Your task is to make an impact on the company’s office processes using lean tools and developing a lean culture, but where do you begin? A great basic tool to begin with is implementation of 5S. 5S is a foundational tool we have previously discussed here in the MAU blog, but I wanted to add to the true value of this tool. The goal of your 5S implementation should not be to mandate “thou shalt” but rather provide them with a map of “how to”. Done right 5S training and events will take the team through a carefully arranged plan to achieve lasting results.
I have discovered applying 5S in the office is more of a focus on work flow and visualization and less on shadowboxing where the stapler and scissors should go. While undertaking your next 5S event in the office think about what visual references will potentially identify work in process and likely backlogs which could lead to un-intentional errors. With a keen focus on identification of workflow across a desk, and from one person to another the visual file management element of your next 5S event can be eye-opening. The goal is to develop common principles across workgroups where employees maintain consistent standards in compliance with a 5S program they have taken ownership in.
Think of it as planning for a week-long hiking trip. I sure hope you have more than a map and compass! You should have packed your backpack according to point of use, knowing which tools you need frequently and which less often. Everything in the backpack has a purpose (sort), is safely stored (straighten), and organized for the trip. Next is maintaining the equipment (shine) for the journey. And finally because you have established a methodical checklist (standardize) there is a high likelihood of arriving safe and healthy (sustained) at the end of the journey.
By beginning with a focus on employee engagement and identification of their unique process needs you can build toward making a significant impact. Start with understanding their frequency used items and making them visual. Follow this up with a focus on reducing waste while concentrating on the implementation of practices which make the daily grind more enjoyable.
You have achieved a successful office 5S program is when anyone can easily locate in-process work and understands the work items current status. When this happens employees are continually able to identify repeat problems, detect root causes and implement preventative actions. Think of it as developing a roadmap for documents using color labels and establishing specific staging areas for everything along the journey.
Once the journey starts, keep it moving and you over time you will have made a real impact.
