Tool Organization

Guide
Make sure the best tool for the job is where you need it
when you need it.
Having a messy and disorganized workplace can be a real headache and can
lead to a significant amount of waste. When a workbench, a toolbox, a tool
chest, or a work cell is cluttered and has tools strewn about, wastes can add
up and your workplace can pose a safety hazard to workers. Whether you
work in an auto shop
or a manufacturing
facility, having a tool
organization strategy can
make a big impact. Many
parties will benefit from
a comprehensive tool
organization strategy,
including those on the
frontline, managers,
supervisors, workers,
all the way down to the
customers.

Organizing for less

waste, saving money,
and safety

The toolbox or workbench may seem insignificant in the big picture of a facility’s
waste, but small wastes can add up to something. Wastes to save with tool
organization, added waste will result in customers not getting their orders as
quickly as possible:

1. Save time: Workers can unintentionally waste time trying to find tools
and materials or wondering where they belong.

2. Save movement: When a space is messy, clutter can get in the way of
people moving efficiently through the workspace.

3. Save money: When it is thought that tools or materials are missing, or

tools are damaged as a result of clutter, unnecessary replacements may
have to be purchased.

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Ultimately, having an organized workplace can help your business’ bottom line by
creating a more functional, better-looking facility that allows people to do their
jobs more efficiently.

The spaces you should

focus on organizing
obviously depend on your
facility. It’s worth starting,
however, with the spaces
people spend the most
time in and need to visit
often. That isn’t to say
your out-of-the-way
supply closet should be
left a mess, but to start
out, consider what’s most
important.

Areas that will benefit

from organizational
techniques include: toolboxes, workbenches, work cells, shelves, walkways, and
offices. Entire warehouses or production areas will benefit when you clean up
these smaller spaces.

A workshop or facility can follow the structure and framework set forth by 5S to
effectively implement a tool organization strategy.

Using 5S as its framework, this guide outlines 5S and shows how to use its concepts
to establish and maintain a successful organization system in your facility.

Remember: strong organization is paramount to efficient and productive work.

As one of the foundational concepts of Lean manufacturing, 5S has reshaped
how manufacturers and other industries think about organization and production.
Let these concepts work hard for you, too.

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Sort:

5S begins with the Sort step, and so can your tool organization. Sort is the
cornerstone of the 5S strategy and will help get rid of problems, such as:

• Tools and materials impeding workflow

• Wasted time looking for parts, tools, and products

• Stockpiling unnecessary and expensive inventory

• Safety hazards resulting from clutter

The goal of Sort is to eliminate all the unneeded tools and materials in your
workspace, thus creating a clutter-free space. A good rule of thumb is: “If you
do not use it on a daily basis, throw it out.” Leave only the tools, materials, and
machinery you absolutely need to get your job done.

Be vigilant and ruthless

Doing this first step correctly will lay the groundwork for 5S and ensure a successful
implementation of the 5S model. Even though Identifying unneeded parts and tools
isn’t easy, it’s important to be ruthless. Toss empty tool cases, discard tools that see
little use, and separate the remaining, undecided tools with red tags.

Red Tags
If you see something you think may need to be removed, put a red tag on it.
This lets everyone know this item needs to be evaluated.
On the red tag, indicate what action should be taken:

1. Leave the item where it is

2. Relocate the item
3. Dispose of the item
4. Recycle the item
5. Place in “Red Tag Holding Area”

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 The Red Tag Holding Area is a location where items are placed until you
determine their value.
For example, say you have a tool you haven’t seen anyone use in a long time, but
you aren’t sure you should get rid of it. Place it in the red tag holding area with a
date on it, perhaps for a month from now. If that date passes and no one has used
the tool, you can safely assume it’s not needed and remove it from the workplace.
On the other hand, if you determine an item is still needed, remove the red tag
and find an appropriate location to store it.

Set in order:

Once the sorting step is already done, move on to the set in order step. This
stage uses different tool organization strategies to create and designate homes
for tools and materials.

 When setting in order and designing a tool organization strategy, try to place
tools in a logical manner for best results:

 If tools are used together, store them together

 Put frequently used tools closest to the user.

 If possible, devise a let-go system in which tools are attached to a retractable

cord and automatically go back to the stored position.

 Place tools so the user will not need to bend or twist much in order to
access them.

 Arrange tools and materials in order of use

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Whether you hang them on the wall or store them a drawer, simple tool
organization strategies are at your disposal.

Pegboards: A tried-and-true method in tool organization is the pegboard.

Pegboards have been organizing home garages for decades and can be quite
beneficial for manufacturing and commercial facilities. Rather than keeping tools
in boxes, drawers, or buckets,
your instruments are kept
completely visible on the wall.

When an employee needs to

find a specific tool, it will be as
simple as scanning the wall to
find it. While pegboards do take
up a considerable wall space, it
also gives you the advantages
of seeing all of your tools at
once, preventing tool loss, and
make project management
easier. Pegboards are also completely customizable. Hooks in all sizes can hold
a variety of tools, screws, and nuts can be kept in bins on the pegboard, and
larger tools can be put on shelves.

Streamline your operations with LabelTac®.

Equipment labels, when properly used, provide a level of

efficiency that beats all other efforts in improving safety for
employees. Help them identify hazards quickly and efficiently
with our LabelTac® equipment label samples.

What’s included:
- LabelTac® printed GHS label samples
- SafetyTac® shape samples for floor marking
- A comprehensive installation guide

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Tool Foam: For tool drawers, you can use customizable foam to create a tool
organization system to prevent tools from going missing. This foam can also
help protect your toolbox and tools from damage.

This customizable foam is usually available

as part of a kit, which means you will receive
two pieces of foam in contrasting colors. The
brighter color foam is placed in the bottom of
the drawer. You trace the outlines of your tools
on the second piece of foam and cut them out
using a foam-cutting knife. Then when you place
that layer of foam into your drawer, the brighter
color beneath will show through, highlighting any
missing tools.

If you need help creating custom tool organizers, Creative Safety Supply can cut
it out for you with the help of a tracing kit that you send back to us containing
the layout of your tools. We use a CNC machine to cut out the tool shapes for a
precise cut.

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Shadow Board / Tool Outlining: Tool outlining means creating a visual outline of
your tool, so you can quickly return it to its proper home.

For pegboards and other hanging tool systems, this is done by placing painted
or vinyl cutouts of your tools behind
those tools. Vinyl tool outlines work
well since they are easy to apply and
require no maintenance. This method
is called shadow boarding.

Magnetic Tool Organizers:

For smaller workplaces with a small
number of tools, magnetic tool
holders can be an ideal organizational
solution. These holders will move
pliers, screwdrivers, and wrenches off
the work floor and up onto the wall in a neat and compact fashion.

These methods of organizing tools are simple but effective. They make
organization more visual, which makes it easier for people to follow your
organizational protocols without too
much thought.

Tool Crib: Another option for tool

organization is to create a tool crib
for the workplace. After you’ve red-
tagged your area and have commenced
setting your workspace in order, it’s
time to think about where to put the
specialty instruments that may have an
occasional, important role but are used
irregularly.

These are the tools that, because they don’t get used very often, have a tendency
to get lost, which delays production and frustrates workers.

The best solution is a tool crib. This designated area is usually enclosed for

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security, and its purpose is to act like a library for specialty items like bolt cutters,
fans, or shop vacs. The tool crib organizes and controls the items within it to
increase efficiency and production.

Steps for setting up a tool crib:

 Designate an administrator responsible

for keeping track of the tools in the crib

 Set up item numbers for the tools

to create an inventory management
system

 When workers take a tool, they’ll need

to sign it out. That way, if a tool goes
missing, you can consult the log to
figure out who had it last.
Image credit: USAF-Sue Sapp
Once the job is finished, it should be
returned to crib and checked back in

Adding a tool crib to your business will provide safe storage for those important
instruments that aren’t used on a daily basis.

Shine:

Once you have eliminated clutter from tool chests and work benches and organize
the remaining tools with something, it’s time to sanitize with the Shine step. Clean
and properly maintained tools will also increase safety in the workplace. Fewer
injuries and less downtime equate to higher morale and higher productivity.

 Tools and equipment should be inspected on a regular basis as well as

periodic routine maintenance. Some examples are checking the oil level in
machinery, tightening up belts, hoses, nuts, and bolts, or checking if tools
need sharpening.

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 A daily checklist should be created so workers understand their
responsibilities in keeping the facility and their workspace clean.

 Diagrams of tool spaces can be made for workers to reference when they are
cleaning up their area.

If you’ve completed the steps thus far to the best of your ability, you have
successfully laid the groundwork for a successful 5S and tool organization
implementation.

Standardize:

Now that workspaces have been

organized and cleaned, you will want
to standardize with a system of tasks
and procedures that will ensure efforts
thus far will continue going forward.

The standardize step uses three steps

to make sure the 5S pillars are getting
done consistently and correctly:

Make sure each Make it a part of their daily routine. Periodic evaluation:
employee knows his
responsibility Training employees to execute 5S Ensure your tool
steps every day will make it easier for organization
Create daily employees. strategies are
schedules and being properly
Example: “That wrench is out of place.
checklists for tool maintained
Its home is here.” -or- “I know the next
maintenance and by performing
tool I need because my tools are stored
organization evaluations from
in the order that I use them.” No extra
time to time.
thought is needed; employees flow
through their daily routine because they
can see that it makes sense.

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Sustain:

The key to long-term success, namely when it comes to new organization

strategies, is diligence. Sustain is all about taking concrete steps to ensure your
tool organization standards don’t fall to the wayside.

Tool cribs can be a key component to standardizing tool organization in the

facility. Training employees on the specificities of a tool crib, how one operates,
and how to maintain one can be extremely beneficial to sustaining organization.
Tools that are cumbersome or used irregularly can be kept in good condition and
their location known.

Labeling: A key component of any organizational program, labeling is the easiest

way to quickly and visually identify proper placement of tools, materials, and
equipment.

For example, drawers of tool

chests can be labeled with
their contents, so employees
can easily find what they
need. The floor can even
be labeled indicating where
trash cans, machinery, and
other equipment should
be placed so these things
always find their way back to
where they belong.

This type of labeling makes it easy for even people unfamiliar with your system
to locate items and return them to the right places. It also helps with sustaining
organizational processes because once everything is properly labeled, it’s
easier for employees to keep 5S in focus on a daily basis. If they ever forget the
location of something, the answer is right in front of them.

In addition, larger signs, banners, and posters can be used to convey messages of
organization or safety, including reminders of the 5S process. Large signs can be
posted above storage areas, for example, to facilitate clean-up at the end of shifts.

Tool Organization Guide www.creativesafetysupply.com/guides | 1-877-356-6584

Get Started

Tool Organization will improve efficiency infinitely, and the 5S concept is a great
template for creating the system that works best for your environment.

Still: change is tough, and can sometimes be met with resistance from teams
used to doing things the old way. 5S’s systematic approach helps break down
reluctance with each step, and it’s designed to be a continuous system, not a
one-time fix.

Final tips:

Chart progress and post results. Take photos of the transformation, then
post them in breakrooms, by timeclocks—anywhere highly visible. Seeing
positive results encourages workers to actively work toward a more
organized workspace.

Encourage employee involvement in each 5S stage. Your team will be more

engaged if they’re responsible for the process of organizing their workplace.

Keep your employees engaged with 5S. Have contests, continue periodic
training—anything that keeps workers thinking about 5S. Look for new
ideas, for these help your facility keep moving toward improvement.

Now that you know the best ways to organize and the tools that will help, check
out Creative Safety Supply’s selection of organizational products designed to
make organization a breeze in your facility.

www.creativesafetysupply.com/tool-organization/
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