Arrange in order

Basic idea of Seiton is to keep in order or arranging everything in a methodical manner. Neatness is an another English word for it. You can easily find what you need, saving your valuable time and labour if everything is arranged orderly.

When you leave home for work in the morning, you have thousands of duties and responsibilities ahead of you. You have to prepare your children for Schools while attending to houshold chorus. In the meantime, suppose if you have to waste your time searching for something what would be the feeling of stress ? Tension originated at home will disturb you on your way to office and also disturb your office work too. You will not be in a clear and sound mental condition to carry out your responsibilities.

When you consider the facts what has gone wrong, who is responsible , is it not you ? Your comb, bottle of creame, shoes, socks are disarranged. With the pressure of work don’t you bother over this situation ? Children who are preparing for Schools in the morning , searching their things and behave in an unruly manner. You have already stressed over the wasting time on seraching something for them. Keep everyting in alloted places. If you have separate places for your books etc and if you have arranged what you require for the morning in the previous night , it would be possible for all of you to leave home happily. If you have kept your socks in a separate place, you do not have to run around for them in the morning. Polish your shoes and keep in the rack. Keep separate places for water bottles, umbrellas etc. Arrange everything such as chidrens’ hair ribons, hankerchiefs, clothes, underwear etc in suitable places.

Teach your children also these good habits. Implement Seiton method today itself and see the diference. Gradually you will be able to save time and keep you in sound mental alartness. You can leave home on accurate times. You will be able to avoid red line in office and also it will ease your work in office.

We have more than enough methods. In the event you follow these methods you will definitely be able to save your valuable time and labour. We collect every day various data on different subjects and as a result we create a complicated mental structure. As such we cannot attend to our day to day activities and we become stressed and disturbed.

Accordingly our day to day functions and activities get disrupted and we generate impermanancy. This is a problem faced by individuals as well as organisations in present society. This situation affects individuals as well as economic development. Therefore following these methods we can avoid the obstacles and make a steady progress. Satisfaction create in individuals and organisations will contribute to the development and productivity. Through Seiton you can provide a quality service.

“Only you can believe that you can”

What you have to do in order to keep everything in order

 The things we described in the earlier paragraps to be categorized. You must be able to recognize them at a glance.

 The things you require frequently must be kept at finger tips.

 The things you do not require frequently but need as and when must be kept at a certain distance. You have to store the things you require later should specifically be marked.

 You have to store stuff receive first can be issued first ( Fifo Method )

 Mark the locations which store everything in a methodical manner.

 Store everything enabling you to reach the things without difficulty. It is better to have open stores than closed ones.

 Mark the things with colours and write clear codes to recognize them easily.

 You have to train your mind to store horizontally or vertically. Notice Boards, Key Boards etc must be kept in a simple line up.

” Service, huminity, meritorius deeds shows your greatness to the world”

Storing Fire Extinguishers
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You have to use appropriate colours for fire extinguishers and equipments and locate them. You have to keep them in such a manner to take them out in 2 – 3 seconds. It is very important not to store them in places far above the ground. It should be possible to reach easily the places where fire equipments are kept. It should also be visible the way how to handle them in different fires. Expiry dates of fire extinguishers specifically to be mentioned. You can understand about this from the above picture.

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In a rainy season we freqently notice umbellas are kept everywhere troubling and disturbing us. The water dripping from wet umbrellas spoil the ground of the institution. To avoid this disturbing trend, we have to find a location specially for umbrellas and anybody must be able to recognize the place at a glance. Then we can avoid the distubances caused by wet umbrellas. You can notice such a umbrella holder from the above picture.

“Stop forthwith doing anything carelessly. There is no good from carelessness for you or the country.”

Arranging Files

You can manage your files according to different systems. If you do your filing methodically which will avoid any difficulties with regard to files arising in your organisation. You can follow different filing systems. Important factor is to carry out your duties in a less time duration and also accurately. You can save lot of time if you can find a required file in 10 seconds.

You can notice from the above picture a cupboard used for storing files. Description of the contents of the cupboard is indicated in the front. It is important to mention the number of the key and opening direction because it should be done correctly. In this cupboard maximum usage of the space is ensured. When we purchase such cupboards we can get it made out as we want it.

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Above picture shows the way files are stored in a cupboard. Front name board indicates the contents of the cupboard. Iit is important to note that the way colours have been used. You can use different colours of files for each cupboard. In that way you can find a file quickly and also you can store them in accurate places. It will help to improve the productivity of the office.

Further files are stored in differnet racks and space has been used in a maximum way and through numbering and naming files you can find what you need in few seconds without any difficulty. Furthermore, in order to give clear status of stock level green, red and yellow colours have been used.It indicates under Green colour the stocks to be maintained, under yellow decreasing stocks and under red colour also indicates decreased stocks to be filled immediately.

Most important factor of filing is, you will be able to find a file in ten seconds.This is significant to increase the productivity of an organisation.

“In order to stop the unwanted thoughts, cling on to positive thoughts. It is meditation.”

Keeping Stationery

This picture shows a rack prepared for the purpose of keeping all stationery at your fingertips. This is very useful for an Institution. A person who is working in an office require stationery from time to time. On such occasions the person has to get up from the seat and walk here and there wasting time and energy. Solution is to make a rack enabling while him to be seated and strech his hand and get what he wants. This is a significant fact to increase the productivity.

Maintaining Files
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It was problematic to maintain files in previous year. But it is necessary for us to allocate a place for it. We have to select necessary years as we require. Accordingly we have to reserve each year files and arrange them methodically.Then we can find previous files easily when we require them. The above picture shows the way such files have been stored.

CD Holder

The below picture shows a rack made out for CDs containing data is stored seperately. There is an indication in the outside of the rack what type of data is stored in each CD. So that it is very easy to find the required CD containing necessary data.

“Beginning is the most important factor in any task”

Cleaning

In day to day living we engage frequently in cleaning. We clean our environment, working place or any other location. Can we satisfy with the manner in which we do our cleaning ? In the event you follow Seiso method, you will be able to carry out your cleaning systamatically and in the same time you can gain mental satisfaction. If your home or working place is unplesent with cobwebs and garbage is it not very uneasy to stay in such a place ? If we want to live our life in a plesent way we need to keep our environment in clean and tidy manner. Developed countries such as Japan and Singapore have reached that state because they have instituted discipline and systamatic ways in their homes and work places. They are successful in developing their countries econamically as well as mentality of their people. We also must endeavour to reach such a development.

Think of the cleanliness of your enviorment. You know the uncleanliness of your home, working place, enviromment and whole society. Think a moment. Our environment is heaped with garbage. Our people are not disciplined enough to keep the enviornment clean eventhough the Urban Council and Pradeshiya Sabha is doing utmost to keep the environment clean. They think only about themselves. They are accustomed to throw garbage everywhere. We have to teach our younger generation from their childhood about cleanliness and discipline.

Our own people have polluted important places ( Adam’s peak, World’s end , Ancient cities ) where tourists are visiting. Why these things happen, is it not because of lack of discipline ? We have to consider the way the people of developed countries who are well disciplined and looking after their important places. We must be disiciplined to make our environment clean in order to creat a pleasant atmosphere.

It should not be a large scale project to begin with the cleanliness. Firstly it should be included in day to day activities of individuals’.In a simple manner after going to wash room, we are used to clean our hands with soap.But how many people are doing it properly ? Teach it to your small child from the beginning. Teach the habit of washing their hands before meals. Discipline together with good habits will make them good citizens in the future.

You remember , we mentioned earlier Seiso to be initiated at home. In some homes after meals unwashed dishes are piled up in the kitchen. You get up
in the morning with its natural freshness of the day, what you have to see in the kitchen ? Unplesent smell coming out of unclean dishes will spoil your day. You could have avoided this situation if you have washed the dishes after meals instantly. Don’t you think that some diseases are spread as a result of rats and cockroaches. Teach your small children from the beginning to use your wash room in the proper manner. After usage of the wash room it should be suitable for another person to use. You be kind. Inititate the cleanliness drive at home and take the message to the society. If there is no dust in your working place, your work would be an enjoyable exaperience. Do not allow to have dust in your equipment, walls or roof. If you can reserve at least five minutes for a day to clean your chair , table and equipment you use it would be very helpful.

If there is a small pice of paper fallen in the ground of your working place, use to remove it immediately. Keep dustbins for waste. How to store the cleaning equipments ? How to evaluate cleanliness after the cleaning process ?

What you have to do for cleaning

 Everyday before the commencement of work cleaning the work place should be compulsory.

 Everybody must be informed that working place should be clean without any dirt marks and this is the starting step of quality control.

 Every day reserve 5 – 10 minutes time duration for cleaning.

 Each person should be entrusted with the responsibility of cleaning each equipment.

 Corporate with everybody for the cleaning process all the time.

 Introduce a Cleaning Programe once a year or twice a year for the whole Institution.

 Section heads must set an example to others and also monitor the cleanliness and dedicate to continue cleaning process.

Keeping the equipment use for cleaning

It is very significant to have a proper cleaning shedule for each and every institution. Cleanliness is extraordinary for human society. Cleanliness will refresh the invigorate the human activities. Therefore it is obligatory to clean everything that we are using.

Generally there are various equipment for cleaning. Everywhere we see these equipment are being used but frequently these equipments are scattered in a disorganized manner. This is very ugly. As a result of this negligence when you require the equipment, you will have to spend lot of your time and energy. Reason for this is , those equipemnts are not kept in proper places. You have to take efffort and waste labour hours to find them. There is a very simple method to avoid this wearisome situation. What we have to do is to collect all cleaning equpment to one location.

You will notice from the below picture a place specially reserved for keeping cleaning apparatus. All cleaning equipment are stored in a methodical manner. It is important to hang up all utencils. Reason for hanging is , when you keep broom on the ground it can fall. It is a problem. You must keep these equipment in close proximity in order to get them at ease. Speciality of this is, a sample of the equipment is exibited in the reserved place. As a result if the equipment is missing, you will notice it effortlessly and also if you need it you can easily find it for usage. Through this process , a person will get a good picture of the equipment and it won’t go missing. Everybody must cooperate on this practice and it will be possible to find instantly the equipment you require.

DUST BINS

Garbage is something we want to get rid of after human activities. Those are the things that are left behind by people. If we do not take effort to manage our garbage, it will directly affect the environment. Human beings will have to face the consequences of pollution. Pollution has caused grave predicament at present. If every body take time and effort to manage their garbage, it will be a great service to the environment and to the society. Unfortunately this is not happening in most of the places. It is the obligation of everybody, because it will cause environmental problems as well as hygenic problems. Therefore we have to get rid of our garbage in a systamatical manner. We have to categorize our garbage. pieces of glasses and iron, things that are obliterated and things cannot be destroyed.

According to this method, garbage should be categorized in your own place and keep seperately. Dust bins of suitable sizes must be placed in every required location in an Institution. Everyday there must be a time to remove garbage from the dust bins. It is appropriate if you can appoint a responsible voluntary worker for this purpose. Even in outdoor locations you can keep dust bins. After removing the garbage from dust bins, garbage must be categorized. You will notice from the below picture a place where categorized garbage is located. It is necessary to put pieces of glasses to one bin, pieces of iron to another bin and garbage which are not obliterated into another bin.

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Another important aspect is to keep a little larger dust bin and put all things that are obliterated into it. It should be open to the environment. Through this process you can make compost fertilizer for your gardening purposes of flower beds, vegetables and fruits etc. As thown in the above picture, you must have a window in your dust bin in order to take out the manurer. There must be a notice pasted to the bin informing the dates the manurer to be collected. At present you can generate revenue from the above mentioned three dust bins. There are outlets which purchases glasses, plastics, iron and polythene. You can earn a considerable amount of money monthly from the garbage collected on above bins. If it is an Institution, the revenue can be used for the pupose of staff welfare. If it is in your home, you can use that revenue to pay monthly electricity bill or or water bill. Therefore this is a profitable venture.

We use number of equipment to beautify the garden in an organisation. We put these equipment in various places disorderly manner and this will give a ugly look and also it is very diffilut to find the equipment that we want and we waste our time and labour to unnecesssarily. This is a nuisance and we have to reserve a suitable place for garden utensils. Then it will be very easy for us to get the equipment we want without any disaster. Therefore we have to recognize the necessary equipment, locate them in suitable places methodically and also we can maintain them in a proper manner.

GENERAL CLEANING DAY

In an organisation there must be small groups to clean various sections and you have to give them the responsibility and as a result the relevant group become responsible for cleaning the relevant section. You can motivate the people by selecting the best performer in cleaning and give him or her a present in an annual prize giving. For that purpose, you can prepare a chart shown as below. From this chart, you can monitor the performance of people who are invloved in cleaning. It is important to have this chart in your Notice Board.

Cleaning Chart

Section Responsible Person
Removing of Dust Bins Piyathissa
Drains Samantha
Toilets Kamal
Garrage Wasantha
Security Hut Namal
Computer Room Madhuri
Stores Nalaka
Office Induwara
Staff Recreation Room & Kitchen Rathnapala
Gutters Gunaratna
Compound Tissa

Date to be removed :

Person Responsible :

Daily Cleaning Schedule

Name of the responsible person Date
01 02 03 04 05 06 07
Piyathissa
Samantha
Kamal
Wasantha
Namal
Madhuri
Nalaka
Induwara
Rathnapala
Gunaratna
Tissa
Signature of Officer in Charge

Very Good

Good Date to be removed:………………………………..

Weak Person responsible :…………………………………

Absent

Functions of General Cleaning Day

“Seiri” and “Seithon” deeds must be carried out methodically on General Cleaning Day. Through all workers corporation and active participation, everything must be done as planned.

Wealth of the Japanese economy is the continous journy to excellence. This is introduce as “Kaizen”.

To continue with what we have developed up to now and the status we have reached, we have to take following actions.

1. Within a scheduled period of time, with the assistance of S-5 appraisal committee, evaluate the working place.

2. Organize S – 5 competitions among departments of the Institution.

3. Organize S – 5 competitions among Institutions.

We can discuss lot of things about five fold concept of cleaning. You also must do all cleaning activities properly. At the end of the third step of Five Fold Concept, you will have the pleaset feeling similarly after a hair cut, a shave a bath followed by a cleaned dress.

Endorsement

If we describe this in a simple way, it is keeping the things we use in a tidy manner. Do you keep in proper places the utensils you use at home after their ussage ? To begin with keep your brush, comb in proper places after use. When you get up in the morning, keep your bed sheets etc., folded in a orderly manner in your bed room. Unnecessary brusehes, combs, sheos. shocks etc were removed as the first step of Five Fold Concept. Now we learn how to keep necessary things in an methodical manner.

“We cannot change the way wind blows. But according to the wind, we can change the direction of boatswain.”

What you have to do for endorsement.

 Vision controller to be introduced and in order to do everything as accepted norm, ensure to have a Check List.

 5 – S compettitions must be conducted by higher management.

 In order to avoid slip-ups by the operator, use colours and codes.

 Point out the places where to keep various goods.

 Display instructions and directions.

 Display examples to clarify the correct way of doing certain actions.

Usage of Colours

Keep the equipment you use in your Organsiation or working place in an appropriate manner so that you can reach them without difficulty. You must have a separate place for cleaning apparatus. Instruct your workers to keep them in the same place after using them Keep files and books in a suitable place in your office enabling you to collect them in few seconds. You will be able to collect what you want in few seconds if you use colours, symbols and codes. In this it is suitable to make use of colours accepted by the British.

For pipeline

A – Water Pipelines – Green Colour
B – Steam Pipelines – Silver, Ash Colour
C – Oil Pipelines – Brown Colour
D – Dust Pipelines -Purple Colour
E – Gas Pipilines – Yellow Colour
F – Electricity Pipelines – Orange Colour
G – Pipelines for Other fluids – Black Colour

Clours have been used in different manner. There is an internaitonally accepted standard to demonstrate various sections and varius categories. Therefore when we use those methods in the same way, we can increase our knowledge and also we can distinguish what it is and what is within.This is different from reading and understanding something but through this method we can apprehend something at once. Using the colours, we can allow others to categorize and realize each differntly.

Production area – Green Colour

Inside roads etc – Red Colour

Boundry lines for opening doors – ( 5 x 5 cm ) Yellow dotted lines

Dagerous area ( Tiger Mark ) – Yellow, Black ( 7.5 cm )

Fire Extinguishers and Electric Panels – Red/ White lines ( 5 cm )

Trolleys, Trucks and Forklifts – Sky blue/White ( 5 cm )

Marking the boundaries

When you mark the boundaries, all locations and goods of the orgnisation must be clearly indicated. As an example, all goods belongs to the organization ought to be marked in yellow colour.Tables, chairs and cupboards etc., must be located in the proper place and mark them accordingly.

You will notice from the below picture relevant goods are seperated and marked accordingly. Through this way, you can create a systematic environment. Even a visitor can make out the location not only one thing but everything if properly demarcated. As a result you can clear everything not making matters worse. Therefore without any contribution from others, it will become a habit to keep things in proper places resulting a person gains management skills and understanding. From the Yellow squares of 5 X 5 cm shows a area where covers when a door is open or close. So that anybody can easily understand that it is not appropriate to keep any goods in that area because it will affect the movement of door. Thus demarcation in all activities of human life is essential.

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If Tiger Marks are inserted in unsafe or insecure places anybody can realize the situation. That will help to avoid any accidents.

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If we have put this type of marks in areas where doors are open and close then we can position goods accordingly. As a result we do not want to waste our time or energy.
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From the above picture you will notice the way demarcations have been marked for chairs. This is ideal for an Institution. Through this method, workers as well as customers will be disciplined.

“Do not allow any obstacle to be an excuse”

Colours for directions ( Roads )

Whether it is location or Institution, clear method to display directions ( Roads ) is necessary. You can use relevant colours and codes, arrows, straight strips or dotted strips in same length and width. According to the locations you can use colours and codes and always follow the accepted process by all.

Normally to show road directions Yellow and white colours are used. It is only yellow srtrips are used to devide the roads while only yellow strips of 10 cm is used to mark the roads. The other important factor is, in whole institution the process of colouring and sizes must be the same.

Dotted strips of yellow colour can be used to devide the roads. Accepted dimensions can be used. It is 7.5 cm width is enough. You can change the dimensions according to match into the location.

Generally colours and codes which are used, as standard colours and codes in Great Britain and they are accepted internationally. When using arrows relevent directions must be shown in suitable places and we can organize one system which is the most suitable one for the institition and accordingly we have to locate and mark them.

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Frequently codes, colours, symbols in arrows are used in marking roads or directions. It is appropriate to use white colours for arrows. It is important to have all arrows in the same sizes in the whole institution.

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DISCIPLINE AND TRAINING

Through this method people who are living in your home, or working in your institution can be disciplined. This is a concept which can discipline all from lowest rank to the top wihtout discrimination. As such, all must have information of this system. According to the SEISO, if you implement cleanliness with the cooperation of all, during a certain period of time your enviroment become clean, tidy and pleasent. We must first consider the protection. It is more important.

If you follow the highway regulations, you can avoid accidents. How many accidents happen at home due to negligence If you think of protection together with discipline, you are ahead of others. You can give an example by displaying the motto of five fold concept.

WHAT YOU SHOULD DO FOR DISCIPLINE AND TRAINING

 Listen carefully and be aware of the instructions.

 Always behave in a pleasant manner.

 Constantly work towards unity, harmony, cooperation and teamwork.

 Carry out your duties perfectly with dedication as scheduled.

 Keep your working place clean and tidy

 Keep always in mind you represent an important organisation

DISPLAYING OF BOARDS

Displaying of boards can be described as a way of showing the people who visit , all necessary information on each and every section of an institution.

DISCIPLINE AND TRAINING

Through this method people who are living in your home, or working in your institution can be disciplined. This is a concept which can discipline all from lowest rank to the top wihtout discrimination. As such, all must have information of this system. According to the SEISO, if you implement cleanliness with the cooperation of all, during a certain period of time your enviroment become clean, tidy and pleasent. We must first consider the protection. It is more important.

If you follow the highway regulations, you can avoid accidents. How many accidents happen at home due to negligence If you think of protection together with discipline, you are ahead of others. You can give an example by displaying the motto of five fold concept.

WHAT YOU SHOULD DO FOR DISCIPLINE AND TRAINING

 Listen carefully and be aware of the instructions.

 Always behave in a pleasant manner.

 Constantly work towards unity, harmony, cooperation and teamwork.

 Carry out your duties perfectly with dedication as scheduled.

 Keep your working place clean and tidy

 Keep always in mind you represent an important organisation

DISPLAYING OF BOARDS

Displaying of boards can be described as a way of showing the people who visit , all necessary information on each and every section of an institution. It is
an art which ditribute knowledge on different topics , including vision and concept of the instituition and also for motivation on environment. Further it can encourage to do daily functions with ease. Entrance and exit as well as other places can be illustrateted through this. If you use apprpriate sizes of letters, then it would be methodical. You can realize this from the following pictures.
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Further can photographs of five fold conecept prior to implementing it and also after implementing. You can demonstrate the progress through these photographs. Appraising the the progress periodically, you can motivate your workers. You can organize competitions to choose best section or best part. Through this process, you can increase the productivity. You can put five fold concept on auto pilot and and keep an eye on it. You have to develop good practices within the Institution. Answer incoming calls properly. Listen carefully. Educate all to work as a team with corporation and also on time. Always consider about protection. Determine to uplift your Institution to a better palce in society with dedication and discipline.

Arrange meetings and have proper guidance and also engage investigation teams to motivate the implementation. Auditors must be employed to review the situation. All activities of the Institution must be well organized, cleanliness of equipments and maintenance, protection, proper storage of goods, enagaging workers continously for cleaning, dressed in uniforms and pleasantness of staff, enthusiasm to care for reputation of the Institution are important factors.

Now we have discussed all aspects of five fold concept. Up to now we have put forward lot of facts about five fold concept. Put five fold concept into practice. Ultimately you will realize the progress you have made in increasing productivity. One mehtod to measure your success is to organize competitions for releavnt sections. You can offer prizes for winners and that way you can motivate people to impve their capabilities.

Competitions which can be organized at the end of the year

 Person who has given highest number of proposals
 Most capable person
 Best attendance
 Person who has special abilities
 Most disciplined person
 Best proposal
 Best design
 Person who has contributed to minimize wastage
 Best Household which implemented 5 S
 Best Creative person
 Best socialized person
 Best clean
 Best Cleaner
 Best Invention
 Best individual who uses specialized systems
 Best circule of status
 Best slogan
 Best Art
 Debates on 5 S
 Dramas on 5 S

“An individual has taken one brave step forward in every successful story”

Necessity of 5 S Method

 Loads of unncessary items accumulated and they are piled up in disorderly manner.

 In order to do some work or to obtain something unnecessarily more energy has to be wasted and roads within the institution are not defined properly.

 Proportion of all acitivities is of no use.

 Plenty of negligence and high percentage of failure.

 Lot of functions have to be repeated and delay in handing over resulting more overtime work.

 Office equipment/machines use for production are in dirty condition and no proper maintenance resulting more break downs and become less usage period of such equipment/machines.

 Floors, walls, windows and illumination equipment are in unclean condition and as a result rooms turn out to be gloomy.

 No protection in the Institution due to frequent accidents and mishaps.

 Common facilities ( dining rooms bathrooms and toilets ) are not in healthy condition.

 Unsatisfied workers, no job satisfaction and loss of confidence.

 Workers have no adequate job knowledge

“You need seventeen muscles to smile but you need fourty three muscles to worry.”

Official announcement of Step 1

Announcement of commencement of 5 S mehtod by Chief Executive Officer. It is ideal if the time duration is one year or two years in order to complete the programme.

Duties and responsibilities for each person, announcement notices, Notice Boards and divide the institution into sections and handing over responsibilities and duties accordingly.

Through hand bills, posters, notices and flags to popularize the system within the institution.

“Still you are alive so be happy”

Step 2 General Cleaning Day

 After the commencement of 5 S by Chief Executive Officer , organize a General Cleaning day.

 Divide the Working place into small sections and hand over the responsibility to small groups.

 Supplying adequate equipment and things necessary for cleaning.

 Organize at least two general Cleaning days per year.

“If the obstacle is below you, jump over it. If the obstacle is over and above you, creep through it.”

Step 3 Commencement of Seiri

 Institute standards of removing necessary things

 Implementation of things introduced by concept of Seiri

 Cooperate with all and decide what dirty things and equipment to be removed.

 Recognize the grounds on which accumulate unneccery things.

 Implementation of basic concepts of Seiri , Seithon and Seiso.

 With the participation of all, creative strategies to be used to implement Seithon.

 Follow Seiri, Seithon and Seiso at least 5, 10 or 30 minuts after and before commencement of work

Step 4 5 S Audit

 Incentive programme to evaluate 5 S and implementation of same

 Duly appointed examiners to audit relevant sections

 Select an individual/Group who implement best practices of 5 S and offer rewards

 Organize competitions among groups

 Observe the implementation of 5 S in other institutions and follow the good examples

“There is no use of praying to God or reciting stanzas but make an effort to come out of the pit you have fallen”

Following to be considered by Auditors/ Heads of Institutions

 Whether Chief Executive Officer and Higher Management cooperate and help to implement 5 S method

 Whether working place is clean and well organized

 Whether working place is secured.

 Whether machines and equipment are properly maintained and cleaned.

 Whether anything can be found, when necessary, easily and within a short period of time.

Machines and tools are stored properly paving the way to handle them efficiently.

Whether Stores facilities are available to issue first receive first basis ( FIFO )

Whether things are dusty.

Whether Uniforms of workers are clean and in good condition

Reputation of the Institution is epitomized from the workers

“Victory and defeat is the nature of life. Person who prepared to face either victory or defeat is a progressive individual”

Practical approach to increase productivity

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The above picture displays official stamps of different status and locations. You have to observe thoroughly one by one in order to understand the authenticity. As a result time, energy and money are wasted. Fine solution for the above problem is to have a Seal holder and numbering each seal. Relevant numbers should be written in a piece of paper and display it close to the seal holder Thus you do not have waste time repeatedly fsearching for a seal but very easily you can find the seal you require.

Usually it takes about 16 seconds to put a stamp on paper. Generally everybody who wants to put a stamp, put it in an another piece of paper to ascertain the right one. Then it takes about 16 – 25 sconds. It scan be done within a period of 2 – 3 seconds.

“You have many number of abilities that you do not know. At least develop one ability from them.”

Keeping objects in a drawer of a table

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The above picture displays the way the things such as pen, pencil, erraser, calculator are kept in a drawer. Everything has a separate place in the drawer. Through this system, you can realize within 2 seconds if one object is missing. Thus you can fill the empty space as soon as you notice it. Such a drawer can be made out using a MDF Board or similar raw-material. You have to get rid of unncessary things and keep neccesary things in order to increase efficiency and make your life easy.

Arranging a Table with Books

How orderly is your table keeping books ? Find out instantly what time duration you need to find your maths book. Can you do your studies with a clear mindset after finding the book ? Daughter, Son, if you keep your books, pen, pencil etc in an orderly manner in separate places, you can use your valuable time like gold for a useful purpose. With a clear mindset you can do your tasks well and you will definitely be successful. Sometimes some of your books may not be necessary to keep them on your table any longer. You can save money by way of selling unneccesary books and old newspapers. Think for a while, in one way you will earn money by doing this and on the other hand others will also be benefited.

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The above picture shows a well organized table

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Bookshelf fix to back of the door

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Well organized table for studying

Key Boards
Every organisation has number of keys for differnet doors and locks and normally all of them are kept in one key board. When you want to find a key, you have to waste your time going through one by one in order to find the correct key. This is a real problem. Because of unnecessary trouble, you will be stressed and you create confusion in your mind. That is an obstacle to increase productivity. As a solution, you can make a well organized and secured key board as displayed in the picture. Further you can make another similar key board for excess keys. Only the keys of the key board must be kept securely. You can categorize keys such as keys of Gates , cupboards and doors and you can reserve separate coulours for each category. Each key can be given a number and separate place in the key board. As a result, you can easily ascertain what keys have beenremoved and who has removed the key etc. Through this process it is very clear if one key is missing and where to find it. It is necessary to keep a note on relevant coulours and numbers outside the key board. Then anbody can collect easily the key that is required.

Storing Equipment

Priority is given for equipment in any organisation or in any working place. Reason for above is equipment are necessary requirement to ease certain tasks. Equipment is a must for some jobs.

Therefor it is necessary to maintain and keeping equipment properly. The picture displays a place where equipment are stored. Equipment used for differents jobs ae stored in an orderly manner. Through this method, you can avoid situations such as misplaced equipment. It is also very easy to collect the equipment that is required. The below picture shows a cupboard for keeping equipment.

“Be brave, make changes, be first, that is the success of business”

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A cupboard displays equipment

The above picture shows that all equipment have been taken into one place, number them and draw the image on it. This can be done as you want. you can add your creative ability to develop it further. You can notice that equipment required for all activities are stored in an methodical manner and also easy to recognize them seperately. You will know at a glance if one equipment is missing. Each equipment has a tag which indicates the name of the person who uses the equipment and there must be another tag in order to remove it from the stores. Then you can realize very easily who has removed the equipment. Again the equipment shoud return back to the proper place so that it is very easy to attend to day to day activities.

The below picture shows a Equipment stores of a House. Think for a while how empty space of a house such as this can be transformed into very useful place. How easy and methodical wihtout running here and there in the house finding an equipment ?
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The empty space beneath the stair case has been used.

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All equipment necessary for a house is stored inside the door.

“Experience which cannot be put into practice is not an advantage but disadvantage.”

Storing

Keeping exceess goods in a house or in an institution is called storing. It is more goods to be stored in an institution than in a house. Therefore, it is important to store them perfectly. Otherwise goods can be wasted or misplaced. It is important to store certain items which are used frequestly at fingertips and ccertian items which are not used freuently at a certain distance. You can also store seperately the items which are used randomly.

It is also important to store heavy goods in lower racks of the stores. Through this, you can collect them easily and also you can minimize accidents. It is better if you can identify the status of actual stocks in 10 seconds. Fine example for it is in the below picture.
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It is important to observe the status of stocks in the stores. Storing and removing items from a stores should be done in a methodical manner. As a step by step process in which stocks received first, second, third and finally must be used systematically. This practice is important to a place where medicne or food items are stored. We introduce this as “First in First out”. Following picture gives a clear example.

Numbering 01, 02, 03 indicates first received, second received and third received. According to this, it is very important to mention here, when removing items, if excess items are in the third stock, new items are filled into the first stock. Therefore, no expiration of items will happen and before expiry dates items can be used. It is significant to consider above facts when storing items.

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Another signifant aspect of storing is Storekeeper or any person who stands in front of the stores, must be able to see all the goods in the stores. Deviding goods in the stores as frequently used items and randomly used items and colouring them in differnet colours, we can easily find and remove the reuired items.

Further we can paste labels giving names of different goods on the racks in order for us to recognize them instantly.

Generally taking a stock, what we do is remove all items from the stores and count them all one by one. If there are 300 items in the Stores and remove only 25 items, we have to remove all the other items to count them. This is utter wastage of time and labour. There is the posibility that good also can be broken in the process. Fine solution is to have numbering system as dispalyed in the following picture.

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Numbering can be done after the last number upto the first as shown in the picture. Then you can count the items left in the stores easily and it would only take about 10 seconds and it is also very effortless to remove the items from the stores. This is an excellent tactic to increase the productivity.

“Knowledge is useful only when put knowledge into practice.”
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Further we can store items according to the shapes of items. Final result of all the points described above is to enable you to find the required item within 10 seconds from any stores and also you will be able to know the stock position instatly.
“If the World and man are controlled by planets, then a religion is not required.”
Storing of spoiled Goods
Spoiled goods or goods cannot be used, be able to store in a different location in a house or in an institution. This stored is named as “Spoiled Goods Stores”. When spoiled goods are stored in a separate place, house or institution will give a methodical look.
We can use the tag systme for this purpose. Tag system is very useful to an institution. Until a systems is formulated to remove spoiled goods from a house or instituion, they can be stored in Spoiled goods stores. The other important fact is, sometimes, we require even spoiled goods also for some purposes in day to day activities.
We can give colours like goods which may require in three months time with tags in colour yellow, goods which may require in six months with tags in colour green and goods which absolutely cannot be used with tags in colour red.
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Further we can colour the racks which contain such goods in colours of green, yellow and red. If it is necessary, you can mention the date spoiled good to be removed from the stores in the tag. It is more useful. You can hang a list of goods in the stores in one corner of the stores.

From all theses steps described above, mehtodically you can increase the productivity and develop institution.

“Nobody knows his or her competence to achieve, until initiate some task.”

Storing Inventory Goods

It is important to store all pinventory goods in a noticeable manner in your institution. Identification of goods institutionally, section wise or unit wise is significant. All pinventory goods of the Institution must have a proper place and throug this process misplacing of goods can be avoided. The other important factor is to store all items in a manner in which able to be seen and to be removed instantly.There must be a system to find out an item located in a special place which has been misplaced. The solution is, If the item is hanged on the wall, the image of the same item must be drawn on the wall.

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Handling Tools

The above picture shows how equipment for essential services are stored. All equipment have been brought into one place and stored in close proximity for easy access.Every equipment has a number and according to numbers, names and amount is mentioned in the picture. Through this, anybody can apprehend the nature of the equipment, and it will help to ease the task at hand. Specially when the shape of the equipment is drawn in the wall and as a result if the equipment is missing, you would notice it at a glance. Not only that, as described above, through identification tags, you will know instantly who has taken the equipment. When you practice this system, self dicipline is prerequisite to continue orderliness.

“Due to unhappiness, insanity follows . You have received this precious life not to insult and suffer. There is no good for you or others condemning Life as suffering .”

TSS, FSS AND MSS METHODS – INTRODUCTION TO STORING

Without using complicated, time consuming and documented storing, it is necessary to go for productivity, efficienecy and accurate storing system on the basis of meausuring in day to day activities. It is appropriate that in order to go for great development drive TSS, FSS and MSS as briefly quoted discernible control system is a priceless structure to practice. As a first step Customers’ Centre in Lindula of Ceylon Electricity Board has commenced functioning of my system and in the near future this attractive system will open the gates for a new world.

I am introducing in this letter this attractive and simple measuring methods created by me not only in Sri Lanka but to the World in order to increase the productivity. TSS, FSS and MSS are concise names for the system.

TSS METHOD

TSS or Ten second System is one of the above systems. Generally in any Stores there are more than 100 goods and they are stored in a disorderly manner. It takes a long time to find a good from the stores and this is utter wastage. Further, once stock is over, there is no proper way of assessing it. This is a real trouble in carrying out duties.

I have introduced this TSS system as a solution for similar problems.

In this process we calculate and find out the minimum stock level for each and every good for a period of three months.

I. Goods which are not in demand ( unncessary goods ) are removed from the Stores.

II. A small number of slow moving goods are stored. ( It is important to calculate for 06 months and store only that quantity )

After that consider the following facts prior to storing goods in the stores. Racks in the stores must be changed according to the shapes of the goods.

I. It is important to keep fast moving goods at fingertips in order to remove them easily.

II. Weighty goods should be stored on the ground level

III. Slow moving goods to be stored in a separate place

IV. Goods to be catgorized before storing. Special care should be taken when goods of high value, liquid goods and toxic goods are storing.

V. Storing must be done in an approprate manner such as goods received first must be able to use first. It is the FIFO method. ( First in First out )

VI. Relevant racks must be coloured on necessacity.

VII. Storekeeper or anybody who stands in front of the Stores mut be able to see the entire stores.

VIII. It is very important the location where Storekeeper’s table is placed. Storekeeper must be able to see the entire stores while seated on his table.

Another very important fact is the storing of items on the above method pave the way to ascertain stock levels instantly.

Physical stock of any kind of goods must be able to ascertain within 10 seconds.For the purpose stock taking, goods must not be touched or removed and stock taking should take place in a observable manner.

I. Practicing TSS or Ten Second System, following advantages can be obtained.

II. Physical stock level can be ascertained within 10 seconds.

III. Observation of stocks can be done within a very short period of time.
Ordering of goods can also be done as scheduled or on time. All required items can be preserved in the stores.
Unnecessary items are heaped in a stores means money is idling.It is utter wastage of national resources and also adversely affect the economy of the country.

You can save time, money and labour by practicing the TSS or Ten Second System I have introduced as above.

FSS METHOD

Another method I am introducing here is FSS or Five Second System. This is a special method which can be used for storing stationery items. I have introduced this system and through this, at any time within five seconds you can ascertain the stock level of stationery.

This is a very useful system to store stationery in an office. Much care must be taken when storing stationery items in an office. Using above mentioned explanations, a system should be planned to enable you to check the stock position in 5 seconds.

I. A system to be discovered to issue goods which received early.

II. As much as possible follow discernible control system

III. It is important to use numbering or colouring system to ascertain stock level instantly.

Another important factor is when storing stationery, it should be done in an attractive manner. Practicing FSS or Five Second System, you can save time, money and labour.

TMS METHOD

The other important system of storing is TMS. Meaning of TMS is Thirty Minute System. As there is no proper way of ascertaining inventory goods within a short period of time in office or any place, I have introduced TMS method. Through this method,

I. There must be a suitable place for all the goods

II. In any circumstances, easy to recognize, discernible control system should be followed.

III. Spolied and unable to use goods should be removed from stores immediately

IV. Spoiled goods can be stored in a separate place with a red tag.

V. As much as possible tools must be kept close to the working place.

VI. Weighty goods always to be stored near to the ground.

Even a huge organisation is divided into sub sections. The practice is to maintain separate inventory books for each section. In any section all inventory goods must be able to search within 30 minutes.

You can follow a system to recognize the person who has removed an item using a tag. Frequently used goods must always be kept at fingertips. Follow the TSS method and store the inventory goods too.

When storing inventory goods numbering, colouring, using images, codes, signs, transparent cupboards with glasses and discernible control system to know at a glance etc can be considered.

I have introduced TMS method to maintain inventroy goods and you can save time, money and labour.

I have used FIFO ( First in first out ) measurment for all the three TSS,FSS and MSS methods which I have described in detail as above. This system will help to use first received stock first. As a result there will no room for expiration or wastage of goods and stationery. It is a dscipline to be followed in this process.

This is not an imaginery system with a posibility but I have practiced this in my office for the first time in the World and I have experience in increasing productivity and efficiency.

RACK FOR GOODS

Basic idea is to ease the difficulties caused by keeping frequnetly used goods and frequently not in use goods together. According to the following picture, it is advantagous to have a rack in far above the ground for storing goods which are not frequently used.

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Look at the cabinet in your home. How many new plates and cups in the cabinet? You have purchased more of them from displaying Sales outlets and they are needless for home. Sometimes you would not use them for your whole life time. You take a decision after scrutinizing the space used for these unncessary items. You will realize by purchasing them you have only poured out your wallet. It has caused difficulties to find out required items.

Now it is the proctice to rent out plates and cups when there is a function at home. Therefore the plates and cups in your cupboard will not be of any use. Then why did you purchase them ? Only for a display ? Think twice about goods you purchase as price is low. Determine today itself to purchase only necessary things.

Space is limited in your kitchen as a result of keeping unnecessary things. You can earn extra cash by selling old bottles, pieces of iron etc.

DISPLAYING OF CERTIFICATES

There must be a proper way of displaying certificates, awards and rewards won on relevant or irrelevant subjects by an Institution. In most of the instituitions we notice that the certificates are being placed in inappropriate places. It shows the disorder of the institution.It will also undervalue the instituion. Therefore it is necessary to keep an eye on such displaying. It contributes to the reputation of the instituion. As per the following picture certificates, awards and rewards in different fields must be seperately displayed. Displaying certificates in same distance and also on eye contact level will give a better impression.

FIRST AID BOX
First aid box is an essential item for a house or an institution.That is because we are not certain and accident can happen at any. Therefore first aid box with necessary features is a must. List of items for a first aid box is given below. The picture depicts such a first aid box. It is significant to keep it in a protective suitable place in order to take items instantly in an emergency. This first aid box should not be locked. It should be located for anybody to reach it.

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Contents for a First Aid Box

1. Sterile Gauze
2. Unsterile Gauze
3. Crape Bandage
4. Plasters in large sizes
5. Plasters in small sizes
6. Few Triangular bandages
7. Packet of Cotton
8. Soap
9. Detol bottle
10. Gloves ( Recycle or unable to recycle )
11. Scissors
12. Box of matches, candle ( Torch if possible )
13. Pen, papers and a note book
14. Few packets of Jeewani

Remote Control Hanger

Remote Controller is an another important item. Sometimes when you want to watch your television, you will have to waste your time searching for remote controller and you are annoyed on such occasions. If you take the time to make a Remote Control Hanger using a old piece of cloth as shown in the picture, is it necessary to waste your time and suffer like that ? Not only you will enhance your creative ability and your capability will be respected.

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Displaying of Notice Boards
When you display notices on a Notice Board, you have to use papers of the same size ( A4, letter size, legal size ). It is appropriate to have notices on horizontaly or verticaly. Another point is to mention the name of the person who is maintaining the Notice Board in a corner of it. When you allocate one person for the notice board, it will not appear old notices and he will have a responsibility to update the notice board from time to time. Therefore it is important to have one person to maintain the notice board.

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“Be happy with your life. How much time it has taken to make the man into present level by the nature ? “

Suggestion Box

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Suggestion box is an essential item for an institution. There are so many ways to know the customers’ satisfaction and their problems. But if there are no tangible results, we cannot satisfy with them. Through them, there is no way of knowing the real dificulties faced by the staff. Then it is impossible to know whether the instituion is on the right track and it can cause loses to the institution. That is why it is appropriate a proper system to be followed. You observe from the above picture, the suggestion box is located in a place where anybody who visits to the institution will be able to notice it instantly. It has given an attractive look. It motivates to make suggestions, complaints, and accusations according to the location and attractiveness of the suggestion box.

The key of the suggestion box must be kept with the Head of the Institution or otherwise with a representative of the Institution Head. It is approprate to mention date on which the suggestion box is opened and also who will open it. It is useful to record in a register the suggestions or complaints received. It is also important to locate it in a place where anybody can reach it.

“Do not forget, if your problems are severe, you have to raise your enthusiasm too.”

Usage of your Telephone

There are so many misunderstandings take place in a telephone conversation between the receiver of the call and the person who takes the call. Specially as a result of correct information is not passed, time, money and labour are wasted.This situation generates losses to all parties. Suppose a caller asks a telephone number of coworker in the same office. Then the receiver of the call is distressed. He waste his time searching the telephone number in his wallet or asking from sombdoy else. It is a minor incident. But as a result, both the receiver of the call as well as caller waste their time, money and labour.

There must be a list of telephone numbers of important people close to the telephone in an instituion is a solution for this problem. In this list your must have office numbers, staff of the instituion and branches, land numbers as well as mobile numbers then telephone numbers of hospitals, Schools, religious places, police and main private companies. You can use different colours for identification. Through this, you can avoid confusion and wastage ( time, money and labour ). Following picture displays such a telephone numbers list close to the telephone. As such you can find the telephone number you need within few seconds.

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Another vital tip about your telephone. Are you always blubbering about high cost of your telephone bill ? Don’t you think of a way to decrease it ? This is an opportunity for it.

Take a tlephone call to ascertain whether the number you want to dial is correct. If there is any doubt, check again. Otherwise you waste your time and money but also the person in the other end has to stop all his or her activities, wasting time and come to asnwer the telephone. Your call can be a nuisance to the person in the other end.

It is important to have a pen and a note book cloese to the telephone. Otherwise when there is a message from the other end, you will have to run here and there searching for a pen and paper. Will you realize that you waste your time and money in this manner?

Prior to taking a call be prepared. To whom you have to call ? Why should you call ? What are the reasons ? Think about few seconds of what you have to tell the other person. Some people when they take a call discuss so many things about breakafast , lunch and the way the food is prepared etc etc. Otherwise they talk and talk until it comes to mind what has to be informed. Don’t you think by that way not only you waste your time and money but also other person’s time and money.

 Limit your telephone call to one minute. If you cannot comply with on the first occasion, at least try to limit it to three minutes. If you practice this method when you are taking calls, definitely you will be able to limit your call to one minute.

 Keep a small booklet for telephone numbers. Write the telephone numbers in alphabatical order. Then you can find the reqired number in few seconds.

 You can keep essential numbers enabling you to speed dial and by that way you can save your time. Write telephone numbers of Pollice Head Quarters , Fire Brigade, Hospital etc on big letters even for a small child to read them.

 When you want to take a call, if it is not necessary to call at the time, put off it to off peak hours or to a Sunday. By that way apply ways and means to reduce your telephone bill. Suppose you take a call to your home once a week. If you can take that call on a Sunday , it will help to reduce your telephone bill.

If you have been provided a telephone in your office, there are few things to be considered. When you speak over the telephone your voice portraits your personality. Your enthusiasm, honesty and politeness will have an effect on the other person. Following instructions are important to show your kindness and courteousness to the person in the other end.

 Voice must be clear and speak honestly and eloquently.

 Politeness and good manners are important ,address people by their names, excuse for mistakes and delays, listen carefully and concentrate on your work and provide your services courteously.

 Start the call as planned, write the telepohne numbers accurately, introduce yoursef first, explain the reasons for call and disconnect the call politely.

 When you take a call, first introduce yourself. Reply all questions graciously and note down necessary things. If you have promised any thing keep your promise.

 When answering a call, reply immediately and introduce yourself. Always offer to help. Take a message, name of the caller accurately and pass it to the relevant person as soon as possible.

 When there is a complaint, listen carefully. Emphasize your interest and understanding . Avoid allegations and note down cautiously.

“Do not think of setbacks and failures of yesterday or in the past. Excited about the task ahead.”

Electricity Consumption

When you purchase electrical devices for your home, you have to purchase only necessary appliances and also suitable ones for the members of the family.In some houses there are only four members. But they use a double door refrigerator. It will waste lot of electrical units. There are various things to be considered when using a refrigerator. Do not open and close the door frequently.If the beading is damaged or run out repair it immediately.If ice is amassed within the refrigerator, doors are not properly closed. You have to repair the beading.

There is another point to be considered. It is about your television. Correct televsion should be selected according the size ( 10′ X 12′ ) of the sitting room of your house. Some people use 24″ television for such a small house. This is utter wastage of electricity as well as money. It can also be harmful to the eyes. Think of a small room. Think of the quantity of watts in light bulb for such a room.You have to use a suitable light bulb. Some people put a 100 W bulb for a small room. You are wasting electricity. Use a florescent or CFL bulb for your sitting room and kithcen where always you need to light up. Through this, you can save energy. In the event ceiling of the house is high, you droop the bulb little downward. Through this, illumination will not be wasted. Painting your ceiling in colour white, you can amplify the glow.

Do you plug your Geyser to the current in all twenty four hours ? Then what happens is water is heating and coooling continously. Think the way electricity is wasted. About one or two hours before you want to take a bath, connect you Geyser to electricity. Again after the bath, disconnect the Geyser.

Do you boil full kettle of water in order to make a cup of tea ? Use only the quantity of water you need. By that way you can save electricity. You boil full kettle of water and make a cup of tea out of it and fritter away the balance. If you need again a cup of tea, you fill the kettle again with the remaining water and boil it again. Do you think about the wastage ? Don’t you think it is better to add the remaining water to your filter or plask. Not only you, but teach this to your servant or servant woman too. When you minimize wastage, you save money and also resources of the country. It is a future investment too.

Think about the time you prepare your meals. It begins the preparing of food at about 9.00 a.m. if the family take their meals around 1.00 p.m. Is it not necessary to heat the food before eating? As a result you waste your time, nergy, gas and electricity. Then what you have to do is to prepare your meals just before consuming.

The other thing is the water motor fixed in your home. If it is larger than your requirement, you waste electricity. Look at it carefully. Look you have considered the distance between the well and your water tank and fixed the water motor. See whether there is any leaks in pipelines. Even if it is slight, result is wastage of electricity.

Further when you are washing your clothes in your washing machine, put only the required number of pieces. Do not put less or more clothes. Put only the required amount of soap powder. Use a small spoon in the bottle of Soap powder for that purpose. If you put more quantity of soap powder, clothes can be decayed quickly. When you add more soap powder, you need more water to remove soap from the clothes. Do you know you have to operate your washing machine number of times ? Think about some mistake you have made when operating the washing machine. Loses can be briefed as follows:

 When you put more soap poweder, you waste them. It is a loss. Clothes are decayed.

 You have to use more water to wash away the soap powder. So it is waste of water.

 Your electricity bill will go up as you have to operate the wasing machine several times.

 You waste your valuable time and labour.

 It will reduce the usable duration of the washing machine.

You make mistakes due to number of reasons. See the damage caused by negligence and slip-ups. You have to think about losses caused when preparing meals in the kitchen. You will add coconut milk to reduce the taste of salt. Our hosewives used to add coconut milk again when more chillie taste in curries. Think about the losses due to negligence. When you work, concentrate on your work to avoid mistakes.

Consumption of Electricity in a factory

Electricity usage in a factory must be done with lot of care and attention.That is because lot of people make use of electricity in a factory. All must be trained to use the electricity minimizing wastage. It is important to select a person who has knowledge on electricity as the trainer.

You have to identify the places where electricity consumption is high and find solutions. As an example suppose there is a loose connection in a large swtich. If that place is not connected properly again, it becomes hot. It is wastage of electricity. If it is too hot, there is the posibility of a fire in the factory. Do you know on such an occasion, KVA Meter of the factory is increasing ? Do you know that you pay more or less Rs. 700.00 per KVA unit ? Do you know it will increase more together with the taxes ?

Look whether a Capacitor bank is fixed in your factory. If it is fixed, observe whether it is working properly. If you fix a capacitor bank in your factory, you can decrease 40% of your KVA units.

See whether electricity supply has been given to offices, homes and other places from extensive meter electricity supply provided to your factory. Factories are provided with electricity supply on different payment scheme. Killo Watt Hour meter has been fixed in factories and additionally Killo Watt Ampere meter is also fixed. If you have given electricity supply to other places from the factory all those bills will be charged according to facotry payment scheme. Do you know you are paying unnecessary money through this way ? Obtain electricity supply to offices, houses and secred places surrounding your factory on homes payment scheme. Eventhough you have to pay a lump sum, it would be beneficial on long run.

I thought of telling something about low quality cordages you have fixed for homes and offices around your factory. It is dangerous and also wastage of electricity.

It has become a habit sometimes machines of the factory are in operation, eventhough raw materials have not bee inserted into the machines. This trend must take under control.

Be mindful when electricity supply is disconnected and when re-connecting, do not start all the machines together. Inform the way to restart the machines to workers as well as officers. Give a practical lesson to all displaying the way your KVA meter unit increasing when you restart all the machines all together. Expert on the subject must be enaged to give these lessons. Always keep an experienced electrician in your factory. He will observe and identify the problems pertaining to elecricity and find solution in order to reduce the elecricity bill.

Do you think of the electricity wastage due to negligence and as a result wastage of money ? Forget about the money and think about the wastage of electricity units. Do you know that another person can use those units of electricity ? Therefore it is your responsibility to use electricity cautiously as it is a national resource.

Suppose if damaged is caused to one of your motors due to high voltage. But motor is functioning. Then repair it immediately. Otherwise there is the possibility of wastage of electricity. Further minor repair is not done promptly, there is the possibility of burning out the motor. It would be a great loss to you. Electrical appliances must be tested by an electrician at least once in six months. Through this you can minimize damages to machines and other equipments.

You have seen in some factories lot of bulbs are lit through one switch. If one person is working in one place he or she needs only one bulb to be switched on. But tha person will swich on number of bulbs in order to find the correct bulb he needs. This is wastage of electricity units. You can minmize the wastage by using one switch for each bulb.

There are various bulbs and swithces in an institution. Sometimes in one switch board there are several switche boards. As an example in an office, each clerk has a bulb over his table.

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All switches are switch on by the said person in one location in order to switch on one light. But need is only to switch on one bulb. After that the said person will switch off all the lights keeping only one. The said person has to suffer to carry out his duties and waste his time and electricity power and also causes financial losses to the institution. We have to realize the gravity of this situation. There is the possibility to do correctly what we need in few seconds. Colouring and numbering system can be introduced to switch boards. The other thing is all light bulbs could be seen near the switch board. Accordingly you have the possibility to switch on the correct bulb wihtout difficulty. It gives you boost to your day to day activities.

When an office or home is designed, you have to make the plan to obtain full of natural light. In some institutions, windows are covered with cupboards. Then as there is no natural light, bulbs are lit in order to carry out the duties. This will increase your electricity bill. Another thing to mention here is unnecssary fans which are rotating all the time. There are instances where office is closed but the fans are working. What a utter wastage of electricity ? This is a point to be considered.

Using a vehicle

Have you seen some people starting the vehicle as well as stopping it, tread the accelerator several times ? It is not necessary. You will not gain anything from that. It will cause losses to you due to waste of fuel.

Suppose if there is a small problem in the motor. If you are not doing the repairs instantly and postpone it, motor can break down. Until the repairs are done, vehcile sould not be driven. You can save fuel too.

Some people when they go on shopping or going for duty, they forget to take necessary things. As a result you have to come back several times. It wastes your time and money.

Before you leave home, think few seconds of what you are going to do today. Remember to keep a small booklet. Keep few notes in the book about what you have to do. Then you can avoid negligence to a certain extent. Further you can divide your book into four sections as per the following diagram.

1
2

3
4

You can divide your diary also in the same manner. You have to write details under 1, 2, 3, 4.

No. 1

You have to write urgent works which has to be done today itself under this column.

No. 2

Not so urgent works to be written under this column.

No. 3

Write other duties to be done today under this column.

No. 4

Other duties to be done if time permits. ( to give a call to a friend etc )

Tools you need for sevices of your vehicle must not be shattered everywhere but keep a small box in a separate location in the garage. It will make it easy to do the services of your vehcile and also save your time.

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It is important and necessary to mark the areas where to park the vehicles within an institution. There must be parking areas reserved for vehicles belongs to the instituion. It will ease the traffic jam within the institution and and also displays orderliness of the institution. It is appropriate to have the number of the vehicle displyed in front of the parking area. This is a common practice to all organisations.

“If a person admits mistake, it is bravery.”

Bed

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This picture shows a bed which is fitting to increase productivity.There are four drawers fixed to the bed. Two small tables have been fixed to the bed in both sides. Two tables and four drawers can be pulled out or closed as and when necessary.

Reason behind to create such a bed is, in some homes we have seen, there are lot of junks such as old newspapers, boxes, pieces of iron are stacked under the bed. Therefore it is very difficult to sweep under the bed.

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Further, if you make such a bed, you can save money and space necessary for a cupboard. In this, drawers are fixed in one side and open them to put pillows, mats etc. From this, you can save money and also space of the room is also not impeded.

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“Every end is a beginning”

Rack fixed to Door
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The above picture shows a rack fixed to back of the door and how to keep goods in it. After ironing clothes, they can be hanged in this manner in the rack as displayed in the picture. In the next shelf of the rack, you notice the shocks are folded in an orderly manner and kept. In the next layer of the rack, you can keep small things such as handkerchiefs, serviettes etc. In the three bottom shelves reserved for shoes, sandals etc which are used every day. All six shelves are inter connected and in one rack .Only four nails have been use d to fix the rack to the door and as such no damage caused to the door.

Fancy goods holder
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You can make a rack for fancy goods as displayed in the picture and by that way you can make your home nice-looking. Speciality of it is there is no much space is required. This is fine because it will not obstruct the way when you walk here and there in the room. As it is covered with a glass, anybody can observe it but cannot touch the goods.

04. Introduction of Standard circles.

Several companies in Japan commencedproductivity circles in early parts of 1960s. Mitzuyama Career Equipment Circle started by Nippon Telegraph and Telephone Company is the first Standard Circle. This circle was registered in May 1962 in Productivity Circles Registration Centre. First Productivity circle in USA was inaugurated in 1974 in Lockheed Misile and Astronaut Company.

At present Productivity circles have been started in USA, Canda, Thaiwan, Singapore, India, Brazeel, China, Phillipine, Thailand, Malaysia, Sweeden, Pinland, Italy, France, Netherland etc.

Any number of Productivity Circles can be operated in Government or Private sector production or services fields or in any organisation.It is not a novel idea to acquire the contribution from employees in order to reach targets of an organisation.This subject has been studied during number of decades by Socialists, Managers and Administrators. In these studies, importance was realized to give more responsibilities for workers, decision making opportunity to be vested with them in relevant fields, building cooperation among workers , increasing efficiency and productivity .

Productivity circles are a system to provide an opportunity for the workers to find solutions for their problems with regard to their duty in an organized manner. Concept of Productivity circle is based on providing solutions for financial and psychological needs, therefore you can create the idea to fit into any culture.There is no doubt that Sri Lankan workers who have inherited synchronization and high literacy rate, contribute to the productivity circles in a creative manner.

What is a Productivity Circle ?

This means understnading the problems with regard to duties. Workers who come forward volantarily and meet frequently as a small group ( 4 – 10 ) and discuss expenditure etc and analysis the situation.

Why is it necessary to increase productivity ?

Man is engaged in certain tasks with a view to fulfill his necessities first, then to his family requirements and finally to do some service to his motherland. Accordingly through a Productivity Circle a person hopes to increase his productivity first and after that circle members to be benefited or otherwise it is not productive to continue the process. Therefore productivity must contribute to benefit of all, workers, managers of the institute and general public and if benefits goes to all three groups in that manner, concept can be useful and can be continued.

Reasons for failure of productivity

1. No dedication from managers
2. No benefit to General Public.

It is necessary to have a vision on productivity. Until comprehension of this fact, there will be no understnading from workers, managers and geneal public on productivity. Two sides of productivity are as follows.

1. Participation management
2. Humane management

Participation management

This is beneficial to workers, mamanagement and general public. Institute is benefited by cooperation of all and find solutions for problems.

Humane management

Management should be an innovative acitvity of man. Human and physical resources are necessary in order to increase productivity. In productivity, man is recognized as an energy and not as a resource. This is beneficial to all three groups workers, managers and general public.

Benefits of Productivity circles

1. Human Resources Development
2. Improvement in Creativity
3. Intelligence demeanor
4. Leadership training
5. Training to face hardships

Improvement in Creativity

Skills and abilities hidden in man can be used for success with creativity. Skills of different people working in an institution can be directed to accrue benefits to the institution as well as to the general public.

Intelligence demeanor

All 08 hours is dedicated to duties is intelligence at work.

Leadership Training

Leadership training is provided by Productivity circles. Priority must be given to the leadership training.

Training to face hardships

It is natural for man to face different kind of problems in life.It is through Productivity Circles man is strengthened to face problems.

1. Ways and means to respect the man

– Keeping confidence
– Honouring ideas
– Honouring solutions
– Honouring participation.

The above facts are important for a manager. Keeping confidence, honouring ideas, honouring solutions and honoring participation, a manager can get the cooperation of all in order to make progress in his activities.

2. Workers’ desirability

As people are working to satisfy their needs and if their needs are fulfilled they will work willingly.If peiple work willingly, they dedicate themselves to the work and as a result success of the institution can be achieved. It must be considered that the enviornment is appropriate to build positive thoughts in workers.

3. Social and cultural changes

4. Ways and means to develop skills and scientific knowledge

I. Technology to vibrate intelligence ( With regard to institutional problems )
II. Deciding priorities of problems
III. Development activities
IV. Fit into changing environment
V. Indtroducing new concepts and ideas
VI. Introducing inventions
VII. Introducing new changes
VIII. Accomplishment of new changes
IX. Productivity is based on rganizational structure
X. Through five fold concept paving the way for excellent structure

Technology to vibrate intelligence

Technology to vibrate intelligence can be introduced as a way to induce creativity and skills in individuals. First environment changes are necessary to Vibrate mind and intelligence to take out creative ideas and hiden skills. Vibrating intelligence is a system to understand institutional problems and to find solutions for them in a short period of time.

How to do the vibrating of intelligence ?

This is a system to obtain more ideas from people in a short period of time. If Head of the Institution or the staff has no solution for a problem or they have no concern over it, you can get ideas from others to find a winning solution. As an example, when Kelani Vellye railway line was building, one worker who engaged in the same task gave an excellent idea to widen the railway line keeping two existing rails in the same manner and fixing another rail. This is the way to successful productivity.

Benefits of technology to vibrate intelligence

a) Technology of vibrating intelligence induce connection and contribution.
b) Originate lot of ideas in short period of time.

Using technology to vibrate intelligence

I. To recognize problems
II. To find out cause and effect
III. To originate creative solutions

Profits of Productivity new achievements

Quantity of Profits

I. Development of standards
II. Increasing production
III. Increasing efficiency
IV. Reduce the absenteeism of workers

Responsibilities of Guard

I. Be an active member of operational committee
II. Training of leaders and members of productivity circles
III. Coordination of circles
IV. Paticipation of circle meetings
V. Be an advisor for circles
VI. Developing the circle
VII. Coordination between management and specialists to find solutions for problems

Responsibilities of leaders in circles

I. Responsibility of actions in circle
II. Keep records on circle
III. Obtaining necessary advise
IV. Conducting meetings and avoiding stay away from targets
V. Trying to recruit new members
VI. Training new members

Responsibilities of Circle members

I. Participating in meetings on time
II. Practicing technology which has been studied
III. Stricktly adhering to code of conduct
IV. Implementing all policies.
V. Expanding the circle

Problems to be faced at the time of starting circle

I. No proper understanding of the concept
II. Members concern on problems in other fields
III. Increasing objects and unrealistic expectations
IV. No team work among members
V. No appreciation and rewarding system

Problems crop up for circles

I. Circle is transform
II. Spending more time after duty
III. Idea that it is threat to the management
IV. Idea that undue benfits would be accrued with skills
V. Idea this is not relevant to our country.
VI. Idea that it would be unsuccessful because this is connected with standardization.

“All human values are originated from bravery.”

Steps of a vibrating intelligence session

I. Find out the problem or subject first
II. Note down the subject. Leader should explain the selected subject in 2 – 3 minutes.
III. Rearrange the problem as a statement
IV. Vibrate intelligence in order to find out cause and effect
V. Explain rules and regulations

What not to do in a session

 Do not critisize
 Do not appreciate
 Do not judge
 Do not underestimate ideas of other
 Do not obstruct
 Do not allow for more details
 Do not lengthen the session ( Maximum time is 60 minutes )

What members hould do

 Smile and yell to encourage
 Allow for foolish and stupid ideas
 Allow for different ideas
 Allow to think freely

Session for encouraging

 Start the session with introducing, encouraging and inducing desirability
 Record all ideas of members
 It is important to make known one idea of each member
 Appreciating ideas
 Bringing similar ideas together
 Removing crazy ideas
 Bringing best ideas together

Practical Problems

Solving more than 80% problems, it is better to solve 20% and obtain 80% results.

Solving one or two important problems in an office, productivity can be increased. Therefore it is necessary to choose problems with solutions and problems without solutions.

Team Work

1. Start a productivity circle
2. Appoint a Reporter
3. Appoint a Captain
4. Appoint a vice captain
5. Name the circle
6. Organize a Logo for the circle
7. Organize a motto for the circle
8. Vibrate intelligence and identify problems petaining to duties
9. Analyse through marking system
10. Analyse through cause and effect
11. Identify most significant cause
12. Vibrate intelligence to find a solution for that cause
13. Produce the way of implementing the solutions.

“Be happy to be alive”

Introduction to implementation of Productivity Circle

Alaways people who are working in institutions find way and means to increase productivity since any organisation exists because of its efficiency connected with productivity. Productivity circle is a concept in an institution to increase efficiency through corporate management. Therefore it is important to understand the way an institution works as every worker’s maximum contribution is sought without concerning the designation.

What happens in a Circle meeting

 Identfying a problem or difficulty in order to find a solution
 Training to analyse problems in an efficient manner
 Analysing of problems
 Recommendations for implementing solutions
 Forwarding completed projects to the management

Code of conduct for Circle meetings

 Holding meetings without fail ( Eg. half an hour every week )
 Participation of all
 No one to overtake the other
 Be conversant and educate others.
 Ensure freedom of speech to members
 Listen carefully to porposals of other members in a disiplined manner

Note of Cause and effect

 Identify the problem ( Vibrating intelligence session )
 Note down the problem ( tear off an office file )
 Identify the main causes

eg.

1. Man ( Private/other )
2. Machines ( vehicles/ road barriers)
3. Systems ( Time etc )
4. Raw-materials ( Can be environment ) etc

Other reasons

I. Vibrate intelligence to find out reasons
II. Allow everybody to speak
III. Forward all proposals

Finding out origin

A. Who ?
B. What ?
C. Whose ?
D. When ?
E. How ? etc.

Identify most effective reasons

I. Evaluate reasons
II. Steer clear of unnecessary reasons
III. Mark and frame main reasons

Identify main reasons and to find out most suitable reason vibrate intelligence again.

The problems identified in a Government organsiation, office or another place.

1. Circle
2. Institution
3. Nation wise