KUP

Key 1 – Cleaning and Organising

Adapting Notes

  • Staff spend 20 minutes a day cleaning and organising – e.g filing, checking forms etc. This should become habitual. Habit stacking should be used once initial habits are formed to encourage continuous refinement.
  • Implement the 5s check sheet periodically, this should include digital clutter, e.g files on desktop. See the 5S checklist here

Level 1

  • Look at all horizontal surfaces.
  • Look at the floor remove all garbage, non essential tools and storage.
  • As much as possible throw away things that have no clear foreseeable use.
  • Check the following digital locations and remove or archive unused files.
    • Desktop
    • Downloads
    • Documents

Level 2

  • Is there anything unused leaning up against the walls?
  • Are all passageways clear or put somewhere for temporary storage?
  • Eliminate all non essential tools, stationary and storage.
  • Utilise existing storage to keep store items, nearer to hand the better.
  • Divide the responsibility for keeping certain areas clear. Ensure staff know what their responsibilities are.

Level 3

  • Organise equipment or paperwork, forms etc. where. This should be simple and as straight forward as possible. These should be as near as possible.
  • Remove unused forms, leaflets or out of date guides. This should also include digital forms. For digital forms the number of locations where forms, SOPs and other documents should be as minimum as possible.
  • Organise any keys, use colour codes for location within the building. E.g green for external, orange for internal, etc.
  • Provide rewards for finding ways of organising better.

Level 4

  • Create labels and inventories. Digital as well as physical – Physical labels should be as easy to read as if they were in a supermarket. Digital documents should have their names amended to allow easy finding but not so they are unrecognisable when updated versions are released.
  • Ensure cleanliness of area.
  • Cleaning as you go. This includes removing temporary documents as they become not needed.
  • Colour code high use items. This includes folders in email clients, colour tags for emails etc.

Level 5

  • There is constant continual cleaning from wall to wall
  • All equipment/ stationary is laid out squarely
  • Digital resources are laid out in a simple and easy to follow structure.