1. Continuous Improvement Coordinator
DMPS
Emma Knapp
Continuous Improvement Coordinator
Check out our Continuous Improvement Staff Resource Center page

2. What is Continuous Improvement?
A time-tested set of tools, an organizational desire, to understand and solve problems within systems and processes, by engaging staff to improve productivity, quality, staff morale, and customer service.

3. Principles of Continuous Improvement
Engage the people who work in the process to improve the process
Focus on creating value from the customer’s perspective
Bring measurable and sustained improvement

4. The 5 “Ss” Sort Set in Order Shine Standardize Sustain SET IN ORDER
A five step process to create a Leaner and more efficient working environment. In addition to cleaning and organizing a space, 5S builds in the controls to keep the space neat and efficient.
The 6th S is Safety.
Module 6: 5S

5. If the classroom looks like this, it probably is time to 5S

6. Why do it? Eliminate wastes that result from finding things
Gain control on equipment, material, and inventory
Apply control techniques to sustain orderliness
Have you ever spend a long time looking for a book or an or a document? The Key is: It’s all about finding stuff quickly!
5S is a way to improve the workspace
Module 6: 5S

7. 5s Exercise #1
The sheet I’m giving you represents the current state of your classroom. Your job is to draw a line from the numbers 1-50 in correct sequence. You are unable to use a 3 from a 13 or 23. You will have 60 seconds to complete task. Say done if you finish prior to the time.

8. 1. Sort
Distinguish between necessary and unnecessary items and information
Is it useful?
How often is it needed?
What quantity is needed?
Sort is to have the right materials are available and unnecessary materials have been removed. If you don’t need it, get rid of it!!! Keep only necessary items in the workplace. Leave only the bare essentials, when in doubt, move it out.
Items become the norm so you may not realize you are stepping over a pile of paper every day until you start actually looking and sorting through. Keep only what is needed, in amounts needed for when it is needed.
Questions to consider – Are there more desks and chairs than students? Are the bulletin or white boards cluttered? Are the desks covered in materials – are those materials used daily?
Module 6: 5S

9. Sort: DMPS Print Shop Before After
Motion in this slide. This is a cabinet in an agency mail room. Same day – 5S started and we went to 3S. Ask them what 3S is (Sort-Straighten-Shine). Everything in the cabinet wasn’t needed and had accumulated over time – old stuff. Needed to be properly disposed of – couldn’t just throw the old chemical cans away.
Before
After
Module 6: 5S

10. 5s Exercise #2
Sort was applied to the classroom and all numbers larger than 50 have been removed. Same rules apply from first round.

11. 2. Set in Order Organize A specific place for everything Accessibility
Procedures to find, return and replenish items
a place for everything and everything in its place
Why to do it--
Immediately recognize items out of place, and an excessive or insufficient amount of items
Eliminate time wasted locating items
Improve customer service
By removing additional chairs, tables, or materials, you can arrange and set in order the tables to allocate spaces for different types of learning. Materials can be organized into clean containers or bins for easy access and storage.
Module 6: 5S

12. Set in Order Labeled and organized
Always take before and after pictures. You can label the outside of the cabinets as what is inside. Some clients have actually taped the forms on the outside of the file cabinet in relationship to where the materials are inside the cabinet to cut down on searching time.
Labeled and organized 12

13. How do you know an area needs to be 5S?
The Rule of Thumb is
You should be able to find anything in your office in 30 seconds
You should be able to send someone into your office and they could find anything in 60 seconds

14. 3. Shine Clean from top to bottom
Taking preventative measures for ongoing cleanliness
Shine - everything is clean and in working order
Why to do it
Boost employee morale – it turns the workplace into a clean place where everyone will enjoy working
Improve health and safety of employees – keep everything clean, removing dirt and dust
Develop sense of ownership in the office
Identify and eliminate root causes of cleanliness issues
Make your classroom shine. Clean the tables, desks, workspaces, boards etc.
Module 6: 5S

15. 5s Exercise #3
The classroom has now been set in order and organized in boxes. Same rules apply.

16. 4. Standardize Makes “Sort,” “Set in order” and “Shine” habitual
Commitment from students and you!
Incorporate 5S into the regular routine
Standardize puts guideline and practices to maintain the first three steps
Develop standards including frequency and responsibility – who, what, how often
Module 6: 5S

17. Standardized Classroom
You can use standardize to label and lay out class information, calendar, schedule, upcoming menus and reminders. Use different color to differentiate between topics which provides great visual management. Make it clear how to maintain the great work done in Sort, Set in Order and Shine.

18. 5. Sustain
Effective, ongoing application of 5S in order to improve classroom performance
Maintaining a commitment to 5S
Sustaining improvements is the most difficult part
Why to do it
Everyone in the organization knows what is expected of them.
Correct and adhered to procedures become a habit.
The work place is well-ordered
Make an action plan on who is responsible for what area and when. Rotate responsibility
With regular updates and weekly checks, you can sustain a well-maintained classroom. It will make the classroom a wonderful place of learning. Assign students areas and rotate schedule. Reward and recognize students for their efforts.
Module 6: 5S

19. 5s Exercise #4
The classroom has now gone through a complete 5S. You will only have 30 seconds to complete this round.

20. The Added 6th S: Safety Check classroom for safety concerns and issues
Walkways clear
Labeled dangers
Module 6: 5S

21. Electronic 5S One drive @DMPS Email
Can only search 2 folders deep
Things to help in general:
Create a naming convention to organize
Set up FOLLOW UP, ACTION and SORT folders in to move out of inbox
1. Follow up – s to follow up on
2. Action – requires action you cannot do at this time
3. Sort – s you need to sort to organized folders
Shine – unsubscribe from s that you just delete
Standardize – set up rules to color code senders so important s are easily recognized
Module 6: 5S

22. DMPS 5S: Before

23. DMPS 5S: After

24. 5S Summary
Video
Module 6: 5S

25. Activity Plan for 5S: Design ideal classroom
5S your electronic files or