How to implement 5 S for office

Be the change you want to see in the world

- Confucious

Before implement 5 S…..

Content

• What is mean by “5 S”• Why we should do 5 s in office• Content of 5S Sort Set Shine Standardize Sustain

What is mean by 5 S

• 5 S developed by Japanese and it is a participative programme.

• 5 S is a structured programme to implement workplace organization & standardization and also it represent 5 disciplines for maintaining visual workplace

• It is a very effective approach to improving our work environment, total quality and It becomes a base for continuous improvement in the organization.

Why we should do 5 s in office

• 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

Content of 5S

- Sort

- Set in order

- Shine

- Standardize

- Sustain

Seiri

Seiton

Seiso

Seiketsu

Shitsuke

Wait…. Before start 5 S…..

• Get a camera and take a picture of your work place (your table/ work area/ file rack etc…) and save it.

• Because it will help you to compare your work place after implementing 5S

1st S - Sort

• It helps to segregate necessary and unnecessary items and eliminate unnecessary items. It essentially means organizing / putting things in order

• Clutter free Environment in Premises, inside office

• Go through what you have & then Categorize all items as needed/not needed items

Activities

• Empty all your desk drawers• Remove any old or unwanted furniture,

calendars or things that you don’t use on daily basis

• Delete all the unnecessary files and folders from your computer

• Get a large box and put all your stationaries & other things to that box

• At the End you will only have a Your computer and keyboard mouse and phone on your table and may be a printer

Activities

• Locate RED TAG area in each 3 sections.

• Put all unwanted things to that RED TAG area with red tag.

• Others can take things from red tag area if they need.

From Now Onwards….

• You will only pull things from the box 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

2nd S – Set in order

• Ability to find whatever is required with the least possible delay

• This step is essentially means arranging items efficiently for easy accessibility.

• Find a permanent place for all needed items

Activities

• If you have drawers in your table,

Daily used will go to the top drawer

Weekly used documents will go the 2nd

drawer

Monthly used documents will go to the 3rd

drawer

Activities

• Name each item in your table and drawers and mark each area for each item. ( Mark also tea cup space area)

Activities

• Put files in order and name each file.

2

12

PM Plan

2

File Management for 5S Standard

File name

Dept. colour code

File number and description

Activities

• Put directional boards to each department and name each section.

• Put labels by name each person and position.

Activities

• Cables /Wires/ are laid Neat/Straight & color coded

• Put every thing in X- Axis, Y- axis alignment

Before After

Activities

• Clearly marked Curved door openings/ lable switches Direction of travel and give instruction to use such things. (fire extinguisher) Printer /

photocopy

Fan

3rd S - Shine

• This step eliminates dirt, dust and other foreign matter to make workplace clean and polished

• Cleanliness is not only cleaning your area, it also helps to identify issues/ problems in your area.

• Cleanliness will make healthy safe work place

Activities

• Clean up your table, computer & drawers with paper towel

• Ensure there is no dust to top of your phone , computer and other items

Activities

• Keep a dust bin near to every person• If others areas are not clean & tidy do not

hesitate to tell them

Wait….Time to click…• It is the time to take a photo of your work

place…• Take photos in same locations that you

take photos before implement 5 S• Compare it with that you taken before• Look carefully….

• Is there any changes..• If yes…share it with others..

4th S - Standardize

• High level of standardization in all activities carried out in SEIRI (Sort), SEITON (Set), and SEISO (Shine) and the evidence of such standards being practiced all round

Activities

• Create standards and initiate steps to maintain them

• Create visual control systems

• Write a check list post it in front of you –Daily wipe the table, computer, printer

etc. –Store away every thing in its place at

end of the day –Empty the dust bin at end of the day

Activities

• Get participation of every member• Make responsible every member to

implement and maintain 5S Standard colours

Machine / Document Table

Floor Colour

Racks

Activities

Computer wire management system

5th S - Sustain

• Sustain is doing all of those 4 S 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

• Make 5S a habit

How to sustain 5 S

• Get management commitment

• Get every one involved

• Establish 5 S committee within the office and conduct monthly review by 5s committee

• Reward and recognize best person who doing 5 S within the office

What about the stuff in the box…

• You will continue pulling the items from these boxes only if you really need them

• 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?

THANK YOU