Making the workplace more effective with the 5S concept

Unproductivity is often a result of poor workplace organization. Across all industries and work models, employees waste too much of their working time searching for information, through cumbersome processes or inadequate workplace equipment. With the 5S method, you may install a work organization that saves time, is less stressful and leads to better results.

Probably everyone knows the phenomenon of wasting time by searching: Sometimes it's an address, sometimes it's an urgently needed program or it's the notes from the last meeting. According to a study by McKinsey, employees spend an average of well over an hour a day searching for information or production resources that they need for their current work. A Fraunhofer study on the same topic comes up with even more drastic figures. Up to 30 percent of the working time in classic office jobs is wasted, which means that a full-time employee in an administrative branch of a company simply does not create any value on up to 60 days per working year.

Creating optimal working conditions with the 5S concept

Behind the 5S method, which was first applied in practice in Japanese Toyota production sites, are the terms "Seiri" (sorting out), "Seiton" (arranging), "Seiso" (cleaning), "Seiketsu" (standardizing) and "Shitsuke" (maintaining and improving). In principle, it does not matter at all in the implementation whether it is a production workplace or a desk job. Because what tools, small parts and working machines are for the production employee, the colleague in the office needs in the form of computers, programs, writing utensils or communication devices.

Seiri - Sort out

By now, there are already very successful and popular platforms that deal with tidying up at home. Basically, the requirements for the workplace are the same that work at home. Clear away anything that isn't necessarily important for work. Empty filing systems, boxes of old forms, copies, piles of copies of long-completed projects; away with all of all of these and free up space. Sort out programs that are outdated or haven't been used in a while. Remove technology junk, cables and devices that are disused. And delete lists, logs and all other data that have long been stored centrally and now only have a crippling effect on IT.

Seiton - Arrange

After sorting out, only items, writing materials, physical and digital folders and programs that are actually used regularly should remain. When arranging these items and programs, it is important to place them in such a way that the arrangement follows a logic and is comprehensible. On the desk there should only be things that are frequently used for daily work. The same applies to the PC - the screen should only contain the folders and programs that are used daily. Create a hierarchy list and arrange everything in such a way that you no longer have to search long, and every move is just as easy as clicking the mouse.

Seiso - Cleaning

Once order has been established according to logical considerations, the next step is cleaning. On the one hand, this is a hygiene measure. Because as we all know, there are plenty of germs lurking in dirty keyboards, on dirty displays or in glued telephone receivers. So it's high time to create a healthy and clean working atmosphere. At the same time, this is another opportunity for "virtual cleaning", for example by questioning once again whether objects really have to be placed or lie where they are supposed to. In this step, it makes sense to consider whether each employee should be given a time slot each day to carry out daily cleaning. Uniform utensils should also be provided for this purpose (dust cloths, screen cleaners, damp cloths).

Seiketsu - Standardize

Many companies are currently considering how home offices will be integrated into work processes in the future. Under certain circumstances, this means that workstations in the office will be eliminated, and employees will no longer sit at their "own" workstation on days when they are present, but at a desk of their choice, which will henceforth be used flexibly by all colleagues. This makes it necessary to standardize the set-up of the workstation so that every employee can start working quickly and effectively, regardless of where he or she is sitting that day. This includes equal arrangements of materials in drawers, equal equipment with computer equipment and central access to team folders, copy paper, manuals, lists or work instructions.

Shitsuke - Self-Discipline

Once the new standard of order has been established, there is of course a danger that the previous chaos will gradually reappear as a result of the usual "sloppiness". This must be prevented by encouraging each employee to exercise self-discipline. Ideally, they will be given the time they need to do this, and restoring order will not take time out of their free time.

To "check" self-discipline, 5S audits have also proven successful, in which colleagues "remind" each other of self-discipline.

Tip: A sensible concept that can be combined well is the proven "Clean Desk" concept. This obliges every employee to leave their workplace in such a way that the next morning every other employee who happens to work at this place will find everything as it corresponds to the standard. If the Clean Desk concept is introduced, it should also be part of the working time and not take place after "clocking out" - otherwise the employee will quickly have the feeling of being responsible for "cleaning the building" in addition to the job.