Organization in the MH Workplace: Using the 5S Program

by Heather Vela

Organization can be the key that will make or break a company. Finding the organizational system that works the best can certainly be a challenge. I'll show you one system that can easily and effectively be integrated into the Manufactured Housing industry.

Many people think that being organized is something that just happens. Well, I'm here to tell you that's not the case. The key to having an organized workplace is consistency. Without consistency, any system of organizing will fail. Having consistency, as well as a commitment to follow the system, will allow you to find things quickly and easily. One system that I found particularly suited to the MH workplace is the 5S system, which I'll explain below.

1. Sorting. The 5S system was started in Japan and consists of five steps to insure a more orderly work environment. The first "S" of the five steps is sorting (Seiri). Sorting refers to eliminating all unnecessary items from the workplace. One easy way this can be accomplished is to think of what you typically will use within 48 hours. If you don't use it within that timeframe, it doesn't belong there. Remember that you're not only counting the main equipment used; consider any papers or other supplies needed to complete a task. You have to define what IS necessary and what IS NOT necessary.

For example, if you're working on a report to calculate the number of manufactured homes sold in a certain period of time, you're going to need several different items. These items could include paper, a computer, a calculator, lease documents and so on. Once you've figured out what things are necessary, you should also work on the quantity of items; you don't want too many items for fear of overcrowding and disorganization. Too few items will leave you having to search for additional supplies and materials, which is a waste of time and resources. This brings me to the second "S" of the 5S system.

2. Straightening or setting in order/stabilize (Seiton) is the second "S" in the 5S system. The easiest way to define this term is "a place for everything and everything in its place." Employees need to be disciplined and have attention to detail to make this step of the system function properly. Designating a location where every item is to be kept is vital to staying consistent and organized. It may seem pretty simple to designate a location for an item, but there are a few things to consider.

You need to consider how the item is to be used and what storage and identification options are available. One excellent way to keep track of where your items belong is to label. Labeling will make your life a lot easier, and being able to locate an item quickly will save you time and resources. A great example of setting in order is if Jane is looking for paper to complete the manufactured housing community newsletter, she should be able to find it by looking for a label that shows where it's stored or asking any of the employees. All employees should know where items are since these common items should be labeled and easy to locate.

3. Shine or cleanliness. The third "S" of the 5S system is Shine or cleanliness (Seiso). Shine refers to keeping the workplace tidy and organized. Three things to think about when implementing this step are cleaning the workplace, maintaining the appearance of the workplace and using preventative measures to keep the workplace clean.

Cleaning the workplace refers to planning what and how something will be cleaned, as well as who will clean it. To maintain the appearance of the workplace, make sure there's adequate lighting, and clean surfaces of dust and reduce spills. Using preventative measures to keep the workplace clean means putting everything back where it belongs before leaving for the day. This helps to eliminate mess and clutter in the first place. If John is leaving work for the day, he should put all papers, pens and other items he used that day back where they belong. Once this step has been ingrained, you should move to the fourth S in the 5S system.

4. Standardizing. The fourth "S" in the 5S system is Standardizing (Seiketsu) and involves putting the systems in place so that everyone will do things the same way. Consistency and copying exactly are key here. If you maintain consistency throughout the first three steps, this step should be no problem to accomplish.

MH community managers must lead by example and show initiative. They also need to allow time for the workplace to develop and use the 5S system. Training will need to be implemented so that everyone knows how to apply the techniques necessary to make the 5S system work. Everybody should know what their role is to ensure adherence to the first 3 steps in the 5S system. If Matt is head of the marketing department at an MH community, he needs to communicate to his marketing assistants that they must be consistent with where articles and ads are placed within the office, as well as where marketing materials such as pictures or an inventory list are to be kept.

5. Sustain. The final "S" in the 5S system is Sustain (Shitsuke). Sustain is defined as perpetuating the standards of the 5S system. This may seem easy to do, but it can be the most challenging step. The key to this step is to communicate. You need to be able to get coworkers involved and to reinforce what the 5S system is and how it is significant. Emphasize people's roles and responsibilities. Don't forget to recognize those who do an outstanding job; this will go a long way towards keeping the system functioning as it should.

To prevent deviation from the system, there are a few things that can be done. The first thing that can be done is to hold meetings every so often to check on how the 5S system is being integrated. Another reason to hold meetings is to give employees a chance to offer suggestions for improvements and alterations to the 5S system; when they're given this opportunity, they are more likely to continue to follow the procedures.

The second thing that can be done to sustain the 5S system approach is to use teamwork. If Jack and Julie are MH housing consultants, they can be given the goal as a team to sell 20 houses in a month. Since they both have the same goal, they are more likely to put forth a greater effort than if they were working on the goal alone. Having people work in teams is also great way to play to each person's strengths.

One final way to sustain the 5S system is to react immediately to a problem. Delaying a reaction will only make the problem worse. If the problem is dealt with immediately, there's less of a chance of backsliding into old organizing habits.

Organization in the workplace is the key to accomplishing goals. Using the 5S system is one excellent way to improve office organization since it relies on conforming to a standard and communicating that standard to all employees. The 5S system requires dedication in order to perfect it, and it can always be modified and evaluated to fit a specific workplace environment. Being able to adapt the 5S system is what makes it so unique. Hopefully, I've provided you with some useful information towards an efficient and clean office. With the tips I've given, you should be able to have a well run and orderly MH workplace in no time. ##

Heather Vela is an administrative assistant for Capital First Realty at their Sunset Village office. Chicago based Capital First Realty owns and operates Manufactured Housing Communities in the upper Midwest. Vela is a graduate of Purdue University, with a BA in psychology and a minor in sociology. Heather spent two years assisting with the Purdue literary magazine. After graduation she worked as an administrative assistant in companies throughout Illinois, with additional experience in customer service in Florida. Vela eventually returned to Illinois to work as an administrative assistant for the Sunset Village manufactured housing community she grew up in. Contact Heather at Heather V This e-mail address is being protected from spambots. You need JavaScript enabled to view it