Faurecia Excellence System

ESP

5S for Support Functions

Contents
Objectives Introduction Starting a workshop 1- Eliminate 2- Straighten up 3- Clean 4- Standardize 5- Respect 5S and filing 5S and your PC 5S and archiving 5S and your work space 5S and common areas 5S and display
3 4 5 7 9 10 11 12 13 14 16 18 20 21

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Objectives

The principles of 5S efficiency through good housekeeping apply not only to the shop floor but to offices (support functions like quality, human resources,) as well. The objectives are the same: Boost productivity by finding documents faster. Project a positive image The orderliness of your office makes an impression on your contacts. A messy office may imply that you are disorganized or cant cope with your workload. Fill in more easily for a coworker (Find information even when they are off from work) 5S will also allow you to: get out of the old routine and break bad work habits get involved in a team effort to develop work rules improve communication within the department

Dont confuse 5S with a zero paper approach, even if 5S will, in fact, considerably diminish the volume of paper. Dont confuse 5S with Spring Cleaning. With 5S, you rethink filing, Cleaning and sorting for a durable change in inefficiency; Spring Cleaning is something you just do once a year and let the mess build up again.

Office 5S involves physical reorganization. The way in which paper and computer files, drawers and cabinets are kept must be improved. Without Office 5S, there can be no simplification of administrative processes.

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Introduction

No matter what the workplace, the 5S steps listed below remain the same. This guide will not present each of these steps in detail (given in the manual 5S Methodology) but concentrate on those points that specifically concern office efficiency.

1 2 3 4 5

Seiri

Eliminate
Separate what you do need from what you dont and throw out anything that is useless!

Seiton

Straighten up
A place for everything and everything in its place. Rationalize storage so that things you need most often are the easiest for everyone to get to.

Seiso

Clean
Clean up the installations. Seek out the causes of dirt and get rid of them.

Seiketsu

Standardize
Establish good housekeeping rules. Formalize storage and Cleaning procedures

Shitsuke

Respect
Get into the 5S habit in your office. Respect office rules. Continue to make things better.

To have lasting effect, the method must be applied rigorously systematically and continuously. As obvious as this would seem, the greatest trap of 5S is the temptation to do just a big Spring Cleaning and never get past Step 3. Real improvement depends also on standardization and respect of housekeeping rules.

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Starting a workshop
The participants: belong to the same department or office space maximum: 7 people The Department Head is fully involved and participates in the sessions along with everyone else.

The Coach comes from outside the office as he/she: can take a fresh and objective look at how the office runs is neutral and therefore freer to question established work routines.

The Workshop Leader belongs to the office. He/she works closely with the Coach on physical organization and session planning. Once the department is sufficiently autonomous, the Coach passes on to the Leader the job of tracking how well the rules are respected.

Training During sessions, we do not train but raise awareness. Real training can only take place hands on (i.e. learning by doing). 1. Session presenting the five stages of 5S (see the 5S Trainers Guide) 2. Showing of videos The Kitchen and 5S for Support Functions 3. Emphasize solutions, those that the participants find themselves and are willing to apply (Dont expect the Coach to come in with ready-made answers that can be simply copied from one workshop to the next.) that the process must progressively become a reflex (unlike Spring Cleaning)

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Starting a workshop
Workshop duration Properly working through the five stages (several times) requires a commitment of two to three months. This is sufficient time for participants to achieve a set objective. A longer workshop tends to run out of steam. Anything that cannot be covered during this period can be left for a second workshop.

Meeting times At the end of initial training, meeting times are to be defined with the group. These meetings absolutely must be held at set times in order for 5S to become a habit last at least two hours per week or half an hour per day. Certain subjects (e.g. a new filing system for a 7-person department) may need more time than just a weekly meeting. In such case dont hesitate to hold a half-day or even full day session for the department. 5S can be a good occasion to kick off Top 30 (weekly support function meetings).

Just before starting Divide the office into zones if there are too many people to make up just one group. Take photos. Plan a display area.

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1- Eliminate
WHY The idea is to make room for better organization. Without always realizing it, we tend to waste space by stockpiling things we dont really need, such as old papers and forgotten accessories in the cabinet or unneeded files on your hard disk. The more junk you pile up, the harder it gets to find what you really need and important documents can get lost. Often, there doesnt seem to be enough room in our cabinets. Before buying new cabinets, first try clearing out the old ones. HOW 1- Choose an area and do your utmost to make room by eliminating junk. 2- Sort the useful from the useless. Decide what needs keeping and what needs eliminating. Note: eliminating does not necessarily mean throwing out!

For each object (typically an office supply) ask yourselves: What is this thing for? Who uses it? How often? Does it really suit the job we use it for? For each file or document ask: How many times has anyone worked with this over the last twelve months? Does the content have a legal value? Does it contain general or personal information? Am I likely to need it again? Does the same document kept by another department?

Clear things out according to the following criteria: things that should simply be thrown out things that should be filed in the archives (see the Archives) what should be passed on (e.g. surplus supplies to another department, technical doc to another site) In case of doubt, move the question items into a specially marked area. If nobody claims them, chances are they have outlived their usefulness and can be thrown out.

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1- Eliminate
INDICATOR Number of cabinets, drawers and shelves cleared. Megabytes freed up on hard disk

FOCUS

It is preferable to start off the very first sessions working on common areas (e.g. bookshelves, supply cabinets, standard files, vacation schedules). These areas are simpler and less sensitive then the contents of someones desk drawer. EASILY FORGOTTEN AREAS Dont forget to look on top of and under cupboards and filing cabinets. What is stuck to the side of that desk or lurking underneath? And take a good look at window ledges and display boards.

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2- Straighten up
WHY Settling on a specific and appropriate place for files and office supplies makes so much faster to find what you need and so much more convenient to put it back. A place for everything and everything in its place!

HOW Sort files in terms of: how often they are used and who uses them. Then try to group the files that are frequently used by the same person or people. See what can now be stored in the space freed up by the previous stage. Choose common areas (e.g. a shared bookshelf)

FOCUS If you want people to respect the housekeeping system, it has to be: as simple as possible chosen by the participants themselves. Leave a little space between binders or folders. If theyre crammed into place, not only is it hard to take out just what you want, its even harder to put it back where it goes.

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3- Clean

WHY This is an often neglected stage of 5S since, generally speaking, there is a housekeeping service to take care of floors, wipe desks and empty the trash. But take a closer look many spots stay dirty. Dust gathers under your desk and behind your PC. There are always labels coming unstuck from the office display board. Spots that are inaccessible or cluttered cannot be cleaned by the housekeeping service. They cannot do the job if there are tangles of cables lying around or heaps of papers that should have been filed before going home in the evening. The solution is not just to clean the trouble spots yourself but to tackle the root causes of dust and clutter. HOW Get a cleaning kit with dust cloths and sprays for your computer equipment. Remove old labels from your display board and thoroughly clean the surface before sticking up new ones. Remove all cables lying around on the ground, inspect them, roll them up and hang them under the desk. Use colored stickers or tags to mark the ends of each cable, so that if you ever need to disconnect just one device, you wont have to undo everything.

n ra c

FOCUS Dont forget to protect your good clothes the day you get down to the dirty work!

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4- Standardize

WHY Stabilize and formalize workshop progress. Use slides to bring out discrepancies such us disorderly filing or storage. HOW See each of the sections below (Filing, PC, Archives...) for details. Define label formats and color codes. Mark binders, hanging files, in-trays, etc. Mark cabinets both inside and outside. Define a document management system, if Quality has not already provided you with one. Write procedures and draw plans for desks, cabinets and their contents. Proper marking in every area is the best way of ensuring that 5S is respected. This way, it will be obvious whenever something is out of place.

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5- Respect
WHY Verifying that the rules written in the previous stage are being respected ensures that good house keeping practices are continuing and that the workshop is progressing. HOW 1- Cycle through the 5S steps until housekeeping becomes natural and is no longer perceived as simply a constraint or a waste of time. 2- After a few sessions, set up an audit form with few simple questions. With time, this audit can be made progressively more detailed and demanding. The first audit is performed by the Workshop Leader, who then hands over responsibility for successive audits to the participants themselves. From time to time it can be a good idea to bring in someone from outside the department to conduct the audit from a fresh and neutral viewpoint. See document of a basic 5S audit for an example. 3- Set rules for 5S behavior. Every evening for three minutes Pick up anything (e.g. paper, pens) lying on the floor. Leave desks with nothing on top. See that file drawers are orderly. Eliminate unnecessary files or make new ones. Check paper in the fax machine and photocopier Every Friday for five minutes Check office supplies Remove any objects or personal things that are no longer needed See that cabinets are orderly. Eliminate unnecessary files or make new ones. Once a month for fifteen minutes File documents in archives Label any new locations 4- Hold Competitions. Paper Chase: The winning team is that which eliminates the most useless paper as judged by comparing waste baskets. Treasure Hunt: Retrieve a given documents in thirty seconds flat! INDICATORS 1) Audit score 2) Presence of group members. (This indicator can be introduced earlier if necessary.) There is a direct correlation between the presence of group members and the success of your actions.

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5S and filing
Objective: Everyone should be able to find a file (computer or paper) in less than thirty seconds. A few rules: Cabinets must be freely accessible to everyone as most of the people in your department are concerned by the documents the contain. If your documents are simply piled up, you may have to work through the whole pile to find the right document; this is a waste of time. Piles are permissible only in two cases: The top document is identical to the middle and bottom ones. Chronological filing for seldom used documents that are regularly eliminated (e.g. magazines or return receipts) Binders or hanging files? The choice depends on the number of documents you have and whether you opt for many smaller files or just a few big ones. At any rate, the contents of a binder or hanging file must be standardized.

Pros Binder Hanging files Entire file easy to transport If the sheet is holepunched, its been dealt with Simple standardization via tab separators Visual (color codes) Faster file insertion in alphabetical order Visual (color codes)

Cons If the number of sheets grows you need more and more binders

Hard to standardize within a given file

Everything without exception binders, file drawers, shelves and cabinets, must be identified:. An office plan showing exactly where everything is kept can be a good way of judging if the filing system is effective. It can also be a starting point for a 5S audit and prove helpful to newcomers.

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5S and your PC

5S applies not just to a file cabinet or a production line but also to your diskettes and hard drive. For your PC, like everywhere else, there has got to be a place for everything and everything in its place. An MS Windows utility called Find Files or Folders lets you check where your documents are located and optimize your filing system. Simply using this utility on a regular basis will show you wen files are not stored in a simple and transparent way.
Find Files or folders Computer On the Micrsoft Network...

We can draw an analogy between paper and computer files: unsorted vertical file list = a pile of paper documents number of clicks = distance between your desk and your hanging files File directory name = Binder title File name = label on a physical file folder To tackle computer files, the answer, once again, is to work through the stages of 5S. MS Windows Explorer makes the job easier. Whereas several weeks are necessary to overhaul a paper filing system, PC 5S takes just a few hours.

Windows Explorer

1- Eliminate Automatically sort your computer files by date. This will display your files with the least used ones at the bottom. Dont hesitate to open any files about which you are in doubt. If the file is still useful, rename it. Remember to use long file names that clearly describe the document. Just as with paper files, make sure that everyone has free access to shared documents such as forms, phone lists and letter formats.

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5S and your PC
2- Straighten up Create a tree of of file directories and subdirectories on your disk. Sort computer files into folders by theme and sub-theme, just as you sort paper documents in a filing cabinet. The subdirectory tree must not simply be a a pile of stuff. You should develop it horizontally. Dont hesitate to duplicate generic file subdirectory names such as country or language Make sure that the subdirectories you use most often are not too far down the tree. They should be just a few clicks away. 3- Clean Clean the PC itself. Use an inert spray to blow the keyboard clean. Wipe the screen and cables with appropriate cleaners. Clean your hard disk by emptying the Recycle bin And running the Disk Defragmenter and Scandisk utilities. 4- Standardize Define and write rules for Naming files and directories using long names separating words by a space, a hyphen (-) or an underscore ( _ ) Define identifiers for language or country and where they go in the name (beginning? end?) no proper names Organize file structure without scroll bars maximum of 10 subdirectories below the root directory Set files for forms and templates to Read only 5- Respect Regularly audit computer file systems using questions on a standard audit form. See if you can find a specific file on a given theme in thirty seconds flat. You should be able to identify the theme, sub-theme and content of any electronic document before opening it, based on its file name, directory and subdirectory. INDICATOR Megabytes recovered.

FOCUS Never include in a directory name: names of people (although you can briefly refer to their position) application names such as Word or Excel

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5S and Archiving
Archiving is the logical continuation of any proper filing system. A good archive is one in which documents can be easily located ten or fifteen years later. Keep in mind that the people who will be looking for these documents will not be the ones who filed them and thus will not be familiar with the subject. 1- Eliminate In the archive box Archiving does not mean blindly transferring files to an archive box. Not everything should be archived. The first thing is to eliminate all the documents in the file that do not be for kept several years. If your normal filing system has been well-maintained, you will have already eliminated most of the unnecessary papers in the normal course of your work and pre-archive sorting will go quickly. In the Archive room If the archiving system is clear or you know the subject and the content, it is very simple to eliminate unnecessary paper by checking the dates on the boxes. If the archiving system is not clear and you dont know the subject, chances are that you wont know whats what and it would be an unproductive use of time trying to figure out what to eliminate. If you need to make room for future archives, you could call in an archivist to sort out the boxes and stock them for you. Check to see if a given type of document is not already archived by another department. 2- Straighten up In the archive box Once you have gotten rid of the junk, place the files neatly in the box and label it. In the Archive room Store chronologically to respect FIFO.

3- Clean If the Archive room is too dirty for you to clean yourselves, you may want to call in a cleaning service. Where necessary, add or improve lighting.

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5S and Archiving
4- Standardize Write up an archiving procedure (demanded by ISO). For each document, ask Why are we hanging on to this? (e.g. legal requirement, on-going litigation?) For the archive box: Draw up a list of documents to be archived, specifying how long each document must be kept. Where possible mark each document archive for xx years. Mark each box with a throw out date. In this way, anyone will be able to eliminate boxes later on without hesitation. In the Archive room: Draw a plan of the archives, identifying zones for different departments or subjects. 5- Respect Each time you archive, audit. Check box contents and see that the organization of the room conforms to FIFO and the plan you have drawn.

FOCUS If you need several boxes to archive one file, number them 1/3, 2/3, 3/3. Remember to mark a throw out date on each box.

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5S and your work space

Any work space, including your desk, can be organized like a production line, with input on one side and output on the other. If a desk is buried under papers, you can no longer distinguish work in progress; you cannot easily prioritize jobs; you get files mixed up and you wind up losing information. Operation Clean desk. During the workday, the only things on your desk other than your computer and phone, should be: one working file (your current task) One or two files of urgent business (more than that would indicate that you dont know how to prioritize relative urgency) When its time to go home, clearing off your desk should take no longer than one minute. No file should be left on the desktop. There should be a proper place to put every file away.
In-tray

Work in progress (one file at a time)

Cabinet

Priorits File drawer

Out-tray

Trays We may use them several times an hour for incoming and outgoing mail, scrap paper or phone lists. However, they must never be used for work documents; otherwise disorderly piles tend to build up. (See Filing)

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5S and your work space

Post-its

Some of us tend to wallpaper our computers with pretty little yellow notes. Sticking up post-its is a good way of reminding yourself of something urgent to do (like tying the proverbial string around your finger) but keep it to just a couple of notes. If you need to jot down more than two things, dont use post-its. Use a Task list on a pad or in a notebook to organize information. Rule: Note date and time on each post-it. Leave no post-it up more than half a day.

Task list Keeping a task list allows you to limit the use of post-its, which can fall off and get lost. A task list also provides you with a record of the jobs you have done. The list should be hand-written, preferably on standard A4 or 8 x 11 pages, which are easier to turn. You can underline important jobs and develop shorthand symbols (e.g. an arrow for a postponement or perhaps an asterisk for a situation you should keep monitoring).

Drawers and cabinets The desk drawer should be for hanging files and contain the folders you need daily, particularly work in progress. Office supplies, on the other hand are best kept in a container with separate compartments for pens, pencils, paper clips etc. The cabinet near the desk should hold binders or hanging files containing documents used regularly (several times a week).

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5S and common areas

One person should be put in charge of making sure that each common area is wellorganized. Office supplies When you begin to tackle office supplies during a 5S session, you often notice that everyone seems to have his/her own little personal reserve. And when you add all of these personal reserves together, you may find out that the office has actually accumulated an excessive stockpile of more or less useful supplies. To avoid this trap, set up a rigorous office supply management system. A Kanban card system is recommended. When the stock level of a certain supply drops to reorder level, a green card is placed in a box. A red card is deposited if the stock reaches a critical threshold. One person alone is responsible for picking up the cards, launching purchase orders and replenishing stocks. Each card should indicate: product name product reference number for the order quantity to be ordered minimum quantity to be kept in stock (as determined by the time required to replenish) Bookshelves Bookshelves may hold reference books, issues of Faurecia News, magazines, journals and office supply catalogues. A card may be inserted in each book that can be lent out. The borrower fills in the card with his/her name and the date. Forms & standard documents Expense sheets, vacation forms, directions to plants, etc. should be kept together in one place. The original can be laminated and whoever takes the last copy should photocopy a new set. One person must be in charge of keeping forms up to date. Network disks (See 5S and your PC) All shared files (e.g. forms, phone lists) should be in read only access mode, except for the person responsible for updating the file.

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5S and display
Le 5S also applies to display boards.

1- Eliminate Get rid of old notes and outdated indicators. You may want to proceed by first taking down everything and then putting back up only relevant notices. 2- Straighten up Align sheets and group them by theme. 3- Clean Remove any marks left by adhesive tape or glue. 4- Standardize A standard already exists for display boards. (See Operational display guide).You may define a color code for indicating how often information should be updated or removed. 5- Respect Audit the display board. Check that someone has been put in charge of the board and that everything is orderly and up-to-date. -----------------A 5S workshop must, of course, have its own display. Here is a list of documents that go up on the 5S board: before and after photos the five stages of 5S a plan of the areas undergoing 5S with participants names meeting dates and times action plans. Audit and monthly tracking standards (Tracking must continue even beyond the workshop per se.)

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