PgDip in Engineering Management
Research Methods & Professional Practice
Semester 1 - 2024
Mini Project – 15%
Submission Date: Wednesday 20th December 2024 – 23:59
Student Name: Thomas Floyd
Student ID: A00326100
Lecturer Name: Dr. Niall Colgan
Introduction
For the assignment on hand, I have chosen to organise my study workspace using lean six
sigma processes. A well organised study space is very important for a postgraduate student
who needs to be productive especially when time management has become so vital for me. A
disorganised workspace can cause distractions, stress and wasted time searching for
documents which has a negative impact on the overall performance of the student.
In a bid to organise my study workspace, this project will aim at using the DMAIC process
(Define, Measure, Analyse, Control) to help make my study area more organised thus making
me more efficient in my studies. The primary goal of this project is to spend less time rooting
for different items on my desk and feel more satisfied with my study area and how it is setup.
The project will identify problem areas to collecting and analysing data and making specific
changes to help fix them. The results presented will then demonstrate how lean 6 Sigma can
enhance daily routines and sustain them over time.
Figure 1 - Unorganised Study Area
Define Phase
Problem Identification
Untidiness and disorganisation of my study area has led to wasted time and reduced study
productivity. Study materials and stationery often get misplaced and go missing, and
unnecessary clutter creates a distracting environment to studying in. In a message to address
this comment I'll use a lean 6 Sigma approach to streamline processes, improve overall
efficiency when studying and minimise disruptions.
Problem Statement
My study space is disorganised, there is excessive clutter and no defying system in place for
organising my study materials are stationary. This has led to inefficiency and reduced
productivity when studying.
Definition of metrics
In order to measure the success of this project I will track the following:
1. The time that was spent searching for materials (in minutes per day)
2. The percentage of usable desk space when compared to the cluttered space
3. Level of satisfaction with my study environment.
Project Scope


In Project Scope: The decluttering and the organising of the study area and storage.
Out of Project Scope: Structural changes to the study area or spending money on the
study area.
Project Plan
1.
2.
3.
4.
Define what is the problem and try to collect as much data about the current state.
What are the root causes of the disorganisation.
The implementation of effective improvements.
Developing and putting a system in place to sustain improvements.
Project Timeline
Week
1
Phase
Define and Measure
2
Analyse and Improve
3
Control
Table 1 - Project Timeline
Key Tasks
Collect data, create
SIPOC diagram
Identify root causes,
implement solutions
Monitor and ensure
sustainability
Project Benefits
By organising my study area using lean 6 sigma principles, several tangible and intangible
benefits will be accrued. First among the tangible benefits is that it cuts down time wasted in
searching for materials because the study sessions will be more effective. Secondly, it will get
rid of items not needed in the workspace and optimise the functionality of the layout,
enabling better focus and reducing distractions and disruptions. These changes are likely to
increase overall satisfaction with my study environment hence making it a more motivating
and enjoyable experience. Further to this, the project sets up the practises for sustainable
habits and systems for long term, so clutter does not build up again. This initiative helps
support improved time management, better academic performance and has a positive effect
on mental clarity.
Process Map
The following is a step-by-step process which outlines the workflow of the activities involved
in organising my study space:
1. Start: Make a start on the project by finding what challenges there is and setting goals
for the improvement of the workspace.
2. Decluttering of desk, shelves and chairs: Removing all items that are identified and
sperate them in order of necessary and unnecessary.
3. Categorise findings: Make three categories from the necessary and unnecessary piles.
These categories will be called ‘keep’, ‘get rid of’ and ‘to be donated’. It is important
that only the essential items for studying are kept.
4. Organise the frequently used items: Place the frequently used items like pens and
notepads within reach of study desk. Create a location for less used materials such as
shelves and bins.
5. Name bins and storage areas: Label each bin so contents of each storage are
identified. Make zones for different activities like reading/writing, desktop area, etc.
6. Finalise area: Finalise the area by testing the functionality of the study space and
make necessary adjustments.
SIPOC Diagram
Suppliers
Inputs
Process
Outputs
Customers
Myself,
Retailers for
Suppliers
Desk items,
storage bins,
books and
stationary
1) Declutter
2) Categorise
Items
3) Organise
4) Label all
An organised,
decluttered and
functional study
area.
Myself and
Family
Members who
share the space.
Table 2 - SIPOC Diagram
Measure Phase
Data Collection Plan
For the project on hand, I will collect the following data to ensure success:
 The average time that was spent searching for materials on my desk during study
sessions
 The number of items that are currently in the study space. These will be categorised as
necessary and unnecessary
 I will then provide a satisfaction score for the study space before the improvements
take place
Cause and Effect Diagram (Fishbone)
The study space disorganisation is seen to be driven by several factors that are categorised
under environment, materials, habits, processes, time management, and technology. Please
see the below Fishbone diagram:
Figure 2 - Fishbone Diagram
Cause and Effect Matrix
The cause-and-effect matrix is a structure to those priorities potential causes of a problem in
terms of their impacts on critical outputs or critical to quality (CTQ). In the case of a
disorganised study space, it's potential causes poor lighting, too much material, infrequent
cleaning routines, all of which were matched up against the desired outputs of productivity,
comfort and efficiency. Each cause was given a weight, by way of perceived impact, and its
score calculated on the basis of multiplying this weight by the number of CTQ's it
significantly affects. This helps in highlighting those causes with the most impacts that need
to be tackled first. The solution in this case was procrastination, uncomfortable furniture and
an absence of storage solutions that were estimated which would be directly enable focused
problem solving.
Causes (Inputs)
Weight for Impact
Poor Lighting
8
Uncomfortable Desk
Slash Chair
Excessive Books and
Papers
Unnecessary Items
9
Lack of Storage
Solutions
Irregular Cleaning
Routine
Tangled Wires and
Cable Clutter
Procrastination in
Organising
9
7
8
8
5
9
Key Outputs
(CTQs)
Productivity,
Comfort
Comfort, Focus
Score
Space Utilisation,
Efficiency
Space Utilisation,
Focus
Organisation,
Efficiency
Space Utilisation,
Efficiency
Space Utilisation,
Aesthetics
Productivity, Long
Term Maintenance
14
Table 3 - Cause and Effect Matrix Template
16
18
16
18
16
10
18
Failure Modes Effects Analysis
Process
Step
Potential
Failure Mode
Potential
Effect of
Failure
Potential
Cause
Seve
rity
(S)
Occur
rence
(O)
Detect
ion
(D)
RPN
Recommended
Action
Lack of
decision
making on
item
removal
No clear
categorizat
ion system
8
7
6
336
7
6
5
210
Lack of
ergonomic
considerati
on
9
5
6
270
Establish
clear rules for
keeping and
discarding
items
Define
categories e.g
keep, donate,
discard.
Prioritise
frequently
used items in
accessible
areas
He was clear,
uniform
labelling with
durable
materials
Implement a
weekly
cleaning and
reorganisation
routine
Use cable
organisers or
clips to
manage wires
Declutteri
ng
Items not
removed
Clutter
remains,
inefficiency
persists
Categorisi
ng items
Misclassificati
on of items
Organisin
g
frequently
used items
Items placed
in her to
access
locations
Difficult to
retrieve
essential
materials
Reduce
deficiency,
frustration
Labelling
storage
Inconsistent
missing labels
Confusion,
time wasted
searching
for items
Neglecting
proper
labelling
tools
6
5
8
240
Regular
maintenan
ce
Failure to
maintain
organised
space
Reversion
to cluttered
state
No
cleaning
schedule
9
8
4
288
Cable
manageme
nt
Tangled
cables
Reduced
aesthetics
Lack of
cable
organisers
5
7
5
175
Table 4 - FMEA
Analyse Phase
This phase involves analysing and identifying what are the root causes of the disorganisation
in my study space. This is done through structured tool and statistical analysis. Key factors
that are contributing to the disorganisation are prioritised and the findings then will with
guiding to improvement.
Evaluate Data for Patterns
Metric
Time Spent Searching
for Items
Satisfaction Score for
Space
Usable Desk Space
Baseline Value
17.15 Minutes/Session
Target Value
5 Minutes/Session
4/10
8/10
40%
80%
Observation
Time wasted due to
disorganisation
Dissatisfaction with
Space
Clutter takes up more
than half of workspace
Carry Out Normality Test
A normality test was performed on the time used to search for items before improvements, so
that one may know if data followed a normal distribution. This guides the type of statistical
tests to be chosen when doing the analysis.
I first collected some real-world data, which was represented in minutes. This real-world data
included the followings values:
15, 16, 14, 15, 20, 22, 30, 12, 14, 15, 13, 18, 25, 17, 19, 20, 16, 15, 12, 13
Mean = 17.15
Standard deviations = 4.57
Figure 3 - Normality Test
The plot shows us the following:
1. Skew/Deviations: If the histogram is significantly different from the red curve, then
the data is nor normally distributed.
2. Peak and Spread: The histogram has a peak near the mean and spreads as per the
standard deviation.
Pareto Chart
The pareto chart below shows that 80% of the disorganisation was caused by some key
factors:
Cause
Excessive Materials
Lack of Labelling System
Frequency
40%
30%
Procrastination
Other
20%
10%
Figure 4 - Pareto Chart
The chart above shows that the top three causes to the disorganisation amount to 90% of the total
inefficiencies if these issues are addressed, significant improvements will be made based off the 80/20
rule.
Improve Phase
This phase has emphasised introducing practical solutions to rectify the identified root causes
from the analyse phase. Improvements were implemented to prove their worth in reducing
inefficiencies and improving overall study space satisfaction.
Improvement Plan and Actions:
1. Decluttering: Got rid of 30% of unessential books/notepads/papers. Created the three
categories of ‘Keep’, ‘Discard’ and ‘Donate’.
2. Labelling System: Put labels on relevant bins Cable Management: made sure that frequently
used items were in near reach and easy access.
3. Ergonomic Setup: Replaced the chair and adjusted the chairs height to suit the desk for
improved comfort. I also changed the light bulb to a whiter light to make the lighting
environment more improved.
4. Cable Management: Organise and remove unnecessary cables. Remove outdated devices that
contribute to unnecessary clutter.
Testing and Results
Improvement effectiveness was quantified by the new data that was collected and then compared with
the baseline metrics from the measure phase.
Metric
Baseline Value
Time Spent Searching
(mins)
Usable Desk Space
(%)
Satisfaction Score
(Scale 1-10)
Post Improvement
Value
Improvement
17.15
5.25
69%
40%
85%
113%
4
9
125%
Table 5 - Testing and Results
Before and After Chart
Figure 5 - Before and After
Control Phase
The control phase is to ensure that the improvements that have been made throughout the
project are maintained and kept over time. This means that a monitoring system is created,
implementation of standard practices and that key metrics are continuously upheld to prevent
the study area from going back to its original state.
Steps to the Control Plan
1. Creating a Maintenance Routine: A weekly maintenance scheduled was created to
help prevent the study space from going back to its original state. Some of the
maintenance activities include clearing the desk, wiping down the area, organising
cables and organising materials to their specified location.
2. Introduction of a Checklist: a checklist was developed to ensure all the above
maintenance tasks were completed. Some of the items on the checklist include are all
items in the right place/area, is the study desk clean and tidy, is the cable management
system in place and are there labels put in place. Please see example below.
Task
Clean Desk Surface
Cables in Correct Position
Are labels Upheld
Clean Desk for Unused
Items
Frequency
Weekly
Weekly
Weekly
Weekly
Completed (Yes/No)
Table 6 - Checklist Table
3. Monitoring Key Metrics: Key metrics are monitored on a weekly basis. These metrics
include time that was spent searching for items, usable desk storage available in %
and satisfaction score.
4. Using a Control Chart: a control chart was then created to help monitor the time that
was spent looking for various different items over the four weeks. This confirmed that
the process remained consistent.
Week
Week 1
Week 2
Week 3
Week 4
Time Spent
Searching (mins)
5.5
5.0
5.3
5.1
Target Time (mins)
Comments
5.0
5.0
5.0
5.0
Slight Deviation
Stable
Small Variation
Stable
Table 7 - Control Chart
Figure 6 - Control Chart
In figure 6 above, the actual time spent cleaning each week is represented by the blue line.
The green dashed line then represents the target time of 5 minutes.
Celebrate
Once the project is completed, it is very important for one to celebrate the achievement made,
regardless of the scale of the project.
Conclusion
The Lean 6 Sigma approach in organising my study space really proved to be quite an
effective framework for the identification of inefficiencies, formulating targeted
improvements and long term sustainability. The Define and Measure phases identified some
of the core problems with my study space disorganisation, those being clutter, disorganisation
and inefficiency. In the analyse phase, the fishbone diagram was used along with some
statistical analysis and pareto charts to identify specific root causes that included lack of
maintenance, no labelling system and excessive materials.
Having identified the root causes, I could now focus on formulating solutions such as decluttering my
study space area, creating labels for specific area, improving the study spaces ergonomics and tidying
up cables. These changes had a significant impact on my study experience as they doubled mu usable
desk area and made the area a lot more satisfying to use.
To make these improvements last, I implemented a few simple routines such as weekly decluttering’s
and tidying. This ensures that my study area stays organised and stays pleasing and comfortable to
use. This project on Lean 6 Sigma has showed me the both practical and effective way in which Lean
6 Sigma can be applied even to such personal projects.