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One of my favorite shows on TV in the past few years has been ‘Ramsay’s Kitchen Nightmares’ on BBC, and now on FOX.  After the second or third episode that I saw, I started thinking that each episode seemed to be very much a kaizen event:  quick bursts of energy focused on problem solving and imrovement.  Ramsay’s goal in each of the episode is generally the same:  to turn a poorly performing restaurant into a successful one.  Along the way, he encounters a number of different obstacles from inexperienced owners and egotistical chefs to poorly designed menus with too many choices.

The three or four days (according to the show) that Gordon Ramsay is in his transformational role always begin with Gordon sampling a few dishes during lunch time and then providing feedback (always negative, because let’s face it, it’s TV for one thing, and secondly, these restaurants would have customers if the food was good).  Later in that same day, he will attend the dinner seating; stalking and observing the kitchen operation and customer reactions.  At the end of that night, he meets with the entire restaurant staff and delivers his bad news.

The second day starts with Gordon introducing the staff to new dishes that he has created to: a) standardize the menu with fewer, but higher quality choices, which also allow for the use of pull systems and easy inventory control measures, b) provide the staff with the taste of food that is possible from the same equipment they already use, and c) to simplify the dinner service for that night offering these new items as specials.  Additionally, he will often take some of the staff members to visit successful restaurants in the area to observe the differences.

Between the second and third day, Ramsay’s staff of decorators does a make-over on the restaurant with new paint, table settings, etc.  This provides a fresh new standard for the restaurant going forward, and something for the employees to maintain.

In the beginning, many of the owners and chefs do not see anything wrong with their business, but still admit that they are losing money and need help.  Throughout the process, they eventually open their eyes to the problems and begin the difficult process of changing.

While this show lacks the team participation aspects of a kaizen event, it still shows the drastic positive changes that are possible within just a few days.  (He still manages to listen to all of the concerns of the employees and incorporates them into his new ideas.) The changes may not always be permanent, but a lot of the simple standards Ramsay puts in place seem to stay put; preventing the restaurants from falling back to their unsuccessful ways that led them to the show in the first place.

Here’s the link:  http://www.fox.com/kitchennightmares/

Yes, that’s right, the new hit CBS show ‘Undercover Boss’ is an engaging, and often times touching, CEO gemba walk.  Albeit sneaky, the gemba walks taken by these CEO’s are just as illuminating as the walks done by lean practitioners and kaizen event participants everyday.

For those unfamiliar with a gemba walk, it is a walk (i.e., plant tour) taken by managers (or lean participants) to GO AND SEE the actual work as it is being done today.  This removes all of the confusion and distortion of facts that is inherent in multi-level management situations.  The individual that is performing the walk will typically have a goal in mind at the beginning of the walk.  For example, they may want to look at a particular area, or at a particular type of chart that is used throughout the plant in various locations.  In addition to this goal, they will often ask questions of the supervisors and operators.  The most common would probably be “How often does that happen?” and “Is your supervisor aware of this issue?”  During a gemba walk, one can uncover many more issues than sifting through production reports and printouts.  There is no substitute for GO AND SEE.

While some of the ‘Undercover Boss’ show may seem staged, the overall show is terrific and you really have to applaud these CEOs.  Each of them has been very understanding of their employees and at the true issues causing many of the problems they encountered.  Once the CEOs took the chance to GO AND SEE, they started the process of improvement.  It all comes back to the basic question, “how can you correct an issue that you don’t know exists?”

‘Undercover Boss’ is fantastic and I encourage anyone that is looking to improve their operations to watch a few episodes just to get familiar with the overall idea of the gemba walk.  Now, one thing to keep in mind is that on the show, the employees do not know that the CEO is the person they are working with.  On a gemba walk, there are no secrets.  The people taking the walk should (at least some of them) be known to the employees being observed.  Otherwise, you will create distrust within the organization and your lean efforts are doomed to fail.

Here’s a link to the show:  http://www.cbs.com/primetime/undercover_boss/

Now, GO AND SEE!

It’s frightening to see the negative media coverage afforded Toyota regarding the recall of their automobiiles due to the ’sticking’ accelerator issue.  Without a doubt, you would not see such a political hit job done on GM or Chrysler now that they are owned by the government and a majority of the major media outlets are in lock-step with the White House.  If negative media coverage of Toyota helps sell more GMs and Chryslers, then you’ll see more of it - especially if a particular network is pining for an interview with the President.

One story I saw this morning about the recall said that Toyota must obviously not know how to correct the problem because they have stopped selling 8 models, etc.  The real story is that Toyota is doing what it does best, and that’s servicing the customer right.  They are practicing one of the key pillars of the Toyota Production System:  Jidoka.  Essentially, Jidoka comes down to recognizing a problem, stopping production before you create any more bad products, incorporating a proven solution and then restarting production.  On a micro level, this prevents bad product from being made AND from being passed onto the next station.

If this was another car manufacturer, they would still be making and selling their defective cars while trying to work on a solution.  Toyota, on the other hand, has decided that it will take responsibility now, service the problem and service its customers.  Sure, they could act like some of their competitors might and continue to sell the thousands of cars each day and then send letters saying ‘hey, your car has a recall, bring it in’, but they won’t, because they know the only people keeping then alive is their customers and they know they have a bigger responsibility to the community, and first and foremost reason as to why they won’t do that - because it’s not the Toyota Way!

There are several versions of the 80/20 rule, but primarily it is used to describe an extended version of the Law of Diminishing Returns.  When I say extended, I mean for a certain length of time like an improvement or project plan that might span years.  For those individuals who are not familiar with the Law of Diminishing Returns, here is a quick definition followed by two examples.  The Law of Diminishing Returns states that you have a basic cause and effect relationship, where an increase in variable X somehow affects variable Y, positively or negatively.  At first, when X is increased, Y is greatly affected, but as X is increased, its affect on Y becomes less and less.  This is the fundamental idea behind the Law of Diminishing Returns.  

An example of this law:  quenching your thirst on a hot summer day.  After working several hours outside in the hot weather, you come inside and decide to take a drink of water.  The first glass of water is like some sort of magical water, making you feel much better; every sip quenches your thirst.  As you keep refilling your glass, each glass after the first adds very little enjoyment, until finally, you are sick of drinking water and no longer want it.  Big improvement up front and that quickly scaled off.

Another example:  installing a light bulb on a lamp on the ceiling.  One person could easily handle this, but two would be safer so that the second person could hold the ladder.  Adding a third or fourth person might help keep the ladder in place, but beyond that, no benefit is being added to the installation of the light bulb.  And so, as you add people, it begs the question, “how many people does it take to screw in a light bulb?”

Now that we have covered the basics behind the 80/20 rule, let’s see where it gets its name.  In reality, it is really a mixture of 80s and 20s that form the 80/20 rule.  The fundamental breakdown of the phrase is that 80% of your benefits come from 20% of your efforts.  This is often times used by quality experts to sort out root cause as it is routinely found that 80% of a company’s defects are coming from about 20% of their known problems.  That is, they might have 5 different quality problems, but only 1 of them makes up 80% of the cost associated with the problems.

Where do the other 80s and 20s come into play here?  Well, that’s easy.  If 80% of your benefits come from 20% of your efforts that means that you still have 20% of your benefits to come with the last 80% of your efforts.  This is the major sticking point of this rule:  Implement and then perfect!

Here is a visual of the 80/20 rule as it would appear on a graph.

80 20 rule graphed

Some companies perform improvement projects that show great results of upfront, but they never finish the last 20%. Other companies spend all of their time trying to perfect an application before they implement it, resulting in very little success and long drawn out timelines.  

Use the 80/20 rule to your advantage.  It is the essence behind continuous improvement.  You might get the big bang for your buck out of the initial investment, but over the long run, you can still pick up another 20% worth of benefits before the well runs dry.  That is, if it ever does

I haven’t posted in quite a few months because I’ve been extremely busy.  My wife and I moved into our new house in April and it’s been nonstop working since then; working on and contributing to surveys, articles and books, performing actual work, house work, yard work, visiting family, etc.  

I’ve been doing some work in the past few months with MassMEP.  These guys are great.  They perform a lot of Lean training and facilitation of Kaizen events, and generally, help companies start a structured Lean journey that can be followed once MassMEP has finished its onsite work.  Like most manufacturing support entities, MassMEP gets the majority of its funding from the state government; in their case, Massachusetts.  They’ve been plagued lately by budgetary concerns as the MA state government was going to be appropriating money meant for MassMEP (and others) to pay off debt that the state has racked up.  This is, of course, a prime example of the pitfalls of big government and a major injustice to all of the companies in MA.  Each company pays into a Workforce Training Fund that is specifically setup for workforce education, which includes things like Lean and Six Sigma training.  So, if the MA state government would move those funds to other debts, it hurts the MA companies that would take advantage of the program in two ways:  First, they lose that money they are paying into the program.  And second, they lose out on the thousands/millions of dollars they could save (or grow) had they been able to get the Lean Sigma training and implementation.  A lot of manufacturers have already been to the state house to fight for the Workforce Training Fund money and it seems to have paid off so far, but there is still more that needs to be brought back that was put in by the manufacturers.

Lastly, I’ve been working on a lean simulation file that includes a basic template for setting up and running a lean simulation in a classroom setting.  I’ve been asked countless times for something like this, so I’ve been sitting down a few hours a week to put something tangible together that can be shared by anyone to explain and really showcase the benefits of Lean to their colleagues and company executives who need convincing.  More on that in the future, and when it is complete, I will post it on this site.

-MH

By all accounts, the following quote came from Shigeo Shingo (of course, I wasn’t there to hear it said, but he gets the credit),  “When you buy bananas all you want is the fruit not the skin, but you have to pay for the skin also. It is a waste. And you the customer should not have to pay for the waste.”

The truth in this quote is rock solid, but one important fact that people often over look is the type of waste that the banana peel actually represents.  At one time or another, every lean practitioner/participant has been run through Ohno’s 7 wastes:

1. Overproduction:  producing too much, contributing to the other 6 wastes
2. Waiting:  people/processes waiting for supplies or go aheads to produce
3. Conveyance:  unnecessary movement of parts/supplies
4. Processing:  incorrect or unnecessary processing
5. Inventory:  more on hand than is actually required
6. Motion:  operators making unnecessary motions, looking for tools/supplies
7. Correction:  inspection, rework, etc.

Now, you can find one of those categories to put that banana peel waste into, but what type of waste is it?  What do I mean by that?  Well, is it Type I or Type II waste?

• Type I Waste (Type I Muda):  anything that creates no value, but that is unavoidable due to current technologies, machine or resource limitations, etc.
• Type II Waste (Type II Muda):  anything that creates no value and can be eliminated immediately.

The banana peel, while obviously being waste (or is it!?), is an unavoidable necessity to the development, harvesting, and delivery of the fruit to the customer.  I would prefer to buy the banana in its organic sleeve and pay a few extra cents instead of buying it peeled, rotten and mushy.

Perhaps the banana industry will find a way to genetically engineer a skinless banana that stays fresh as long as banana in the peel, but until then, I’ll take my banana with its Type I Muda attached!

I get a lot of questions about proper training and how to ensure that something will be taught, and learned, correctly. Training is so important when it comes to following a system and without it, you might as well have no system at all. The best book I’ve ever read for training is definitely Liker and Meier’s Toyota Talent: Developing Your People the Toyota Way They breakdown all of the necessary elements for great training while giving you some great insight into the Toyota way of talent development.

Of the more prominent topics is Toyota’s use of the Job Instruction (JI) method. This method is an easy four step process that can be applied to any process and in all circumstances. Below I’ve given a quick and dirty breakdown of the process:

1. Prepare the trainee(s) – Setup the trainee(s) for success, tell them the basics of the job, find out what they know about it already, and try to build their interest in the job.
2. Thoroughly present the job/operation – Talk about each major step of the process and why it is important while demonstrating each one (one at a time), listing all key elements and why each key element to that step is important. Clearly describe the needs for each step and respond to any questions from the trainees. If any portion is too much for a trainee to handle at one time, slow it down and allow them to master (fully understand) the current step before moving ahead.
3. Have the trainee perform the job/operation – Watch the trainee (or each trainee) perform the operation, have them correct any errors or issues they encounter. Have them perform it for you several more times, while they also explain all major steps and elements to you (the trainer). This gives them a sense of mastery and allows them to take the lead on understanding the needs for each step and why each one is important to perform correctly, every time.
4. Sustain the training through following up – Inform the trainee who they can ask for further help. Check on them frequently; assign them certain tasks or goals. Overtime, lesson the observations, while encouraging further understanding and development through a suggestion or question system. Leave yourself or another trainer available for help.

Those are the major points of the Job Instruction method and can be applied to all processes with very little effort. The more important aspects of job training need to be in place and prepared ahead of time, like a well standardized process and capable, knowledgeable trainers. Teach using the Job Instruction method and your associates will develop a much better sense of belonging and well being, while at the same time, ensuring you are getting top quality production.

Just remember - “If the student hasn’t learned, the teacher hasn’t taught.”

Throughout all of the thousands of hours of actual project management practical application…and all of the hundreds of hours of class lectures…and the numerous project management books I’ve read…and all of the team members I’ve worked with…I’ve come to the conclusion that one basic principle determines the success of a project:  STOP ASSUMING AND START ASSURING!

That one letter difference can turn your project from a late, lackluster failure into a timely, well crafted success.  Too many managers think that their employees will just perform to a set of standards, whether it’s a deadline or a particular level of detail.  And what happens if they don’t?  You fire them, right?  I mean, after all, that’s their job, right?  To do what you say and according to the timeline you’ve given them?  First of all, that gets you nowhere.  Second of all, what do you do if you don’t have the authority to fire them?  You need to make sure that people are on top of things.

Now, some people might be thinking that I’m talking about micromanaging, but I’m not.  The difference is not so much in the words as it is in the actions.  STOP ASSUMING refers to letting go of the idea that everything will take care of itself because odds are things will be forgotten, deadlines will be missed and then whose job is on the line?  Yours!  START ASSURING refers to the manager’s ability to know what is happening and when it is happening in comparison to what is supposed to happen and when it is supposed to happen.  When you START ASSURING you are simply reminding the responsible parties of their obligations, not dictating how they get them done.

You still need to follow the basics of project management like not adding ‘safety’ time into project timelines, clearly listing inputs, outputs and definitions of success, defining team roles and responsibilities.  The STOP ASSUMING START ASSURING method is more of an insurance policy for your project than anything.  

The only other thing I want to add is that if I am a project manager and have to go into a project review meeting to give a monthly update….I’d rather be ASSURED of the progress that we’ve made, and not rest my career on the fact that I’d ASSUMED it all got done!

Organization, The Visual Home/Office, and 5S

How organized are you?  The information covered on the next few pages will change your approach to organization forever.  Many shows on cable television are based on this thinking, whether they come out and say it or not.  What I’m talking about is the organizational standards created by Toyota, and now used throughout many companies.  In fact, when most companies begin their Lean journey, they start with this:  5S.

5S is the acronym for this organizational program because there are five steps and each begins with the letter “S”.  The Japanese terms for these are: 

·         Seiri – tidiness

·         Seiton – orderliness

·         Seiso – cleanliness

·         Seiketsu – standardization (standards)

·         Shitsuke – sustaining of practices

When translated into English, they are commonly shown as:  Sort, Set-In-Order, Shine, Standardize, and Sustain.  Let’s start from the top.

SORT

            Just as it sounds, you need to pick and choose what you want to keep and what you can get rid of.  The main point is that you want to separate the needed items from the unneeded ones.  I know I could have used words other than “needed” and “unneeded” but that is the main point of this – keep only what you need!

            In manufacturing, a good rule of thumb is the 48 Hour Rule:  if you don’t need to use it in the next 48 hours, get rid of it, or put it back in its place.  This rule works well when organizing a kitchen, garage, or workshop, but you can expand the time frame depending on your particular project.  Some people say a month, others 6 months, and some even say years.  At any rate, the main thing is:  if you don’t need it now, and you don’t need it soon, statistics say that you probably don’t need it at all.

            A second good motto to follow is:  When in doubt, throw it out!  SORT is the hardest step for anyone that is a pack rat.  People in my family, I won’t say who, have a very hard time getting rid of things.  They, like many others, believe that they have something that is salvageable and that someday it will be worth a lot of money.  However, for the majority of the items out there, that is not true.  Of course, every once in a long while you’ll find a 1909 baseball card worth $500,000 or maybe even an original copy of the Constitution in the back of an old frame, but chances are, it’s worth little to nothing.

            To make SORT a little fun and perhaps, even a little fulfilling, try some of these ideas:

1)      The classic yard/garage sale.  This is a great idea because once people see that no one wants to hand over cash for their junk, they are more apt to let go of it.  Also, an added bonus is that anything that sells:  gets the item out of your hands AND gives you some extra spending money!

2)      Another version of the yard sale is the online auction.  Join any of the major auction sites and list as many products as you want.  If it sells, then good, you get money and you get rid of it.  It not, then you know it’s time to throw it away – move on.  The only downside is that you will have to pay a small insertion fee up front on most of the sites.

I like this option the best, because it really allows you to see that if no one in a world of 6,000,000,000+ people wants to buy your stuff, who else is going to be willing to buy it?  Get rid of it!

3)      Give as much of it to charity as you can.  The Salvation Army and Good Will Stores always have need for old clothes and household goods.  Just make sure they are in good condition.  They will also accept children’s clothes and toys.  The best benefit of this option is that you can claim your donations when you file your taxes for the year in which the items were donated.  When you bring items to the donation site, ask one of the employees there for a donation claim form.  You fill it out there and they keep a cop and give you one for tax filing.  They will also give you a guide that it to be used for estimating the value that you should claim based on the items donated, the total number of items and the overall condition of each item.

4)      The last creative idea – if you have children – is to get them involved.  They love to help out, and the lesson of letting go will really grow with them as they get older.  A lot of American children have way too many toys as it is.  So, an idea here is, explain to them that some children have no toys at all and that they should give a few of their extras to those less fortunate.  This will be rewarding, not only for you, but also for your children, as they will learn to share.  And all this will contribute towards ridding your house of clutter.

One more thing about SORT – Don’t forget to recycle anything that can be re-used!

SET IN ORDER

Now that you’ve sorted out everything that you no longer need, it’s time for SET IN ORDER.  This step is really the first step towards organization.  It covers a broad range of areas, but the message is still the same:  arrange items in a set manner so that they are easily accessible, returnable, and at the same time, out of the way.  One term that makes it easy to remember is:  A place for everything and everything in its place.

The basic premise is that by arranging things in a logical and accessible manner, you will be more efficient in your actions, and over time, more apt to keep order because it will be evident when something is missing or out of place.  Uses for this stretch from a desk in an office to a workshop in the garage to the refrigerator, and even to things like a bathroom or laundry closet.  So, now that we’ve only retained what we actually need, let’s arrange it.

There are a few key ways of organizing to use here:

·         Common use items (i.e., items used together)

·         Arrange by Frequency of Use (i.e., storing items that are used most of the time in an easily accessible space)

·         Arrange by Sequence of Use (i.e., storing items in the same sequence as they are used)

·         Bulk area that an object occupies

The first one is pretty self explanatory; arrange items that are commonly used together.  In most cases, this is already done.  Looking at a house on a macro level, this would be the different areas of the house and what they contain.  In the garage or shed, people generally keep tools for upkeep and improvements.  This is the same for the kitchen and the bathrooms.  On a micro level, you would look at only one of those areas, like the garage.  Here you sort it into subgroups; like tools for yardwork and tools for housework.  That is why grouping commonly used items is usually the first way we arrange things.

Another way is to arrange items by frequency of use.  The more you use something, the easier you should be able to retrieve and return it.  Just as that sounds, you want to store things so that they are more accessible than other not-so-frequently-used items.  Some good examples of this:  In a bathroom, you use hand soap every time you visit, but you only use the shower/toilet cleanser once a week, so you’d store the hand soap on the sink and the cleanser in a closet or cabinet somewhere within the bathroom.  Working in your garage, you use your hammer and screwdrivers for 80% of your jobs and your jigsaw for only 20%.  Same deal here, you’d store your hammer and screwdrivers easily within reach, while the jigsaw would lie tucked neatly away in its own home until you need it.

Does this sound like common sense?  Well, it is, but too many times people forget the power of organization.  Okay, back to the organizing.

The next way to store is by sequence of use.  This may sound like storing things that are commonly used together, but it’s not quite the same thing.  This takes it all one step further.  While it’s true that most of these items are used together, the sequence they are used in is the driving force in their storage.  A basic example from manufacturing that I can use to describe this would be working on a hamburger assembly line that makes burgers with lettuce, tomato, and ketchup.  So, if the work goes from left to right, you’d store these items in this sequence, left to right:  bottom half of the bun, hamburger patty, lettuce, tomato, ketchup, and finally, the top bun.  That example may seem a little hokey, but it gets my point across.  Again, there are so many different cases in which you can apply this method.

Finally, another way to store things is by the bulk area an object occupies.  The bigger something is, the harder it will be to store in one of the previous methods.  For anything like this, simply create a home for it and store it there.  Common examples are lawn mowers, laundry baskets, kitchen appliances, large mixing bowls, etc.

Now, we’ve learned how to store in order, let’s learn how to give everything its own home.  Some common methods for creating “homes” include:

·         Labeling

·         Outlining

·         Color Coding

I really take labeling to the extreme.  Every where that I have worked, I was required to “5S” my desk.  Because of this, I had labels everywhere!  And because of that, I was able to stay organized.  If you look at my desk you’d see labels that said, “stapler”, “calculator”, “notepad”, etc.  Now, when I tell people this, they generally give me a weird look and don’t understand why anyone would do this.  And many other people in the office often felt this way as well – until they started working at their newly “5S’d” desk.  That doubt quickly turns around, and many can’t go home at night until they find their missing stapler.

Let’s get started, here are some tips for Labeling:

·         Use a label maker – it is much neater than hand writing and provides labels that are easy to remove

·         If possible, put a label on the item itself and on also on the spot that it occupies.  If it is missing, you will know instantly and if someone else finds it, they will know where to return it.

A second way of creating “homes” for objects is thru the use of outlining or shadow boarding.  This is primarily affective in areas that you can use paint or permanent marker.  A good, real world example includes the use of lines to create parking spaces.  An at home use is generally done in a home workshop (but can also be done with utensils and items in the kitchen).  This would be your typical shadow board.  Basically, tools are hung on a pegboard or wall and then either outlined or the shape of the object is painted on the board.  So, if you remove the hammer, you’d see either an outline of a hammer or a silhouette of one.  If it is missing, it will be very evident.

Another good way to practice SET-IN-ORDER is color coding.  You can use color coding throughout your house, office, tool shed, etc.  Some people consider this part of the 4^th S (Standardize), but it really fits in well for both steps.  Color coding really gets things organized because it is one of the only ways to make something visually distinguishable, which again is that Visual Factory aspect of Lean.

Some people think that I’m crazy when I suggest color coding certain things, but we grow up surrounded by colors telling what’s what.  For example, stop lights, green means go, red means stop, and yellow means slow down except for in New England where it means speed up, no matter how far from the intersection you happen to be.  Red is usually a sign of a problem or warning.  At any diner in the U.S., decaf coffee is poured from the orange rimmed pot, while regular coffee comes out of the black (sometimes brown) rimmed one.  And my favorite example, casino checks/chips.  Throughout the gaming industry, casinos generally use the following color code:  $1 chips are white (or blue), $5 chips are red, $25 are green, $100 chips are black, $500 chips are purple, and $1,000 chips are orange.  Then they add more colors on the edges to help indicate how many are stacked together.  With these edge spots, they can also look down from any camera in the casino to see if someone was paid too much or not enough, and in some cases, they use these spots to prevent cheating and quickly identify losses due to cheating.  From the examples I’ve just shown, color coding has a reach, far beyond manufacturing facilities.

In industry, color coding is usually used to distinguish one production line’s tools and materials from another.  Here each area, line or cell will be given its own color.  Tools, jigs and dies will be the same color as they area it is used in.  So, if another area loses a tool, it can be found and easily identified by any other area.  This also comes in handy when workers tend to take each others tools.  No one wants to be working in an area with red machinery and tools, and be using a yellow wrench.  Anyone can see from a distance that this tool does not belong to them and that they have obviously gone against policy and stolen someone else’s tool.  This same concept can be really affective if applied in a home.

For anyone that has multiple children, you’ll find this particularly useful.  Assign children a certain color that they use to identify themselves – but be sure that you let them pick it!  (If you have more than one child that wants the same color, ask them to give a second choice that can be used as a minor color.  E.g., John and Jim both want yellow.  John also likes grey, while Jim like black.  So, here you could give John yellow with a grey stripe, and Jim can be yellow with a black stripe).

I know you might be thinking that this seems crazy, but for younger children it really helps them identify their own things and take care of them, while at the same time they learn to respect the belongings of others.  Common things to try this with:  tooth brushes, lunch boxes, toys, tools, clothes, etc.  Remember, most children like the fact that they have their own color and that they picked it, so many see this as a game rather than a way of keeping them organized.

Aside from children, color coding works well for most household areas.  Some items are already color coded when you get them, like salt and pepper shakers that you use in the kitchen.  Here are some basic ideas to get you oriented with color coding:

·         For chemicals, like cleaners – use bright colored stickers such as red or green to indicate very harmful ones from lighter, safer chemicals.  You can also use a simple color sticker to represent any products with bleach or ammonia.  Make chemicals that react strongly together have two different labels, and create a small reference chart to remind everyone to not, for example, mix the red and green ones.

·         Stickers in the kitchen can tell you about the seasoning or taste of something.  I like to use this on wine bottles.  If you think about salsa containers – they have green for Mild, yellow for Medium, and red for Hot.  Well, I do the same thing for wine that I store in my house.  After opening and tasting the first bottle of a case, I am able to put a sticker on the back of the bottle that depending on the color, reminds me that this has a “smooth, mellow” taste or a “spicy, dry” finish, etc.

·         Create a schedule for sticker colors to use in the fridge and cupboards.  I like to put 8 different stickers on the items in my refrigerator and cupboards.  Items in the cupboard get a date within that sticker as well.  Each sticker is a different color and represents a different week over two months.  I do this so that when I go to use something in the refrigerator, I know whether it is good or bad.  I have a tendency to leave things around and they go bad.  When I started doing this, I was able to not play the guessing game and keep my refrigerator only filled with items that are still edible.  You can put a date on the sticker if that helps you too, but the main thing is still that it enables you to identify the good items vs. the bad items.

More and more companies are using color coding outside of their plants as well.  Most notably, within the past few years, Target® has recreated the prescription pill bottle.  I’ve always said that they “5S’d” it, since they looked at it from a customer standpoint, took out the waste and put in more value added features.  They improved the human factor side of the product and most customers responded favorably.  Each family member is given a color, so that each bottle is distinguishable by sight, they’ve made the font bigger, more organized and detailed, but still readable, drug facts and warnings.

Another good use of color is from the computer and consumer electronics industry.  All of the components that connect to the back of the computer are color coded so that the peripheral connector matches the connector on the computer.  Some people said it was brilliant.  I just say it’s simple, common sense.

SHINE

The 3^rd “S” is really something simple:  SHINE.  All this means is to clean up and make things sparkle or shine.  This is sometimes referred to as Spick and Span as well.  The point is the same, however, once we have SORTed and SET-IN-ORDER, it’s time to clean up what’s left.  During SHINE, there are three main goals:

1)      Getting the area or workplace clean

2)      Maintaining its appearance

3)      Installing and using preventive measures to keep it that way

Here are some common practices to help achieve this:

·         Painting

·         Lighting

·         Removing clutter

·         Dust collection

·         Minimizing leaks and spills

·         Conducting routing maintenance (i.e., preventive maintenance)

·         Use of root cause analysis

There are many more that I could list, but you get the point:  CLEAN UP!

STANDARDIZE

After cleaning your separated items, it’s now time to STANDARDIZE everything.  STANDARDIZE can be done in a variety of ways, which will include some of the SET-IN-ORDER process like color coding and visual identification practices.  In industry, STANDARDIZE is used to make the 1^st 3 S’s “unbreakable” by installing a system of standards that is to be followed by everyone within the organization.  This is where roles and responsibilities are handed out and training occurs to get everyone used to the 5S vocabulary.  Also, a lot of emphasis is put towards the use of visual factory techniques – color coding, checklists, and labeling that reinforce a “copy as you see it” approach.  In a home or office, the same techniques and approach work well.

Here are some strategies to get to standardization:

·         Use 5WHYs and 1 HOW – Keep asking WHY until you get to the root cause and then ask HOW to fix it.  Some very basic examples:

Industry:

o       WHY are you spending half your day mopping the floor?

o       Answer:  Because oil is always leaking from the machine.

o       WHY is oil leaking from the machine?

o       Answer:  The secondary gasket isn’t strong enough to hold the oil.

o       WHY isn’t it strong enough?

o       Answer:  The primary gasket is missing.

o       WHY hasn’t it been replaced?

o       Answer:  The maintenance department can’t get the screw off.

o       WHY can’t they get the screw off?

o       Answer:  They don’t have the right tool.

o       HOW:  I will have them order the proper tool, and replace it.

Lifestyle:

o       WHY have I gained 20 pounds in the past year?

o       Answer:  Because I eat too many bad foods.

o       WHY do I eat at bad foods when I shouldn’t?

o       Answer:  Because I don’t have time to prepare and eat well.

o       WHY don’t I have time?

o       Answer:  I get up late every morning and need to rush.

o       WHY do I get up so late every morning?

o       Answer:  I don’t get to sleep until the early morning.

o       WHY don’t I get to sleep until then.

o       Answer:  I stay up watching late night television.

o       HOW:  Ignore (or record) late night television and go to sleep.

·         Suspension of toys, food, tools, etc. – when people forget or ignore the 1^st 3 S’s that you’ve installed, punish them this way so that over time, the system is reinforced and eventually sustained.

·         Incorporate Poka-yokes (this is talked about in depth in another section) – means “error-proofing”  - some examples:  locks on chemical cabinets, used of baby or puppy gates, putting things out of reach, etc.

·         Eliminate as many variations as possible, examples:

o       Tool unification – use only Phillips head screws and screwdrivers on all home projects

o       Tool substitution – wing nuts instead of wrench turned bolts

o       Method substitution – eliminate the bolts and use clamps (many areas where this can apply – especially workshops or the kitchen)

SUSTAIN

            Of the 5S’s, SUSTAIN is by far the hardest to fully accomplish; partly because it is a never ending process of ongoing improvement, but mostly because it requires constant monitoring of the first 4S’s.  In manufacturing, it is relatively simple because you can reward or punish certain people or work areas, while at home, it may involve only you, which in turn, requires much more self discipline and control.  Regardless of the troubles, here’s how you keep it going:

·         If you have children or others that are living or working in a 5S’d environment (e.g., your newly cleaned/organized kitchen), let them know beforehand that they will be required to keep it neat and orderly.  If you were able to STANDARDIZE well, then they will already have good tools to use in order to SUSTAIN.

·         Perform audits.  This lets anyone involved know where they stand and what needs to be improved.  Auditing yourself can be tough, but it does provide you with how well you’ve been able to keep it up.

·         Take pictures of the area at its cleanest point and then put them in the area.  This has the effect of putting a “fat” picture of yourself on the refrigerator when you want to discourage yourself from eating.

·         Use checklists – daily, weekly, whatever is most suitable for you.

·         Assign yourself and others involved tasks to be completed on a scheduled basis.  Reprimand when they have not been completed and give acknowledgement once completed.

·         Do as much as you can to keep it going – signs, pictures, reminders, notes, etc.  Make the awareness remain at a very high level of visability.

ISO, or the International Organization for Standardization (Organisation internationale de normalisation), is an organization that is familiar to most people, but at the same time, requires much explanation.  ISO is headquartered in Switzerland and was founded in the 1940s.  It’s a standard creating entity made up of representatives from several countries that meet, form subcommittees, create and update procedures that are to be used, copied, and/or adapted to one’s business in an attempt to ’standardize’ operations and improve quality.

Many companies see competitors that have an ISO certification banner hanging on the outside of their building or a .jpg on their website indicating that they have ISO 9001 QUALITY!!.  But what does that really mean?  To tell you the truth, no one knows for sure.  In some cases it means a lot, in others, it doesn’t.

ISO is an organization that strives and survives off of the buying and selling of the unnecessary efforts of other companies.  Each ISO system is different, not only from ISO 9001-2000 to ISO 14000 and so on, but also within each company that employs it.  It really comes down to, in a good portion of the companies, to ’say what you do, and do what you say’.  But how far does that really get you?

In my opinion, ISO is a great help, if your company is drastically behind the times and has no means of standardization or procedure creation.  However, for most practical applications, it falls significantly short.  All of the companies that I’ve worked for that were ISO certified benefited no more from their ISO system than they did from their own standardized procedures.  In fact, many got worse with their quality levels because of all the red tape and the overwhelming amount of steps to update, change, and even implement new procedures.

Companies need to rely more on their own resources, be accountable for their own processes and procedures, and learn to become a learning organization that continually reviews and updates said procedures in a way that allows for some kind of betterment, to both their customers and their employees.  These days, there are too many companies that are spending good portions of their profits to become ISO certified and to maintain their multi-leveled ISO procedure file for the sake of saying they are ISO certified. 

For good companies that have an evolved awareness of quality and standardization, ISO is nothing more than a bureaucratic overrun of unnecessary red tape, expensive audits, and a faux selling point in the belief that ISO certification will trick your customers into thinking your quality is better.  Quality is determined by the company and its empowered operators, not by their ISO procedures.