Here are some facts about our personal computers:

• Files can get corrupted
• Files duplicate numerous times over
• Too many files can eliminate precious storage space on your computer
• Useless files can also slow down your computer

Lean Six Sigma 5S Tool to the Rescue

Since we are dealing with the dreaded personal computer, we will adjust the verbiage when discussing the 5S tool. However, the actual methodology is the same.

1. Sort: Look through your computer files and set up folders and label them. Then delete any files that you do not need, any duplicates or corrupt files. Also check your email and delete the ones not needed, and label the emails that are deemed important.
2. Straighten: Organize your folders in such a way that everything is easy to find. For example, if you are a writer, have a folder labeled for separate assignments. Organize them by due date or business name, perhaps in alphabetical order, or maybe color code them. It is up to you, but get it done.
3. Shine: Clean the exterior of your computer, remove fingerprints, smudges and any dust that could ruin the hardware. If any part of your computer needs repair, get it fixed.
4. Standardize: Whether it is your own personal computer, or even if others use the computer, set up a maintenance chart. If everyone has their own profile that they are responsible for, each one should be maintained to avoid computer crashes.
5. Sustain: Everyone that uses the computer, whether at work or home, should be responsible for maintaining it. The deletion of files should be done regularly. There is excellent cleaning software available that can scan your computer on a regular basis in order to keep it clean. Make it a daily habit after using your computer, and you will always have a clean and organized computer that runs smoothly.

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Sort (seiri): Get rid of any thing that you do not need in the workspace. Anything that doesn’t serve a purpose — get rid of it.  If you apply the Pareto principle to sorting out what you need, it might help you establish the correct mindset. The Pareto principle states that 80% of any outcome is the direct result of 20% of the input. So ask yourself: what do you truly need and what purpose does it serve in your business processes?

Straighten (seiton): Having a neat and tidy workspace can save you time, money and increase the quality of any product or service. Any time you remove an excess barrier from any workspace, your focus improves tremendously, and it’s that focus that directly affects the quality of the end result.

Shine (seiso): Keeping something clean is different from keeping something tidy. Keep a well-lit workspace. Make sure you establish the root cause of dust and dirt, and develop a process that will ensure this is maintained. Keep a log of daily cleaning process.

Standardize (seiketsu): Set up a standard that makes sense, use color codes, and make visual displays of the high standard of maintenance. When you standardize, you will immediately reduce variations. Invest time in setting up standardization, and it will prove beneficial over the long haul.

Sustain (shitsuke): It is important to have the mindset of maintaining this new level of responsibility. The participation of everyone is necessary, because it only takes one bad apple to hinder the morale of the entire team. Continuous audits are in order. Get to the root causes of problems so that sustaining this new high-level process will be easier.

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What Does Lean Focus On?

Lean focuses on reducing the eight types of waste (Muda).  Defects, overproduction, waiting, non-utilized talent, waste from transportation, inventory waste, waste from motion, unnecessary processing. Additionally, Lean principles aim to reduce waste by identifying and eliminating it. Lean also improves production by maximizing flow and identifying non-value-adding steps you should remove. Anything that does not add value for the customer is a potential threat to production. As such, Lean uses a holistic approach that aims to build a culture of continuous improvement and in-depth analysis.

Lean Principles, Tools, and Techniques

• PDCA. Standing for Plan, Do, Check, Act, PDCA is a rapid cycle-based strategy used to drive process improvement.

• 5S is a 5-step method for creating and maintaining an intuitive and efficient workplace. The 5 Ss stand for Sort, Set In Order, Shine, Standardize, Sustain.

• 8 Types of Waste. Lean aims to eliminate the eight waste types: defects, overproduction, waiting, non-utilized talent, waste from transportation, inventory waste, waste from motion, and unnecessary

• Value Stream Maps. VSMs are a visual method for displaying the key process steps in production.

• Flow is the unhindered movement of a process.

• Pull describes how customer demand is used to dictate process flow, i.e. what the customer wants, or might want, determines what a company produces.

What does Six Sigma Focus On?

Six Sigma and Lean share many similarities. As such, they complement each other very well. However, Six Sigma focuses primarily on reducing variation, just one of the seven types of waste Lean tackles. Six Sigma is used to complete improvement projects, aimed at solving process issues. It is also highly data-oriented, involving validation of hypotheses using statistics. Six Sigma knowledge is classified using a belt-based hierarchy styled on martial arts (Yellow, Green, Black, and Master Black Belt). The higher the belt, the more adept you are at using Six Sigma. Furthermore, one of Six Sigma’s primary tools is a 5-step method with which to complete improvement projects.

Six Sigma Ideas, Tools, and Techniques

• DMAIC. This 5-step method uses the following steps, Define, Measure, Analyze, Improve, and Control to improve production processes. Furthermore, DMAIC also allows you to identify the problem and develop creative solutions through deep analysis.

• Project Charter. Six Sigma uses a single-page document to outline the process issue, project goal, scope, and a timeline. Moreover, the charter forms an essential framework for the trajectory of an improvement project.

• Pareto Chart. Pareto Charts display information about potential causes of process issues in a cascading bar chart format. Additionally, you should also organize problems from largest to smallest.

• Hypothesis Testing. Hypothesis Testing is a way of providing statistical precision to root causes of process problems, so you can make the best decisions.

• Design of Experiments. Methods of controlled testing, with which to assess how efficient processes are. DoE also allows you to select the best conditions, materials, and methods for each.

• Statistical Process Control. SPC enables you to monitor your processes, ensuring they consistently satisfy customer demand.

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Kaizen, like most business improvement methods, is comprised of varying stages. We refer to these stages as the 5S’s. Translating the original terms from Japanese, the 5S’s are ‘Sort’, ‘Straighten’, ‘Shine’, ‘Standardize’, and ‘Sustain’. In this article, we will discuss ‘Shine’, what it is, and to implement it into the workplace.

What Is ‘Shine’?

Shine refers to cleaning and organizing the workplace, daily. Following the first two S’s of ‘Sort’ and ‘Straighten’, Shine is naturally the next step. First, employees separate and removed unnecessary items from the process (Sort). Then, they arrange the required items in a clearly marked fashion, where they are easily found (Straighten). Now, employees will practice ‘Shine’ by cleaning the workplace, equipment, and machines on a daily basis. This helps maintain an orderly work environment, as well as preventing production defects from occurring. For many employees, Shine is where they take the most pride within their careers. At this stage, employees work together to maintain the effort they contributed in the first two process.

Assuring their work environment is clean and orderly improves the production process efficiency, reduces waste, prevents error, and even increases safety. When properly maintaining equipment and machines, it is easier to be proactive in preventing production and manufacturing errors. Additionally, by cleaning the workplace daily, such as sweeping floors, removing trash, and organizing assembly parts, employees’ safety increases. This is primarily due to the decrease in risk factors, such as slipping on a wet floor, or losing control of a malfunctioning part.

Implementing Shine 

Like the previous stages of the Kaizen philosophy, the best way to implement Shine into the workplace is to hire supervisors who inspect the area routinely. However, unlike the previous two stages, Shine is easier to integrate as it focuses on maintaining a clean workspace. For some employers, the most effort into implementing Kaizen falls within Sort and Straighten. This is due to a consistent, disciplined approach to managing organization and analyzing what parts are not needed for production. When practicing Shine, employees maintain the currently organized workspace, clean machines and equipment, and ensure safe working condition.

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