CACUBO 2010

Lisa Landry
Lisa@Teamdevelopmentgroup.com
Lean Definitions

Lean is a The Lean Office

 Way of thinking Streamline & eliminate waste
 Whole systems approach from
 Focus on adding value administrative processes &
adding value.
 Focus on removing waste from
processes
 Culture in which everyone in
the organization continuously
improves
Target Outcomes & Benefits
 Reduce
 Improve
 non-value adding activity
 floor space utilization
 mistakes from employees &
suppliers  employee safety &
 time for employee morale
orientation & training  product quality
 search time navigating the  Extend equipment life
office & locating files,
supplies, etc. through more frequent
 supplies stored in inventory, cleaning and inspection
& associated inventory
carrying cost
 unnecessary human motion
& transportation of goods
Lean Benefits in the Office
 Reduced
 paperwork
 staff stress
 overall operating costs
 inventory levels & costs
 Engaged workers
 Organized workplace
 Better teamwork
 Improved
 work flow
 productivity
 customer satisfaction
(internal & external)
 lead times (waiting times)
 cycle times
 quality of service/product
Eliminate Waste
1. Defects: A failing or flaw that may
allow the affected thing to function,
however imperfectly
2. Overproduction: Production of
something in excess of what is
required
3. Transportation: Movement of
people, information or paperwork
that does not add value to the
product or service.
4. Waiting: A period of time delay
spent while expecting something to
happen or getting ready for
something to happen
 Eliminate Waste
5. Inventory: Stock that an
organization has on hand
beyond what is considered
necessary.
6. Non-Value-Added
processing: Effort that adds
no value to the product or
service from the customers’
viewpoint.
7. Under Utilizing People:
The waste of not using
people to the best of their
unique abilities.
5S Methodology
5S Workplace
Organization
A Clean, Uncluttered & Well
Organized Office Space
 S1-SORT
Action Steps Definition - Sort

1. Identify a 5S – project & Eliminate non-essential items

take “before” pictures from the office space
2. Review sorting criteria Goal: An uncluttered office
3. Create a local red tag area space
4. Tag, record, & move red
tagged items
5. Take “after” pictures
6. After target time, move
unclaimed items to the
central red tag area
S2-SHINE
Action Steps Definition

1. Define “clean”
Remove dirt & debris, inspect
2. Get cleaning supplies equipment & eliminate
3. Take “before” pictures sources of contamination
4. Clean the work area Goal: A clean office place –
5. Fix small imperfections one that shines, & that
minimizes sources of
6. Identify contamination
contamination
sources
7. Take “after” pictures
S3 – Set In Order – Planning Phase
Action Steps Definition
1. Create a current state office Evaluate the office space &
diagram add smart office space
2. Team shares insights gained features
during Sort & Shine Goal: A office space that is
3. Evaluate current office space visually instructive & is the
source of minimal waste &
4. Create a future state office
human errors
space diagram
5. Get approval for change from
stakeholders
S3 – Set In Order – Implementation Phase

Action Steps Definition

1. Take “before” pictures Create a well-ordered, visually
instructive office space
2. Implement office space
changes Goal: A office space that is
visually instructive & is the
3. Mark locations by creating
source of minimal waste &
addresses & applying
human errors
labeling, marking, & color-
coding
4. Take “after” pictures
 S4-STANDARDIZE
Action Steps
1. Brainstorm ideas for
making the 5S changes
standard operating Goal: Develop procedures, checklists, &
procedure
2. Update documentation
to reflect changes
3. Make sure all
stakeholders are aware of
the new standards –
inform & educate
Definition
Maintain standards to maintain 5S
improvements
other mechanisms established to
maintain a work environment that is
visually instructive, has minimal waste
& human error, & is clean, uncluttered,
& organized
S5 - SUSTAIN
Action Steps Definition

1. Monitor processes Monitor, expand & refine 5S

established during S4- results
Standardization Goal: A office space that
2. Expand 5S efforts to other automatically restores
work areas order, regulates activity, &
continuously improves
3. Evaluate 5S effectiveness
& continuously improve
4. Recognize & reward strong
efforts
5S Methodology Done
5S Workplace
Organization
A Clean, Uncluttered & Well
Organized Office Space