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

2. 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.

3. 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

4. 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

5. 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

6. Poor workplace organisation
Office:
Does any of this look familiar?
What issues would result?

7. Impact of poor organisation
Typical 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

8. Possible workplace organisation projects
There 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.

9. The first ‘building block’ of lean/continuous improvement
5C/5S
The first ‘building block’ of lean/continuous improvement

10. 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.

11. 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

12. 5C / 5S
The original Japanese 5Ss have been adopted and adapted by Western industries. The translations and basic meanings are shown in the table.

13. 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’

14. 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?

15. 5C/5S
Carrying out a 5C/5S

16. ‘You can’t see the wood for the trees’
1. Clear-out/sort
Remove those items from the workplace that are not essential to enable the work activity to be carried out.
‘You can’t see the wood for the trees’

17. 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

18. 1. Clear-out/sort — how do we do it?
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.

19. 1. Clear-out/sort — how do we do it?
Check the condition of all items being put back.
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

20. 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!

21. 2. Configure/straighten
‘A place for everything and everything in its place’
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.

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

23. Criteria to help effective configuring
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.

24. 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

25. 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

26. 2. Configure/straighten
A 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

27. Configure — before and after
Configuring an office stationery cupboard
items have clearly defined locations
labels used to indicate what should be at each location and the storage quantities
items stored with no defined location
What is the stock status?

28. 3. Clean and check/shine Keep things clean and in good working order
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.
Clean — on the surface!
Check — uncover the problems

29. 3. Clean and check/shine Keep things clean and in good working order
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.

30. Keep things clean and in good working order
3. Clean and check/shine
Keep things clean and in good working order
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.

31. Keep things clean and in good working order
3. Clean and check/shine
Keep things clean and in good working order
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!

32. 3. Clean and check/shine
Putting our hands onto and cleaning this motor, we found:

33. 3. Clean and check/shine Managing any identified issues
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’.

34. Tagging procedure

35. 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.

36. Red tag issues Effective resolution and management
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.

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

38. 4. Conformity
The 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.

39. 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

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

41. 4. Conformity Visually defining the workplace layout
A detailed workplace layout chart indicating the location of materials and
build sequence for timber frame erection.
Photographs to illustrate:
Clearout
Configure
Clean to check
Supply of Red Tags
A standardised work layout chart showing where material items (bricks and mortar) should be located to aim efficient working.
A site layout plan showing the location of facilities and is marked-up to indicate the ‘Traffic Plan’.

42. 5. Custom and practice/self-discipline
Consistent application, training and everyday routine
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.
Good companies develop beginning with the 5Cs /5Ss, bad companies fall apart beginning with the 5Cs/5Ss.
— Hiroyuki Hirano

43. 5C summary steps Clear-out Configure Clean and check/shine Conformity
remove everything not bolted to the ground
get rid of all rubbish and unnecessary tools/materials/docs etc
keep, quarantine, chuck areas
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
Clean and check/shine
make sure all tools and machinery are in good condition
Conformity
create SOPs, eg cleaning schedule, maintenance procedures, location chart
Custom and practice
the company way

44. Auditing the 5C/5S standard

45. 5C/5S levels of excellence

46. 5C/5S audit sheet

47. 5C/5S
The outcomes of 5C/5S

48. 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

49. 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.

50. 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

51. What do we get from 5C/5S?

52. Successfully implementing 5C/5S

53. Successfully implementing 5C/5S
Make 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.

54. Successfully implementing 5C/5S
Managers 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.

55. 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.

56. 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.

57. 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 team
09:45 Break
10:00 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 auction
11:15 Auction (if appropriate)
12:00 Lunch
12:30 Clean and check necessary items (red-tag as necessary)
13: Agree locations for necessary items and configure as appropriate
14:30 Create visual controls to support the new 5C/5S standard
15:30 Re-survey area and capture the new 5C/5S standard
16: Draft 5C/5S documentation and associated audit check sheet
and roles and responsibilities to maintain the standard
16: End of activity review with all relevant personnel

58. 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?