Workshop - Inventory Complete

Part of implementing visual control is knowing what you have. One of the prescribed methods for the Sort phase is to tag every item (Red Tagging). On each tag, data is recorded to describe, qualify and quantify the item.

I took a different route as you recall from my previous posts. Instead of tagging every item this round, I simply sorted into groups that matched my future state vision. I took this route because it didn’t make sense to red tag a pile and seemed like the quickest path for the task. If I were 5S-ing a wing of a manufacturing plant or a loan processing center, red tagging a machine or tool would make sense. Also, red tagging is a fun group activity that can build workplace camaraderie.

Next, I took inventory, recording every item into a spreadsheet. For each item, I recorded the following:

Name
Quantity – number of like items
State or fitness (excellent, good, poor)
Season (Year around, spring, summer, fall, winter)
Last 5 years? – Has the item been used in the last 5 years (yes/no)
Duration – is this item used in the last 3 years, 2 years, past year, monthly
Frequency – how often in that span or duration the item is used in days.
Replacement Cost – the current cost of replacing the item
Decision – keep in loft, reuse elsewhere, eliminate the item
Comments – thoughts on the decision or process
New Location (Green, Blue, Orange room)

Not only did the spreadsheet help me see what I have, but also helped me decide what to keep and what not to keep. Quantifying and qualifying the items in terms of use, state and cost of repair are critical. Note to self: add “audit loft inventory” in project plan.

Thinking broadly, lots of companies have inventory systems. But it has been my experience that businesses often struggle to keep the inventory current and often rely on best guesses. Some of the root causes to this problem include organizational change, poor communication, lack of visual control, failure to sustain or lack of repeatable processes.

4-5 years ago when the financial sector was on a crazy pace, banks were opening branches in highly competitive markets and closing those branches that under performed. We discovered that all inventory from the closed branches for one particular bank went to storage and all new equipment was purchased for the new branches. Inventory ($) was growing rapidly with no stop in sight. Neither management nor the process leaders understood their inventory. I lead one day Kaizen event and two week implementation that redesigned the branch close and open processes. New branches now reused inventory from closed branches. The new process reduced inventory and provided a cost avoidance benefit of $1.6MIL over the next fiscal year.

Solving for these root causes can lead to personal satisfaction and a safer, more efficient workshop at home. In business, solving these root causes can save hard dollars.

Workshop Sort

The goal of Sort is to identify and remove all of the items not necessary for the work area. Based on the future state plan, we sorted in the the basic groups of bicycle gear, ski & camping gear, surfing gear, furniture(desk, shelves, etc). What wasn't in those groups fell into a decision pile -the stuff I didn't know what to do with. The temptation to just move the stuff from the loft. But that just moves the problem out of sight and for another day. Just making more work for myself. Not very efficient or lean.

To help deal with this pile I developed a few rules to help me decide. These will help me "sustain" the loft space going forward as well.
1) all automotive stuff (except for two GMC truck panels) shall live on the main floor of the shop
2) all wood working stuff shall live on the main floor of the shop
3) apply the 3Rs - reuse, recycle, reduce
4) apply critical thought to anything I haven't used in 5 years or will use in the next 6 months.

example: all of the galvanized metal parts have sat for 5 years. I don't forsee a need to use them in the next 6 months. took them to a recycle place.
example: kids picnic bench was saved to pull measurements from. Been up there 2 years. New kids picnic table was purchased last summer. don't need. chuck as wood is rotten.

Sort activity took a few weekends. But definitely felt great with each load to the dump or when I was able to recycle or reuse an item or move it to it's proper place. Pics coming.

Workshop - Safety issues status

Safety issues tackled:
1) no handrail up stairs - done. installed handrail.
2) no banister in loft - done. installed full length banister.
3) weak flooring in loft - done. installed new 1/2" sheeting across the entire loft floor.

Both tested and signed off by my workshop assistant.

Next up - lights (note placement and height of flood light on the pic on the left. perfect for branding foreheads ;))

Workshop Future State

Based on the initial sort and my vision for the loft, I came up with this future state diagram. The future state includes the following:

1) addressing safety issues with banister and handrails,
2) better lighting over work areas and stairs (not pictured)
3) an open and clear working space
4) a rack and work area for bicycles, skis and surfboards
5) shelving for camping gear
6) paint to clearly distinguish where things go at a glance (standardize/simplify)

Workshop Current State - Audit

After reviewing the current state, I really wanted to measure the current state and then periodically going forward to track progress. Also, an audit can be a good tool to use to sustain the efforts, grade and maintain the workshop.

No surprise here. Scores are based on level of effort/achievement for each of the 5S's and Safety.

0 = zero effort/achievement
1 = slight effort/achievement
2 = moderate effort/achievement
3 = the minimum or acceptable level of effort/achievement
4 = sustaining Level 3 for 4 consecutive quarters
5 = sustaining Leve 3 for 8 consecutive quarters

Still working on the inventory entry. Man, there's a lot of stuff I didn't know I had! ;)

Workshop Current State - Loft Floor Inventory Cut 1

Here's my first cut at getting a grip with what's on the floor of the loft. The pictures definitely do wonders for recognizing what's what and where.

Also this view helps me to start "sorting" thru the piles without actually lifting anything. Maybe call it "pre-sort" or first cut or first pass.

Next, I'll log all of the items into a spreadsheet by name and quantity.

Workshop Budget

We live on a parcel of land with a 100 year old house. Lots of wood, nails, metal, glass - all kinds of stuff were left here when we bought the place. So while it may be easy for me to find something that will work some with straightening or some milling, I will have to purchase some things new - like plywood, electrical fixtures, and paint. I'd like to keep the loft and stairs budget less than or equal to $500.oo in materials. And if I stick to my scope and mantra - reduce, reuse, recycle, I have a good shot at meeting or coming under budget. Note: I'm not charging for labor and I'm doing all of the work myself. Success is the reward - something that usually doesn't fly in the corporate world where everything is driven by the line item totals, perception and politics.

Workshop Scope

After reviewing the current state of my shop, I realized I best chunk the work up into small, achievable efforts. [In the business world, we may develop the MGPP - multi-generational project plan.] Completing small efforts builds momentum, keeps the coffee hot, and the work in the forefront of my mind. Small successes build excitement as well, to the point where we can't wait to get back into the shop and tackle the next effort.

I chose to focus on the loft and stairs due to the safety issues I mentioned in the Workshop Case. Also, budget really influences scope. For example, I can't rebuild the entire loft from scratch; too costly. But I can certainly shore-up the existing structure for way less money and still achieve my goals.

Workshop Current State - More Loft

+Poor organization leads to long lead times for getting ready for a weekend of fun and adds to Dad's stress level.

Workshop Current State - Loft, Top of Stairs

Location: loft, view from top of stairs

+Spotlight at the right height for cracking foreheads
+High potential for tripping, pulling a muscle, damaging something fragile, straining
+Where did I put that widget?

Workshop Current State - Stairs

location: Bottom of stairs to loft in shop.

+ No hand rail on stairs
+ Poor lighting on the stairs

Workshop Goal

Case
Workshop owner(me) has expressed concerns about the safety and efficiency of the workshop environment. The workshop is used by the entire family for a variety of activities including automotive maintenance, farm and garden care, wood working, bicycle repair, storage etc. With a highly active 5 year old who loves to help dad in the shop, now more than ever, it’s critical to get organized and poke-yoke the safety issues.

Problem
Current workshop organization contains inherent safety issues, that if left undone could harm human life and cause loss of property. Issues include:
+ Easy access to flammables
+ Loft without hand rails – 10 foot fall possible
+ Stairs without railings
+ Piles of metal roofing, old windows, wood abound
+ Poorly lit work stations (loft)

Goal
Create a safe workshop environment by eliminating workshop safety issues