Project Refresh - Reviewing Our Systems & Processes
Over the last 2 months, we have been reviewing many of our internal systems and processes, to find waste and improve service delivery.
Many of our team have been involved in the project with documented process maps being produced on a daily basis.
Here are a list of just a few of our processes already reviewed;
- Case to invoice workflow
- Scheduled inspection & testing
- Sales workflow (existing customers)
Outcomes from the process review has led to efficiencies in case resolution, scheduled inspection and testing, sales and invoicing.
We have also started to implement 5S+S throughout the office with yellow, green and red tags being applied as part of the first S, SORT.
Another benefit of working on the processes is a greater understandinig of each persons role within the company. This is leading directly to better position descriptions and more accountability.
Over the next month we will be focusing specifically on our sales and invoicing processes. Of particular interest to me is the goal of finding about 60% savings measures by time in the invoicing process. If everything goes to plan, this will translate thousands of dollars annually.
Coming up soon is the next phase of 5S...
The 5S's are:
Phase 1 - Seiri (??) Sorting: Going through all the tools, materials, etc., in the plant and work area and keeping only essential items. Everything else is stored or discarded.
Phase 2 - Seiton (??) Straighten or Set in Order: Focuses on efficiency. When we translate this to "Straighten or Set in Order", it sounds like more sorting or sweeping, but the intent is to arrange the tools, equipment and parts in a manner that promotes work flow. For example, tools and equipment should be kept where they will be used (i.e. straighten the flow path), and the process should be set in an order that maximizes efficiency.For every thing there should be place and every thing should be in its place.(demarcation and labeling of place)
Phase 3 - Seis? (??) Sweeping or Shining or Cleanliness: Systematic Cleaning or the need to keep the workplace clean as well as neat. At the end of each shift, the work area is cleaned up and everything is restored to its place. This makes it easy to know what goes where and have confidence that everything is where it should be. The key point is that maintaining cleanliness should be part of the daily work - not an occasional activity initiated when things get too messy.
Phase 4 - Seiketsu (??) Standardizing: Standardized work practices or operating in a consistent and standardized fashion. Everyone knows exactly what his or her responsibilities are to keep above 3S's.
Phase 5 - Shitsuke (?) Sustaining the discipline: Refers to maintaining and reviewing standards. Once the previous 4S's have been established, they become the new way to operate. Maintain the focus on this new way of operating, and do not allow a gradual decline back to the old ways of operating. However, when an issue arises such as a suggested improvement, a new way of working, a new tool or a new output requirement, then a review of the first 4S's is appropriate.
Phase 6 - Safety We have adopted an optional sixth phase "Safety" as prt of our 5S implementation. While not normally attributed to 5S, we feel an emphasis on safety is a worthy addition..
As we move forward I expect to continue with the review of our processes and find similar efficiencies throughout the company.
I will post updates as we move forward.
Regards,
Russ
