The 5S for the Office User*s Guide

The 5S for the Office User s Guide provides an organization with the forms, worksheets, and checklists necessary to ensure a 5S project is well-planned from the start - as well as ensuring the program is sustained over time. This how-to guide should be used as it is titled - as a Guide . The information contained in this workbook should supplement, support, and enhance, etc. current materials that an organization may currently be using. Throughout The 5S for the Office User s Guide there will be various quotations, performance points, references to PC file storage (the IT case study in the appendix) etc. to further invoke the overall need to do 5S in all types of administrative settings. As organizations automate more administrative functions (i.e., becoming more paperless) then there must exist that same type of organization and standardization for a physical file system as well as the computer file system. It is the focus of this User s Guide to have the 5S principles apply to both the physical desktop (paperwork, desk layout, drawer organization, etc.) and the PC desktop (folders, files, emails, shortcuts, etc.). No workbook or guide can take the place of a person s enthusiasm and passion to improve. However, what this guide can do is provide a good, solid foundation on what is required to effectively implement 5S in administrative settings while also spearheading efforts to bring those principles to the PC. The topics included in The 5S for the Office User s Guide include: Lean Overview, Lean and Six Sigma, 5S, Getting Started, Ensure Management Commitment, Identify Target Areas, Form an Implementation Team, Select Project Measures and Collect Baseline Data, Photograph Current Conditions , Apply the 5S Scan Checklist , Post a Project Storyboard, First S: Sort Through and Sort Out, Criteria for Sort, Prepare a Holding Area, Develop and Implement Plan for Sort, Second S: Set-In-Order and Set Limits, Draw Area Map and Flow Diagram of Current State, Draw Area Map and Flow Diagram of Future State , Develop and Implement Plan for Set-In-Order, Third S: Shine and Inspect Through Cleaning, Determine Criteria and Guidelines for Cleaning, Develop and Implement Plan for Shine, Fourth S: Standardize and Share Information, Design and Implement Visual Controls, Communicate Through Yokotens, and Implement Plan for Standardize, Fifth S: Sustain the Gains, Train Everyone to Sustain, Develop and Implement Plan for Sustain, Continue to Improve, Waste Audit, IT Case Study (PC File System), Glossary, and Notes/Worksheets Each step provides the following: Purpose: A brief introduction to what must be attained. Who Does It?: Helps identify who should mainly be responsible for this step. Time Frame: Helps establish a general time period on how long it should take to complete each step. Procedures: Helps detail the steps of implementation. Sets the sequence in which the forms and worksheets are to be used. Worksheets and Forms: Lists worksheets, checklists, and forms as a guide to monitor progress. Starter Tips: Provides valuable information from Lean sensei regarding implementation of these steps. Words to Succeed: Quotes from various people that relate to the particular topic. Performance Strategy: Short sentences summarizing page topics. Key Icons: Denotes each of the 5S s. Post-it Notes: Area for you to write down ideas. The 5S for the Office User s Guide has concise explanations of 5S concepts and tools that have been used successfully in every type of administrative setting. This workbook provides the foundation on which to build your Lean house. This is a book for you to not just read, but to use!

Don Tapping has worked over thirty years to eliminate waste and improve bottom-line results. Tapping authored the best selling book, Value Stream Management for the Lean Office (Productivity Press 2003), Who Hollered Fore?, The Simply Lean Pocket Guide (2008) and numerous other books on business performance - setting the bar for Lean improvements. He continues to enlighten organizations with his ability to design step-by-step implementation methodologies identifying processes that require improvement, and then introducing proactive steps to improve or redesign them reducing costs, boosting performance, and increasing customer (patient) satisfaction. Don has a B.A. from The University of Michigan and an MBA from The University of Notre Dame. MCS Media, Inc. MCS Media, Inc. is a publishing company founded by Don.