Organizing the digital workplace with 5S

 

The 5S method is one of the well-known tools within LEAN. Originally it was applied to organize physical workplaces in an orderly, clean and efficient way: everything has a fixed place and is in that place. But in practice, your digital workplace is just as important. So time for the digital 5S workplace inspection.

 

Digital information: the stock continues to grow

Many organizations lack a unified policy or control over the vast amount of digital information stored daily. Think of the network drive with a jumble of folders, duplicates in emails and files that both you and your colleagues have stored. After all, you never know when you might need them.

The result?

• You search too long for the right document
• You doubt that you have the most up-to-date file
• Storage space grows unnecessarily
• Business risks arise from incorrect or outdated information

A well-organized digital workplace prevents these problems.

Digital workplace organization: less is more

It’s not just about how many documents you store, but also how you collect them. Forms with 100 irrelevant questions cost employees energy and time. The longer and more complicated the process, the more likely it is that it will not be completed or will be incomplete.

By asking for only the information that is really needed, you reduce digital clutter, increase motivation and win back valuable time.

Applying the 5S method to your digital workplace

The 5S method (Sort, Arrange, Clean, Standardize, Stand) is perfect for improving your digital information management:

• Separate – Remove unnecessary documents and duplicate files.
• Arrange – Arrange a logical folder structure and naming scheme.
• Clean up – Update or archive old files.
• Standardize – Agree on file names, storage locations and formats.
• Stand firm – Make sure everyone sticks to agreements and continuously improve.

Sometimes it’s smart to start all over again and put old files into a digital archive. You’ll find that you rarely revert to that old data. Make a clear plan in advance, involve employees and connect to existing structures, such as your quality management system.

Sustain and improve: information as flow

The real gain is achieved by applying the LEAN principle of pull: information is used, modified and stored only at the time an action is actually performed.

With digital workflows, information flows automatically through the organization. Actions and associated documents are archived centrally. This requires no ICT knowledge, is scalable and cost-effective even for smaller organizations. At LeanForms, we often see that the investment in digitizing one business process is recouped within one to two months. And with one license you can automate unlimited processes with us, count your profits.

The power of a digital information flow

An example: one of our customers reduced reporting time from 50 days a year to 0 by having information automatically flow through the process. No loose documents, no searching, everything instantly available and current.

Want to learn more about 5S and digital workplace organization?

Want to efficiently set up and maintain your digital workplace according to the 5S method? LeanForms helps you digitize and automate your information management. This will save you time, prevent errors and improve the quality of your processes.

Schedule a demo and find out how we can optimize your digital workplace