Daily 15 minute office 5S
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Daily 15 Minutes Office 5S
Audience: Everyone in Office
By- Vivek Naik
http://viveknaik.net/
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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
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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
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GETTING STARTED WITH 15 MIN 5S How to start 5S in your office or workspace
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5S Phases
5S
1S Sort
2S
3S
4S
5S
Shine
Straighten
Standardize
Sustain
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Before you Start
• Click a picture of your workspace and save it
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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
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Day 1: Sort in 15 Minutes
WHAT YOU NEED
• 2 large empty boxes
• Some help if you want to move out heavy furniture
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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
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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
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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
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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
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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.)
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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
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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
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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
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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
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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
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Day 3: Shine
EXPECTED RESULT
• You will have a clean dust free work place
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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
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From Now Onwards….
• Keep a wipe cloth in your top drawer and wipe your desk, computer and phone before you go home
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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)
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Day 4: Standardize
WHAT YOU NEED
• Check List
• Printed Picture of your work space taken after the shine phase
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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
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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
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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
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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
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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?
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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
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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