3S Workplace Organisation - Lean Production | Lean ... · PDF file3S Workplace Organisation. ©Leankaizen Ltd 2009 Organising the way needed things are kept so that anyone can find

www.leankaizen.co.uk ©Leankaizen Ltd 2009

3S Workplace Organisation


Organising the way needed things are

kept so that anyone can find them

easily

Sort Straighten Sustain

Separating what is needed

from what is not

Review first 2S’sregularly to identifysourcesof abnormalityand makeFurther improvements



What are the 3S in Japanese?

Seiri

Seiso

Seiketsu

SortStraightenSustain


• 3S is a technique for creating and maintaining an organised, clean, high performance environment

• 3S helps you determine what things are needed and where they are needed

• The 3S technique is intolerant of waste and develops a physical orderliness which makes aBnormmality jump out

3S Technique


Why do 3S ?

On average most people waste up to an hour perday searching for things

Adopting 3S brings a neater, easier to understand office that has improved productivity, fewer errors, and which processes customer requirements in a more predictable manner

It creates a better working environment which isfree of clutter leading to ..

Stress reduction


Can you tell me some of the reasons why you might think it is good to sortthings in an area ?

Can you tell me some of the barriers that you think you may come upagainst ?

Why do 3S ?


•Only one person knows where stationery is kept•Cannot find a trolley when you need one•Missing keys for a room•Cannot find a stapler•Cannot find a spreadsheet on the system•Document files are not labelled so hard to find

Examples of wasted time


Sort


Sort - Red tag process

A method of sorting items that are needed from

those that are not by labelling with conspicuous

RED TAGS


Sort - Red tag process The 5 Steps

1Step

5Step

4Step

2Step

3Step

Inform everyone ahead of time that a red tag campaign will be taking place in the office and that everyone’s help will be needed

Identify an area to store red tag items temporarily

Identify red tag targets and criteria

Attach red tags to targets and document activity

Review and disposition red tag items



1Step Inform everyone ahead of time that a red tag campaign will be taking place in the office and that everyone’s help will be needed

It is important that all members of the office area affected are told ahead of timethat a red tag event will be taking place


2Step Identify an area to store red tag items temporarily


The primary reason for creating a red tag areais to temporarily store office items away from the mainoffice area being red tagged

Only items that are practical and easy to move should be decanted tothe red tag area

The red tag area should be as close to the areabeing red tagged as possible

Once the red tag process is complete the red tag area becomes the venue for deciding what to do about each red tagged item


Red tag process

Red Tag Practical Exercise


3Step Identify red tag targets

and criteria


Desks

Stationery

Filling CabinetsFiles and Folders

Books

Equipment (Telephone,Fax,P.C.)

Business Forms

Correspondence

Shelves

Chairs

Out of date documents

Paper

Catalogues“If something has not been used for a month then it potentially should be

red tagged”

Criteria


4Step Attach red tags to targets and document activity


Physically Attach red tags to items

Only one item per tagBe sensitive to personal stuffDon’t red tag people

Move red tagged items to the red tag area oncelabelled and recorded .. be sensible about what is moved and try to keepitems in numerical order

Record all red tagged items on the red tag log

The log is used to help with disposition later on


5Step Review and disposition red tag items


Once all items have been red tagged then the team should review each items to agreeon the appropriate course of action

Potential actions

Re-organise storage of itemSell itemRe-locate itemRepair itemGive away itemDispose of item

“If in doubt move it out”


• Piles of Paperwork on desk.• Boxes stored under desk• Sample goods under desk• File folders stored on desk• Excess writing supplies on desk• Excess Office equipment on desk• Excessive drawer / cabinet space

Typical Office Area

Sort Typical example prior to red tagging


20 items red tagged

• Excess documentation• Duplicated office equipment• Excess office supplies• Excess stationary• Sample Literature

Sort -Typical Red Tag Area after Red Tag Event


Straighten


Organising the way needed things are kept so that anyone can find them easily

Straighten means:

“A place for everything and everything in it’s place”

Straighten


There must be a location for all needed things

There must be a limit to how much of eachitem can be stored

Make the items easy for anyone to find, use and return

For every item indicate

What

Where

Amount

Straighten


After Straighten example


Sustain


The workplace is audited on a daily basis

Stick to the rules you set out !

Train all staff in the 3S and keep refreshing

Visual display results

Use Checklists

Sustain

www.leankaizen.co.uk ©Leankaizen Ltd 2009102No HazardsHealth and safety

202Under control and orderly with relevant materials / equipmente.g. photo copiers , library

Shared Areas

151Relevant,up to date , organised and in good condition

Notices/Signage

202No more than 2 days organised relevant work

Personal desk Space

151Passage ways clearAll areas clean and tidy and free from clutter

Orderliness

201Any item not required with 1 month or not clearly identified and located

Red Tag

Actions ArisingActualTargetTotal Deducted

PointsDeducted

Per Occurrence

OccurrencesMeansFocus

Date

DepartmentAudited by

Total

3S Audit -The Visual Office

Sustain 3s Audit



3S Practical Exercise

Documents

3S Workplace Organisation - Lean Production | Lean ... · PDF file3S Workplace Organisation. ©Leankaizen Ltd 2009 Organising the way needed things are kept so that anyone can find