program development “clear the clutter!” planning for a 5s event 5s planning and implementation...

Program Development Clear the Clutter! Planning for a 5S Event 5S Planning and Implementation Guide

Safety First! Safety in the Room (examples) Please keep your area clear Watch out for trip hazards Please keep briefcases and other objects, especially power cords out of the aisles Watch out for flip chart legs Know emergency exit locations Any additional safety precautions? 2

What is 5S ? How do we apply 5S ? How do we implement 5S ? How do we sustain 5S ? 5S Overview 5S Planning 5S Execution 5S Sustainment Agenda

What is 5S? 5S is a way: for creating an organized, efficient workplace to get rid of clutter to help reduce slips, trips, and falls to eliminate waste in work processes Creating an orderly workplace helps expose and reduce risk!

1.Sort Keep what is needed Straighten 2. Straighten Assign a location Shine 3. Shine Make it production ready Standardize 4. Standardize Repeat the process Sustain 5. Sustain Establish discipline 5S Overview

SAFETY FIRST! Lets progress through each step Sort Eliminate what is not needed Straighten Establish a place for everything based on usage and keep everything in its place ShineClean and scrub. Look for ways to keep everything orderly and picked-up Standardize Document with visuals and procedures. SustainMaintain and monitor. Make 5S a way of life! How Do We Apply 5S?

Starting and sustaining a 5S effort involves planning and a stepwise implementation. Its not something that is rolled out to the entire organization all at once by simply saying, here it is and lets get going with it. To be successful, take the time to map it out. 5S Implementation Starts with Planning

Step 1: Start with the Leadership Team Step 2: Build the Infrastructure Step 3: Launch Communications Step 4: Train Teams in 5S Techniques Step 5: Begin 5S Pilots Step 6: Establish Best Practices Step 7: Develop a Full Roll-Out Plan Step 8: Continually Evaluate & Adjust Use this this simple 8-point checklist to begin planning your 5S implementation. While the checklist does not cover every detail you might need for your organization, failure to address these 8 points may jeopardize your success. How Do We Map It Out?

Provide the Leadership Team with 5S orientation. The Leadership Team is typically top management. Top management must learn 5S and lead the efforts in order to achieve lasting results. As with any improvement effort, 5S implementation must be driven from the top down. Only top management can create the environment needed and give the effort the visibility and importance it needs to change the culture. 1. Start With The Leadership Team

The Leadership Team must take the lead. Divide & conquer by establishing subcommittees for: Best Practices Project Support Training Communications The use of subcommittees responsible to the top management team, can help spread the load for introducing and sustaining a 5S effort. Leadership Communications Training Project SupportBest Practices 2. Build The Infrastructure

What? Why? How? When? Who? Communication starts with the introduction of the what and why of the 5S effort within the organization, then - as the 5S effort reaches specific work areas, communications should focus on the how, when, and who of the 5S effort. 3. Launch Communication

Management & Supervision should set the stage. Conduct short, focused and frequent communication sessions with all employees. Deliver the message in several formats, if possible: Group meetings Intranet or websites Postings Newsletters Begin short frequent focused communication sessions held by members of the Leadership Team. Meetings should focus on one or two aspects of the initiative - communicating the what, why, how, when and who. 3. Launch Communication (continued)

Training Topics Who needs to know what? Training Methods How will training be delivered? Facilitation How will facilitation be used to complement training? Resources What other resources do you need? Developing a training plan to support a 5S initiative includes determining who in the organization needs to know what, how the training will be delivered and how facilitators can turn training into usable learning. 4. Train Teams in 5S Methodology

Develop a plan: Train everyone in basic 5S concepts. Supplement with training in work area specific practices. Select reusable training resources. Pictures of better practices (Before and After 5S efforts). Introduction to 5S Video, if available. The role of the 5S training, should include: selecting core training materials, establishing a training plan and providing guidance for work area specific training resources. 4. Train Teams in 5S Methodology (continued)

Select 1 to 3 work areas that really need the effort. Project support must play an active role in the pilots selection and 5S implementation. The pilots must have successful outcomes. The pilots should serve as a time to try out theories about 5S concepts and see if they are practical feasible and cost- effective. Lessons learned during the pilots will set the stage for supporting future 5S efforts. Dont just roll out the 5S effort; pick a few work areas to start with and use them as pilot work areas. The first pilot work areas should be ones with high visibility that are congested, dirty and cluttered. 5. Begin 5S Pilots

Sort Straighten Shine Sort Straighten Shine Good candidates for Kaizen Events: Kaizen Events are typically multi-day improvement events where a dedicated team makes immediate changes. 5S Kaizen Events generally last from 1 to 3 days. Some portions of Straighten may take longer periods of time to implement, especially if storage devices need to be obtained. The approach to be taken in the work areas can be quick-hitting, kaizen-event type activities or longer term projects. It works well to initiate the Sort, Straighten (Set-in-Order), and Shine phases as a Kaizen event. Project Support

Standardize Sustain Standardize Sustain Requires planning and coordination: Some Straighten (item classification/determination of use) and Standardization efforts require more planning, study and coordination than can be effectively done during a kaizen event. The Sustain phase requires a continual effort. Project Support (continued)

Participation Guidelines Budgetary Issues Time Schedules & Deadlines What is Off-Limits? Standardization Rules A key part for the 5S infrastructure will be the boundaries of freedom for the implementation teams. Boundaries help clarify the items listed above, they also provide clarification to what areas are off-limits. Participation Guidelines: Membership in 5S Pilots: Selected 5S Pilot Team Members should consist of a mix of employees associated with the work area that are trained and have the right skills and knowledge Universal Participation: Once the 5S effort is started in a work area everyone in that area is required to support the effort and practices that have been established in order to effectively implement the fifth S sustain or the entire 5S effort could be at risk. Budget Guidelines: Why Budget? Budgetary limits must be established so teams know how much money is allotted for 5S implementation, for items such as shelving, cabinets, labels, supplies etc. Purchasing Practices: When applying budget guidelines a team must follow organizational purchasing and capital expenditure practices. Purchasing practices should be reviewed by the team as part of the start-up of the 5S effort. Allocation of Costs During and After Implementation: Some organizations use a special budget account during the 5S implementation phase for costs associated with the event. Costs associated with 5S maintenance within the work area should be charged to the cost center. Time Guidelines: Time Allowed for Team Tasks: Boundaries should be established regarding the amount of time and deadlines associated with initial 5S efforts within a work area. Routine Time Boundaries for Employees: Boundaries should established for employees to participate in routine housekeeping each day, Time to Complete Kaizen Events: If the activity is completed through a Kaizen event the team members should be removed from the normal work conditions and assigned to the 5S effort for the 2 to 5 days the event will take place. Guidelines for Off-Limit Systems & Work Areas: Storage Location: It is necessary to establish boundaries for storage locations and what areas are off-limits. This should be done to assist the 5S pilot efforts and then to support the Sustain effort. Off Limit Locations: Off-limit areas should include all aisle-ways, doorways, and areas in front of electrical cabinets and controls. Standardization Guidelines: Organization Wide Standardization Rules: Standardization rules should be established at the start of the 5S effort and should be given to all implementation teams, for example there might be standard format for work stations, file cabinets, totes, placards, labels etc. Other areas may have rules for color coding, format for information boards, paint schemes, rules for common storage areas, housekeeping of common areas, etc. Work-Area Specific Standardization Rules: Implementation teams should be allowed to set rules such as work-area storage (what should be kept in the area and where) and specific work-area housekeeping practices. Implementation teams are not allowed to vary from the leadership team for paint schemes, common storage, housekeeping conventions and information board displays. Boundaries of Freedom

The Best Practices Subcommittee can help create 5S rules and standards to document best practices. A Best Practices database can help multiply the impact of 5S successes by providing the means to share those successes throughout the organization. Communicate successes by leveraging lessons learned by using them wherever they can be used. Some organizations especially those with multiple sites, formally track best practices, including 5S successes in a shared directory accessible to all sites. 6. Establish Best Practices

Establish a database to archive and retrieve best practices. Steal ideas from other work areas. Formally share lessons learned. Fight N.I.H. (not-invented-here) mindsets. A Best Practice Forum and Knowledge Database can help prevent the costly practice of rediscovering the same breakthroughs time after time. Encourage stealing the best ideas from other work areas Dont allow a not invented here attitude to exist. Share your Lessons Learned via a Knowledge Database 6. Establish Best Practices (continued)

Debrief 5S Pilot Teams What went right? What went wrong? What improvements can be made? Make adjustments: 5S Subcommittees can use Pilot experiences to adjust their processes. Use Project Management tools: Define who will do what and when next time. Simple Pert and Gantt Charts are good planning tools. 7. Develop a Full Blown Roll-Out Plan

A Roll-Out Plan: Defines the sequence of events Establishes roles (who will do what) & responsibilities (by when) Sets metrics to evaluate how the plan is progressing. A comprehensive roll-out plan defines the sequence of events, establishes roles, responsibilities and performance measures. 7. Develop a Full Blown Roll-Out Plan (cont.)

Whats Working Whats Not? Use the PDCA cycle Plan Do Check Act Rotate subcommittee members to keep the initiative fresh. To stay vibrant the 5S initiative cannot be static. To help keep your 5S effort dynamic, consider rotating one member of each subcommittee off for a new member every 3 to 6 months.Do CheckAct Plan 8. Continually Evaluate and Adjust

Do (+) Start with Leadership Team Build an Infrastructure Communicate Start with Pilot Projects Provide Training Establish Best Practices Develop a full Roll-Out Plan Continually Evaluate and Adjust the Process Dont (-) ( Dont) let your actions contradict your words (Dont) plow ahead without building a plan (Dont) discount the importance of linking 5S objectives to the business strategy (Dont) start in the middle or force the 5Ss up from the bottom of the organization. however doing any of the Donts will lead to a failed initiative. While the Do checklist is not all-inclusive, it will help you start-up a successful 5S initiative. The Dont checklist is not all-inclusive either, however doing any of the Donts will lead to a failed initiative. Guidelines

program development “clear the clutter!” planning for a 5s event 5s planning and implementation...

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