3S Workplace Organisation

3S Workplace Organisation

3S Workplace Organisation Sort Straighten Sustain Separating what is needed from what is not Organising the way needed things are kept so that anyone can find them easily Review first 2S s regularly to identify sources of abnormality and make Further improvements

What are the 3S in Japanese? Seiri Sort Straighten Seiketsu Sustain Seiso

3S Technique 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 abnormality jump out

Why do 3S? On average most people waste up to an hour per day 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 is free of clutter leading to.. Stress reduction

Why do 3S? Can you tell me some of the reasons why you might think it is good to sort things in an area? Can you tell me some of the barriers that you think you may come up against?

Examples of wasted time 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

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 Step 1 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 Step 2 Identify an area to store red tag items temporarily Step 3 Identify red tag targets and criteria Step 4 Attach red tags to targets and document activity Step 5 Review and disposition red tag items

Sort - Red tag process Step 1 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 time that a red tag event will be taking place

Sort - Red tag process Step 2 Identify an area to store red tag items temporarily The primary reason for creating a red tag area is to temporarily store office items away from the main office area being red tagged Only items that are practical and easy to move should be decanted to the red tag area The red tag area should be as close to the area being 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

Sort - Red tag process Step 3 Identify red tag targets and criteria Desks Stationery Filling Cabinets Files and Folders Out of date documents Books Equipment (Telephone,Fax,P.C.) Correspondence Criteria If something has not been used for a month then it potentially should be red tagged Business Forms Paper Catalogues Shelves Chairs

Sort - Red tag process Step 4 Attach red tags to targets and document activity Physically Attach red tags to items Only one item per tag Be sensitive to personal stuff Don t red tag people Record all red tagged items on the red tag log The log is used to help with disposition later on Move red tagged items to the red tag area once labelled and recorded.. be sensible about what is moved and try to keep items in numerical order

Sort - Red tag process Step 5 Review and disposition red tag items Once all items have been red tagged then the team should review each items to agree on the appropriate course of action Potential actions Re-organise storage of item Sell item Re-locate item Repair item Give away item Dispose of item If in doubt move it out

Sort Typical example prior to red tagging Typical Office Area 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

Sort -Typical Red Tag Area after Red Tag Event 20 items red tagged Excess documentation Duplicated office equipment Excess office supplies Excess stationary Sample Literature

Straighten

Straighten Straighten means: A place for everything and everything in it s place Organising the way needed things are kept so that anyone can find them easily

Straighten There must be a location for all needed things There must be a limit to how much of each item can be stored Make the items easy for anyone to find, use and return For every item indicate What Where Amount

After Straighten example

Sustain

Sustain Stick to the rules you set out! The workplace is audited on a daily basis Train all staff in the 3S and keep refreshing Use Checklists Visual display results

Sustain 3s Audit Department Audited by Date 3S Audit -The Visual Office Focus Means Occurrences Points Deducted Per Occurrence Total Deducted Target Actual Actions Arising Red Tag Any item not required with 1 month or not clearly identified and located 1 20 Orderliness Passage ways clear All areas clean and tidy and free from clutter 1 15 Personal desk Space No more than 2 days organised relevant work 2 20 Notices/Signage Relevant,up to date, organised and in good condition 1 15 Shared Areas Under control and orderly with relevant materials / equipment e.g. photo copiers, library 2 20 Health and safety No Hazards 2 10 Total

3S Workplace Organisation 3S Practical Exercise