Post on 11-Mar-2018
www.leankaizen.co.uk ©Leankaizen Ltd 2009
3S Workplace Organisation
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
3S Workplace Organisation
www.leankaizen.co.uk ©Leankaizen Ltd 2009
What are the 3S in Japanese?
Seiri
Seiso
Seiketsu
SortStraightenSustain
www.leankaizen.co.uk ©Leankaizen Ltd 2009
• 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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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 ?
www.leankaizen.co.uk ©Leankaizen Ltd 2009
•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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Sort
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Sort - Red tag process
A method of sorting items that are needed from
those that are not by labelling with conspicuous
RED TAGS
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Sort - Red tag process
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
2Step Identify an area to store red tag items temporarily
Sort - Red tag process
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Red tag process
Red Tag Practical Exercise
www.leankaizen.co.uk ©Leankaizen Ltd 2009
3Step Identify red tag targets
and criteria
Sort - Red tag process
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
4Step Attach red tags to targets and document activity
Sort - Red tag process
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
5Step Review and disposition red tag items
Sort - Red tag process
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”
www.leankaizen.co.uk ©Leankaizen Ltd 2009
• 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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Straighten
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
After Straighten example
www.leankaizen.co.uk ©Leankaizen Ltd 2009
Sustain
www.leankaizen.co.uk ©Leankaizen Ltd 2009
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
www.leankaizen.co.uk ©Leankaizen Ltd 2009
3S Workplace Organisation
3S Practical Exercise