Systematic Arrangement basically aims at arranging and identifying things in a work area. Once sorting has been done at a work place and all different items are categorized the next step is to identify the right place where the needed and wanted items are to be placed.
The 2nd pillar of the philosophy is also called as ‘PEEP’ which basically means Place for Everything and Everything in Place. Every item after the sorting stage must have a place from where it can be located easily and quickly. Systematic Arrangement thus ensures that things are easily reachable.
BUCKET 1 – Items Needed regularly- must be kept nearby so that they are easy to retrieve.
BUCKET 2 – Items Needed but not regularly- a place that is further from the work station.
BUCKET 3 – Items Needed regularly but not in excess quantity- 5 ‘S’ common area
BUCKET 4- Items Wanted but not needed- located at a place from where it can be dispersed
BUCKET 5- Scrap- Disposed of immediately
Work station is the smallest unit of a work place or an office. To organize the overall work space, every work station therefore must be systematically organized. This stage includes proper placement of items in a clearly identified easy to understand and systematic manner.
Before putting things in the right place it is important that a lay out is made, a layout is a detailed drawing of a space that indicates the relative positioning of the elements in that space, the layout of a work place ensures that the exact location of the items are known not only to the owner but also to the visitors.
Work station layout must be displayed at every individual work station, while a department or floor layout must be displayed at a common place on the floor, the layout of the common storage area is to be displayed at the entrance of the same.
Layouts must be made of both the front view as well as the top view
The top view allows people to know who is sitting where and also where all the materials are located it is basically a bird eyes view it gives a clear idea of the exact location
The front view indicates the storage area in a work place
Drawer A – can used to keep stationeries it is important to ensure that no excess or unwanted stationery items are in this drawer
Drawer B – Is used to store files and documents which are used as daily referrals
Drawer C – Can be used to store files and documents that are used once a month
All storage areas, cabinets, shelves, drawers etc must be labeled and indexed properly. Alphabetical indexation must be prepared. Index must be labeled for frequently used manuals, brochures, books etc it helps to retrieve the items quickly and easily. A master index must be prepared for the workplace, which contains the address of each item in the workplace. A soft copy of the same must also be kept.
Thus systematic arrangement is not only putting everything in the proper place and setting up a system so that it is easy to place each item in its proper place but also good labeling practices so that files and documents are easily identified and proper storage locations are clearly known.
The stage also analyses as to why getting things out and putting them away takes so long. Study of issue such as who are the people who use the items frequently and occasionally is also done.
Store –room require extra care if they are not arranged properly retrieving things would become highly impossible and a pain taking process. The very first step in order to arrange the store room systematically is to make a lay out of it, both again of the front view and the top view that would help to understand the area available where all items that have been sorted out will be placed except for scrap which will be disposed immediately.
It would be important to designate the right areas for the right things and avoid rework. Files must be stored in terms of usage or in sequence of routine priority every day. Files, Documents, Folders required often (BUCKET 1) must be kept at place closest and easily retrievable and must be nearest to the entrance of the store-room.
BUCKET 2 items are farther than the regular needed items. Items in BUCKET 3 that is Needed regularly but not in excess quantity will be divided into 2, firstly items of optimum quantity should be placed at the work place and the second would be excess inventory that will be placed in the 5 ‘S’ common area. Bucket 4 items wanted but not needed will also be kept in the 5 ‘S’ common area.
Again high emphasis needs to be given on labeling the files and items before they are moved into the store-room. The labels should be in standard formats and should include Names of files, Start date and end date of files, Retention time, Owner of the file, Department to which it belongs, File number. Files of different departments should be stored in the store room and must have different color binding. There needs to be a segmented index for the store room that would help to indicate what items are stored where and in which shelf of the rack in the store room. The index needs to be in alphabetically ordered. The index will be pasted inside the store room at the workplace. It must be clearly visible in the store room. All items in the store room are a part of the Master Index, a copy of the master index must be placed in the store room.
The layout of the store room and the Index will allow easy access and easy retrieval of files and documents without having to search for them as layout and the index pin point exactly what is lying where.
For documents that need to have regular inventory levels a KANBAN card is used that allows the staff members to know exactly how much of inventory level is required and after what level there need to be an order and of how much and also the contact details of the person responsible for providing the same. The KANBAN card is placed over the documents so that it is visible to everyone who is using them the card also states the owner who is responsible to manage the inventory level.
The 2nd pillar of the philosophy is also called as ‘PEEP’ which basically means Place for Everything and Everything in Place. Every item after the sorting stage must have a place from where it can be located easily and quickly. Systematic Arrangement thus ensures that things are easily reachable.
BUCKET 1 – Items Needed regularly- must be kept nearby so that they are easy to retrieve.
BUCKET 2 – Items Needed but not regularly- a place that is further from the work station.
BUCKET 3 – Items Needed regularly but not in excess quantity- 5 ‘S’ common area
BUCKET 4- Items Wanted but not needed- located at a place from where it can be dispersed
BUCKET 5- Scrap- Disposed of immediately
Work station is the smallest unit of a work place or an office. To organize the overall work space, every work station therefore must be systematically organized. This stage includes proper placement of items in a clearly identified easy to understand and systematic manner.
Before putting things in the right place it is important that a lay out is made, a layout is a detailed drawing of a space that indicates the relative positioning of the elements in that space, the layout of a work place ensures that the exact location of the items are known not only to the owner but also to the visitors.
Work station layout must be displayed at every individual work station, while a department or floor layout must be displayed at a common place on the floor, the layout of the common storage area is to be displayed at the entrance of the same.
Layouts must be made of both the front view as well as the top view
The top view allows people to know who is sitting where and also where all the materials are located it is basically a bird eyes view it gives a clear idea of the exact location
The front view indicates the storage area in a work place
Drawer A – can used to keep stationeries it is important to ensure that no excess or unwanted stationery items are in this drawer
Drawer B – Is used to store files and documents which are used as daily referrals
Drawer C – Can be used to store files and documents that are used once a month
All storage areas, cabinets, shelves, drawers etc must be labeled and indexed properly. Alphabetical indexation must be prepared. Index must be labeled for frequently used manuals, brochures, books etc it helps to retrieve the items quickly and easily. A master index must be prepared for the workplace, which contains the address of each item in the workplace. A soft copy of the same must also be kept.
Thus systematic arrangement is not only putting everything in the proper place and setting up a system so that it is easy to place each item in its proper place but also good labeling practices so that files and documents are easily identified and proper storage locations are clearly known.
The stage also analyses as to why getting things out and putting them away takes so long. Study of issue such as who are the people who use the items frequently and occasionally is also done.
Store –room require extra care if they are not arranged properly retrieving things would become highly impossible and a pain taking process. The very first step in order to arrange the store room systematically is to make a lay out of it, both again of the front view and the top view that would help to understand the area available where all items that have been sorted out will be placed except for scrap which will be disposed immediately.
It would be important to designate the right areas for the right things and avoid rework. Files must be stored in terms of usage or in sequence of routine priority every day. Files, Documents, Folders required often (BUCKET 1) must be kept at place closest and easily retrievable and must be nearest to the entrance of the store-room.
BUCKET 2 items are farther than the regular needed items. Items in BUCKET 3 that is Needed regularly but not in excess quantity will be divided into 2, firstly items of optimum quantity should be placed at the work place and the second would be excess inventory that will be placed in the 5 ‘S’ common area. Bucket 4 items wanted but not needed will also be kept in the 5 ‘S’ common area.
Again high emphasis needs to be given on labeling the files and items before they are moved into the store-room. The labels should be in standard formats and should include Names of files, Start date and end date of files, Retention time, Owner of the file, Department to which it belongs, File number. Files of different departments should be stored in the store room and must have different color binding. There needs to be a segmented index for the store room that would help to indicate what items are stored where and in which shelf of the rack in the store room. The index needs to be in alphabetically ordered. The index will be pasted inside the store room at the workplace. It must be clearly visible in the store room. All items in the store room are a part of the Master Index, a copy of the master index must be placed in the store room.
The layout of the store room and the Index will allow easy access and easy retrieval of files and documents without having to search for them as layout and the index pin point exactly what is lying where.
For documents that need to have regular inventory levels a KANBAN card is used that allows the staff members to know exactly how much of inventory level is required and after what level there need to be an order and of how much and also the contact details of the person responsible for providing the same. The KANBAN card is placed over the documents so that it is visible to everyone who is using them the card also states the owner who is responsible to manage the inventory level.