Companies engaged in manufacturing activities are becoming increasingly aware of the imperative need to achieve and preserve, and even improve, order and cleanliness within operating sectors. However, little is done to achieve the same spirit in the office sectors, something that it shares with other activities, be they in the service or commercial sectors.
Introduction
Japanese, Koreans and Germans are at the forefront of what is order and cleanliness as a way of acting in organizations. That spirit and discipline of work that is their own is not a minor cause of the high productivity rates achieved by them.
Clutter and dirt are clear generators of accidents, unproductiveness, loss of time, quality deficit, lower levels of satisfaction of both customers and operators and employees, excess stock, theft of parts, parts and instruments, among others, and numerous effects.
The lack of order is not only motivated in a certain way by psychological reasons, but also psychologically affects the members of the organization.
The Japanese gave life to the Five "S" system based on their principles and work ethics, making it one of the mainstays of the Kaizen philosophy and production system. What is involved now is to implement a system that is more in line with the Western mentality, and above all things that comes to understand the culture and nature that are its own.
We must start from the fact that the first impression that those outside the company have when they visit its premises and premises is the order and cleanliness that is observed in it, to the point that many clients can do without the services or products of a company when observing in her disorder, insecurity, lack of control, dirt, and a bad work environment; assuming that an organization that presents these shortcomings is not in a position to offer quality products or services, at an acceptable cost and in compliance with the delivery in quantity and deadlines.
Think what opinion you would get if you visited a dirty and untidy mechanical workshop, or if you entered the kitchen of a restaurant and it was or had terrible conditions, with bad smells and dirt among others. He would not leave his latest model car, nor would he sit down to eat any product.
It is typical of a large part of individuals to have a clear tendency to accumulate supplies or papers, not to keep things where they belong, misplace items or components, file or store items where they do not correspond and wait for others to clean and tidy up things. This can be corrected, and the SCOL system makes it possible to get there.
What is SCOL ®?
SCOL ® stands for Continuous Ordering and Cleaning System. Why System? Because a system is a set of elements that interact with each other for a specific purpose. This is precisely what is intended, it is much more than a simple ordering and cleaning program or a simple process in the same sense. It is intended with the implementation and adoption of SCOL to achieve a series of effects that interact with each other, such as motivation, security, costs, speed of responses and the highest quality and productivity in processes, among others.
The second question is: what is continuous? It is not about achieving order and cleanliness for a photo or a passing achievement, it is about maintaining, preserving and continuously improving good order and cleanliness in each element, component, input, equipment and instruments in the organization. Undoubtedly, that ordering and cleaning is also valid and fundamental for the people who work in the company.
System objectives
SCOL pursues the best possible order and cleaning in order to improve the motivation and safety of both staff and customers, suppliers and others who contact the company and / or its facilities, services or products; reduce costs and increase productivity, improve the quality of working life, reduce the levels of diseases in the workplace, and achieve the best image of the company before third parties in order to be considered an organization of excellence.
How is it implemented?
Its implementation requires a series of steps, consisting of the following:
1. Diagnosis for the purposes of knowing and taking note of both the positive or negative magnitude concerning the ordering and cleaning, as well as knowing the culture and mentality existing in the company.
2. Make staff aware of the urgent need to establish a change in attitudes. Demonstrate the negative effects of their current behaviors, and the achievements to be achieved from the implementation of SCOL.
3. Train all staff, and train SCOL leaders for each sector or process of the company in order to act as facilitator and coaching staff, in addition to managing the supply of the elements required for the company authorities. better order and cleanliness.
4. Put the principles into practice through individual and group activities.
5. Review and analysis of the situation by middle and senior managers for the purposes of the necessary feedback.
6. Adjustments and improvements by the staff.
Putting the principles of organization and cleaning into practice requires continuous analysis and correction of existing situations.
Analysis for ordering and cleaning
Questioning, questioning and wondering about every situation that arises is the fundamental step in the SCOL system.
- What is this? Is there a place where it should be? Where should it be and in what way, so that it can be found faster, does not cause damage or is not damaged, is not lost or can be stolen? Where should it be to avoid getting damaged or dirty? Is the place where it is safe? Is its current location safe for people who handle it or can they get close to it? Could it be damaged, or damage to other elements? How to avoid it? Can your packaging lead to confusion or mistake? Can it lead to incorrect or inappropriate use? How to prevent it? Is it correctly identified? Is it located correctly according to its weight, size, height, surface, danger and value? Is software used as a support element for a better consultation of the location of components, supplies, products,equipment and instruments Have measures been put in place to prevent the loss or misfiling of supplies or stationery (documentation)? (“Error-proof” systems). Is it located in such a way that its quantity can be inventoried or its quantity controlled quickly and efficiently? Is it in the most suitable place for its use? Is the place, component, input, installation, clean product or instrument? Does the staff have the elements to handle the supplies, machines, products and other elements according to their weight, quantity, danger and other characteristics? Does the staff present themselves and / or have clothing and shoes appropriate to the tasks they perform? Do they keep a minimum of cleanliness? Is there a place arranged for everything, and is everything in its place? Is everything working as it should?and is everything in its place? Is everything working as it should?and is everything in its place? Is everything working as it should?and is everything in its place? Is everything working as it should?and is everything in its place? Is everything working as it should?Is it located in such a way that its quantity can be inventoried or controlled quickly and efficiently? Is it in the most suitable place for its use? Is the place, component, input, facility, product or instrument clean? Does the staff count with the elements to manipulate the supplies, machines, products and other elements according to their weight, quantity, danger and other characteristics? Does the staff present themselves and / or have adequate clothing and footwear for the tasks they perform? minimal cleaning? Is there a place for everything, and is everything in its place? Is everything working as it should?Is it located in such a way that its quantity can be inventoried or controlled quickly and efficiently? Is it in the most suitable place for its use? Is the place, component, input, facility, product or instrument clean? Does the staff count with the elements to manipulate the supplies, machines, products and other elements according to their weight, quantity, danger and other characteristics? Does the staff present themselves and / or have adequate clothing and footwear for the tasks they perform? minimal cleaning? Is there a place for everything, and is everything in its place? Is everything working as it should?clean product or instrument? Does the staff have the elements to handle the supplies, machines, products and other elements according to their weight, quantity, danger and other characteristics? Does the staff present themselves and / or have adequate clothing and footwear to the tasks they carry out? Do they keep a minimum of cleanliness? Is there a place arranged for everything, and is everything in its place? Is everything working as it should?clean product or instrument? Does the staff have the elements to handle the supplies, machines, products and other elements according to their weight, quantity, danger and other characteristics? Does the staff present themselves and / or have adequate clothing and footwear to the tasks they carry out? Do they keep a minimum of cleanliness? Is there a place arranged for everything, and is everything in its place? Is everything working as it should?
Benefits of applying SCOL ®
As a result of its systematic application, the following are obtained:
1. Higher levels of productivity, generated by having the instruments and machines, in a certain place and with the necessary cleaning.
2. Lower rates of illness and accidents.
3. The detection of machines and installations in poor condition or irregular operation.
4. Avoid excess inventories.
5. Better control in the inventories of supplies, materials, and finished products.
6. Reductions in quality problems caused by dirt or technical damage due to poor maintenance.
7. Accelerate or make tasks faster.
8. Less need for physical spaces.
9. Avoiding the loss or subtraction of materials, supplies, products or instruments.
10. Avoiding buying items that you already have.
11. An inflow of funds from the sale of unnecessary items.
12. An increase in the motivation and quality of work life of the staff.
Beginning
The principles to follow are:
1. The elements must be, in case of not being using them, in a predetermined physical place. (This is valid for instruments, tools, materials, folders, stationery, stationery, and machines, among others).
2. The objects must be placed and protected in a component and place according to the dangers that it generates, the economic value it has, the physical size it has, the work for which it is destined, its degree or level of fragility, its obsolescence, age or expiration, and the ease with which it can be lost.
3. Confusion between like items should be avoided.
4. Should in case of danger or possible confusion in its use, clarify its use and danger.
5. The elements must be separated from components or physical environments that can damage their content (light, heat, humidity, etc.) or produce a certain effect (example: explosion, fire).
6. Both the place and the storage space must be suitably clean and protected.
7. Establish error-proof procedures or systems to avoid the misuse of certain inputs, the loss of documentation or components or tools.
8. The place where the personnel work must keep cleanliness, but also humidity, temperature, lighting, sound levels, vibration and ventilation suitable for the performance of their activities.
9. The staff must use the footwear and clothing required by the safety regulations, for those cases in which it corresponds.
10. The staff must maintain a level of personal hygiene typical of their activity, thus respecting their colleagues, superiors, subordinates and third parties to the company.
11. The commitment to maintain order and cleanliness is both individual and collective.
12. The places for transit must be clean and spacious enough, both for the handling of materials and for the free and rapid transit of personnel, especially in case of having to leave the place quickly due to dangers or accidents.
13. There must be emergency elements such as fire extinguishers or emergency exits conveniently located and demarcated for easy identification and use.
14. Personal hygiene places should be examples of order and cleanliness.
15. Employee meetings must be held periodically to deal with problems related to compliance with these principles. At the same time, the possibility must be provided for the staff to submit suggestions for the purpose of improving the existing order and cleanliness in the organization.
How to mentalize the staff?
Staff will become more aware of the value of cleanliness if they themselves are responsible for cleaning their workplace every day, be it offices, workshops and bathrooms.
The placement of various slogans concerning cleanliness and order, and their responsibility as members of the organization is essential.
Educate for discipline and deliver badges that make mention of the individual and collective commitment of the staff with the care of order, cleanliness, quality and customer satisfaction.
Generate a written commitment from each individual to the principles of order and cleanliness.
Holding parties and award ceremonies for the commitment to order and cleanliness.
Avoid the existence of a double message from managers. If it is said that order and cleanliness are fundamental, they should set an example around it, and they should also give priority to it in their meetings, and in the delivery of funds to make better order and cleanliness possible.
It is necessary to give a strong boost to the system and its implementation through the full commitment of its managers, committing themselves to the change of organizational culture. Task schedules should be set for the purposes of reorganization and cleaning within pre-established deadlines.
Policies, plans and strategies must be very clear and precise in terms of the importance for managers and the organization that ordering and cleaning are priority elements.
All kinds of disciplinary measures should be avoided, betting on awareness through leadership, commitment and motivation.
SCOL is very important because it is the previous step to major and transcendental implementations such as the Just in Time work system, hence the critical importance of its implementation and the achievement of its objectives.
In order to fully understand each other, it is necessary to improve internal information and communication, accompanied by clear and powerful leadership.
Conclusions
The lack of order and cleanliness is a critical factor in terms of productivity, quality and costs, therefore your attention is paramount. But it is useless, or of little use, to copy models based on centuries-old or even millennial cultures focused around discipline and work ethics and social commitment. Much better is to generate and build its own culture of order, cleanliness and quality.
Excellence and competitiveness are not achieved in untidy and dirty environments and places, or not very clean, this is something that employees, but also company managers, must understand and understand clearly.
The lack of cleanliness and order characterizes companies lacking competitiveness. Its existence does not guarantee victory, but its non-existence does guarantee defeat. Executing a tidying and cleaning plan is essential to enter the competitive game of the 21st century.
The lack of order and cleanliness is a strong generator of unproductiveness and waste, so its implementation not only improves the quality of working life, but it is accompanied by significant increases in the profitability of the company.
