Workplace Housekeeping

Policy
- A Clean, Uncluttered & Well Organized Office Space -

5/27/15

Scope & Goal

Scope
This policy applicable to all Oriental Group of
Companies
Goal
To have a organized and clean office
environment
To improve effectiveness and efficiency
through
Better space utilization
Reduce unnecessary search, motion, error,
etc
Improve intra & inter department (&
company) communication

Policies
Notice Board
Use electronic notice board
Label all posting with expiry date and remove it upon
expiry
Reception Area
Table must be clean & tidy at all time
Printing Area
Promptly remove print-outs, copies & faxes
Keep sufficient papers inventory
Minimize paper consumption; maximize each paper
utilization rate

Policies
Pantry
Wipe off lunch table & clean utensils after used
Proper upkeep personal items
Store Rooms
Clean, tidy and sufficient inventory
Each items with proper identification and place
Conference/Meeting/Discussion Rooms
Erase whiteboard after used
Return whiteboard markers to its place after used (to
replace new if necessary)
Return chairs to standard position after used
No leftover in the room after used

Policies
Cubicles
While working only relevant materials are on top of
table.
Clean-off desk, close filing cabinets/drawers, turn-off
computer and return chair under the table before
leaving office
Keep daily use files in the cubicles; other files should be
kept at centralized filing areas
Ensure cubicle + 3m is clean and tidy
Filing
Ease of filing and retrieval
Standardization of file identification, maintenance and
storage
Keep filing drawers & cabinets doors closed unless in
use

Policies
Others
Keep office doors closed
Defective equipments, facilities, etc shall be rectified
promptly
No eating in office except in pantry
Keep personal items only at designated area in own
cubicle except food
Daily removal of rubbish from dust bins

5S Methodology
A systematic approach in improving housekeeping standard

S1-Sort

S2-Set in
Order

Start

S3-Shine

S5Sustain

S4Standard
ize

Seiri-Seiton-Seiso-Seiketsu-Shitsuke

S1 - Sort
Action Steps

Definition - Sort

Eliminate non-essential items from

1. Identify a 5S project &
the office space
take before pictures
2. Review sorting criteria
Goal: An uncluttered office space
3. Create a local red tag
area
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 - Set In Order Planning Phase

Action Steps
1. Create a current state
office diagram
2. Team shares insights
gained during Sort &
Shine
3. Evaluate current office
space
4. Create a future state
office space diagram
5. Get approval for change
from stakeholders

Definition
Evaluate the office space & add
smart office space features
Goal: A office space that is
visually instructive & is the
source of minimal waste &
human errors

S3 - Shine
Action Steps
1.
2.
3.
4.
5.
6.

Define clean
Get cleaning supplies
Take before pictures
Clean the work area
Fix small imperfections
Identify contamination
sources
7. Take after pictures

Definition
Remove dirt & debris, inspect
equipment & eliminate
sources of contamination
Goal: A clean office place one
that shines, & that minimizes
sources of contamination

S4 - Standardize
Action Steps
1. Brainstorm ideas for making
the 5S changes standard
operating 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
Goal: Develop procedures,
checklists, & 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
1. Monitor processes
established during S4Standardization
2. Expand 5S efforts to
other work areas
3. Evaluate 5S effectiveness
& continuously improve
4. Recognize & reward
strong efforts

Definition
Monitor, expand & refine 5S
results
Goal: A office space that
automatically restores
order, regulates activity, &
continuously improves

Office 5S Standards

Filing Standards
Scope
File Holder Specifications
Marking
Numbering

Workstation Standard

Notice Standard
Culture
Push chair under table, etc

Q&A

Objectives & Benefits

Reduce
non-value adding activity
search time navigating the
office & locating files,
supplies, etc.
mistakes from employees &
suppliers proper
information updating
time for employee
orientation & training
standardization
supplies stored in
inventory, & associated
inventory carrying cost
unnecessary human motion
& transportation of goods

Improve
floor space utilization
employee safety &
morale
Work efficiency

Identify
abnormalities,
wastes, etc

Objectives & Benefits

Objectives
Reduce
search time
navigating the office
& locating files,
supplies, etc.
mistakes from
employees &
suppliers proper
information updating
unnecessary human
motion &
transportation of
goods
supplies stored in

Benefits
Improve
floor space
utilization
employee safety &
morale
Work efficiency &
effectiveness
time for employee
orientation &
training
standardization