Productive Ward 5S

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					Productive Ward 5S

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      Separate out what is needed from what             enable those who use the area, but are
       is not needed                                     not in the 5S team, to identify its use 

      Remove all items which are not used in
       any area, ward, cupboard, office,
       corridor, reception, theatre, etc. They
       could be outdated materials, broken
       equipment, redundant equipment, files       Set
       on the computer, measurements which
       you no longer use etc
                                                        Arrange items so they are easy to find
                                                         and use. Use clearly identifiable storage
      Return unwanted stock to pharmacy if it
                                                         locations – e.g. shelves, drawers or bins
       is not needed for the ward

      Keep only what is needed, only in the            Ensure that there is easy access to the
       amounts needed and only when it is                system and its storage compartments

      Ask staff to tag all items which they            Ensure the storage system allows you
       don't think are needed: this improves             the ability to simply change the size of
       understanding about need and use.                 the compartments, eg by moving
       Classify all equipment and materials by           shelves or dividers to accommodate
       frequency of use to help decide if it             new medical items
       should be removed: this is known as a
       „red tag'. Include the date when                 Use storage systems that are not totally
       attached as well as a date for                    bespoke as these can restrict future
       completing any action. You should also            changes when required
       record the quantity of material related
       to the tag, and the reason for tagging
       it. It may be that the item is                   Label items so that their storage sites
       unnecessary, defective, non-urgent, left          are easily understood by anyone.
       over or held „just in case'. Include a            Implement visual control. Right things
       place to record what you intend to do             in right place
       with it e.g. dispose, store close by,
       store in area, send to main stores, hold         Team working – logically re-organise
       for analysis                                      ward by using spaghetti diagrams,
                                                         visual aids and before an after photos -
      Keep a log of red tags to track activity          use of visual management techniques
                                                         has a huge impact.
      Establish a „holding area' for items that
       are difficult to classify. This area will
       hold an item for an allotted period to 
Productive Ward 5S

       Conduct a “Waste walk Video” Video                   day. Usually, a maximum of ten minutes
        staff going about their usual daily                  at the end of each shift is enough.
        routine to identify where time and effort            Decide who is responsible for what
        are being wasted and how you can                     standard and who will do what. A chart
        make changes                                         with signatures shows that the action of
                                                             maintenance has taken place.
       Create specific storage areas for specific
        items – this will prevent over-ordering
        and items becoming lost. Staff will also
        find items more quickly and efficiently
                                                            Make sure that organisation, orderliness
        making them accessible to all those
                                                             and cleanliness are being maintained
        who need it.
                                                             and incorporated into everyday
                                                             activities. Agree consistent process.
       Put frequently used items close at hand
                                                            It is likely that other parts of the
                                                             organisation will also apply the same
       Arrange items visually in the best
                                                             approach. The next step is
        position for day to day work, for
                                                             „standardise': this means that the
        example arrange files so you can
                                                             organisation sets consistent standards
        immediately see if a file is missing or
                                                             so that staff who work in different areas
        has been replaced incorrectly. This step
                                                             are not expected to work to different
        also applies to computer filing systems.
                                                             standards. Standardisation saves time
                                                             as it allows routine tasks to be done in
       The visual nature of the revised system              a routine way.
        is particularly important, so you may
        want to use colour coding. You should
        be able to see at a glance if something      Sustain
        is not there. This reduces the
        opportunity for error and saves time
                                                            Communication about the Productive
        locating missing items such as a
                                                             Ward is essential to ongoing
        patient's notes
                                                             engagement and sustainability.
                                                             Introduce process audits
                                                            Properly maintaining correct
       Clean the work area. Keep things ready               procedures.
        to go.
                                                            Use of audit.
       Once you have arranged the items in
        your work area, it is tempting to move              Standard operating procedures.
        onto another area and not look back.
        This step reminds us to maintain             
        standards by setting aside time each
Productive Ward 5S

      Continuously improving workplace

      The final step is maintaining the set
       work standards and actively removing
       any causes which obstruct the
       maintenance of these standards. This
       means you can consistently reduce the
       time needed on a daily basis. Make sure
       you identify the root causes for any
       problems to prevent them recurring. For
       example five whys and cause and effect
       diagrams. You can also use small tests
       of change to work out the best way to
       solve any problems.

The Benefits to Well Organised Storage:

      Quicker access to stock through
       increased visibility and organisation

      Greater and more efficient stock control

      Equipping staff with new skills

      More time for better care

      Improved patient experiences

      Cost savings by more efficient working

      Higher staff satisfaction and retention

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