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NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

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Page 1: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

NPA: Business Improvement TechniquesContributing to the Application of Workplace Organisation Techniques

Page 2: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Aim of the Unit

• The aim of this Unit is to give the learner the knowledge and understanding required to apply the principles and techniques of workplace organisation, as embodied within the concepts of 5C/5S.

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Page 3: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Workplace organisation — structure of the Unit

• Aims and objectives of Unit• Learning outcomes• Introduction to 5C/5S• The 5Cs/5Ss

– What are they?– How to implement

• Auditing the 5C/5S workplace standard• The outcomes of 5C/5S• Successfully implementing 5C/5S• Health and safety considerations• Links with 8W, visual management and standardised work

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Page 4: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Objectives of the Unit• to understand the importance or 5C/5S and how this concept can be applied

• to define and describe the principles of effective workplace organisation as embodied within the concept of 5C/5S

• to demonstrate the application of 5C/5S techniques

• to describe why and how the 5C/5S standard within the workplace should be audited

• to define the importance of 5C/5S and understand how to sustain the 5C/5S process

• to understand the health and safety benefits to be gained

• to understand how 5C/5S encourages teamwork

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Page 5: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Learning outcomes

After completing the Unit, you should: •understand the importance of effective workplace

organisation and be able to describe each of the 5Cs/5Ss•understand the process and implications of applying

5C/5S to the workplace•have carried out a 5C/5S activity, probably as part of a

team, to improve the organisation of a work area •be confident that you could repeat the application of the

principles and techniques of 5C/5S to another area

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Page 6: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Poor workplace organisation

• Does any of this look familiar?

• What issues would result?

Office:

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Page 7: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Impact of poor organisationTypical issues:• untidy, clutter, obstacles to workflow• poor image• time wasted searching for things• plant and equipment not positioned to support efficient working• damaged materials• over production/over ordering• potential health and safety issues• poor housekeeping• difficult to ‘see’ the status of things — stock levels• would create inefficiency or waste• impacts on other processes

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Page 8: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Possible workplace organisation projectsThere are many ways in which the organisation of a workplace can be improved through the use of a variety of tools:

•works planning and programming •layouts and flow (spaghetti) diagrams•standardising work operations•process mapping

But one tool has been specifically designed to improve this and is known as 5C/5S.

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Page 9: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S

The first ‘building block’ of lean/continuous improvement

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Page 10: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S definition• A structured method for achieving, maintaining and

improving the standard setup, organisation, layout and control of a work area, so as to ensure safe and efficient operations with minimum waste.

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Page 11: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Introducing 5C/5S

• The concept of 5C/5S is generally regarded to have originated from the Japanese automotive industry, and is considered one of the fundamental building blocks for an organisation striving to establish lean practices and a culture of continuous improvement.

• Importance– safety, quality, delivery, cost, client satisfaction– sets standards — a reflection of how the product/service or

project will be managed/delivered– mindset– image

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Page 12: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C / 5S

The original Japanese 5Ss have been adopted and adapted by Western industries. The translations and basic meanings are shown in the table.

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Page 13: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

The purpose of 5C/5S

• to improve the organisation and working standards of the work environment

• to create a work environment that supports safe working practices, right first time quality and efficient, productive working

• to provide the basis for other ‘building blocks’

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Page 14: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Health and safety and the 5C/5S process

• Carry out a health and safety risk assessment in the work area.• What are the hazards within the target area?• Ensure that all health and safety requirements are met and

understood by everyone involved in the process improvement activity.

• Identify and provide the necessary personal protective equipment.

• Does the team require any further health and safety training?

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Page 15: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S

Carrying out a 5C/5S

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Page 16: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

‘You can’t see the wood for the trees’

• Remove those items from the workplace that are not essential to enable the work activity to be carried out.

1. Clear-out/sort

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Page 17: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

1. Clear-out/sort• Clear-out/sort non-essential items (eg tools, equipment,

inventory, paper, rubbish, furniture).

• By being present, such non-essential items:• create clutter• can create unsafe working conditions• take up space• can hinder efficient operations• often will be moved from one place to the next• can hide other problems within the work place

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Page 18: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

• Designate an area to which all items will be cleared to.• Direct the team on health and safety considerations and how

the activity will be run.• Log all items as they are cleared from the work area.• Red-tag any items that are in a poor condition.

1. Clear-out/sort — how do we do it?

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Page 19: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

1. Clear-out/sort — how do we do it?

• As items are cleared/sorted, and prior to putting back into the work environment, ‘clean and check’:

• Make sure the work area and necessary items in as-new condition

— health and safety— efficient operation— makes problems visible

• Set the standard condition• Red-tag any items that are in a poor state of repair, etc

Check the condition of all items being put back.

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Page 20: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

1. Clear-out/sort

5C/5S applied to an office work area

5C/5S applied to a construction site stores

In one such clear-out activity in a small office area, 12 bin sacks were filled with unnecessary

items!20

Page 21: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

2. Configure/straighten

The orderly organisation of those items that are necessary to complete the work activity, in a way that ensures safe and efficient operations, which can be repeated with minimal waste.

‘A place for everything and everything in its place’

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Page 22: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

2. Configure/straighten — how do we do it?

1. Identify where to locate each necessary item:

• Establish where best to place or store an item, to support efficient work activity.

• Think about how often the item is used.• Consider safe working and minimise bending, reaching,

twisting, etc.• Consider the whole work area and the location of items to

fit with the typical work pattern — aim to support efficient workflow.

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• One step rule:Ideally nothing stored more than a step away.Improve efficiency by eliminating time lost looking for items.

• 30 second rule:Organise workplace to allow any tool, information or material to be located and retrieved within 30 seconds. This includes computer files!

• 45 degree rule:Immediate work area layout to minimise twisting.

• Strike zone rule:Store things above the knees and below the chest.

• The higher the pounds, the closer to the knuckles:Locate heavy items to eliminate bending, stooping or unnecessary arm movements during lifting.

Criteria to help effective configuring

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Page 24: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

2. Configure/straighten — how do we do it?

2. Use visual methods to clearly show where each item should be located:

• labels showing name, ID number, etc• shadow boards• floor tape, painted lines and footprints• colour coding

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Page 25: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

2. Configure/straighten — how do we do it?

3. Establish ways, preferably visual methods, to manage the replenishment of regularly used items including materials and consumables:

• determine the lead times for replenishment• set and clearly shown maximum storage quantities and the

point at which an item needs to be re-ordered (ie the minimum level or re-order point)

• min-max labelling• two-bin replenishment system — when the first bin

is emptied this is the signal to refill it

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Page 26: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

2. Configure/straightenA configured/straightened site:• racked-out• stored items have a designated location• locations are labelled:

— description— part/order number— min and max storage quantities

• area is clean and tidy• lighting helps to improve the storage

environment and standard• What impression does this give?• Would you waste time searching for the

item you want?

Sets the standard for workplace layout and organisation

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Page 27: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Configure — before and after

• items stored with no defined location

• What is the stock status?

• items have clearly defined locations

• labels used to indicate what should be at each location and the storage quantities

Configuring an office stationery cupboard

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Page 28: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine

• Clean and check (or shine), is used to ensure that items are clean and ready to be used. Regular, ideally daily, ‘clean and check’ activities are carried out to maintain the 5C standards for cleanliness and workplace organisation.

Keep things clean and in good working order

Clean — on the surface! Check — uncover the problems

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Page 29: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine

• Undertake regular ‘clean and check’ activities.• Ensure that items are clean and ready to be used — ‘as new’:

• identify any abnormal conditions (red-tag)• items missing, damaged or broken

• Check for safe operating conditions.• Maintain the 5C/5S standards for cleanliness and workplace

organisation.

Keep things clean and in good working order

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Page 30: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine

• Regular clean and check activity, carried out by the people who operate within the workplace, will create ownership and make people aware of any issues.

• Aim to make the cleaning activity part of every day’s work.• On-site, work areas should be tidied and any rubbish disposed

of.– If done every day, it becomes normal practice.– Clean-up by trades as they finish a job must be enforced, so

that any wasted time experienced by follow-on trades will be minimised.

Keep things clean and in good working order

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Page 31: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine

• should include the area as well as the tools, equipment and plant to be used

• When checking tools, equipment and plant ask:—Is it in good repair?—Is it fit for purpose?—Does the condition pose a risk to either health and safety or

quality?• If an issue is found, TAG IT!

Keep things clean and in good working order

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Page 32: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Putting our hands onto and cleaning this motor, we found:

3. Clean and check/shine

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Page 33: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine

•It is important that where any items have been identified with issues, the resolution of these is effectively managed.

•A commonly applied 5C/5S practice is the use of ‘red-tagging’.

Managing any identified issues

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Page 34: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Tagging procedure

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Page 35: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine — red-tagging•Red tags are used to provide a visual indicator of an abnormal

condition.•Brief details of the issue and possible countermeasure are logged. •Each red tag is given a unique number to enable recording and

tracking of issues.•The red tag is tied to the item that has the issue.

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Page 36: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Red tag issues

• Log all red tag occurrences on a red tag action log sheet.• Prioritise each red tag issue according to the severity of the

issue and/or urgency required for resolution:– A simple system is to categorise an issue as either low,

medium or high.– Use an agreed severity rating scale.

Effective resolution and management

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Page 37: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

3. Clean and check/shine — red tag log sheetA red tag log sheet is used to track the progress of resolving red-tag issues.

Severity

(H, M, L)ProgressCause Action Owner

Target Date

Location Tag No. Issue / ProblemDate

Logged

5C / 5S Red Tag Log SheetLocation: Activity Owner:

Page 38: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

4. ConformityThe process of setting the 5C/5S standards and making them easy to maintain by using simple systems and processes.

• It can prove difficult to maintain the 5C/5S standard that has been set during the first three 5Cs/5Ss.

• The use of forms, diagrams, checklists and clearly defined roles and responsibilities will help ensure that everyone in the work area can maintain the 5C/5S standard.

• It is important that this information is effectively communicated to people within the work area and to those people who interact with the work area.

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Page 39: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

4. Conformity

The process of setting the 5C/5S standards and making them easy to maintain by using simple systems and processes.

This can be achieved by following some simple guidelines:

•pre-work set-up checklist (do you have all the tools, materials and equipment ready?)

•display how work tasks should be done•display the 5C standard of the workplace•define how the 5C standard is to be maintained (eg clean and

check rota)•use visual methods to show the location of necessary items

Page 40: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

A 5C/5S board ensures everyone’s involved.

4. Conformity

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Page 41: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Visually defining the workplace layout

Photographs to illustrate:

ClearoutConfigureClean to check

Supply of Red Tags

A site layout plan showing the location of facilities and is marked-up to indicate the ‘Traffic Plan’.

Work Type: Site: Ref No. Originator

Last Revised

Form P:19

Standard Job Detail Ref. No.Standard Workplace Layout

Chart Timber Frame Erection

LIVING ROOMLIVING ROOM

KITCHEN DINER KITCHEN DINERHALL HALL

NOT DRAWN TO SCALE

WCWC

FRONT OF PLOT PAD Flow of Timber Frame Products: - Build from back to front to aid access

1

3

5

6

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8

9

10

12

13

7

14

11 DPC

15

PLOT 1 PLOT 2

Work Type Where Used Previously Ref No.

Last Revised

Standard Job Detail Ref. No.

OriginatorStandard Workplace Layout

Chart

Form P:19

M B MM B

Mixer

Work Type Where Used Previously Ref No.

Last Revised

Standard Job Detail Ref. No.

OriginatorStandard Workplace Layout

Chart

Form P:19

M B MM B

Mixer

A detailed workplace layout chart indicating the location of materials andbuild sequence for timber frame erection.

A standardised work layout chart showing where material

items (bricks and mortar) should be located to aim

efficient working.

4. Conformity

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Page 42: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5. Custom and practice/self-discipline

Ensuring consistent adoption and use of 5C/5S by all personnel who are either involved directly with the workplace or who interact with the workplace.

• Train all personnel in 5C/5S — it’s not just good housekeeping!• Give ownership of the 5C/5S standard.• Consistently enforce the 5C/5S standard and culture.• Conduct independent 5C/5S audits.• Seek to improve the 5C/5S standard.

Consistent application, training and everyday routine

Good companies develop beginning with the 5Cs /5Ss, bad companies fall apart beginning with the 5Cs/5Ss.

— Hiroyuki Hirano42

Page 43: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C summary steps1. Clear-out

– remove everything not bolted to the ground– get rid of all rubbish and unnecessary tools/materials/docs etc– keep, quarantine, chuck areas

2. Configure– decide ‘what do we need?’, establish optimum ‘buffer’– find everything its home– consider logistics, frequency of use, worker motion waste, sequence of tasks– use visual aids, eg to show location, replenishment of materials,

quarantine area

3. Clean and check/shine– make sure all tools and machinery are in good condition

4. Conformity– create SOPs, eg cleaning schedule, maintenance procedures, location chart

5. Custom and practice– the company way

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Page 44: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S

Auditing the 5C/5S standard

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5C/5S levels of excellence

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Page 46: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S audit sheet

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Division: Auditor: Date:

Name

Are

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ntia

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ms

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area

?

Is th

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area

cl

ean

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Is th

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stem

bei

ng

corr

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use

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Are

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alth

& s

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ards

)?

Are

all

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ms

/ abn

orm

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ition

s re

d-ta

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?

Yes No Garry Cotterrell

1 Is the area clean and tidy? Richard Green

2 Are the floors and aisles clear of non-essential items?3 Are all cables/wires etc safely stored and connected?4 Are all storage areas clean and tidy?5 Are all storage areas free of non-essential items?6 Are storage areas clearly labelled and is everything in it's place?7 Are all notice boards tidy? 8 Is all of the required information displayed and is it up-to-date?9 Are all notice boards free of non-essential items?

10 Is the central filing system in order? (hard and electronic)11 Is the central filing system clearly marked up?12 Is the central filing system complete?13 Is the drawing rack tidy and in order?14 Are all disks, documents, folders etc clearly labelled/identified?15 Are reference items such as brochures organised & accessible?

Ref No. Issue/Opportunity Who Target Date Done?

Ref No. ObservationCheck

IMPROVEMENT ACTION PLAN

Office 5C Audit Check Sheet

Improvement Action

DeskOffice Working Environement

Page 47: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S

The outcomes of 5C/5S

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Page 48: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

The outcomes of 5C/5S

• improved working environment• safer since safety depends on care and workplace

organisation• improved organisation and image• helps create ownership of the working environment and

encourages teamwork

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Page 49: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

The outcomes of 5C/5S

• A standard is set :– Only items that are required or essential to support the

work are held in the area.– Essential items are organised and located in a set

position to support effective and efficient work, with the view of minimising wasteful motion.

– Tools, plant and equipment are maintained to support safe operations and ensure good working conditions.

Page 50: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

The outcomes of 5C/5S

The 5S standard:• enables any abnormal conditions to be easily spotted• provides the basis for continuous process improvement• gives confidence to your clients/customers since it reflects

the standards of operation to which your business follows

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Page 51: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

What do we get from 5C/5S?

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Page 52: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S

Successfully implementing 5C/5S

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Page 53: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Successfully implementing 5C/5SMake sure everyone is involved.• 5C /5S is the responsibility of all.• All levels of management should be involved in decision making.

Communicate 5C/5S effectively.• Don't leave people to ask:

– ‘Why are we using these red tags?’ – ‘Is 5C/5S really necessary to improve?’

Go all the way.• Use the correct formats and procedures.

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Page 54: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Successfully implementing 5C/5SManagers should carry out the 5C/5S audit:• spotting positive and negative conditions• identifying specific improvements

Final responsibility lies with senior management:• The board/senior management needs to take responsibility for and show interest in 5C/5S for it to be taken seriously.• Managers must take a strong leadership role in promoting 5C/5S.

Never do half a job:•Develop procedures to maintain the discipline.

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Page 55: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Check sheets and SOPs• Check sheets and other

documentation can be used to maintain the standard of the revised workplace.

• SOPs can also be used to ensure that the cleaning and checking regimes are in place.

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Page 56: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S activities

Possible team make-up and roles

• An activity leader to plan, co-ordinate and organise the team and to ensure safe working practices are used.

• Process stakeholders who do the work to gather, clean, sort and organise all items in their workplace.

• An ‘auctioneer’ who will lead the sorting process in the work area.

• A scribe to record the disposition of items during the sorting process. Also to record any red-tag items on a red-tag log sheet.

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Page 57: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

5C/5S activity

Example agenda for one-day 5C/5S activity

08:00 Activity kick-off and final co-ordination for the 5C/5S leader(s)09:00 Training and activity planning for 5C/5S team09:45 Break10:00 Team returns to the area and conducts survey 10:15 Start sorting process (red-tag exercise carried out in-parallel)10:45 Complete sorting process and prepare for auction11:15 Auction (if appropriate)12:00 Lunch12:30 Clean and check necessary items (red-tag as necessary)13:30 Agree locations for necessary items and configure as appropriate14:30 Create visual controls to support the new 5C/5S standard 15:30 Re-survey area and capture the new 5C/5S standard16:00 Draft 5C/5S documentation and associated audit check sheet and roles and responsibilities to maintain the standard16:30 End of activity review with all relevant personnel57

Page 58: NPA: Business Improvement Techniques Contributing to the Application of Workplace Organisation Techniques

Summary• What are the benefits of workplace organisation?• What are the five stages of a 5S/5C activity?• What problems might a Business Improvement Team

encounter when trying to implement 5S/5C?• How would you maintain the standard of good workplace

organisation?

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