Helping you to embrace lean by doing 5S in your office or work-space. A good way for a busy executive to clean up his office, work effectively and learn 5S by experiencing it first hand

1. Daily 15 Minutes Office 5S
Audience: Everyone in Office
By- Vivek Naik
http://viveknaik.net/

2. Why Do 5S in Office
• You have to walk the talk. Especially if you are
doing 5S in other areas like shop floor then you
need to show that you are committed too
• It will make your office much more effective and
efficient working place
• Clean and well organized office will boosts your
morale
• It also lets you experience what a person goes
through when he has to change his work space

3. Why Daily 15 Minutes
• When you do something on daily basis it
becomes a habit
• When something becomes a habit you can
sustain it
• It will develop qualities required in a lean
manager and sustain your improvement
efforts
• You will be open to idea of changing yourself,
a necessary quality before you change others

4. How to start 5S in your office or workspace
GETTING STARTED WITH 15 MIN 5S

5. 5S Phases
1S Sort
2S Straighten
5S 3S Shine
4S Standardize
5S
Sustain

6. Before you Start
• Click a picture of your workspace and save it

7. What makes mess in your workspace?
• Old documents piling up on the desk
• Drawers filled with unwanted stationery
supplies, files, papers, brochures etc
• Samples of products which you no longer
need
• Old posters, Post-it notes, certificates, photos
etc hanging on the wall

8. Day 1: Sort in 15 Minutes
WHAT YOU NEED
• 2 large empty boxes
• Some help if you want to move out heavy
furniture

9. Day 1: Sort in 15 Minutes
WHAT TO DO
• Empty all your desk drawers,
• Remove the things hanging on walls
• Now put all this stuff into the boxes
– documents, files, folders in one box
– Stationery, personal items , photo frames, etc in the
other box
– Get rid of broken or scrap items
• Remove any old or unwanted furniture, samples
or things that you don’t use on daily basis

10. Day 1: Sort in 15 Minutes
EXPECTED RESULT
• At the End you will only have a Your computer
and keyboard mouse and phone on your desk
and may be a printer
– All walls and your desk top must be clear of any
other articles
– You may keep a piece of paper or note pad and
pen

11. From Now Onwards….
• You will only pull things from the two boxes if
you are going to use that item
• When you pull any item ask yourself
– Do you need it everyday, one or more times a
week but not daily (weekly), one or more times in
a month but not every week (monthly)
– Assign marked space on you desk to keep these
three categories as you pull them out of the box

12. Day 2: Set in Place
WHAT YOU NEED
• Document tray
• Ring binders or hanging folders
• Stickers / labels
• Marker
• Small tray or open box for Pens

13. Day 2: Set in Place
WHAT TO DO
• Setup inbox for incoming documents using
document tray and label it using sticker and
marker
• If you have a drawers set the top drawer to
keep items that you use on daily bases
– Keep the pen tray and note pad in Front
– All other items at the back(like Hole Punch,
Stapler, clear tape etc.)

14. Day 2: Set in Place
WHAT TO DO
• Use filling Drawer with hanging folders or
Ring binders to store your documents:
– Daily used will go in front of the drawer
– Next will be weekly used documents
– Monthly documents will be the furthest away

15. Day 2: Set in Place
EXPECTED RESULT
• You will have place for all the documents that
you use on regular basis
• All items like pen, notepad, stapler, will have a
place in drawer
• Nothing other than your computer, inbox tray
and phone will be on top of the desk at the
end of the day

16. From Now Onwards….
• Continue questioning each document that
comes to your inbox or the one you pull from
the box and find a proper spot for it or shred
it away. Inbox to be emptied by day end.
• If any sample or item is in the space move it
out by the end of the day
• Store all items including pen, notepad and
documents in their proper places before you
go home

17. Day 3: Shine
WHAT YOU NEED
• Paper towels or wipe cloth
• All surface cleaner
• Broom or brush with long handle
• Any other cleaning tools or supplies you feel is
needed

18. Day 3: Shine
WHAT TO DO
• Clean up your desk with paper towel/ wipe
cloth. Use all surface cleaner if required
• Ensure there is no dust to top of your phone ,
computer and other items
• Clean the walls and floor including the space
below your desk

19. Day 3: Shine
EXPECTED RESULT
• You will have a clean dust free work place

20. Time to Click
• Click a picture of your workspace and Print it
• Compare it to your before picture
• Are you proud of what you did? If yes than
share it with others. Especially with the ones
you manage so that they are inspired to follow

21. From Now Onwards….
• Keep a wipe cloth in your top drawer and wipe
your desk, computer and phone before you go
home

22. Have you done a great job?
• If everyone thinks you have done a great job
than reward yourself!
– You can keep one of your personal items on the
desk ( Photo frame, souvenir, etc)

23. Day 4: Standardize
WHAT YOU NEED
• Check List
• Printed Picture of your work space taken after
the shine phase

24. Day 4: Standardize
WHAT TO DO
• Paste the After picture in place easily visible
while working
• Write a check list post it in front of you
– Daily wipe the table, computer, phone etc
– Store away everything in its place at end of the
day
– Empty the inbox at end of the day

25. Day 4: Standardize
EXPECTED RESULT
• You will have a standardized system to
maintain a clean and effective office
• The picture will provide reference for how
your perfect office should be setup

26. From Now Onwards….
• Maintain these activities by using the check
list before you leave the office daily
• See if you can do all these tasks in 5 minutes
• Are others in your company doing 5S for their
office?
– If yes then invite them to audit and share ideas for
improvement

27. What Happened to Sustain?
• We build the system to sustain with all the
first 4S
• Sustain is doing all of those 4S on regular basis
and adapt to the changing needs of your
workspace
• Do not go back to your old way, Look at the
picture
• Strive to improve what you have setup

28. What about the stuff in Boxes?
• You will continue pulling the items from these
boxes only if you really need them
• If the item or document is really needed then find
a place for it
• Also ask if you can get rid of paper by scanning
the documents
• Keep the boxes for a month then you need to
decide:
– if you have not used that item for a month then do
you really need it?

29. Continue Improving
• If you are able to apply this to your self and
develop habit to question the status quo you
will be better equipped to teach continuous
improvement to others
• Continuous improvement is about continuous
learning and experience is the best teacher

30. By three methods we may learn wisdom: First,
by reflection, which is the noblest; second, by
imitation, which is the easiest; and third by
experience, which is the bitterest.
- Confucius