Elevating 5S: Set in Order
5S (Workplace Organization) is a method used in practically every organization that implements lean systems. Consisting of a five-step process for organizing, 5S’s second stage, “Set in Order”, involves taking the items left over from the “Sort” step (If you aren’t familiar with “Sort”, an article about it is here: https://bit.ly/3aK7PEG), and arranging them so they are easily retrievable. As this step strikes at the heart of 5S’s goal of quick access, it’s critical to get things right. However, like every stage, there are pitfalls that can derail this process. The good news is that you can significantly increase the odds of successfully implementing this stage by reexamining and elevating it.
In the process of setting in order, many 5S efforts rightly employ visual cues to facilitate the process. For example, shadow boards are often used for tool storage to simplify verification that tools are present and that they are in the right place. In addition, the shadows may be colored-coded so that the owner of a tool can be identified. While shapes and colors are undeniably powerful, they are reasons you may want to enhance them even further:
· People-to-People Variation — While everyone has common ground, no two people are alike. Where visual cues might appeal to one group, others might reach another more effectively using different avenues. Broadcasting over every available channel possible maximizes the likelihood of everyone understanding the proper management of tools, materials, and information.
· Within-Person Variation — Even with only one person, variation will still be encountered. On one day, attentiveness might be at peak levels while distractions on another day present a different story. As no one is perfect, employing as many fallbacks as possible increases the odds of proper execution.
Some potential enhancements to improve the clarity of your workplace include:
· Poka Yoke (Mistake Proofing) — It’s hard to beat a cue that will only allow you to put the right thing in the right place. For example, a socket location configured so that only one size properly fits is easy to get right. While it’s not always possible to apply mistake-proofing, it should be one of the first options to consider.
· Written Word — Some shadow boards only use shadows that are shaped to match their associated item. As good as that is, supplementing with words including specific identifications, serial numbers, and/or descriptions can provide the additional detail needed to make sure that employees can properly locating items.
· Physical Object — To provide easier part verification, labels in a hardware store’s fastener aisle often include a sample of a nut or bolt. If space and cost allow for this, why not? Expanding on this idea, making a mating part available can provide another way to double-check a part when it’s in question.
· Electronic — When a label lacks the space to accommodate a photo or illustration, a QR code can achieve an equivalent result while offering access to additional details about the item in question. As QR codes can be read by most smartphones, this avenue is practicable for practically any operation.
Ultimately, setting in order is about configuring an information-rich work environment with maximum clarity. By keeping this fundamental in mind, you will greatly enhance the odds of an employee understanding the who/what/when/where of a workplace. In addition to making workplace organization more robust, there are many little-known tricks that will amp up your business’ performance. For more information about these lean hacks, the book Quantum Lean (https://amzn.to/2IIbmc6) provides an easy-to-read and comprehensive treatment of this subject. In addition, it provides examples and specific guidance on how to put these tips to work. With continual improvement of your continuous improvement, much can be accomplished!
