QUALITY AMBIENCE Five S for Quality Ambience Time

QUALITY AMBIENCE Five S for Quality Ambience Time Management

QUALITY AMBIENCE quality ambience means that the surrounding atmosphere is good and conductive, by this way quality ambience can be guaranteed. “A place for everything and everything in its place” is the slogan that is usually focused while following the 5S procedures for keeping the ambient neat.

Five s for quality ambience The 5S is derived from the first letters of 5 Japanese words, it stands for: SEIRI which means Cleaning Up. SEITON which means Arranging. SEISO which means Sweeping. SEIKETSU which means Standardizing. SHITSUKE which means Discipline

Five s for quality ambience Advantages of implementing the 5S: Provides a conductive ambience for quality work. Contributes to safety of operations. Improves productivity. Facilitates visual control. Saves time

Five s for quality ambience Problems encountered if not implementing the 5S: Delayed processes resulting in delay in delivery. Unexpected defects in the products. Stressed employees working at lower efficiencies. Dissatisfied customers. Unsafe work place

Five s for quality ambience Steps to be followed in 5S implementation: The 5S concept must be conveyed to everyone in the organization. Give training about the 5S. Put up an action plan for 5S implementation by setting clear goals

Five s for quality ambience The methodology needed to implement the 5S in an office: Eliminate unwanted things and reduce the paper work “SEIRI”. Sort out everything “SEITON”. Cleaning should be periodical activity “SEISO”. Develop specific policy and guidelines for work procedures for each worker; standardize the storage places & the improvement carried out so that the person who comes later on understands

Time management A. Steps needed for time management are: Proper planning. All activities have to be categorized based on their importance and urgency. One activity at a time has to be taken and completed. B. To utilize time effectively one need not have to be busy but have to be smart in handling activities, there is no point in working harder when you don’t know how to work smart

Prioritization of activities A. The prioritization chart places the activities according to their importance and urgency: Quadrant I: most urgent & most important activities (Not required). Quadrant II: most important &least urgent activities (Best case). Quadrant III: most urgent but least important activities (Not required). Quadrant IV: least urgent & least important activities (Not required). B. Most important and less urgent activities (Quadrant II) is the best one as there is no delay in time for the most important activities

Time waster On the personal level common time wasters are: Lack of discipline. Indecision. Procrastination. Open door. On the organizational level, common time wasters are: Poor filing. Phone calls. Lack of priorities. Visitors.

Controlling time One can control time using the following techniques: Realistic scheduling. Screened calls. Being proactive. Learning to say “no” Budgeting calls

Conserving time One can conserve time using the following techniques: Having a daily plan. (with proper prioritization) Concentrate on important issues and not on urgent ones. Distribute the 24 hours appropriately between work and home Learn to say “no” for unwanted things/invitation Be good in delegation Avoid procrastination Conduct meetings with fixed agenda Be smart worker (with better ways of doing things fast) Automate with Information Technology tools Have a good filing system