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CACUBO 2010 Lisa Landry Lisa@Teamdevelopmentgroup.

com

APPLYING LEAN TO THE OFFICE

Lean Definitions
Lean is a
Way of thinking
Whole systems approach Focus on adding value

The Lean Office


Streamline & eliminate waste from administrative processes & adding value.

Focus on removing waste from

processes Culture in which everyone in the organization continuously improves

Target Outcomes & Benefits


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

Improve
floor space utilization

employee safety &

morale product quality

Extend equipment life through more frequent cleaning and inspection

Lean Benefits in the Office


Reduced
paperwork staff stress

Improved
work flow productivity

overall operating costs


inventory levels & costs

customer satisfaction

Engaged workers

Organized workplace
Better teamwork

(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 Overproduction: Production of something in excess of what is required Transportation: Movement of people, information or paperwork that does not add value to the product or service. Waiting: A period of time delay spent while expecting something to happen or getting ready for something to happen

2.

3.

4.

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

S2-Shine S3-Set in Order

S5-Sustain

S4Standardize

S1-SORT
Action Steps
1. Identify a 5S project & 2. 3. 4. 5. 6.

Definition - Sort Eliminate non-essential items from the office space Goal: An uncluttered office space

take before pictures Review sorting criteria Create a local red tag area Tag, record, & move red tagged items Take after pictures After target time, move unclaimed items to the central red tag area

S2-SHINE
Action Steps
1. Define clean 2. Get cleaning supplies 3. Take before pictures

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

4. Clean the work area


5. Fix small imperfections 6. Identify contamination

sources 7. Take after pictures

S3 Set In Order Planning Phase


Action Steps
1. Create a current state office
2.

Definition

3.
4. 5.

diagram Team shares insights gained during Sort & Shine Evaluate current office space Create a future state office space diagram Get approval for change from stakeholders

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 Set In Order Implementation Phase


Action Steps
1. Take before pictures
2. Implement office space

changes 3. Mark locations by creating addresses & applying labeling, marking, & colorcoding 4. Take after pictures

Definition Create a well-ordered, visually instructive office space Goal: A office space that is visually instructive & is the source of minimal waste & human errors

S4-STANDARDIZE
Action Steps
1. Brainstorm ideas for

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

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

S5 - SUSTAIN
Action Steps
1. Monitor processes

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

established during S4Standardization 2. Expand 5S efforts to other work areas 3. Evaluate 5S effectiveness & continuously improve 4. Recognize & reward strong efforts

5S Methodology Done
5S Workplace Organization
A Clean, Uncluttered & Well Organized Office Space

S1-Sort

S2-Shine S3-Set in Order

S5-Sustain

S4Standardize