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Policy
- A Clean, Uncluttered & Well Organized Office Space -
5/27/15
Policies
Notice Board
Use electronic notice board
Label all posting with expiry date and remove it upon
expiry
Reception Area
Table must be clean & tidy at all time
Printing Area
Promptly remove print-outs, copies & faxes
Keep sufficient papers inventory
Minimize paper consumption; maximize each paper
utilization rate
Policies
Pantry
Wipe off lunch table & clean utensils after used
Proper upkeep personal items
Store Rooms
Clean, tidy and sufficient inventory
Each items with proper identification and place
Conference/Meeting/Discussion Rooms
Erase whiteboard after used
Return whiteboard markers to its place after used (to
replace new if necessary)
Return chairs to standard position after used
No leftover in the room after used
Policies
Cubicles
While working only relevant materials are on top of
table.
Clean-off desk, close filing cabinets/drawers, turn-off
computer and return chair under the table before
leaving office
Keep daily use files in the cubicles; other files should be
kept at centralized filing areas
Ensure cubicle + 3m is clean and tidy
Filing
Ease of filing and retrieval
Standardization of file identification, maintenance and
storage
Keep filing drawers & cabinets doors closed unless in
use
Policies
Others
Keep office doors closed
Defective equipments, facilities, etc shall be rectified
promptly
No eating in office except in pantry
Keep personal items only at designated area in own
cubicle except food
Daily removal of rubbish from dust bins
5S Methodology
A systematic approach in improving housekeeping standard
S1-Sort
S2-Set in
Order
Start
S3-Shine
S5Sustain
S4Standard
ize
Seiri-Seiton-Seiso-Seiketsu-Shitsuke
S1 - Sort
Action Steps
Definition - Sort
Action Steps
1. Create a current state
office diagram
2. Team shares insights
gained during Sort &
Shine
3. Evaluate current office
space
4. Create a future state
office space diagram
5. Get approval for change
from stakeholders
Definition
Evaluate the office space & add
smart office space features
Goal: A office space that is
visually instructive & is the
source of minimal waste &
human errors
S3 - Shine
Action Steps
1.
2.
3.
4.
5.
6.
Define clean
Get cleaning supplies
Take before pictures
Clean the work area
Fix small imperfections
Identify contamination
sources
7. Take after pictures
Definition
Remove dirt & debris, inspect
equipment & eliminate
sources of contamination
Goal: A clean office place one
that shines, & that minimizes
sources of contamination
S4 - Standardize
Action Steps
1. Brainstorm ideas for making
the 5S changes standard
operating procedure
2. Update documentation to
reflect changes
3. Make sure all stakeholders
are aware of the new
standards inform &
educate
Definition
Maintain standards to
maintain 5S
improvements
Goal: Develop procedures,
checklists, & other
mechanisms established
to maintain a work
environment that is
visually instructive, has
minimal waste & human
error, & is clean,
uncluttered, & organized
S5 - SUSTAIN
Action Steps
1. Monitor processes
established during S4Standardization
2. Expand 5S efforts to
other work areas
3. Evaluate 5S effectiveness
& continuously improve
4. Recognize & reward
strong efforts
Definition
Monitor, expand & refine 5S
results
Goal: A office space that
automatically restores
order, regulates activity, &
continuously improves
Office 5S Standards
Filing Standards
Scope
File Holder Specifications
Marking
Numbering
Workstation Standard
Notice Standard
Culture
Push chair under table, etc
Q&A
Improve
floor space utilization
employee safety &
morale
Work efficiency
Identify
abnormalities,
wastes, etc
Benefits
Improve
floor space
utilization
employee safety &
morale
Work efficiency &
effectiveness
time for employee
orientation &
training
standardization