How to Correctly Apply 5S in an Office Environment

Why 5S in the Office?

1. Start with Managers' Offices: Begin 5S initiatives in managers' offices to set a good example for the rest of the team.
2. Lead by Example: CI managers, CI specialists, Operational Excellence leaders, and all leaders for that matter, should ensure their offices are tidy and organized.

This is What You Shouldn't Do!

• Paul Allen introduces the concept of Office 5s, emphasizing its purpose in visualizing processes and criticizing the clean desk policy.
• He advocates for organizing desks to support processes, stating that the clean desk policy obstructs the visualization of workflows.
• Allen showcases examples of well-organized workspaces, highlighting the importance of visualizing processes for efficient management.
• He criticizes the practice of forcing employees to clean their desks daily, asserting that it disrupts workflow and hampers productivity.
• Allen suggests focusing on computer organization as well, pointing out the inefficiencies in digital storage and advocating for a better filing system to support processes and ultimately increase profitability. 

5S is a method to organize workspaces by removing waste and inefficiencies.  While often applied physically, 5S can significantly benefit office environments in both physical and virtual spaces.

• Five Steps of 5S for Offices:
  • Sort: Eliminate unnecessary data or items cluttering the workspace, like obsolete files or outdated information.
  • Straighten: Organize essential data or items in easily accessible locations, avoiding deep file structures for frequently used files.
  • Shine: Regularly clean out old or unnecessary data, akin to decluttering an email inbox.
  • Standardize: Develop and maintain clear procedures that help everyone keep the workspace organized.
  • Sustain: Management and leadership involvement are vital to ensuring the upkeep of established standards over time.
• Key to Maximizing 5S in Offices: Focus on both physical and virtual environments, establish clear procedures, and ensure ongoing commitment to maintaining the standards set by 5S.

Examples of office 5S: Demonstrated application of lean methodology in an office setting for efficiency.

• Streamlining tasks with technology: Use of Stream Deck to automate repetitive office tasks, like email drafting and invoicing, with a single click.

• Visual tracking for progress: Visual boards indicating task completion status to keep the team on track daily, weekly, and beyond.
  • Visual Management Techniques: Use visual management techniques such as color-coded lines on folders to quickly identify and organize documents. 
  • Inventory Management
    • Two-Bin System: Implement a two-bin system for office supplies to maintain inventory levels and ensure items are always available when needed.

• Paperless system: Implementation of a paperless environment for invoices, using digital storage for accessibility and reduced waste.

• Workspace organization and ergonomics: Emphasis on desk organization, ergonomics, and office layout improvements for efficiency and ease of communication.
  • Desk Organization
    • Remove Desk Drawers: Eliminate desk drawers to prevent the accumulation of unnecessary items. Desk drawers often become cluttered and disrupt 5S efforts.
    • Use Small Baskets: Replace desk drawers with small baskets for essential items like pens and rulers to maintain organization.
  • Communal Storage
    • Organize Communal Areas: Establish communal storage areas for departmental items, ensuring they are organized and easy to find.
    • Optimize Space: Use the tops of low closets for frequently used items, such as coffee machines and supplies, while keeping the main desks clear.

• Red Tag Zones
  9. Create a Red Tag Zone: Establish a red tag zone for items that need sorting or require a decision. This area should be maintained as a permanent part of the 5S process.
  10. Regularly Review the Red Tag Zone: Assign responsibility for regularly reviewing and clearing out the red tag zone to ensure it remains effective and clutter-free.

Course Forward:

• Struggling to get started, expand or sustain your 5S Workplace Organization?
• A 5S Workplace Organization pillar or project team can help! 
• Learn more about our 5S Workplace Organization Leader coaching program!  See the benefits below, and find more details in this link.  https://www.beltcourse.com/5s-workplace-organization-leader-course-page