5S Education &Training

1. 5S Education &Training Lean Methodology In The Office Created and Presented by Reginald Fuller

2. Agenda • Welcome and Introduction • Restrooms • Breaks and Lunch • Pagers and Cell Phones • Questions • Participation • Remain Comfortable • Lean Methodology and Waste • The 5S System • Conclusion

3. Goals and Objectives • Our goal is to learn and apply 5S principles to target areas within the company. • Identify differences in workplace appearance and functionality before and after 5S application. • Perform detailed audit of workplace organization. • Apply sort, set in order, and shine to organize workplaces. • Standardize procedures to maintain and control workplace organization with visual controls. • Explain methods top sustain 5S applications.

4. 5S Workplace Organization • Safe, clean, productive, and orderly workplaces. • A system for workplace organization and standardization. • The 5S’s are sort, set in order, shine, standardize, and sustain. “A place for everything and everything in its place.”

5. 5S Application Before & After

6. 5S Application Before & After

7. 5S Application Before & After

8. 5S Application Before & After

9. Lean Building Blocks Continuous Improvement VOC, VOB, IT, People, & Supply Chain Process Design, Flow, Standardization, Waste, Quality, Productivity, Value Stream, & Cost Andon, Jidoka, Heijunka, Kaizen, Kan Ban, 5S, JIT, Nemawashi, Genchi Genbutsu, Poka Yoke, Hansei, & Lean Sensei

10. 5S & Lean Tools • Reduce and eliminate waste • Improve efficiency • Improve quality • Control workspace • Create employee involvement and lean culture • Streamline processes • Increase profitability • Standardized work

11. 7 Forms of WasteCOMMWIP • Correction (Defects) • Data entry error • Pricing error • Missing information • Missed specifications • Lost records • Overproduction • Excess information and communication • Useless reporting • Unnecessary copies

12. 7 Forms of WasteCOMMWIP • Motion • Searching for files • Extra keystrokes • File disposal • Data mining • Unnecessary manual and catalog searches • Handling paperwork • Material Handling (Transportation) • Retrieving & storing files • Carrying documents to and from shared equipment • File distribution • Obtaining document signatures

13. 7 Forms of WasteCOMMWIP • Waiting • Fax • Computer systems • Copy machine • File processing • Inventory • Open projects • Office supplies • Unused database records • Processing • Reports • Redundant data entry • Outdated standard forms • Software

14. 5S System Sort The 5S System Set In Order Sustain Standardize Shine

15. Sort • Select target work area • Separate materials according to frequency of usage • Primary targets: • Corners • Under Desks & Stairs • Shelves • In Cabinets • Secondary Targets • Supplies inventory • Tool storage areas • Tables

16. Set In Order • Area layout • Create location markers • Use labels and signs “A place for everything and everything in its place.”

17. Shine • Clan area thoroughly • Inspect work area after cleaning • Prevent dirt accumulation in area

18. Standardize • Develop guidelines for everybody to follow • Visual aids • Determine volume requirements for equipment and inventory • Document methods • Decide location for storage • Communicate standard practices to all • Post standard practices in work areas

19. Sustain • Everybody’s responsibility • Train people in work areas on 5S methodology • Cultivate team commitment • Audit work areas periodically

20. ImplementationOrganizational Meeting & Launch • Identify target area • Recruit team members • Define roles and responsibilities of team members • Determine decision making, record keeping, and communications • Allocate time and dates to meet • Conduct short meeting with people in target area • Inquire about problems related to 5S • Questions, concerns, and suggestions

21. Workplace Scan Identify current condition and 5S opportunities in target work area. Five Basic Elements • Definition of target area • Area map with arrow diagram • Diagnostic checklist • “Before” photographs • Workplace scan display

22. Define & Map • Define boundaries of target area • Record name and location on workplace scan worksheet • List functions of the area • Create area map and arrow diagram of target area • Area map shows position of items and work area • Area diagram shows flow of activity in target area • Note position of offices, workstations, file cabinets, etc. • Draw flow of traffic in red • Draw flow of materials and documents in blue • Identify process bottlenecks and constraints

23. Define & Map • Complete workplace scan diagnostic checklist Status = Red, Yellow, or Green

24. Define & Map • Take “before” photographs of entire and parts of areas • Prepare workplace scan display • Area name • Area function • Area map and arrow diagram • Diagnostic checklist • Before photos Place display in the target area

25. Sort Principle • Sort through everything both revealed and concealed • Separate disposable and mid-positioned items • Remove separated items from work area • Break the “just in case” mentality • Remove obsolete and rarely used items “When in doubt, move it out”

26. Sort Technique • The Red Tag Method • Visually identify disposable items • Describe reason for discarding items • Who identified the problem? • Red Tag Steps • Prepare red tags • Attach red tags to discarded items • Remove tagged items to holding areas • Evaluate tagged items • Dispose of items

27. The Red Tag Name: Date: Location: Reason: ID # • Questions To Ask: • Does item have a function in the area? • How often needed and by whom? • Impact of removal? • Does item consume too much space?

28. Red Tag Holding Areas • Local area with one week storage • Central location • Highly visible • Clear and posted disposition procedure • Catalog disposition of items according to ID# • Assign holding area manager

29. Red Tag Opportunities • Floors & Aisles • Under stairs, next to columns, & in corners • Around machines • Shelves especially top and bottom • Inside drawers, lockers, & file cabinets • Walls and bulletin boards • Excess inventory such as office supplies and forms • Closets and storage racks

30. Red Tag Disposition • Forms • Item Disposition List • Disposed Items Log • Sort Checklist • Sort through area • Apply red tag method • Remove red tag items to holding area • Record disposition of red tagged items • Document disposed items

31. Set In OrderDefinition • Organize necessary items • Make organized items easy to find • Make items easy to find and use • Make displaced items appear obviously out of place • Decide where to place items in designated areas

32. Set In OrderSteps • Analyze Current Situation • Review workplace scan display with current situation • Identifies opportunities for change on area map • Take additional photos if necessary • Review diagnostic checklist • Target Issues To Improve • Use the set in order inspection sheet • Prioritize targets • Printers, storage spaces, inventory, supplies, bins, etc.

33. Set In OrderSteps • Decide Where Things Belong • Keep frequently used item at hand • Identify designated areas for items • Easy storage • Keep items off the floor • Make Displaced Items Appear Out Of Place • Make designated areas visual • Lines, dividers, markers, outlines, and arrows • Labels, names, and color coding • Signboards, and photos

34. ShineDefinition • Clean everything inside and out • Inspect cleaning thoroughly • Prevent accumulation of dirt and grime • Prevent contamination • Observe whether everything is in place • Check for items needing replacement and repair

35. ShineApplication • Determine targets and assignments • Determine cleaning methods • Obtain right tools and supplies • Perform initial cleaning of everything

36. ShineDetermine Targets & Assignments • Stored Items • Materials: office supplies, forms, documents, catalogs • Work in process • Finished products: reports, project files • Equipment & Tools • Machines • Carts • Tables • Cabinets • Furniture

37. ShineDetermine Targets & Assignments • Space • Floors • Work Areas • Aisles • Walls • Windows • Shelves • Closets • Drawers Use Shine Inspection Worksheet

38. ShineCleaning Methods • Work from top to bottom • Clean major items first • Restore thoroughly “like new” • Clean inside drawers, cabinets, and storage units • Clean floors and aisles • Paint where needed

39. ShineCleaning Plan

40. StandardizeDefinition • Work area should only contain needed items • Replicate designated places for items • Document area layout and standard practices • Make standards visual • Review common practices with employees • Create standards for the first 3S conditions

41. StandardizeStandards • Sort • Amount of inventory to keep on hand • When to remove items (Process Flow) • When to apply red tag technique • How to dispose red tag items • Required items in work area • Set In Order • Placement of equipment and furniture • Files • Storage • Where and how items should be kept • Location information • Shine • Cleaning schedule • Cleaning tools and materials • Procedures for cleaning machines

42. StandardizeStandards • Labels and signboards should be easy for everybody to understand • Records retention policy • Labels and signboards visible from a reasonable distance • Use visual aids to make workplace brighter and more orderly • Avoid excessive use of visual aids • Periodically review standards

43. Sustain • Identify standards, guidelines, and procedures that require compliance • Identify people needing compliance to standards, guidelines, and procedures • Determine methods used to maintain compliance • 5S concepts and skills training • 5S communications board • 5S audits

44. Sustain • Develop new awareness skills and 5S culture • Gain management support • Maintain company wide campaign and communication • Make 5S part of daily routine • Gain total employee involvement

45. Sustain • Develop new awareness skills and 5S culture • Training • Brainstorm problems and solutions • Photograph examples • Collectively review best practices • Continual training • Support from management • Provide rewards and recognition • Provide space, equipment, and time

46. Sustain • Maintain company wide campaign and communication • 5S / Lean communication board • Periodic short focused meetings • 5S newsletter • Make 5S part of daily routine • Part of everybody’s job • 5 minute 5S at the end of day • Enforce records retention policy • Maintain process flow of documents and communications