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7/31/2019 Applying Lean to the Workplace
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APPLYING LEAN TO THEOFFICE
CACUBO 2010
Lisa Landry
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Lean Definitions
Lean is a The Lean Office
Way of thinking
Whole systems approach
Focus on adding value
Focus on removing waste fromprocesses
Culture in which everyone inthe organization continuouslyimproves
Streamline & eliminate waste
fromadministrative processes &
adding value.
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Target Outcomes & Benefits
Reduce
non-value adding activity mistakes from employees &
suppliers
time for employee
orientation & training search time navigating the
office & locating files,supplies, etc.
supplies stored in inventory,& associated inventorycarrying cost
unnecessary human motion& transportation of goods
Improve floor space utilization
employee safety &morale
product quality Extend equipment life
through more frequentcleaning and
inspection
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Lean Benefits in the Office
Reduced
paperwork
staff stress
overall operating costs
inventory levels & costs
Engaged workers
Organized workplace Better teamwork
Improved
work flow
productivity
customer satisfaction(internal & external)
lead times (waiting times)
cycle times
quality of service/product
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Eliminate Waste
1. Defects: A failing or flaw that mayallow the affected thing tofunction, however imperfectly
2. Overproduction: Production of
something in excess of what isrequired
3. Transportation: Movement of people, information or paperworkthat does not add value to the
product or service.
4. Waiting: A period of time delayspent while expecting somethingto happen or getting ready forsomething to happen
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Eliminate Waste
5. Inventory: Stock that anorganization has on handbeyond what is considerednecessary.
6. Non-Value-Addedprocessing: Effort thatadds no value to theproduct or service from thecustomers’ viewpoint.
7. Under Utilizing People:The waste of not usingpeople to the best of theirunique abilities.
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5S Methodology
S1-Sort S2-Shine
S3-Set in
Order
S4-Standardize
S5-Sustain
5S Workplace
OrganizationA Clean, Uncluttered & Well
Organized Office Space
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S1-SORT
Action Steps Definition - Sort
1. Identify a 5S – project &take “before” pictures
2. Review sorting criteria3. Create a local red tag area
4. Tag, record, & move redtagged items
5. Take “after” pictures 6. After target time, move
unclaimed items to thecentral red tag area
Eliminate non-essential itemsfrom the office space
Goal: An uncluttered officespace
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S2-SHINE
Action Steps Definition
1. Define “clean”
2. Get cleaning supplies
3. Take “before” pictures
4. Clean the work area
5. Fix small imperfections
6. Identify contaminationsources
7. Take “after” pictures
Remove dirt & debris, inspectequipment & eliminate
sources of contaminationGoal: A clean office place –
one that shines, & thatminimizes sources of
contamination
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S3 – Set In Order – Planning Phase
Action Steps Definition1. Create a current state office
diagram
2. Team shares insights gained
during Sort & Shine3. Evaluate current office space
4. Create a future state officespace diagram
5. Get approval for change fromstakeholders
Evaluate the office space &add smart office space
features
Goal: A office space that isvisually instructive & is thesource of minimal waste &
human errors
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S3 – Set In Order – Implementation Phase
Action Steps Definition1. Take “before” pictures
2. Implement office spacechanges
3. Mark locations by creatingaddresses & applyinglabeling, marking, & color-coding
4. Take “after” pictures
Create a well-ordered,visually instructive office
space
Goal: A office space that isvisually instructive & is thesource of minimal waste &
human errors
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S4-STANDARDIZE
Action Steps Definition
1. Brainstorm ideas formaking the 5S changesstandard operating
procedure
2. Update documentationto reflect changes
3. Make sure all
stakeholders are aware of the new standards – inform & educate
Maintain standards to maintain 5Simprovements
Goal: Develop procedures, checklists, &
other mechanisms established tomaintain a work environment that is
visually instructive, has minimal waste& human error, & is clean, uncluttered,
& organized
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S5 - SUSTAIN
Action Steps Definition
1. Monitor processesestablished during S4-Standardization
2. Expand 5S efforts to otherwork areas
3. Evaluate 5S effectiveness& continuously improve
4. Recognize & reward strongefforts
Monitor, expand & refine 5Sresults
Goal: A office space thatautomatically restores
order, regulates activity, &continuously improves
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5S Methodology Done
S1-Sort S2-Shine
S3-Set in
Order
S4-Standardize
S5-Sustain
5S Workplace
OrganizationA Clean, Uncluttered & Well
Organized Office Space
