5 S - A JOURNEY TOWARDS THE LEAN OFFICE
AIMS AND OBJECTIVES
IDENTIFY THE “7 WASTES” AND APPLY TO EXISTING ARRANGEMENTS
• TRANSPORTATION – Excessive movement of information
• INVENTORY- Excess workload covering up other problems
• MOTION – Poor office layout leading to excessive movement
• WAITING TIME – Time between finishing one task and starting next
• OVERPRODUCTION – Working on wrong priorities
• OVER PROCESSING – double keying, unnecessary processes
• DEFECTS – Anything, not right first time
WHAT WE HAVE DONE - FROM THE START
• ALL STAFF TRAINED IN 5S
• BEEN OPEN TO NEW IDEAS AND METHODS
• WORKED TOGETHER FOR CONTINUOUS IMPROVEMENT
• RED FLAG PROCESS IMPLEMENTED
• IDENTIFY AREAS OF S.W.O.T VIA MONTHLY TEAM MEETINGS
(S.W.O.T = strengths, weaknesses, opportunities & threats)
Our Progress to Date
Possibly the greatest task we undertook at the
beginning of our Lean journey was to declutter our
working environment. We started by removing all
unnecessary items from the workplace. Stripping
back/ desks/ walls/ shelves/ window ledges/ filing
cabinets. Removing/ recycling/ redistributing
unwanted items (e.g. taking plastic display stands to
Student Life Centre for them to use). Working with
essentials and storing items not in continuous use.
WHAT WE HAVE DONE – FOR OFFICE EFFICIENCY
• 4 SHELVING UNITS NOW DEDICATED TO COURSEWORK SUBMISSION
• RE LABEL LETTER TRAYS FOR IMMEDIATE RECOGNITION
• KEY CUPBOARD RENUMBERED/MONITORED
• STAIRWELL FILING CABINETS SORTED/ REORGANISED
• NEW PRINTERS/COPIER MACHINES
• BOXES OF RETAINED COURSEWORK/EXAMS COLOUR CODED BY TERM
• RED DOT/YELLOW DOT SYSTEM TO CLASSIFY SAVE/DESTROY DOCS
• DEDICATED EVENTS SHELVING UNIT CREATED
• CLEAR LABELLING OF TONER/INK FOR EACH MACHINE
Key Log
We had large amount
of keys that were in no
particular order. Some
had room names on
them, so if lost, would
have posed a security
risk and many had no
distinguishing marks at
all, so we didn’t know
what doors they
opened.
Before
A Key Log and wall mounted key storage unit was set up with
numbered, colour co-ordinated key fobs for each
department. We created a list of the key numbers and the
doors they opened and we placed this inside the lockable
unit.
After
We now
have keys
that are safe,
we know
what they
are for and
we know
where to
find them.
We also
know who
has them,
when they
were
borrowed
and when
they are due
back.
WHAT WE HAVE DONE - BEST PRACTICE
• OWN DESK AREA DECLUTTERED REGULARLY
• CLEARED WINDOW SILLS FOR SECURITY / NATURAL LIGHT
• SORT AND RE LABEL STATIONERY/AUDIT MONTHLY
• STORAGE OF STATIONERY PLACED ACCORDING TO USAGE
• USE OF OFFICE SAFE /BEST PRACTICE/SECURITY IMPROVEMENT
• ARCHIVE SPACE FOR EXAM PAPERS/COURSEWORK REWORKED
• DRIVE CLEANSED AND REFORMATTED WITH GENERIC TITLES
• HARD COPY SUBMISSION LISTS TO COMPLIMENT ONLINE RECORD
• STUDENT FILES ARCHIVED AS APPROPRIATE
WHAT WE HAVE DONE – FOR STUDENTS
• ESSENTIAL SUPPLIES FOR STUDENTS INCREASED AT COUNTER
• DECLUTTER SECOND HATCH AREA TO MAXIMISE COUNTER SERVICE
• STUDENT FEEDBACK CABINETS COLOUR CODED
• RADIO CONTROLLED CLOCK FOR RELIABLE DEADLINE MONITORING
• DECLUTTER COUNTER AREA TO ACCOMMODATE BUSY PERIODS
• DEDICATED BINDING AREA WITH GUIDELINES FOR USE
• RECYCLED FILES AND DISPLAY CASES FREE TO STUDENTS
• SEPARATE SUBJECT ORIENTATED STUDENT NOTICE BOARDS
Clearing Space and How it’s Helped
The area around front desk was cleared to make way
for submissions only shelving units at the front of
the office. This ensured that the final project
submissions ran much more smoothly as we had the
space to set out the trays and store larger format
design projects. Binding was sited in a separate
room which meant that there was no overcrowding
during this busy time.
Student Feedback Files – One colour for each
student year and the students keep the same
colour filing cabinet for the duration of their
studies. We printed clear labels and laminated
them for durability. At the end of the academic
year, we simply relocate folders where necessary
and change over the labels, leaving the files intact.
The coloured cabinets also brighten up the foyer.
WHAT WE HAVE DONE - FOR COMMUNICATION
• STAFF /STUDENT PIGEONHOLES RELABELLED PLUS DIRECTIONS
• INTERNAL STAFF POST IN TRAYS CLEARLY DISPLAYED
• STAFF CONTACT LISTS UPDATED AT LEAST ANNUALLY
• PREPRINTED USEFUL E-MAIL ADDRESSES AT COUNTER
• SUGGESTION BOXES CASCADED ACROSS WHOLE SCHOOL
• KEY DATES ON ‘AT A GLANCE’ WHITE BOARD
• FACULTY LEAVE/AVAILABILITY WHITE BOARD
• ALL NOTICEBOARDS STRIPPED BACK & UPDATED WEEKLY
• AT A GLANCE SCHOOL STAFF HOLIDAY PLANNER
• CLEARED SPACE PROVIDES IMPROVED AREA FOR DIRECT PUBLICITY
Saving time.
We printed out some of the most asked for university
contacts to save time. Now, rather than repeatedly writing
them out, we just pick one from the basket and hand it to
the student or visitor. They are cut in different sizes and
colours for easy selection.
WHAT WE HAVE DONE - TO CUT WASTE
• DECOMMISSION OLD OFFICE MACHINES
• RECYCLED BINDING SUPPLIES AVAILABLE FOR STUDENTS
• CREATE SCRAP PAPER NOTELETS TO REDUCE USE OF POST-ITS
• NEW SUPPLIER FOR CONFIDENTIAL WASTE SHREDDING
• PAPER STOCKS SORTED/ MONITORED/AUDITED
• SORT AND RE LABEL STATIONERY/AUDIT MONTHLY
Paper
• We found reams of coloured paper in disused filing
cabinets. Some of the paper had been sitting there for
years. This was rescued, placed on easy access shelving,
sorted and labelled by weight and colour.
• We can now see the paper and card we have and what
we need to reorder/ we have a choice of different paper
colours (uses include highlighting the different cover
sheets for submissions and ordering different
information sheets for meetings).
BEFORE
• Plain A4 and A3 paper is now stored in a separate area
and we keep a record of when it is used, what it is used
for and how much we use. This gives us an up-to-date
view of usage and enables us to accurately estimate
yearly requirements.
AFTER
We have given all of our staplers
names (yes you read that correctly!)
Each box of staples is given the same
name corresponding to the name of
the stapler. For example, Walter, our
large stapler, will have his name on
the box of staples he uses. This way,
we can quickly locate the correct
supplies to replenish the staples. So
far we have: Freddie, Jose, Colin, and
Tabitha. There is also one named
after a student called Dimitrios!
WHAT WE WANT TO DO NEXT
• IMPLEMENT DESTRUCTION DATE PROTOCOL
• SMOOTH TRANSFER TO NEW OFFICE AREA
• MANAGE PEAKS AND TROUGHS IN THE ANNUAL CYCLE BETTER
• IDENTIFY PREFERRED WEEKS FOR STAFF USING ANNUAL LEAVE
• LOOK AT STOP/ START/ CONTINUE METHOD OF CONTINUOUS
IMPROVEMENT ETHIC