The Secret To Organisation - The 5S model of Lean Six Sigma

Do you get frustrated by not being able to find something? Do you spend more time in trying to remember where that note was or trying to get back to the thoughts on a specific topic?

The 5S model of lean six sigma could be the solution  to your problems.

It is an organisation method to  ensure efficiency and effectiveness by identifying and storing items used and thinking about standardization  to increase productivity.

The 5S model is great for the workplace and fantastic for getting your personal world in order.

It comes from Japan and was one of the  techniques that enabled just in Time manufacturing.

So what does the 5S model say? Well there are 5 stages.:




1.Sort (Seiri)
2.Set in  order (Seiton)
3.Shine (Seiso)
4.Standardise (Seiketsu)
5.Sustain (Shitsuke)

The names are shown above (with the original Japanese names in  brackets).

So lets dive in to the detail. This is how I see the 5S model.

1.Sort

Everything in your environment needs to be considered. The items that are not necessary (or haven't been used in a while)  need to be thrown/given away. If you really can't throw it away put it in a storage for a couple of weeks and if it hasn't been used throw it away.
Also make work easier by removing obstacles to work.
Remove anything that is unnecessary.
Clear your workspace and desktop and this should make your world a bit clearer, less stressful and more relaxed.

2.Set in order

When anything comes in, into your world , you should think of the following questions:

   i) How will I use this?
  ii) When will I use this?
  iii) What else will I need when I am using this?
  iv) Who else will be using this/ Who else will be involved when I am using it?
  v) Where will I be using  this?
  v) What parts of this will I need/ do I not need

Once you know the answers to these questions, you can allocate in the correct place (e.g on your workspace or in your folders , etc.)
Make sure that all necessary items are correctly placed/stored so they can be easily selected for use.
For reports/work think how will users want to  see this and prepare the work in the format that will answer their predicted questions, efficiently and effectively.
Make it easy to select often used items/ files (Tools such as Workflowy.com or Microsoft OneNote or GoogleDrive are good to keep everything organised and easily accessible (on your computer or mobile)).
Place/file/store items based on their use and frequency of use, with the most often used items, placed in  the easiest to access areas.

3)Shine

Clean your workspace daily
Keep your workspace/filing/storage/documents clean and tidy and pleasing to be/work in.
This means that when you finish anything you should put things away.
This also means that when you finish your work on your computer, you close anything and reboot next morning. This should clear resources and refresh systems.

4)Standardise

Once you have a process that works, establish procedures and schedules to ensure consistency. This should be replicated by other people in your team or in other things that you do.
Ensure that your personal/work routine supports these new practices.
Make these new practices part of your daily routine.

5)Sustain

Make sure that once you have an improved system, this is maintained.
Ensure you track how you are doing to ensure that you do not fall back into bad practices.
Review regularly.