Delivery Programme
Indoor Work Method
Improvement Principles
Overview
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES
• To complete a clean and
tidy by staff in the unit
wherever possible.
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES cont…
•
•
A review to improve unit layout to optimise
mail flow and minimise staff movement (inc.
any minor cost effective building changes to
create space for new equipment)
The creation of clear lines of flow and
visualisation of work status for Managers,
together with clearly defined storage areas,
walkways and work areas
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES cont…
• Introduction of improved IPS arrangements, backless
letters/flat fittings, where space permits, and portering
arrangements to keep people sorting and minimise
movement
• Introduction of Mini sleeved York's packet sortation,
where space permits and practicable
• Within MPUs, introduction of an optimised flow of
sequenced mail from CSS to prep, based around the
work undertaken in Taunton
• Introduction of a consistent approach to measurement &
display and performance management, focussed
around common data sets, including daily ‘huddles’ with
staff on performance.
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – CLEAN AND TIDY
•
•
•
•
Removal of unnecessary equipment, materials
or stores
General and deep tidy up of all operational
areas to remove waste & dirt
Provision of designated storage areas &
equipment for all operational consumables
Clear defined storage areas and mail staging
areas – a place for everything
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – CREATING SPACE
•
•
•
Removal of unnecessary kit, equipment and stores
taking up space
Critical review of numbers of fittings required for the
operation
There may be some simple cost effective building
modifications possible to create space:
–
–
–
–
Internal offices – review the need or better utilisation to remove
equipment or other materials from operational areas.
Removal of non load bearing walls to open out space and
improve flow
Access & egress points to improve flow
Any changes must be costs effective (cost / deployment
benefit ratio)
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – MAIL MOVEMENT
•
•
•
Main transfer routes should have marked
gangways and need to be kept clear during the
operational period.
Space and clear lines of flow to be created to
feed CSS machines and from those to the
preparation areas and out to dependent Dos
Where mini-yorks are provided, these will be
used to convey mail from IPS to Prep, and Prep
to delivery vehicles
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – WORK AREAS
• Designated mail storage and staging areas
to be provided for all key work areas
• Mini york storage and or staging locations
to be provided in layout, where mini yorks
are deployed
• In reviewing layout ensure fire exits are not
impeded and consider any impacts on
lighting & security camera coverage need
to be considered
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – VISUALS
•
•
•
Clearly marked mail storage & staging areas to allow full
visualisation of mail on hand/to be processed
Specific storage/staging for the following:
• Mail awaiting processing through IPS – separate lanes for
letters, large letters and packets
• Specific staging behind individual IPS frames to allow
setting out pre IPS start and minimum disruption to sorting
process
• Mail awaiting processing through CSS
• Mail awaiting transfer from CSS to dependent DOs
Clearly marked operational areas along key lines of flow and
walkways – consistent colouring convention:
• Walkways – Green
• Staging and Mini York positions - Yellow
• Storage – Blue
When York's are pushed into the
office they are put in lanes
(Letters, Flats, Packets). This
allows accurate measure of traffic
and assessment of resource
needs for day in each inward sort
area.
Flow Control – staging areas
Behind each IPS fitting
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – SORTING
Improved IPS arrangements:
•
•
Move away from lots of staff doing a small time onto IPS to
clearly defined roles – one per required number of fittings
Need to ensure arrangements can cater for learning curve &
peak periods
Supporting processes:
•
•
•
•
Mail set out equally/fairly before IPS start by porter roles –
designated staging behind each fitting
Use of Backless Greenock fittings to enable letters and large
letters to be sorted on the same fitting; where space allows
Clear labelling on fitting (back & front) for greatest efficiency
IPS frame Fillets may require relabeling after DM revision
Backless IPS
Greenock fitting
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – PORTERING
•
•
Introduction of portering arrangements to feed/clear down IPS process and to
ensure consistent flow of mail to prep process
IPS feed:

•
IPS clear down & feed to prep:




•
Required to start ahead of IPS in order to set out work for process & ensure
consistent head of work - where all work cannot be set out before commencement,
continue to feed IPS sorters as required
IPS aligned to prep to ensure sufficient head of work and flow to prevent breaks in
mail availability
Clearance from back of fitting to minimise any disruption to sorting into trays utilising
new porter tray trolley
Where backless fitting not possible, porter roles clear from front, minimising
movement of IPS staff to Prep
Mail fed to prep areas to avoid staff having to come and collect mail from IPS –
critical to schedule sufficient porter resource to maintain that flow
Resourcing the movement of mail to prep - consideration can be given to a
number of options including dedicated porters, porters who rotate on a daily /
weekly basis with another indoor task (s) or by specifically identifying individual
(s)/duties on IPS
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – TROLLEY
INDOOR WORK METHOD
IMPROVEMENT PRINCIPLES – PACKETS
Where possible introduction of packet sortation into Mini York's:
•
•
•
•
Removal of DBF/bag operations with associated lifting & manual
handling risk reduction
Reduces number of movement required between packet
sortation and prep areas
Enables Mini York to be used to convey packets to prep area &
then out to vans (where appropriate)
Space hungry potentially, so may not be possible in all units –
critical therefore to review and minimise selections
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – PACKETS
•
•
•
•
•
Mini York selection for each walk – clearly marked for
ease of sortation/identification
Designated & marked space in bullring
Container used to transfer packets to prep area
(evaluating whether porter or prep staff on single trip)
Designated space in prep area for the Mini York
Individual responsibility to return Mini York to
designated space in sortation bullring
Mini York based packet
sort bull ring
Dedicated location in bullring for each
walk, clearly marked on floor
INDOOR WORK METHOD
IMPROVEMENT PRINCIPLES –
MOVEMENT
Maximise
feed of mail to preparation areas therefore
minimising need for staff to collect mail:
•
•
•
•
•
Portering of feed from letters & large letter areas
Sequenced flow of mail from CSS
Flow from packets – evaluating whether porter or
single trip from prep staff is optimum
Place for Mini Yorks
Maximise feed to staff
Once mail has been sorted
and cleared down to trays, it is
labelled and placed into York's
which match the prep frame
aisles. This reduces time
spent to collect or look within
a York for your tray
Clear visual displays on the
floor shows where each bit
of equipment should be
placed
INDOOR WORK METHOD IMPROVEMENT
PRINCIPLES – LAYOUT
Impact of prep frame layouts and new walk design
incorporated (extra wings etc)
• Planned and designated areas highlighted for Mini
Yorks
Storage for pouches, D2D and consumables:
• Ideally individual or shared cabinets, space
permitting
• Under frame storage for units without space for
cabinets
Clean & tidy area with
designated storage
INDOOR WORK METHOD IMPROVEMENT
– MEASUREMENT DISPLAY EXAMPLES