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All Kallista Consulting training programs can be tailored to meet the specific needs of your organisation. For more information, please call us on

1800 088 494

or email us at

info@kallistaconsulting.com.au

Kallista Consulting is a registered

trading name of Kallista Services Group Pty Ltd

ABN 99 145 609 098
ACN 145 609 098

38A Hardy St
Lilydale Vic 3140
Australia 

Kallista Consulting Case Study

5S Pilot Implementation at the Department of Human Services Victoria

We’ve all heard the catch cries of “we need to do more with less” and “work smarter – not harder”. Unfortunately, these are not often accompanied with a set of defined tools and methodologies to identify and capitalise on any existing efficiency opportunities. 

Enter Visual Workplace Management, commonly known as ‘5S’. Part of the lean thinking toolbox developed within the manufacturing sector, 5S has now matured and expanded into the office and administrative environments with great success.  Government departments across Australia are now actively adopting visual management practices with immediate measurable benefits in increased safety, efficiency, better use of space and reductions in wasteful practices.

5S is a popular starting point for an operational improvement campaign because of its ease of implementation, its immediate visible impact and its ready acceptance amongst employees. Indeed, a properly implemented 5S program has tangible cultural benefits, with positive influences on morale and on the willingness of employees to accept and implement change.

As the name suggests, 5S follows five simple principles for organising and managing an office workplace, Sort, Set In Order, Shine, Sustain and Standardise. Each principle is supported by proven techniques that establish standard approaches across the workplace. Methods for evaluating the progress in work areas also help to entrench the principles as ongoing improvement tools, rather than a once off quick fix.

In a recent example, the Doing Business Better team at the Department of Human Services in Victoria, supported by consultant Chris Baker of Kallista Consulting, conducted a pilot implementation of 5S across their work area over an 8 week period to evaluate the potential benefits. Apart from an immediate push on the Sort principle as a launch activity, most of the implementation work was conducted in between existing work demands.

As a result they removed a huge quantity of unused office equipment and materials from their immediate workplace, including a staggering 236kg of paper. This reduced clutter significantly and created a far more pleasant work environment in itself, but that was only the starting point.

By creating standard filing protocols for hard copy and electronic information, they calculate savings of over 140 hours per year in lost time alone due to no longer having to spend time searching for or re-creating documents that can’t be located quickly. 

They also freed up floor space, reduced holdings of consumables and reviewed location of equipment to make standard processes flow more efficiently through the office.

Visual cues now help other staff requiring their services to quickly locate the team and find the information they need as well as highlighting the correct location, use and maintenance of office equipment.

The huge volume of unused material removed from an area occupied by just four desks

The implementation of standard email archiving procedures reduced their email server storage bill by almost $3000 per annum. In fact, the overall total savings are estimated by the Doing Business Better team to be more than $20,000 per annum.

And remember that’s across just 4 desks! Based on these numbers, the potential of a broad implementation within a large department cannot be ignored.

Getting started does require a training commitment but this is comparatively light. It is important for all employees working in areas targeted for 5S to receive training in the principles and methodologies. A day of training, which can be broken into staged half day sessions, depending on your needs and staff availability, generally provides all of the tools and theory needed to make the initial gains and begin documenting savings and improvements. Nominate several 5S Champions to get additional training on supporting 5S Implementations and drive the process internally. Ongoing independent review and coaching is also recommended to support ongoing maintenance of new standards and continuous improvement.

       

An office desk before and after conducting 5S Sort and Set In Order. Clutter and unused items have been removed leaving only what is needed located where it is needed