5S in the workplace

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Does your ward storage seem a bit like this?

In 30 seconds - find as many numbers as you can in number order (think of it as equipment)

1

4

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11

18

26

27

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2930

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44

Now – in 30 seconds – identify which items are missing from the original slide

(don’t look back!)

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38 40 41 43 44 45

1 820 29

4 1314

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32

5 610

22 28

31 36 42

11 15

1824 26 27 30

Now – try that again - In 30 seconds - find as many numbers as you can in number

order (think of it as equipment)

What is 5S?

• Sort (Keep, Move, Repair or Discard)

• Set in Order (A usual place for everything, label it, store at point of use where possible)

• Shine (Clean storage areas as you sort and set in order)

• Standardize (Agree on standard practices – storage, documentation etc and aim to reduce

variation)

• Sustain (Keep up your changes – allocate responsibilities for specific areas, setup each shift for

safety (& success) by doing appropriate checks, use visual audits as an opportunity to ensure patient and staff safety.

Applying 5S to the Workplace• Sort

Decisions decisions - To keep, move or discard?– What is rubbish that can be discarded?– Is there anything that needs to be repaired?– Is there anything that should be stored elsewhere?

• Eg closer to where it’s used or put away because its rarely used

– Is it yours? If not, return to the ward/department that owns it

When discarding items:– For equipment/devices, check its not on the asset register– Documentation – is it something that must be retained? Check the procedure:

• Clinical records: http://www.rch.org.au/policy/policies/Medical_Records_Management_-_Medical_Record_Retention_and_Disposal_Procedure/

• Administrative records: http://www.rch.org.au/policy/policies/Administrative_Records_Management/

– See also the 5S resource kit – (its short!)

Applying 5S to the Workplace

• Set in Order– All items should be stored neatly

– Consider frequency of use. Only keep essentials in the work area

– Make things easy to find – can you find it within 10 seconds?

– Uses Visual management techniques to make items easier to find

• Use of colour

• Have a ‘usual place’ for everything

• Label everything

Applying 5S to the Workplace

• Shine

– Do a deep clean of the workplace

– Ensure a regular cleaning schedule is in place

– Include tidying the workplace as part of the daily duties – not just when it gets messy

– Identify gaps in cleaning to be included in future cleaning schedules

Applying 5S to the Workplace

• Standardize

– Using standard processes, forms and storage locations

– Develop standard practices and reduce variation –variation from the best practice could have implications for patient or staff safety

Applying 5S to the Workplace

• Standardize: examples in health

– Standard approach to checking and stocking resuscitation trolleys

– Standard, coloured storage areas/containers with equipment to hook up an IV on every ward

– Standard paperwork/forms on every ward

– Aim for standard store room layouts where possible.

Applying 5S to the Workplace

• Sustain– After doing the first 4S, these become the new ways

you operate. Any new improvements warrant a review of the first 4S

– Assign accountabilities for maintaining change at a management level

– Monitor with regular visual audits

(look at the room vs how you want it to be in the photo). These are an opportunity to consider staff and patient safety in the space being reviewed.

SAMPLE:

Actions when checking the space:

• Check tubs are aligned with labels• Neaten contents of red tubs• Tidy map holder• Tidy paper and folders as these get messy• Look for anything missing or write up items low in stock onto whiteboard

Visual Control Audit – Cupboard

SAMPLE:

• Move date marker along on calendars

•Wipe “New Items” off whiteboard once discussed in meeting

• Update printed material on whiteboards as appropriate

Visual Control Audit – Noticeboard / Whiteboard