organized more

than those who dont.

Improves MoralTeam members becomehappier in a clean workplace

and closer to managment

when managers are

involved in 5S.

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Before 5S

Photo Credit: Hussain Al-Ahmed 16


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After 5S

Photo Credit: Hussain Al-Ahmed 17


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ShineGuidelines

Togethercleanthe entire area

Assign rolesandresponsibilities

Repairleaks

Tag what youcant repair

Plan propercollection method

Disposecorrectly

Paint or retouch

Provide propercleaning tools

Think of ideastominimize dirt

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StandardizeThe key to success is consistency of purpose

Sorting

Setting inOrder

Shining

Visual ManagementMaking the place self-explenatory through signs, labels, colors and marks.

Continuous Improvement

Keeping the ball of improvement rolling and keep changing for better.

Utilizing TalentWhen there is a standard, it becomes easier to choose non critical things such ascolors, material, brand, etc.

SustainingClear and simple instructions help making it easier for members to keep the placeorganized and tidy.

TrainingNew members will learn faster and will get invloved immidately.

Best PracticesRecognition and knowledge sharing helps in finding best practices and adopting them.

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Check this

and this

then that

CHECKLIST

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2

3

Do this

and this

then that

PROCEDURE

PROCESS

WhichColor?

Whatshould be done and why?

Whenshould it be done and how often?

Howshould it be done and whoshould do it?

Colors, fonts, sizes, shapes, templates, etc.

Develop checklists, procedures and processes.

Remember; the first idea may not be the best one.

Material, brand, model, etc.

Find the best practice and make it a standard.

StandardizeBe consistent but not constant

Try, experiment, explore and innovate.

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Be consistent, not constant

Photo Credit: Hussain Al-Ahmed



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SustainHow to keep the improvement ball rolling?

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Promote 5S

Get people buy-in by getting them involved in shaping the improvement path and recognizingindividual efforts and rewarding for teamwork.

FocusManagement team must lead the 5S efforts, learn the techniques, and participate in practicalactivities.

Simplify WiningCelebrate simple improvements and avoid comparisons between individuals or teams.

Develop MetricsEstablish KPIs and visually display them to create pride through positive competition and asense of achievement.

Walk The TalkGo to the workplace and observe whats happening and help before giving constructivefeedback.

Conduct Audits and ReviewsRegularly conduct assessments for the current state and create and improvement plan.


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SustainTools for sustaining: Metrics

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You Cant Manage

What You Cant Measure

Focus on the important goals only.

Not all goals are as important.

Establish lead measures (KPIs) that

you can act on to achieve the goals.

Lead measures should be directly

relatedto the members of the team.

Have people develop their own lead

measures to create accountability.

Show the measures and the progress

publicly and present them visually.

Simplify or automatethe measurementand data collection process.



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SustainTools for sustaining: Zone Charting

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Divide the shop floor or office to areas

and assign people to them.

Clearly show photos of assigned

people in the area.

Members should audittheir areas

regularly and allow others to do so.

Managers should plan to visitdifferent

areas randomlyand give feedback.

Show photos of good work publicly in

displays or meetings.

Dont take disciplinary actions for badscores, but reward good ones.

Everyone is Accountable



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SustainTools for sustaining: Recognition

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Reward teams for small and continuous

improvements.

Simple and continuous recognitions

can boost motivation.

You dont have to spend money. An

applause or a thank you note will do.

Supporting new ideas and allowing trial

and error is a form of recognition

Educateemployees in new skills and

provide necessary resources.

Encourage friendly competition andfun challenges.


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SustainTools for sustaining: Visual Displays

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Show progress visually. It can be manual

or digital.

Spend more time analyzing and planning

for improvements than collecting data.

You dont have to spend money. A

simple white board and a marker will do.

Updating the display must be simplean

easy and done in at least in dailybasis

Discuss accountabilitiesin short quick,

routine meetings next to the display.

Be flexible with the format. The teamshould put what really matters to them.


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SustainTools for sustaining:Auditing

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Consistently review progress using

different audit tools.

Preform 5S self assessments and audits

at least weekly by different people.

Simplifyaudits and translate to local

languages.

Auditing should be an opportunity to

discuss barriersto improvement.

Visually present audit results and post

them in the Primary Visual Display (PVD)

Encourage knowledge sharing andcooperation between teams.

0

1

2

3

4

5

Week 1Week2

Week3

Week4

Week5

Week6

Week7

Week8

Week9

Week10

5S Weekly Score

0

1

2

3

4

5

Sort

Set in Order

ShineStandardize

Sustain

Current 5S Audit Score

Sort 3.5

Set inOrder

2.5

Shine 3

Standardize 4

Sustain 2


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5STips for successful implementation: Take photos

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A picure worth a thousand words. Before and afetr pictures help convey the message.

Great tool for reporting progress and training people.

Why Take Photos?

Get a good camera and learn how to use it. Smartphones good for social media and quick sharing,

but not for quality photos.

Make sure its charged and memory is cleared.

Make a home for it. Remember Set in Order.

How To Take Photos?

Take before and after photos from the same angle anduse the same camera if possible.

Capture good practices and lessons learned.

Record activities and use them on event

Store the photos in a common place.

What To Capture?


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5STips for successful implementation: Leverage teamwork

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It divides the work and doubles the success. Helps generating different ideas.

Effective problem solving tool.

The whole is greater than the sum of the parts.

Why Teams?

Effective communication and collaboration. Embracing and encouraging differences.

Doesnt matter who gets the credit.

Understanding the stages of team development.

What is Teamwork?

A Group of people working together to achieve acommon goal in sports, life or at work.

It can be formal or informal.

What is a Team?

1. Forming2. Storming

3. Norming4. Performing


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5SCan you recall them?

Sort

Set in OrderShineStandardize

Sustain

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Coming together is a beginning,

keeping together is progress,

working together is success

- Henry Ford



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5s workplace organization: a lean transformation tool

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