5S Support Functions Faurecia

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ESPESP

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FAU-S-PSE-018 /1 - 2 -Document for internal use only

Contents

ObjectivesIntroductionStarting a workshop1- Eliminate2- Straighten up3- Clean4- Standardize5- Respect5S and filing5S and your PC5S and archiving5S and your work space5S and common areas5S and display

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Objectives

The principles of 5S— efficiency through good housekeeping — apply not only to theshop floor but to offices (support functions like quality, human resources,…) as well.

The objectives are the same:– Boost productivity by finding documents faster.– Project a positive image The orderliness of your office makes an impression

on your contacts. A messy office may imply that you are disorganized orcan’t cope with your workload.

– Fill in more easily for a coworker (Find information even when they are offfrom work)

5S will also allow you to:– get out of the old routine and break bad work habits– get involved in a team effort to develop work rules– improve communication within the department

Don’t confuse 5S with a “zero paper approach”, even if 5S will, in fact, considerablydiminish the volume of paper.

Don’t confuse 5S with “Spring Cleaning”. With 5S, you rethink filing, Cleaning andsorting for a durable change in inefficiency; Spring Cleaning is something you just doonce a year and let the mess build up again.

Office 5S involves physical reorganization. The way in which paper and computer files,drawers and cabinets are kept must be improved.

Without Office 5S, there can be no simplification of administrative processes.


Introduction

No matter what the workplace, the 5S steps listed below remain the same. This guide willnot present each of these steps in detail (given in the manual 5S Methodology) butconcentrate on those points that specifically concern office efficiency.

To have lasting effect, the method must be applied—– rigorously– systematically– and continuously.

As obvious as this would seem, the greatest trap of 5S is the temptation to do just a bigSpring Cleaning and never get past Step 3. Real improvement depends also onstandardization and respect of housekeeping rules.

EliminateSeparate what you do need from what you don’t andthrow out anything that is useless!

Straighten upA place for everything and everything in its place.RationalizeRationalize storage so that things you need most oftenare the easiest for everyone to get to.

CleanClean up the installations.Seek out the causes of dirt and get rid of them.

StandardizeEstablish “good housekeeping” rules.Formalize storage and Cleaning procedures

RespectGet into the “5S habit” in your office.Respect office rules.Continue to make things better.

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Starting a workshop

The participants:– belong to the same department or office space– maximum: 7 people

The Department Head is fully involved and participates in the sessions along witheveryone else.

The Coach comes from outside the office as he/she:– can take a fresh and objective look at how the office runs– is neutral and therefore freer to question established work routines.

The Workshop Leader belongs to the office.– He/she works closely with the Coach on physical organization and session planning.– Once the department is sufficiently autonomous, the Coach passes on to the Leader

the job of tracking how well the rules are respected.

TrainingDuring sessions, we do not “train” but raise awareness. Real training can only take place“hands on” (i.e. learning by doing).

1. Session presenting the five stages of 5S (see the 5S Trainer’s Guide)2. Showing of videos The Kitchen and 5S for Support Functions3. Emphasize—

– solutions, those that the participants find themselves and are willing to apply (Don’texpect the Coach to come in with ready-made answers that can be simply copiedfrom one workshop to the next.)

– that the process must progressively become a reflex (unlike Spring Cleaning)


Starting a workshop

Workshop durationProperly working through the five stages (several times) requires a commitment of two tothree months. This is sufficient time for participants to achieve a set objective. A longerworkshop tends to run out of steam. Anything that cannot be covered during this period canbe left for a second workshop.

Meeting timesAt the end of initial training, meeting times are to be defined with the group. Thesemeetings absolutely must—

– be held at set times in order for 5S to become a habit– last at least two hours per week or half an hour per day.

Certain subjects (e.g. a new filing system for a 7-person department) may need more timethan just a weekly meeting. In such case don’t hesitate to hold a half-day or even full daysession for the department.5S can be a good occasion to kick off Top 30 (weekly support function meetings).

Just before starting…– Divide the office into zones if there are too many people to make up just one group.– Take photos.– Plan a display area.


1- Eliminate

WHYThe idea is to make room for better organization. Without always realizing it, we tend towaste space by stockpiling things we don’t really need, such as old papers and forgottenaccessories in the cabinet or unneeded files on your hard disk. The more junk you pile up,the harder it gets to find what you really need and important documents can get lost.Often, there doesn’t seem to be enough room in our cabinets. Before buying new cabinets,first try clearing out the old ones.

HOW1- Choose an area and do your utmost to make room by eliminating junk.

2- Sort the useful from the useless. Decide what needs keeping and what needseliminating. Note: “eliminating” does not necessarily mean throwing out!

For each object (typically an office supply) ask yourselves:– What is this thing for?– Who uses it?– How often?– Does it really suit the job we use it for?

For each file or document ask:– How many times has anyone worked with this over the last twelve months?– Does the content have a legal value?– Does it contain general or personal information?– Am I likely to need it again?– Does the same document kept by another department?

Clear things out according to the following criteria:– things that should simply be thrown out– things that should be filed in the archives (see the § Archives)– what should be passed on (e.g. surplus supplies to another department,

technical doc to another site)

In case of doubt, move the “question” items into a specially marked area. If nobody claimsthem, chances are they have outlived their usefulness and can be thrown out.


1- Eliminate

INDICATORNumber of cabinets, drawers and shelves cleared.Megabytes freed up on hard disk

FOCUS

It is preferable to start off the very first sessions working on common areas (e.g.bookshelves, supply cabinets, standard files, vacation schedules). These areas are simplerand less sensitive then the contents of someone’s desk drawer.

EASILY FORGOTTEN AREASDon’t forget to look on top of and under cupboards and filing cabinets. What is stuck to theside of that desk or lurking underneath? And take a good look at window ledges and displayboards.


2- Straighten up

WHYSettling on a specific and appropriate place for files and office supplies makes so muchfaster to find what you need and so much more convenient to put it back.A place for everything and everything in its place!

HOWSort files in terms of:how often they are usedand who uses them.Then try to group the files that are frequently used by the same person or people.

See what can now be stored in the space freed up by the previous stage.

Choose common areas (e.g. a shared bookshelf)

FOCUSIf you want people to respect the housekeeping system, it has to be:

• as simple as possible• chosen by the participants themselves.

Leave a little space between binders or folders. If they’re crammed into place, not only is ithard to take out just what you want, it’s even harder to put it back where it goes.


3- Clean

WHY

This is an often neglected stage of 5S since, generally speaking, there is a housekeepingservice to take care of floors, wipe desks and empty the trash. But take a closer look—many spots stay dirty. Dust gathers under your desk and behind your PC. There arealways labels coming unstuck from the office display board.

Spots that are inaccessible or cluttered cannot be cleaned by the housekeeping service.They cannot do the job if there are tangles of cables lying around or heaps of papers thatshould have been filed before going home in the evening.

The solution is not just to clean the trouble spots yourself but to tackle the root causes ofdust and clutter.

HOW

Get a cleaning kit with dust cloths and sprays for your computer equipment.

Remove old labels from your display board and thoroughly clean the surface beforesticking up new ones.

Remove all cables lying around on the ground, inspect them, roll them up and hang themunder the desk. Use colored stickers or tags to mark the ends of each cable, so that if youever need to disconnect just one device, you won’t have to undo everything.

FOCUS

Don’t forget to protect your good clothes the day you get down to the dirty work!

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4- Standardize

WHYStabilize and formalize workshop progress.Use slides to bring out discrepancies such us disorderly filing or storage.

HOWSee each of the sections below (Filing, PC, Archives...) for details.Define label formats and color codes.Mark binders, hanging files, in-trays, etc.Mark cabinets both inside and outside.Define a document management system, if Quality has not already provided you with one.Write procedures and draw plans for desks, cabinets and their contents.

Proper marking in every area is the best way of ensuring that 5S is respected. This way, itwill be obvious whenever something is out of place.


5- Respect

WHYVerifying that the rules written in the previous stage are being respected ensures thatgood house keeping practices are continuing and that the workshop is progressing.

HOW1- Cycle through the 5S steps until housekeeping becomes natural and is no longerperceived as simply a constraint or a waste of time.

2- After a few sessions, set up an audit form with few simple questions. With time, thisaudit can be made progressively more detailed and demanding. The first audit isperformed by the Workshop Leader, who then hands over responsibility for successiveaudits to the participants themselves. From time to time it can be a good idea to bring insomeone from outside the department to conduct the audit from a fresh and neutralviewpoint. See document of a basic 5S audit for an example.

3- Set rules for 5S behavior.Every evening for three minutes—

Pick up anything (e.g. paper, pens) lying on the floor.Leave desks with nothing on top.See that file drawers are orderly. Eliminate unnecessary files or make new ones.Check paper in the fax machine and photocopier

Every Friday for five minutes —Check office suppliesRemove any objects or personal things that are no longer neededSee that cabinets are orderly. Eliminate unnecessary files or make new ones.

Once a month for fifteen minutes —File documents in archivesLabel any new locations

4- Hold Competitions.“Paper Chase”: The winning team is that which eliminates the most useless paper asjudged by comparing waste baskets.

“Treasure Hunt”: Retrieve a given documents in thirty seconds flat!

INDICATORS1) Audit score2) Presence of group members. (This indicator can be introduced earlier if necessary.)There is a direct correlation between the presence of group members and the success ofyour actions.


5S and filing

Objective:Everyone should be able to find a file (computer or paper) in less than thirty seconds.

A few rules:Cabinets must be freely accessible to everyone as most of the people in your departmentare concerned by the documents the contain.

If your documents are simply piled up, you may have to work through the whole pile to findthe right document; this is a waste of time.

Piles are permissible only in two cases:– The top document is identical to the middle and bottom ones.– Chronological filing for seldom used documents that are regularly eliminated

(e.g. magazines or return receipts)

Binders or hanging files?The choice depends on the number of documents you have and whether you opt for manysmaller files or just a few big ones. At any rate, the contents of a binder or hanging filemust be standardized.

Everything without exception— binders, file drawers, shelves and cabinets, must beidentified:. An office plan showing exactly where everything is kept can be a good way ofjudging if the filing system is effective. It can also be a starting point for a 5S audit andprove helpful to newcomers.

Pros Cons

Binder • Entire file easy totransport

• If the sheet is hole-punched, it’s been dealtwith

• Simple standardization viatab separators

• Visual (color codes)

• If the number of sheetsgrows you need more andmore binders

Hanging files • Faster file insertion inalphabetical order

• Visual (color codes)

• Hard to standardize withina given file


5S and your PC

5S applies not just to a file cabinet or a production line but also to your diskettes andhard drive. For your PC, like everywhere else, there has got to be a place for everythingand everything in it’s place.

An MS Windows utility called “Find Files or Folders” lets you check where yourdocuments are located and optimize your filing system. Simply using this utility on aregular basis will show you wen files are not stored in a simple and transparent way.

We can draw an analogy between paper and computer files:unsorted vertical file list = a pile of paper documentsnumber of clicks = distance between your desk and your hanging filesFile directory name = Binder titleFile name = label on a physical file folder

To tackle computer files, the answer, once again, is to work through the stages of 5S.MS Windows Explorer makes the job easier. Whereas several weeks are necessaryto overhaul a paper filing system, PC 5S takes just a few hours.

1- EliminateAutomatically sort your computer files by date. This will display your files with the leastused ones at the bottom. Don’t hesitate to open any files about which you are in doubt. Ifthe file is still useful, rename it. Remember to use long file names that clearly describethe document.

Just as with paper files, make sure that everyone has free access to shared documentssuch as forms, phone lists and letter formats.

Find Files or foldersComputer

On the Micrsoft Network...

WindowsExplorer


5S and your PC

2- Straighten upCreate a “tree” of of file directories and subdirectories on your disk. Sort computer files intofolders by theme and sub-theme, just as you sort paper documents in a filing cabinet.The subdirectory tree must not simply be a a “pile of stuff”. You should develop ithorizontally. Don’t hesitate to duplicate generic file subdirectory names such as “country” or“language”Make sure that the subdirectories you use most often are not too far down the tree. Theyshould be just a few clicks away.3- CleanClean the PC itself. Use an inert spray to blow the keyboard clean. Wipe the screen andcables with appropriate cleaners.“Clean” your hard disk by emptying the “Recycle bin” And running the “Disk Defragmenter”and “Scandisk” utilities.4- StandardizeDefine and write rules forNaming files and directories

– using long names– separating words by a space, a hyphen (-) or an underscore ( _ )– Define identifiers for language or country and where they go in the name

(beginning? end?)– no proper names

Organize file structure– without scroll bars– maximum of 10 subdirectories below the root directory

Set files for forms and templates to “Read only”5- RespectRegularly audit computer file systems using questions on a standard audit form. See if youcan find a specific file on a given theme in thirty seconds flat. You should be able to identifythe theme, sub-theme and content of any electronic document before opening it, based onits file name, directory and subdirectory.

INDICATORMegabytes recovered.

FOCUSNever include in a directory name:names of people (although you can briefly refer to their position)application names such as Word or Excel


5S and Archiving

Archiving is the logical continuation of any proper filing system. A good archive is one inwhich documents can be easily located ten or fifteen years later. Keep in mind that thepeople who will be looking for these documents will not be the ones who filed them andthus will not be familiar with the subject.

1- EliminateIn the archive box—Archiving does not mean blindly transferring files to an archive box. Not everything shouldbe archived. The first thing is to eliminate all the documents in the file that do not be forkept several years. If your normal filing system has been well-maintained, you will havealready eliminated most of the unnecessary papers in the normal course of your work andpre-archive sorting will go quickly.

In the Archive room—– If the archiving system is clear or you know the subject and the content, it is

very simple to eliminate unnecessary paper by checking the dates on theboxes.

– If the archiving system is not clear and you don’t know the subject, chancesare that you won’t know what’s what and it would be an unproductive use oftime trying to figure out what to eliminate. If you need to make room for futurearchives, you could call in an archivist to sort out the boxes and stock them foryou.

Check to see if a given type of document is not already archived by another department.

2- Straighten upIn the archive box—Once you have gotten rid of the junk, place the files neatly in the box and label it.

In the Archive room—Store chronologically to respect FIFO.

3- CleanIf the Archive room is too dirty for you to cleanyourselves, you may want to call in a cleaningservice. Where necessary, add or improve lighting.


5S and Archiving

4- StandardizeWrite up an archiving procedure (demanded by ISO). For each document, ask—Why are we hanging on to this? (e.g. legal requirement, on-going litigation?)

For the archive box:Draw up a list of documents to be archived, specifying how long each document must bekept. Where possible mark each document “archive for xx years”.Mark each box with a “throw out” date. In this way, anyone will be able to eliminate boxeslater on without hesitation.

In the Archive room:Draw a plan of the archives, identifying zones for different departments or subjects.

5- RespectEach time you archive, audit. Check box contentsand see that the organization of the room conformsto FIFO and the plan you have drawn.

FOCUSIf you need several boxes to archive one file, number them 1/3, 2/3, 3/3.Remember to mark a “throw out” date on each box.


5S and your work space

Any work space, including your desk, can be organized like a production line, with input onone side and output on the other. If a desk is buried under papers, you can no longerdistinguish work in progress; you cannot easily prioritize jobs; you get files mixed up… andyou wind up losing information.

Operation “Clean desk”. During the workday, the only things on your desk other than yourcomputer and phone, should be:

– one working file (your current task)– One or two files of urgent business (more than that would indicate that you don’t

know how to prioritize relative urgency)

When it’s time to go home, clearing off your desk should take no longer than one minute.No file should be left on the desktop. There should be a proper place to put every file away.

TraysWe may use them several times an hour for incomingand outgoing mail, scrap paper or phone lists. However,they must never be used for work documents; otherwisedisorderly piles tend to build up. (See Filing)

In-tray

Out-tray

Work inprogress

(one file at atime)

PrioritésFile drawer

Cab

inet


5S and your work space

Task listKeeping a task list allows you to limit the use of post-its, which can fall off and get lost. A tasklist also provides you with a record of the jobs you have done.The list should be hand-written, preferably on standard A4 or 8½” x 11” pages, which areeasier to turn. You can underline important jobs and develop shorthand symbols (e.g. an arrowfor a postponement or perhaps an asterisk for a situation you should keep monitoring).

Drawers and cabinetsThe desk drawer should be for hanging files and contain the folders you need daily, particularlywork in progress. Office supplies, on the other hand are best kept in a container with separatecompartments for pens, pencils, paper clips etc. The cabinet near the desk should hold bindersor hanging files containing documents used regularly (several times a week).

Post-its

Some of us tend to wallpaper our computers with pretty littleyellow notes. Sticking up post-its is a good way of remindingyourself of something urgent to do (like tying the proverbial stringaround your finger) but keep it to just a couple of notes. If youneed to jot down more than two things, don’t use post-its. Use aTask list on a pad or in a notebook to organize information.

Rule: Note date and time on each post-it. Leave no post-it upmore than half a day.


5S and common areas

One person should be put in charge of making sure that each common area is well-organized.

Office suppliesWhen you begin to tackle office supplies during a 5S session, you often notice thateveryone seems to have his/her own little personal reserve. And when you add all of thesepersonal reserves together, you may find out that the office has actually accumulated anexcessive stockpile of more or less useful supplies.To avoid this trap, set up a rigorous office supply management system. A Kanban cardsystem is recommended. When the stock level of a certain supply drops to “reorder” level, agreen card is placed in a box. A red card is deposited if the stock reaches a criticalthreshold. One person alone is responsible for picking up the cards, launching purchaseorders and replenishing stocks.

Each card should indicate:product nameproduct reference number for the orderquantity to be orderedminimum quantity to be kept in stock (as determined by the time required to replenish)

BookshelvesBookshelves may hold reference books, issues of Faurecia News, magazines, journals andoffice supply catalogues. A card may be inserted in each book that can be lent out. Theborrower fills in the card with his/her name and the date.

Forms & standard documentsExpense sheets, vacation forms, directions to plants, etc. should be kept together in oneplace. The original can be laminated and whoever takes the last copy should photocopy anew set.One person must be in charge of keeping forms up to date.

Network disks (See 5S and your PC)All shared files (e.g. forms, phone lists) should be in “read only” access mode, except forthe person responsible for updating the file.


5S and display

Le 5S also applies to display boards.

1- EliminateGet rid of old notes and outdated indicators. You may want to proceed by first taking downeverything and then putting back up only relevant notices.

2- Straighten upAlign sheets and group them by theme.

3- CleanRemove any marks left by adhesive tape or glue.

4- StandardizeA standard already exists for display boards. (See Operational display guide).You maydefine a color code for indicating how often information should be updated or removed.

5- RespectAudit the display board. Check that someone has been put in charge of the board and thateverything is orderly and up-to-date.

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A 5S workshop must, of course, have its own display. Here is a list of documents that go upon the 5S board:

– “before” and “after” photos– the five stages of 5S– a plan of the areas undergoing 5S with participants’ names– meeting dates and times– action plans.– Audit and monthly tracking standards (Tracking must continue even beyond

the workshop per se.)

5S Support Functions Faurecia

Documents

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