5S Assignment Chart Helps Sustainability of The 5S Effort
Many interesting articles have been
written about the Kobayashi's 5S. Mike's grabbed my attention because it is
a practical method that really will help you keep this important discipline
in place and provide the results we all want, lifting the morale of our
Thank you Mike!
Mike Wroblewski is
president of Victory Alliance Technologies Inc. Wroblewski began his
lean journey more than 20 years. By trial and error, along with some
great lean teachers, he successfully implemented the lean approach
in a variety of businesses. His lean experiences include learning
directly from the original lean leaders, including Shigeo Shingo,
PhD. As a certified six sigma black belt, he believes quality is a
cornerstone of all improvement actions. Visit Wroblewski’s lean
to learn more.
One of the best aids in
sustaining a daily 5S process is found in the 5S Assignment Chart. This
assignment chart lists all the 5S tasks to be completed in a zone
(designated area) along with the frequency the task should be done (daily,
weekly, monthly); the person’s name responsible for completing the task;
and listing of the tools needed for each task (broom, towel and so on). All
you have to do is post this assignment chart in the zone to help ensure the
tasks get done. Sounds simple enough, right?
Like most concepts I
have learned in lean manufacturing, it goes much deeper that what we
originally think. That holds true for even the simple 5S Assignment Chart.
For one, the posting of
the 5S Assignment Chart or, for that matter, any other document, sign, work
instruction, standard work sheet or PM task list itself does not ensure that
the tasks are completed or followed as described. You learn that rather
quickly after the initial excitement of the newly posted item turns toward
the mundane. We sometimes fall into the trap that anything posted is
important; therefore, everyone will follow it. Not true. Just look at speed
limit signs as an example.
So how do you use a 5S
Assignment Chart successfully?
Here are just a couple
of ways I found that work:
In the first column,
organize alphabetically by name, the person responsible followed by the
task, frequency and tools assigned to them. Typically, we list tasks
first, which makes it more difficult to see who is responsible and
harder for the person responsible to find their assigned task. Make it
easy (more visual) for each person to find their own tasks.
Cluster all the tasks
for each employee together if they have more than one task assigned to
them. Again, makes it easier to find all your assignments.
Have all the
team members divide up tasks and who is responsible. In most cases, a leader normally just assigns who gets what task, and
some people don’t like the results. A team approach on this point gets better buy-in.
Under frequency, be
more specific. Don’t just say weekly, specify the actual day of the
week, for instance, Tuesday.
In addition to
assigning specific days, make frequency visual. For example, use a
column for each day of the week, adding a symbol on the assigned day for
each task. If the task is daily, put a symbol in every column of the
week for that task and put it in color.
Assign daily task(s)
to every person. The 5S process works best if done daily, so base your
task listing with daily assignments.
simple. Assigned tasks should be completed in a daily, five-minute
Have each employee
sign off individually (and daily) after completing their task. This, by
itself, is not the complete answer; however, it is better than having
someone else (a zone leader or supervisor) signing off for all tasks.
Have the zone leader
or supervisor (as part of their standard work) check and review each day
that the tasks for that day were successfully completed. Their job is to
coach and support employees. If a task was not complete, ask the person
responsible “Why not?” and “What can I do to help you get it
Use the best
management tool—the power of “leading by example.” Every leader
should have a daily assignment and complete them daily.
Rotate the task
assignments often. Share the burden and eliminate the boredom.
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and the way to do this is by sharing our knowledge and experience. Never
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