| Do you get frustrated looking for files? Is your desk | | | | icons. If you need to keep paper documents, try |
| too small for all your stuff? If you can answer yes to | | | | scanning and saving them electronically. Identify actions |
| these questions, you may need a personal 5S. | | | | such as "replenishment" or "complete" with simple |
| 5S, which stands for Sort-Set in | | | | signals that don't require verbal instructions. Make sure |
| order-Shine-Standardize-Sustain, is typically an | | | | all physical items have a defined "home" location, this |
| organizations gateway to a lean transformation. 5S will | | | | will ensure that organization is kept up. |
| help any organization improve productivity by reducing | | | | Items that are used every day should be stored |
| the amount of time wasted throughout the day. A key | | | | (physically or virtually) within easy reach. This may |
| strategy for this simple yet powerful tactic is known as | | | | include active files, equipment or information. The |
| the "visual workplace." Visual controls help make | | | | occasionally used items can be put away in less |
| conditions, instructions and actions instantly | | | | frequented areas such as external hard drives, |
| recognizable through simple signals such as color | | | | storage closets or hard to reach shelves. In either |
| codes, signs or demarcations. In this article we'll focus | | | | case make sure everything is properly labeled and |
| on how to apply 5S to an area that is very important | | | | coded. |
| to you, your desk. | | | | 3) Shine - 5S is a chance for you to not only establish |
| In a professional environment, a cluttered workspace | | | | a better filing and storage system but also to purge |
| usually indicates a cluttered mind. This is not a | | | | your hard drives of excessive files. To insure your |
| message you want to send to your superiors or | | | | work area won't get cluttered after all this effort you |
| customers. So how does one tackle this dilemma? | | | | should make it a habit to immediately go through mail |
| One very simple yet effective method is to apply the | | | | and incoming items as they are received. Don't wait |
| 5S process to your immediate work area. This | | | | until later; this is especially true with any magazines and |
| includes converting paper to electronic files, cleaning | | | | periodicals. Look through them, extract whatever |
| out your hard drives, establishing visual management to | | | | information you need and throw the rest out. |
| your filing systems and organizing the physical space. | | | | 4) Standardize - This is where you will develop the |
| By applying the following 5 simple steps, you will be | | | | "rules" for maintaining the first three S's. Make sure |
| able to quickly de-clutter those desktops and become | | | | your new efficient process is as intuitive as possible. |
| a highly productive worker. | | | | Consider this a starting point that you will continually |
| 1) Sort - Going through your "stuff" can be quite a | | | | improve. Use Outlook to send yourself reminders and |
| daunting task and all too often a stumbling block. If you | | | | schedule tasks. Establish a standard color coding |
| feel your workspace has gotten so out of control that | | | | system for your reminders and tasks. This could |
| you just don't know where to start, sorting is your first | | | | indicate customers, priority, locations, etc. Once you've |
| task. You will need to dedicate some time to sorting so | | | | developed a personal 5S system try and spread it |
| a good idea is to come in on a Saturday morning and | | | | throughout your office. A good trick is to run contests |
| go through all those papers, files, magazines, etc. Your | | | | or post "tips and tricks." |
| goal is to get rid of as much as possible. Get three | | | | 5) Sustain - Don't let your new system fall apart. You'll |
| large boxes and label them as follows: | | | | have to instill personal discipline to keep this process |
| - Things I need and use every day | | | | going. A good idea is to schedule a "Sorting" day |
| - Things I occasionally need | | | | every month or so. The intent is to make 5S habitual. |
| - Things I haven't touched in over three months and | | | | Some companies like to develop formal methods to |
| have no need for | | | | sustaining improvement through training and auditing. |
| Common sense dictates that if you haven't used an | | | | This can be done with sophisticated software |
| item recently and have no reason to keep it, get rid of | | | | programs or simple paper forms. Regardless of the |
| it. The remaining items will have to be stored | | | | method you choose, the idea is to hold yourself |
| appropriately. | | | | accountable. |
| 2) Set in order - These days there is no excuse not to | | | | One of the key elements to any process |
| go paperless; how often do you print emails, instead | | | | improvement program is efficiency. As you've seen |
| filing them electronically. The intent with setting in order | | | | this can start at a personal level and ultimately spread |
| is to develop a system that allows you to quickly find | | | | throughout your company. By using 5S you'll be |
| and retrieve items, quickly identify required actions and | | | | amazed at how your productivity levels will increase. |
| clearly understand where things belong. | | | | Following these five simple steps will guarantee that |
| Create an electronic filing system that uses colors and | | | | clutter and misplaced items area things of the past. |