America’s messiest desk & Useful Facts

"The bottom line is, the average person feels negatively affected by disorganization in many ways: increased stress, missed deadlines, lost opportunities, that sinking, drowning feeling," Izsak(President of Professional Organisers Association)) said. "For the average person, disorganization and chaos simply doesn’t feel good."

"When you’re disorganized, it’s an expense you have no control over, the cost in lost productivity," Izsak said. "You’re losing money if you’re not organized."

Useful Facts

# 80% of records in the average organization are paper based

# 80% of all papers that are filed are never looked at again

# 80% of clutter is the result of disorganization and not a lack of space

5S mengilhamkan Satu Profession Baru

Di Amerika,Kanada, Australia dan New Zealand 5S telah menjadi satu profession.Profession berteraskan 5S itu ditokok tambah sikit dengan time management dll. Silalah baca:-
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Pakar 5S yang beroperasi di Los Angeles dan New York melalui webnya telah mempromosikan 'The 15 Minute Workout':-

The 15 Minute Workout:
For Your Office Space- the Desk


Just because your desk might frighten you (or anyone else for that matter), doesn’t mean you have to take all day to organize it. Get started and make it workout

Step One – Analysis 5minutes

What's not working and why
Is your desk where you want it to be? ….if not move it.
Do you have room on the top of your desk to work?
What systems should be in place to keep the surface clear?
Is my file drawer full of files, or is it a dumping ground for stuff?
Do I have everything around me that I need?
Is there a home for everything?

Step Two – Create a plan of attack 5 minutes

The top of the desk
Should be clear of clutter – the Bronco bobble-head; the paperweight from Hawaii, the promotional coffee mug; magazines; phone chargers
Should be for those projects you work on daily
The drawers of the desk
Are all different sizes – pencil drawers/paper drawers/file drawers – use them appropriately
Are for those projects you work on weekly
Around your desk
Remember – the floor is not an option.
Use the file cabinets, the bookcases, the shelving for those projects you work on monthly
Archive or toss the rest.

Step Three – make it happen – Do It 5 minutes

Attack what you see first - the top of your desk
Collect like items (scissors with scissors, bills with bills, coupons with coupons), and papers that belong together – sort and purge and categorize - keep, toss, donate, file, create in binders
Use stackable trays or vertical files to keep papers organized on your desk
Place pencils, paper clips, scissors, etc. in the pencil drawer – off the top of your desk
Continue (you may need several 5 minute “do it” sessions) until the top of your desk is cleared and ready for your daily projects.

Schedule as many 5 minute sessions as you need to complete:
Empty one drawer at a time. Sort/ purge/ measure and purchase drawer dividers to hold what you have……pencils, pads of paper, paper clips, stamps, etc. Clear the desk file drawer. Assign a place for everything, and put everything back in its place. It's a great habit to develop and a way to keep up with a desk that works for you. Prepare for your next 15 minute workout, “Creating a Filing System” for your weekly projects. (Tune in for this next 15 Minute Workout)

This 3 step 15 minute workout can help you work efficiently and feel productive. Feel good, stay healthy.

TIP: Don’t forget, if it takes 15 minutes or less…..try to do it now!

Step 4 & 5

Step 4: Keeping Records

It is important to keep records not only of decisions made but also of the problems encountered, actions taken and results achieved. Only if past practice has been recorded people will have a sense of progress and improvement over time. There are a number of tools for keeping records, these are:

1. Digital Photographs
2. "Problem" Mark
3. Quantification
4. Museum Rooms
5. DVDs

Step 5: Evaluation

As with so many other things, it is very easy to get into a routine with 5-S activities -- particularly because they demand constant everyday attention to routine details. At the same time, because the individual tasks appear minor even though they have great cumulative impact, it is easy to think that you can put them off. Everybody is busy, and it is difficult to make alert 5-S activities a part of the daily routine. Workplace evaluations and other means are needed to keep everyone abreast of what is happening and to spot problems before they develop into major complications. In essence, you need to devise ways that will get everybody competing in a friendly but no less intense manner. Your evaluation tools are the key and it is as simple as using the 5-S Audit Worksheet as your evaluation criteria.

Patrols and Cross-evaluations
Two other techniques that you can adopt to promote the 5-S activities are patrols and cross-evaluations. Patrols can go around to the various workshops and offices and point out problems. This is similar to 'managing by walking around', but the patrol members do not even need to be management personnel. They simply need to know what to look for and have the authority to point out problems that need to be worked on. They simply need to know what questions to ask.

Cross-evaluations are a variation on this theme in that they involve having teams working on similar problems offering advice to other teams. One advantage of doing this is the exchange of ideas and mutual learning.

The objective of the evaluation is to ensure that the 5-S implementation will lead to a conducive total quality environment.

The way to 5S

Whoever wishes to be promoted to the league of the ‘5S Best in Class’, must implement and uphold the principles of the 5S consistently and fully. This is how to go about it:

The first stage is the initial rating and recording of the ACTUAL state within the scope of an audit. The consultant offers recommendation based on the result and prepares a road map together with management and the teams.

This is followed by the implementation phase, in which the teams get down to work and clean, sort out, arrange things reasonably, apply markings, introduce standards and visualize in accordance with the 5S strategy.

Progress is recorded within the scope of follow-up audits and further need for action and training is determined. Committed companies succeed within one year, in beefing up individual areas in such a way that sound audit results are achieved.

If a number of areas adopted in accordance with the size of the company achieves a level of fulfillment of 95% or more in the audit, conditions for the award of ‘5S Best in Class’ are deemed fulfilled.

5S is not just production. Laboratory areas, construction departments and offices are also included and can be audited.

Evaluation with respect to Best in Class concentrates on core processes. Auditing may be done through the entire year.

Auditing and handover of certificate may be done by Masaaki Imai based on consultation. Mr. Imai would then inspect the respective areas personally and give individual tips and evaluations.

Whoever passes the auditing on ‚5S Best in Class’ becomes a VIP member of the 5S Fan club.

5S Fan Club di German

Rumusan Kajian Pakar Q New Zealand Tentang 5S Di Jepun

Reflections on Japanese Productivity and Efficiency..., Training, Consulting, Benchmarking, Qualification, Lean, Management

Masaaki Imai’s KAIZEN Lean journey started in 1950 at age 26, taking Japanese managers on tours of American plants looking for the secrets of high productivity and efficiency. In 1961, he returned to Japan and became the first corporate headhunter and consultant to major corporations striving for a competitive advantage. Twenty years later, the situation was reversed, with Mr. Imai receiving visitors from all over the world intent on seeking out the secrets of their Japanese trading partners- via KAIZEN Lean Study Tours.

This October I was fortunate enough to attend my second Japanese Study Tour, travelling with a small NZ contingent, to see more of how Japanese companies apply themselves to maximising productivity and efficiency in everything they do.

My overall impression is that the Japanese culture is one with a focus on delivering high quality products and services. I believe that this doctrine probably dates back to ancient times and has been translated into the modern age by companies such as Toyota, Lexus Sony and Panasonic to name but a few.

When our group visited the Toyota Plant at Tsutsumi we saw the how Productivity had been embraced with the relentless pursuit of waste elimination in the work that each operator did. “MUDA” the Japanese word for waste is understood by every employee and the philosophy of KAIZEN or continuous improvement means that everybody is looking at ways of improving productivity, everyday, everywhere.

Each and every worker knows exactly what they are to do, the sequence they are to do it in and their workplaces are set up and organised in a fashion that allows them to adopt a graceful, natural flow of movement as they repeat their tasks on a rhythmic basis. At first glance it may appear as if they are robots, and this is some kind of hard labour? However a more in depth look reveals they are relaxed, purposeful and there is no sign of stress as they work in harmony, reminding me of an orchestra as opposed to a chain gang.

There is no doubt, this is a highly efficient and productive system, and everything flows, and is in balance. Even when there is a problem, which does occasionally happen, the operators call for help using an “Andon”. A team leader scurries along to quickly assist the employee to analyse the root cause of the problem, takes corrective action downstream and only then allows the line to continue to flow.

During the weeklong tour we visited a diverse set of industries, ranging from automotive, precision die casting, plastics and for the first time, a hospital. The story remained the same, and there is no doubt in my mind that this is the recipe for success.

My advice is not to get carried away thinking that the Lean tools themselves are the answer, yes they help, but are merely extensions of the problem solving process and facilitate the relentless elimination of waste which in turn bolsters productivity, reduces lead time, cost, and improves quality.

My main conclusion, from my Japanese experience is that the philosophy of involving every employee in looking at how they do their work, and training them in the basic skills of recognising waste, workplace organisation (5S) and problem solving was the common success factor in all of the companies that we visited.

This is something that New Zealand should consider as a challenge, we seem to fall behind our OECD partners each year, especially countries that have Japanese manufacturers within their borders. We need to embrace this recipe quickly if we are to maintain and improve our productivity, and realise that this is really a common sense approach that everyone can get involved in

Institut 5S Pertama adalah di India

Mumbai based institute, 5S, a Japanese Workplace Philosophy, is keen on promoting this unique management concept in Jharkhand. H K Varma, the director of the institute hail from Ranchi, in a seminar on Sunday, 09 September, told that he has a special liking for this state. The seminar organized by the institute in a loca hotel, Arya, was attend by prominent industrialist, businessmen, professionals and retired bureaucrats of the city.

As per the director Varma, the 5S Institute is India’s (and the world’s) first and only institute for the dissemination of dedicated training on 5S, a Japanese Workplace Philosophy that has been creating a revolution in effectiveness and efficiency. While, conceptually, 5S is old hat, its systematic and earnest implementation by numerous progressive Indian Industrial houses in the recent years has led to dramatic improvements in their results.

Some of the major practitioners of 5S in India include the Aditya Birla, TVS and Tata Groups, and various others. 5S Institute is currently working with a vast range of organisations from Engineering, Chemical, Ceramic Tiles, Steel, Hospital, and even a major High Court!

5S is the first step taken, in varying degrees, in all Workplace Improvement initiatives like TQM, TPM, Kaizen, JIT & Six Sigma. Applicable to all business, commercial and service activities like industry, banks, hospitals, hotels, government and commercial offices, transport and airlines companies, 5S impacts the entire working of an organization as under:
Concept of 5S

Some of the early and major practitioners of 5S in India are Indo-Gulf Fertilisers (as far back as 1995-96), Classic Stripes, Tata Motors, Sundaram Fasteners and the latest entrant ICICI Bank, which has achieved tremendous benefits in cost and improvement in customer response times entirely due to its massive 5S effort over 12 months of rigorous implementation.

Institute enlists the major benefits of 5S implementation are:
- Significant freeing of work space for productive work
- Major reduction in search time of documents and other items (A 5S office is expected to retrieve any document in less than a minute!)
- As a result of the above, much faster response times to Customer Requests,
- Reduction in loss due to damage and misplacement of goods in storage.
- Reduction in consumption of consumables.
- Reduction in number and duration of machine breakdowns.
- Reduction in material handling damages.
- Significant reduction in “search time on the shop floor” be it for tools, equipment, components or even drawings and documents.
- Visible and distinctive improvement in House keeping.
- Generation of a much “safer” and more “hygienic” working environment.
- Tremendous improvement in morale of the entire workforce and a healthy build – up of “pride” in one’s work-place