LEAN OFFICE 5S:The Next Level

Workplace Organization Method of Reducing Clutter to Improve Productivity

and Quality

©2015 OpEx Creative

Level 1 “5S Basics”An overview of 5S and how to apply 5S to the physical workplace. This includes workstations, cubicles, home offices, meeting rooms, all four walls, etc…

Level 2 “The Next Level” Applying 5S to the Digital Workplace including e-mails, files, software, and websites.

Can you always find what you are looking for in your office, cubicle, or workspace within 20

seconds?

20Why Not?

sec

Information Clutter

What is 5S?

5S is a workplace organization method used in lean production systems.

1. Sort

2. Set in Place/Order

3. Shine

4. Standardize

5. Sustain

1. Sort

Touch and Sort each item and determine if it is needed, can be

discarded or you just are not sure

Level 1 “5S Basics”

Keep Discard or

Recycle

Not Sure

2. Set in Place/Order

All items that are needed are placed in a

home location. They are set in the

order and proximity of where they are used.

Level 1 “5S Basics”

3. Shine

Shine (Clean) helps control the work environment from clutter and

mishandling or misplacing ofdocuments. It is also a means of visual

inspection.

Level 1 “5S Basics”

A lack of cleanliness and poor visible appearance can impact a Customers perception of the quality of work.

4. Standardize

Standardize processes and procedures to help maintain and monitor workplace

organization.

• 5S Standards identified and everyone trained on

them.

• Retention times established for documentation.

• Cleaning schedule developed for individual work

areas, meeting rooms and entire office building.

Level 1 “5S Basics”

5. Sustain

Develop a Continuous Improvement culture that drives to excellence and

maintains the 1st 4 S’s.

Level 1 “5S Basics”

• Assessments

• Cadence tag review and disposal

• Training on standardization and 5S during on-boarding and when things start reverting back

The Next LevelWorkplace Organization for the Digital Workplace

The top areas of information

clutter which impact productivity are:

• e-mails

• Improper File Management

• Reference Notes

• Unused Software & Applications

• Company Website

On a good day how many

e-mails do you receive?

How many are from:

Internal (cc’d or BCC’d)

Social Media notification

Vendor Advertisement

Personal e-mail

A Customer calls asking for the latest revision of a drawing that your team is working on.

Can you find it quickly in

20Why Not?

Files usually have different naming conventions and file types

They are typically received coming from many sources: Internally, Customers & Vendors.

sec

Reference Notes

You can find them everywhere: on a computer screen frame, desk, cubicle wall, inside the desk, bulletin boards, basically everywhere

In many different forms:• Sticky Notes• Notepads• Index Cards• Screen Shot Print-Outs• Ripped out Pieces of Paper• 3 Ring Binders

What do we do with these?Throw them out?

No!!

Company Website

Improper design and lack of maintenance on the Company website can and will increase

information request coming through direct e-mails, form related e-mails and phone lines.

This also provides a poor customer experience.

Take 5S to the “Next Level”“Techniques to Reduce or Eliminate Information Clutter”

3.5”

5.5”

LEAN OFFICE 5S:The Next Level

Office Excellence

Take Office 5S to the "Next Level" Sustainable Method to Reduce or eliminate

Information Clutter

Small Pocket size : 5.5" X3.5“

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