The Visual WorkplaceThe Visual Workplace ––AdministrationAdministration

APICS PDMAPICS PDM

April 2009April 2009

Anne Haberkorn, CFPIM, CIRM, CSCP, JonahAnne Haberkorn, CFPIM, CIRM, CSCP, Jonah

Why Visual Administration?

Information Changes

Good People, Not aligned

Good People, Aligned

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Visual ManagementVisual Management

““The control of authorized levels ofThe control of authorized levels of

activities and inventories in a wayactivities and inventories in a waythat is instantly and visiblythat is instantly and visiblyobvious. This type of activity andobvious. This type of activity andinventory control is used in ainventory control is used in aworkplace organization whereworkplace organization whereeverything has an assigned placeeverything has an assigned place

and is in its place.and is in its place. ..”” ----APICSAPICS

DictionaryDictionary

Factory Fact

•• Up to 75% of all activities in theUp to 75% of all activities in thetypical manufacturing organizationtypical manufacturing organizationare nonare non--valuevalue--added.added.

Service Fact

• Cost of services are inflated by aminimum of 30% due to wastefulpractices. Some service costs areinflated by 60%!

Workplace OrganizationWorkplace Organization -- 5S5S

A safe, clean, neatA safe, clean, neatarrangement of thearrangement of theworkplace whichworkplace whichprovides a specificprovides a specificlocation forlocation foreverything, andeverything, andeliminates anythingeliminates anythingnot required.not required.

Elements of a 5S ProgramElements of a 5S Program

1.1. SortSort

2.2. Set In OrderSet In Order

3.3. ShineShine

4.4. StandardizeStandardize

5.5. SustainSustain

6. Safety?6. Safety?

Getting StartedGetting Started

•• CrossCross--functional teamfunctional team

•• Team charterTeam charter

•• Workplace ScanWorkplace Scan

DisplayDisplay ““BeforeBefore”” PicturesPictures

•• Visual reportVisual report

•• Encourages interaction with areaEncourages interaction with areaemployeesemployees

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SortSort

•• Sort through items in the areaSort through items in the area

•• Keep what is neededKeep what is needed

•• Eliminate what is not neededEliminate what is not needed

•• Reduce the number of items to theReduce the number of items to thequantity required at any givenquantity required at any giventimetime

What problems occur in your workWhat problems occur in your workarea because of the accumulationarea because of the accumulationof unneeded items?of unneeded items?

Red Tag Unnecessary ItemsRed Tag Unnecessary Items

•• Identify unneeded, misplace itemsIdentify unneeded, misplace items

•• Attach Red TagsAttach Red Tags

•• Move to holding areaMove to holding area

•• Dispose of truly unneeded itemsDispose of truly unneeded items

Red Tagging CriteriaRed Tagging Criteria

•• Does it have a function in this area?Does it have a function in this area?

•• Is it needed? By whom?Is it needed? By whom?

•• How often is it needed?How often is it needed?

•• If we remove it, will it really matter?If we remove it, will it really matter?

•• Is it in the way? Does it take too muchIs it in the way? Does it take too muchspace?space?

•• Can you standardize by using the sameCan you standardize by using the sameproduct to meet different needs?product to meet different needs?

Administrative Opportunities?

• Paper files

• Computer files

• Office supplies

• Records retention

Set In OrderSet In Order

Wastes to avoid:Wastes to avoid: •• Excess MotionExcess Motion

•• SearchingSearching

•• Human EnergyHuman Energy

•• WaitingWaiting

•• UnsafeUnsafeConditionsConditions

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Set In Order ProcedureSet In Order Procedure

•• Identify best locationsIdentify best locations

•• Relocate itemsRelocate items

•• Set height and size limitsSet height and size limits

•• Focus on safety / ergonomicsFocus on safety / ergonomics

•• Use visual controlsUse visual controls

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Visual ControlsVisual Controls

•• Simple signals that guide ourSimple signals that guide ouractionsactions

Visual Displays

• Simple exhibits that provideinformation

Display Guidelines

• Be able to read from 3-5 feet away

• Keep the information current

• Meet the 5 minute rule

• Use color coding

• Seek everyone’s input

Visual Controls/Displays?

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ShineShine

•• Clean everything inside and outClean everything inside and out

•• Inspect through cleaningInspect through cleaning

•• Prevent dirt, grime, andPrevent dirt, grime, andcontamination from occurringcontamination from occurring

•• Archive computer files, and paperArchive computer files, and paperfilesfiles

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Sources of Contamination inSources of Contamination inAdministrative functions:Administrative functions:

•• DebrisDebris

•• DocumentsDocuments

•• Extra ToolsExtra Tools

•• Stacks of paperStacks of paper

•• Old filesOld files

•• OutOut--ofof--datedatebrochuresbrochures

•• Dirt and dustDirt and dust

•• Food and drinkFood and drink

•• Poor workPoor workhabitshabits

•• Materials leftMaterials leftby other peopleby other people

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Shine ProcedureShine Procedure

•• Determine targets andDetermine targets andassignmentsassignments

•• Determine cleaning methodsDetermine cleaning methods

•• Get the right tools and suppliesGet the right tools and supplies

•• Automate if readyAutomate if ready

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StandardizeStandardize

•• Uniform standardsUniform standards

•• Easy to useEasy to use

•• Create and use checklistsCreate and use checklists

•• Establish a simple action planEstablish a simple action plan

•• Keep necessary information nearKeep necessary information nearthe processthe process

•• Make everything visualMake everything visual

Color coding

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A Change in ThinkingA Change in Thinking

•• 30 second rule30 second rule

Every piece of information in 30Every piece of information in 30seconds.seconds.

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SustainSustain

•• Correct procedures have become aCorrect procedures have become ahabithabit

•• Proper training of all workers hasProper training of all workers hasoccurredoccurred

•• ““BuyBuy--inin”” from workers and afrom workers and achange in workchange in work

•• Habits have been achievedHabits have been achieved

•• The workplace is wellThe workplace is well--ordered andordered andrun by agreed upon standardsrun by agreed upon standards

•• Waste walksWaste walks

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Common IssuesCommon Issues

VVisual signals establishedisual signals established

IInvolvement and enthusiasmnvolvement and enthusiasm

SSupplier relationship managementupplier relationship management

UUtilize team ideastilize team ideas

AAlignment of human resourceslignment of human resources

LLeverage creativityeverage creativity

Learning to See

“It's not what you look at thatmatters, it's what you see” --Henry David Thoreau

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The Visual WorkplaceThe Visual Workplace ––AdministrationAdministration

APICS PDMAPICS PDM

April 2009April 2009

Anne Haberkorn, CFPIM, CIRM, CSCP, JonahAnne Haberkorn, CFPIM, CIRM, CSCP, Jonah