Applying the 5 S’s to the office, or anywhere else

Many companies visualize Lean as a set of rules and philosophies that only work in labor-oriented industries such as manufacturing. In reality, Kaizen can be applied to businesses of any type, and it may be more effective than companies initially think.

Take, for example, the office environment. So many companies put effort into implementing Kaizen on their shop floors, only to completely ignore other areas of their businesses. The office is often rife with time-consuming and redundant processes. Required signatures, obtuse computer systems and the flow of paperwork, communication and other bureaucratic activities hinder work in the office and may be costing companies more than they think.

“Losing money due to wasted effort, low productivity of knowledge workers, customers lost or upset due to poor office practices, misinformation causing chaos and low morale throughout the organization are all symptoms of the need for change in the office,” Inside Indiana Business adds.

Broadly applying the 5 S's

Kaizen is broadly defined by the 5S systems of sorting, straightening out, shining, standardizing and sustaining. This system obviously works well for manufacturers, but any business can apply these concepts to improve operations.

Sorting is the first step, and helps businesses to eliminate all unnecessary tools, parts and instructions. In the manufacturing setting, this means ditching wasteful steps in production. In the office setting, this could apply to the reduction of red tape that prevents companies from getting more done.

Straightening out involves establishing a place for everything. In a factory environment, that means storing equipment and products in their proper locations. In the office, that could amount to ensuring all supplies are in the right places.

Shining pertains to the organization and cleanliness of the work environment. That means keeping office supplies (computer, telephone, printers, desks, etc.) in working function. Filthy computers, for example, may break down more quickly or facilitate the spread of sicknesses, hindering productivity and morale.

Standardizing seeks to create consistent work practices. For offices, that could mean setting schedules that make sure employees are doing their jobs effectively and meeting specific deadlines.

Once companies have achieved the first four S's, they need to keep practicing these habits. The final S is sustaining, ensuring employees and managers stay on track with new Lean practices.

By identifying the ways the five S's can be applied at your business, any company – even those without manufacturing components – can integrate Kaizen.