How to Have a Productive Workplace

By Elizabeth Claire

We all know the old adage about what is next to godliness. Except for worshiping God the most important thing is to keep ourselves and our surroundings spotless. This is what this proverb says. Somehow we associate that with a degree of accomplishment and good management. So a person displaying proper housekeeping is a self assured person. Similarly a spotless office represents a well managed organization.

Japan is believed to have the most productive offices and businesses around the globe. We go back to one of the core Japanese beliefs of workplace productivity - 5S. The 5S stand for the five Japanese words - seiri, seiton, seiso, seiketsu, and shitsuke. Translated into English they stand for the now famous words - Sorting, Straightening (Setting in Order), Systematic Housekeeping (Shine), Standardize and Self Discipline. These words were formed keeping a manufacturing facility in mind. But they apply to any workplace.

Sorting is basically putting the more important things handy and throwing away the waste. Setting in order in today's world may have more to do with our email box. It also relates to keep our office space organized. We also need to keep the office space and all equipments (PCs, Fax machines, Photocopy machines, Printers etc) spic and span. Processes and even housekeeping procedures need to be standardized. And stakeholders need to do this with discipline so that the process does not falter.

Why Housekeeping and Shining (as in 5S) so important? One of the reasons is that it enhances the productivity of the employees. Now productivity here is not only mathematical quantity. It is also the quality of the output. Let us start with the obvious. If we ask anyone in our respective work places whether they will prefer to work in a place which is following the 5S above or in an unkempt, dirty place - most will choose the former. Inner joy, comfort and the 'feel good' factors are directly linked to human productivity.

We feel good when we are working in a spotless and well organized office or factory. A recent study found that a dirty work environment is a distraction. Workers do not have a sense of pride or belonging to a place which is not kept properly. A sense of pride is generated when our inner feeling is good about something. It is also generated when someone else appreciates something belonging to us. A workplace which follows 5S is appreciated by everyone.

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