Quality Progress - February 2018 - 20

F E AT U R E

LEAN

collected, it must be organized. This is where the sort, set in order and
shine elements of 5S come into play.
The first key decision in the flow is whether the item requires action
(by anyone, not just the recipient). If not, the next question is whether
the item has any value, either as reference data or as a prompt for some
potential future action. Reference data go into reference folders (physical or virtual). Prompts go into a "someday/maybe" folder and onto a
corresponding list. Everything else is deleted.
Further, under the shine principle, anything deleted also should be
reviewed to see whether it can be avoided in the future (that is, eliminating the source)-for example, by unsubscribing from an e-mail list. For
organizations with email governance policies that do not permit simple
deletion, the email could instead be routed to an "archive" folder for
retention.
Items requiring action are addressed differently during the organization stage. If the item requires action by another person, it should be
delegated and placed on a "waiting for" list to track it to completion.
Otherwise, the options are to complete the action immediately or to
defer it until later. Tasks that can be completed in less than two minutes
should be done immediately during the organization stage. All other
tasks are placed on a to-do list for future action.
The third and final phase of the process is execution. In this stage, the
worker reviews the to-do list and selects the most appropriate item for
work at that moment. "Appropriate" is chosen deliberately to reflect the
self-direction associated with knowledge work. Choosing the best task
to perform at any given moment requires consideration of priorities and
goals, available resources and even personal energy levels. For example:
+ The highest priority task might require more time than is available
between that moment and a meeting.
+ A lower priority task might be completed in the same time window.
+ A highly creative and challenging task might not be the best option

late in the day after a series of
grueling conference calls.
One important element of task
tracking is knowing the relationship
between storage repositories and
projects. In this context, a project is
a multitask operation that requires
tracking to conclusion. An email
might be stored in Outlook, but
it also may be a task item associated with a specific project. A key
challenge to information 5S is consolidating the information into a simple
and portable dashboard.
Fortunately, many tools are
available to provide this dashboard.
Remember the Milk⁶ is a simple,
web-based task tracker that is wellsuited to use on smartphones and
PCs. Trello⁷ is another similar application that also allows multiple people
to maintain parallel to-do lists, which
may be useful for collaboration. Both
tools allow tagging so that an item
on the list can be identified as being
stored also in an email program and
associated with a specific project.

The final S

This tracking process is important
in the final S in 5S-sustain. Just like

FIGURE 3

Results of audit scores
Average audit score

Maximum and minimum audit score

100

100

80

80

60

60

40

40

20

20

0
−20

0
Audit 1

Audit 2

Audit Delta

−20

−40

−40

−60

−60

−80

−80
Average

20 QP

Maximum

Minimum

February 2018 ❘ qualityprogress.com

Audit 1

Survey maximum

Audit 2

Survey minimum

Audit Delta


http://www.qualityprogress.com

Table of Contents for the Digital Edition of Quality Progress - February 2018

Seen and Heard
Expert Answers
Progress Report
Mr. Pareto Head
Career Coach
Office Efficiency
The Crown Jewels of Design
Open Lines
Less Is More
ASQ 2018 Six Sigma Resource Guide
Standard Issues
Six Sigma Solutions
Statistics Spotlight
Marketplace
Footnotes
Try This Today
Quality Progress - February 2018 - intro
Quality Progress - February 2018 - cover1
Quality Progress - February 2018 - cover2
Quality Progress - February 2018 - 1
Quality Progress - February 2018 - 2
Quality Progress - February 2018 - 3
Quality Progress - February 2018 - 4
Quality Progress - February 2018 - 5
Quality Progress - February 2018 - Seen and Heard
Quality Progress - February 2018 - 7
Quality Progress - February 2018 - Expert Answers
Quality Progress - February 2018 - 9
Quality Progress - February 2018 - Progress Report
Quality Progress - February 2018 - 11
Quality Progress - February 2018 - Mr. Pareto Head
Quality Progress - February 2018 - 13
Quality Progress - February 2018 - Career Coach
Quality Progress - February 2018 - 15
Quality Progress - February 2018 - Office Efficiency
Quality Progress - February 2018 - 17
Quality Progress - February 2018 - 18
Quality Progress - February 2018 - 19
Quality Progress - February 2018 - 20
Quality Progress - February 2018 - 21
Quality Progress - February 2018 - The Crown Jewels of Design
Quality Progress - February 2018 - 23
Quality Progress - February 2018 - 24
Quality Progress - February 2018 - 25
Quality Progress - February 2018 - 26
Quality Progress - February 2018 - 27
Quality Progress - February 2018 - 28
Quality Progress - February 2018 - 29
Quality Progress - February 2018 - Open Lines
Quality Progress - February 2018 - 31
Quality Progress - February 2018 - 32
Quality Progress - February 2018 - 33
Quality Progress - February 2018 - 34
Quality Progress - February 2018 - 35
Quality Progress - February 2018 - 36
Quality Progress - February 2018 - 37
Quality Progress - February 2018 - Less Is More
Quality Progress - February 2018 - 39
Quality Progress - February 2018 - 40
Quality Progress - February 2018 - 41
Quality Progress - February 2018 - 42
Quality Progress - February 2018 - 43
Quality Progress - February 2018 - ASQ 2018 Six Sigma Resource Guide
Quality Progress - February 2018 - 45
Quality Progress - February 2018 - Standard Issues
Quality Progress - February 2018 - 47
Quality Progress - February 2018 - 48
Quality Progress - February 2018 - 49
Quality Progress - February 2018 - Six Sigma Solutions
Quality Progress - February 2018 - 51
Quality Progress - February 2018 - 52
Quality Progress - February 2018 - Statistics Spotlight
Quality Progress - February 2018 - 54
Quality Progress - February 2018 - 55
Quality Progress - February 2018 - 56
Quality Progress - February 2018 - 57
Quality Progress - February 2018 - Marketplace
Quality Progress - February 2018 - 59
Quality Progress - February 2018 - Footnotes
Quality Progress - February 2018 - 61
Quality Progress - February 2018 - 62
Quality Progress - February 2018 - 63
Quality Progress - February 2018 - Try This Today
Quality Progress - February 2018 - cover3
Quality Progress - February 2018 - cover4
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