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Lean Tool Series logo - Lean Information and Resources from Park Avenue Solutions

Welcome to the Lean Tool Series

We're just getting started, and wanted to share the information, tools, and resources we put together for you as soon as possible. In true Agile fashion, this page will be updated frequently, so bookmark it and come back often. To get regular updates and other useful info, sign up for our newsletter. Thanks for joining us!

 

Lean Tool Series

We believe that empowering people can elevate a company to excellence. 

At Park Avenue Solutions, we believe that flaws in processes, not in people, are at the root of almost all inefficiencies and issues in business. With an understanding of basic Lean principles and a selection of tools to identify, analyze, and address process issues, your organization can EMPOWER EXCELLENCE in your people and move toward more efficient, customer-focused, profitable, Lean operations.

Whether you’re a newcomer to Lean or a seasoned practitioner, a quick primer (or reminder) about Lean Principles and Lean Tools is a good place to start our journey.

We have created the Lean Tools Series to provide How-To-Guides, checklists, actionable templates, and other resources to help you learn, teach, implement, and optimize the use of Lean Tools in your organization. We're here to support your Lean Journey, no matter what your job title, industry, or level of experience. Welcome! 

 

Workplace Organization

 

Workplace Organization or 5s

5s is a simple but highly effect set of techniques that remove waste from a work environment through better workplace organization, visual communication, and general cleanliness.

 

"A Place for everything and everything in its place." 

5S Principles for a Lean Workplace Graphic (Workplace Organization) by Park Avenue SolutionsBased on Japanese principles, 5S is 5 steps to implement order in a workplace:

  1. SORT (Seiri):  The first step in the 5S process, SORT or Seiri involves clearing the workspace of all materials that are not necessary to the work process. While sorting will look different in various workplaces, the goal is to eliminate obstacles and distractions (wastes) from the area to make accomplishing the work easier. 
  2. STRAIGHTEN (Seiton):  After unnecessary items and distractions have been cleared, the work area is STRAIGHTEN (or, set in order, simplify). All necessary items (those not eliminated in the SORT step) are put in close proximity and arranged by their uses with the most often used items the closest. This improves the workflow by eliminating wasted time looking for and/or moving to/from needed items. 
  3. SHINE (Seiso):  With the workplace set in order, the next step is daily (or regularly scheduled) cleaning to keep the area safe, pleasant, and easy to work in. The SHINE step also provides for regular inspections that can prevent deterioration of equipment and tools.
  4. STANDARDIZE (Seiketsu):  The 4th step in the 5S process, STANDARDIZE is establishing the structure (procedures, schedules, audit checklists, etc.) that ensure consistent implementation of the first 3 S's - sorting, organizing, and cleaning. This step ensures that everyone knows their individual responsibilities and supports making the practices part of the daily routine. Photos, visual controls, color coding, and other organizing tools should be used to keep everything in order.
  5. SUSTAIN (Shitsuke (Sustain):  The final 5s step is SUSTAIN or Shitsuke, which also translates as, "do without being told". This step includes goal-oriented training, learning the process and development the discipline to follow the process established, but also to be open to improvement. Sustaining (maintaining proper order) should include training, discipline, and regular audits as well as regular feedback so that improvement can be made as needed.
The primary benefit of 5S is improved efficiency by eliminating waste related to looking for, moving, or storing things or information. Implementing 5S can also improve safety and quality by removing excess steps and standardizing optimal patterns and can increase worker satisfaction by creating a better work environment.
 

Value Stream Mapping (VSM)

Value Stream Mapping is a macro-level view

Value Stream Mapping is the visual representation of all of the value added and non-value added activities that occur to complete an operation or process. 

Value Stream Maps show the flow of a process from the perspective of the customer. By visualizing the flow of a process at a macro level, teams can see how the entire process works, understand actual performance, and identify areas to create added value and eliminate waste.

In creating a VSM, the entire process flow of information and materials needed to create a product or service is documented visually as it is currently being performed. This is known as the "Current State Map," which makes it possible to identify each step in the process as: 

  • Value-added, activities that add real value or worth to the product or service—usually something the customer is willing to pay for;
  • Non-value added, activities that do not add real value or quality to a product or service—something the customer will not pay for and should be considered for elimination; or
  • Non-value added but necessary, activities that are important to the company and/or necessary to do the job, but that the customer will not pay for; these should be minimized/controlled as much as possible without compromising the end product.

Once the Current State Map is drawn and wastes identified, the information revealed is used to determine ways to reduce or eliminate waste (non-value added items) and optimize value-added items. 

5 Steps of Value Stream Mapping

5 Steps of Value Stream Mapping, Park Avenue Solutions

 

Standard Work

Standard Work is the foundation on which processes are built and improvements are made.

Standard Work, or Standardized Work/Standardized Operations, is specific, documented best practices for tasks, processes, procedures, and activities to reduce variation, one of the forms of waste in Lean. Standards must be measurable and repeatable to be consistently and efficiently implemented. 

Standard Work is essential to effective work at all levels and in all areas of an organization, including quality and process specifications, policies and procedures, regulatory compliance, and technical standards. Every routine task should be standardized, beginning with those that directly impact the company's ability to meet customer demands.

Standard Work provides the basis on which the actual performance of a process is judged and, therefore, establishes the foundation for future improvement. It creates a clear picture of a properly operating process so variations from that can be identified and addressed systematically rather than trying random tweaks and "fixes" to make ad hoc improvements. Without standardization, it's impossible to see clearly what needs to be improved and whether or not attempted improvements have any effect.

6 Steps of Standardized Work

  1. Check facilities, systems, and equipment:  Ensure everything needed to successfully implement the process is in optimal working order.
  2. Check timing:  Measure the time it takes to complete a work cycle (productivity rate), compare it to the pace of work needed to meet customer demand (takt time), and make adjustments to improve the productivity rate as needed (not to takt time).
  3. Check work-in-process inventory:  Look for ways to reduce the amount of inventory that needs to be staged rather than pulled through a process as needed. Document a range of acceptable inventory.
  4. Issue Standard Work Instructions:  Establish clear, measurable instructions that will be easily understood and easily followed by those doing the work. Issue instructions in whatever format best suits the process and the people implementing it — signage, instruction sheets, manuals, etc. (Pro tip: When you can, "poke-yoke" your instructions — error-proof them by not only making them easy to follow but preventing them from not being followed.)
  5. Monitor and Measure:  After implementation, observe results and compare them to the established standard. Look for variations and waste, and make corrections to get back to the standard.
  6. Make Improvements:  Evaluate the effectiveness of your standard work over time, work with your team to determine and evaluate potential improvements (Kaizen events), and make updates to the standard work as needed. Ensure all changes are documented as precisely as the original and changes are made and implemented quickly. Like software updates to optimize performance, standard work updates should be a normal and expected part of the routine.
 

Toyota Kata

From the Japanese, a kata is literally a model or pattern, a set of positions and movements (as in karate), any basic form, routine, or pattern of behavior. Established and recognizable patterns make it easier to see unusual movements or issues and provide a clear foundation for improvement. 

“Toyota Kata” is the term that Mike Rother (internationally recognized Lean guru and author of Learning to See) coined to help American manufacturers mirror Toyota’s successful practices of true continuous improvement.

The Kata model is grounded in the philosophy that teaching workers (or in kata, learners) to think and act scientifically, we can build a culture where every employee is educated and empowered to be a better problem-solver.

 

Kata Methdology:  Improvement Kata and Coaching Kata

Rather than specialized staff members executing one-off, resource-intensive “improvement projects,” practicing the Kata helps every member of an organization become skilled in seeking improvement every day.

The Kata consists of the Improvement Kata (IK) and the Coaching Kata (CK) , which form a structured pattern for making small incremental improvements every day.

The Improvement Kata is a model of the human creative process. It’s a four-step pattern of establishing target conditions and then working iteratively (scientifically) through obstacles by learning from them and adapting based on what's being learned.

The Coaching Kata is a pattern for managers to follow in teaching the Improvement Kata pattern in daily work, so that it becomes part of an organization's culture.

READ MORE ABOUT KATA

 

Watch this Space

More tools, templates, and resources coming soon!
 

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