This simple Six Sigma tool will make a space safer, more productive, improve your mood, and eliminate waste. Since everything is in its place, this will make everything efficient.

Try the 5S tool in a cluttered space at home and see for yourself how this simple template can clean up that cluttered space in the corner of your closet. After this is all done, make sure you sustain the new normal by making this a habit. 

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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.

For more information on our Lean Six Sigma courses or training services, please visit our class schedule at 6sigma.com. 

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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.

For more information on our courses or services please visit 6sigma.com.

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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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In the modern workplace, we reference the 5S of Kaizen. These 5S’s are a workplace organization method, developed from the five Japanese words: ‘seri’, ‘seiton’, ‘seiso’, ‘seiketsu’, and ‘shitsuke’. When translated, these words become ‘Sort’, ‘Straighten’, ‘Shine’, ‘Standardize’, and ‘Sustain’. In this article, we will discuss the first S, Sort.

What Is ‘Sort’?

Using a broad definition, Sort is making your work processes simpler and easier by eliminating certain obstacles. When you eliminate unexpected errors, you prevent the chance of producing unnecessary or faulty products. At this point, you might be thinking about the basic understanding of Six Sigma. That is, to improve business processes, prevent errors, and eliminate waste. It’s no doubt that the Six Sigma methodology supports itself with the 5S’s of Kaizen. Additionally, you also practice Sort by evaluating the cost of manufacturing certain items and assessing what parts are not needed. This allows you to remove unnecessary factors, costs, and processes, further enhancing your productions.

Implementing Sort

Sort is only effective if you properly implement it into your company. When first practiced in Japan, the Toyota Production System used a simple method for following Kaizen. We define this as PDC, or Plan, Do, Check, and Act. Whenever an error occurs along a production line, all employees must stop their processes and search for the source of problem. This is similar to Root Cause Analysis. For most, implementing Sort is simple. First, designate an area where employees can remove and dispose of unnecessary parts. Typically, this area is referred to as a “Red-Tag” zone. This is required since not all items can be disposed of immediately. Additionally, you should clear your employees’ work zones of unused materials, further increasing the efficiency. Furthermore, keep track your process improvements by hiring a full-time supervisor who checks these processes regularly.

Another way to implement the Kaizen 5S Sort is by using the 5 Why’s. This process allows you to ask why an error occurs and locate where it comes from. By doing this, you organize your business processes, eliminate waste, and increase overall efficiency.

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