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

GETTING STARTED WITH 15 MIN 5S How to start 5S in your office or workspace

5S Phases

5S

1S Sort

2S

3S

4S

5S

Shine

Straighten

Standardize

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