The Visual Workplace –
Administration
APICS PDM
April 2009
Anne Haberkorn, CFPIM, CIRM, CSCP, Jonah
Why Visual Administration?
Information Changes
Good People, Not aligned
Good People, Aligned
Visual Management
“The control of authorized levels of
activities and inventories in a way
that is instantly and visibly
obvious. This type of activity and
inventory control is used in a
workplace organization where
everything has an assigned place
and is in its place. .”
--APICS
Dictionary
6
Factory Fact
• Up to 75% of all activities in the
typical manufacturing organization
are non-value-added.
Service Fact
• Cost of services are inflated by a
minimum of 30% due to wasteful
practices. Some service costs are
inflated by 60%!
Workplace Organization - 5S
A safe, clean, neat
arrangement of the
workplace which
provides a specific
location for
everything, and
eliminates anything
not required.
Elements of a 5S Program
1.
2.
3.
4.
5.
6.
Sort
Set In Order
Shine
Standardize
Sustain
Safety?
Getting Started
• Cross-functional team
• Team charter
• Workplace Scan
Display “Before” Pictures
• Visual report
• Encourages interaction with area
employees
13
14
16
Sort
•
•
•
•
Sort through items in the area
Keep what is needed
Eliminate what is not needed
Reduce the number of items to the
quantity required at any given
time
What problems occur in your work
area because of the accumulation
of unneeded items?
Red Tag Unnecessary Items
•
•
•
•
Identify unneeded, misplace items
Attach Red Tags
Move to holding area
Dispose of truly unneeded items
Red Tagging Criteria
•
•
•
•
•
Does it have a function in this area?
Is it needed? By whom?
How often is it needed?
If we remove it, will it really matter?
Is it in the way? Does it take too much
space?
• Can you standardize by using the same
product to meet different needs?
Administrative Opportunities?
• Paper files
• Computer files
• Office supplies
• Records retention
Set In Order
Wastes to avoid:
•
•
•
•
•
Excess Motion
Searching
Human Energy
Waiting
Unsafe
Conditions
Set In Order Procedure
•
•
•
•
•
Identify best locations
Relocate items
Set height and size limits
Focus on safety / ergonomics
Use visual controls
22
Visual Controls
• Simple signals that guide our
actions
23
Visual Displays
• Simple exhibits that provide
information
Display Guidelines
•
•
•
•
•
Be able to read from 3-5 feet away
Keep the information current
Meet the 5 minute rule
Use color coding
Seek everyone’s input
Visual Controls/Displays?
Shine
• Clean everything inside and out
• Inspect through cleaning
• Prevent dirt, grime, and
contamination from occurring
• Archive computer files, and paper
files
27
Sources of Contamination in
Administrative functions:
•
•
•
•
•
•
Debris
Documents
Extra Tools
Stacks of paper
Old files
Out-of-date
brochures
• Dirt and dust
• Food and drink
• Poor work
habits
• Materials left
by other people
28
Shine Procedure
• Determine targets and
assignments
• Determine cleaning methods
• Get the right tools and supplies
• Automate if ready
29
Standardize
•
•
•
•
•
Uniform standards
Easy to use
Create and use checklists
Establish a simple action plan
Keep necessary information near
the process
• Make everything visual
30
Color coding
A Change in Thinking
• 30 second rule
Every piece of information in 30
seconds.
32
Sustain
• Correct procedures have become a
habit
• Proper training of all workers has
occurred
• “Buy-in” from workers and a
change in work
• Habits have been achieved
• The workplace is well-ordered and
run by agreed upon standards
• Waste walks
33
Common Issues
Visual signals established
Involvement and enthusiasm
Supplier relationship management
Utilize team ideas
Alignment of human resources
Leverage creativity
36
Learning to See
“It's not what you look at that
matters, it's what you see” -Henry David Thoreau
The Visual Workplace –
Administration
APICS PDM
April 2009
Anne Haberkorn, CFPIM, CIRM, CSCP, Jonah
39