5S - Clothes Closet

This month (February) I am focusing on the bedroom. The area that collects the most clutter in my bedroom is the closet.

As I was researching some ideas for closet cleanup, I ran across a challenge called Project 333. It is a 3 month challenge to narrow your wardrobe to 33 items. The 33 items include shoes, jewelry and accessories (scarves, etc). It does not include undergarments, workout clothes and lounging clothes (that you do not wear out and about). The intent is to simplify your wardrobe to what you really love. Sounds like the perfect project to clean out your closet.

But first, lets follow the 5S system...

1. Sort
Time to get realistic about what you want to keep in your closet. You can pull out what you definitely do not want, but I like to pull everything out and then decide what to put back in.
- create a donation pile for anything that you do not ever wear or are ready to get rid of.
- separate seasonal items and put them in a bin or suitcase for later in the year.
- for project 333, you should pick out what you want to wear over the next 3 months. Everything else should be packed in a bin and not accessed until the end of the challenge. You can decide at that point if you want to keep it or not. This challenge lends itself to really thinking hard about if you really "need" things.
I do not know if I am ready to include jewelry in my 33 items, so I will try to focus on the clothing items and leave accessories for next time.

2. Scrub
While everything is out of the closet, dust shelves and corners, as well as vacuum.

3. Set
I have heard of several suggestions for how to organize closets.
1. By function (pants, blouses, dresses)
2. By color (red blouses, etc)
3. Working mom shortcut - I usually identify and separate the outfits I will wear to work for the week. This gives me one less thing to worry about in the morning.
Once you have your wardrobe narrowed down to 33 pieces, it should be easier to see it all.

4. Standardize
What kind of tagging can you do to make sure items get back in the right place?
- I have seen some DIY tags for the hanging bar, to designate what goes where.
- I will be labeling my clothes hampers for lights and darks. Lets see if my husband notices.

5. Sustain
I will check back in later this month to let you know how my Project 333 is going.

5S Under the sink

I have to admit, this is the area I am least looking forward to organizing. I am not a big fan of cleaning. I do dishes and laundry regularly, but only because they have to get done. Everything else tends to get procrastinated, just like my 5S of under the sink.

1. Sort
Start by throwing out any trash, old sponges and useless items.

Evaluate what has been stored under the sink and evaluating if that is the best location.
I have another storage area for cleaning products, so I will only keep regular kitchen items under the sink. Tools I use infrequently, I can put in the general area to keep the sink uncluttered.

Also evaluate the sink area. Do you use all the brushes and sponges? Are some getting old and worn and ready for replacement?
I sometimes use old kitchen sponges to clean car tires or other dirty jobs. If you want to save old sponges for other work, then move them to an appropriate area for that (like a car wash kit in the garage).

Once everything is cleared out, it is ready to clean.
While it is empty, it is also a good time to inspect for leaks or rust. If your under sink cabinet is too crammed, you do not always notice when there is a problem, another reason to de-clutter this area.

2. Scrub

3. Set
After clearing and cleaning, we are ready to Set items back under the sink.

If you decide to keep some cleaning supplies, corral them in a bin or bucket. I have also seen shelves or bars to hang the handles of spray bottles on the cupboard door. Make sure the items you use daily are easily accessible in the front.

I store the garbage under the sink, to protect it from our toddler. He likes to drop his toys in bins and I am not excited about digging them out. This takes up space, but keeps it out of sight. Make sure you buy a bin that is sized appropriately.
I will also be adding a mini recycling bin under the sink. The plan is to capture cans and bottles after use, but to dump it daily, so that the pile does not build up too much.

4. Standardize
What do you need to label and make more visual under the sink?

First, I think it is critical to be able to see if you have a leak. Hopefully, in the process of de-cluttering, you have room to see the piping.

You can label where things go. You can also label bins (like cleaning supplies). I plan to label which supplies are for which purpose (counters vs stove top).

How will you know when you need to replenish supplies? Will you have a min/max system? I just ran out of my main dish soap. I happen to have a small back up bottle, but I will put dish soap on my shopping list.
How many spare sponges do you want? You can put a note on the second to last one to remind you to buy more.

Color coding is also a good visual. If you use your own bottles, you can have a different color for each area or cleaning purpose. You can get sponges to match.
Example: blue for bathroom, green for kitchen.
OR blue for disinfectant/bleach and green for natural or general cleaning.

The key is to try out a method that makes it easier to know where things go and when they need to be replaced.

5S Kitchen storage

1. Sort
Sorting is always the most cathartic step for me. It is when you allow yourself (or force yourself) to let go.

When tackling the kitchen counters, I had to address some of the cabinets and drawers as well. I found that there were things I kept on the counter because I did not think there was room anywhere else, so I would suggest emptying all your cabinets first.

1. Empty the drawers and cabinets.
Take stock of what you have.
2. If you have multiples, choose do donate some.
When sorting my utility drawers, I decided some of my extra utensils and devices could be used camping, so I added them to our camping box in the garage.
3. Throw away anything that is broken.
4. Add to the donation pile anything that you do not use.
5. Identify and separate things that you use every day (pans, tools, plates), what you use infrequently (special tools), and what you use once a year.

Once everything is clear, it can be cleaned.

2. Scrub
The cupboards and drawers should not be that dirty, so an annual wipe down should be sufficient. RealSimple.com suggests using a microfiber cloth and mild cleaner.
Use a hand vac to eliminate any crumbs.

Counters can be cleaned similarly. I usually use a disinfectant on my counters and sink daily, especially after preparing meat or fish.

Once the storage areas are clean and fresh, it is time to figure out what goes back where.

3. Set
When putting things back, think about where you use them and how often you use them.

Daily items should be stored near the point of use. Consider putting them on the counter, or most accessible drawers/cabinets. I put the big appliances that I use every day on the counter (coffee maker, toaster oven, hot water heater). Other items, like the crockpot I put in a low cabinet with other pots. I usually get it out the night before I use it, so it reminds me I need to put everything in it in the morning.

Special tools should be grouped with other like items (baking, BBQ, etc) and put on high or low shelves. Lighter things are easier to lift on high shelves. Heavier pots and pans are easier to place below.

With a toddler in the house, most of our cabinets have child locks, except for a couple drawers. Even so, I put all the knives and sharp objects on the back of the counter or in a high cabinet that he can not reach. I left one cabinet he can access with some extra plastic cups and wooden spoons.

Remember, 5S is a continuous and iterative process, so if it does not work at first, you can always move things around. The key is that everything has a designated location, so you know where to put it back.

4. Standardize
What kind of visuals do you need to make sure items are placed back in the right area?

If you are using bins for keeping related items together ( like baking items), you can put labels on those bins.

If you have a fancy coffee maker that you (or your husband) does not know how to work, you can post directions on an index card on the machine or in the box of coffee tools.

If you want to get really fancy, you can label locations for the items on the counter or mark the zones with different patterns of contac paper.

I have stated before that I am more concerned with function than aesthetics. Even so, I like to have some flowers or a plant on the counter. My husband just got me a hyacinth that should bloom for awhile, as long as I remember to keep putting water in it.

For now, I am going to evaluate the locations of my counters and cabinets before I do any more labeling.

The final step is the never ending Sustain.

Spice storage

Organizing my spices has been the most frustrating task so far this month. In the past I had enough room to line up the spices in alphabetical order in a cabinet. I like the alphabetical organization because it helps me find those seldom used spices quickly. But in our current house, I do not have as much space and my spices are all jumbled together, so here is some things I tried.

1. Sort
RealSimple.com recommends the following guidelines "whole spices are good for 3 years, ground spices for 2 years."
There are only a few spices I use frequently, but I do not want to discard all of the others so I have a little flexibility for new recipes. I threw out any I never remember using, or looked too old. I will re-evaluate after I get everything put together.

2. Scrub - quick swipe with a damp cloth.

3. Set
Here are some ideas I have seen around the web:
- put 12 most used spices in a drawer where you cook. Lay sideways or in a jar holder with easy to see labels. Store spice related gadgets in the same drawer (teaspoons, zester, etc) (RealSimple.com)
- use magnetic spice containers and attach to side of fridge or install a metal strip above the stove.
- use lazy Susan for spices, either in the cabinet or on the counter.
- make DIY spice rack on the back of the pantry door (not usually close to the cooking area, so recommend for spices that are not used regularly).

I tried using bins to separate the spices into logical groups (herbs, peppers, Asian spices, sweet/baking spices). It still seems cluttered and I have to take the whole bin out to find a specific spice, so we will see how it goes.

4. Standardize
- matching glass containers are more aesthetic and allow you to see when to refill.
- suggest labeling date opened, for some of the slow moving spices (which for me is most of them)

I am still working on this. I have a hodge podge of containers and brands and I am hesitant to standardize containers for the ones I do not use often enough. I will label the old ones and standardize as I phase those out.

5. Sustain
I will re evaluate the spice set up at the end of the month and add to my quarterly pantry date check.

Time-Motion Study - kitchen

You may have heard of the "kitchen triangle." It is the basis of most kitchen design.

Wikipedia
"kitchen work triangle: the three main functions in a kitchen are storage, preparation, and cooking...and the places for these functions should be arranged in the kitchen in such a way that work at one place does not interfere with work at another place, the distance between these places is not unnecessarily large, and no obstacles are in the way. A natural arrangement is a triangle, with the refrigerator, the sink, and the stove at a vertex each."

What I like about "the kitchen work triangle" is the science of efficiency. Some Industrial Engineers design work areas or processes to be more efficient, by reducing time and effort to complete tasks. Location of tools are a key part of that equation. So it sounds like kitchens should be designed this way as well. To make it easier to move between the three areas you use most in your kitchen.

If I were to do a Time and Motion Study in my kitchen, what wasted time and energy would I find?
My kitchen is a little cramped and my stove is right next to the fridge, which is not ideal. I do use the counter in between the stove and sink to prep, which gives me easy access to all 3 key areas.

Are all my daily use items within this triangle (between the fridge, stove and sink)?
Knives, cutting board, bowls, measuring utensils, spices, oil, pans, cups, plates...yes!
My silverware, on the other hand, is outside the triangle, but there is no good alternative in my current kitchen. Add that to the list of changes i would make i the kitchen.

The"kitchen triangle" is good to keep in mind when designating your "point of use" of daily/common items.

5S the Fridge

1. Sort
I started out Sorting and clearing out my fridge before we went on vacation over the holidays. I was trying to use up all the perishable items, so it was a good time to get it as empty as possible.

First I targeted dairy products. Those are usually easy, since they have dates on them and they smell bad when they are past their prime.

Next I took a look at the sauces. Many of them I have only used once in the past year. I store them in the door, so unless a recipe specifically calls for them, they can be forgotten. I cleared out some and made note of others so I can use them in recipes.

Eggs - There is a best by date on eggs, but I do not use them frequently enough, so i need to look for recipes (like frittatas) so I can keep rotating them.

Surprisingly, I found some interesting things in the freezer. Since we buy a lot of bulk frozen veggies and fruit, smaller items have been forgotten about. Although food lasts longer in the freezer, it does not last forever, so dating frozen food will be part of my Sustainment going forward.

Finally, take a look at the outside of the fridge. Reducing the magnets and posts on the outside will make it look more presentable and organized. I am all about function, so I have been using my fridge as a "Command Center." I post my meal plan, shopping list, notes to my husband, as well as extra magnets on the fridge. I am now removing them and will work on a separate "Command Center" location in another part of the dining room/kitchen.

2. Scrub
Scrubbing is pretty self explanatory. It is a good idea to empty and clean your fridge once a year.

Annual Cleaning ideas from Martha Stewart (www.marthastewart.com):

Defrost refrigerator and wash shelves at room temperature.
Use a baking soda solution to clean inside refrigerator (2 tablespoons baking soda to 1 quart water). Regular cleaning products can leave a chemical odor that may be absorbed by food (Yuck!).

Clean outside of fridge ,especially handles.
Check door seals and replace as needed.
Replace filter and note when it should be changed next.

3. Set
There are a lot of organizing websites and blogs that go all out in the fridge. They use containers and labels and it looks fabulous, but no matter what you decide to do, it needs to be functional and sustainable for you.

Think about the things you use most (milk, juice, etc) and make them easily accessible on the main shelf.
Put like items together, so you can grab them together. You can use a bin or just designate a shelf in the door (example: sandwich spreads and condiments, dressings, snacks).

I sectioned off my freezer so that meats are on the bottom, then frozen veggies, then quick meals (single serve lunches) and frozen fruit and sweet stuff on top.

Here are some suggestions for storage locations within the fridge (from Healthy Chiquita blog):
- Separate fruits, vegetables and meats in different drawers, so there is no contamination.
- Put meat on the bottom shelf, to prevent it dripping and contaminating other food (I have started putting my thawing meat in another container, because the packaging sometimes leaks).
- Store milk and other perishables in the main part of the fridge where it stays colder. The door tends to get warmer than the rest of the fridge and should be used for items at less risk of spoilage.

4. Standardize

Standardizing is about the visuals. You want others in the family to be able to know where things are and put things back in the correct place.

1. Labeling areas or bins
If locations are not obvious, you can use labels for the designated areas and storage bins.
You can also use lines to separate areas in the fridge. Thin drafting tape usually works well. I am considering using this method for the lunch shelf, to separate each family members designated area.

2. Dating for proper rotation (First in, First out)
After shopping, you should put newer items in the back and the oldest items in front.
For items in the freezer, it is a good idea to date them so you can use the oldest first.
Throw out leftovers after 4 days.

3. Min/max - when to buy more.
For certain items that are staples or you buy in bulk, you can use a min/max system to trigger when you should replenish and buy more.
Max refers to the maximum number of items you ever have on hand.
Min is the minimum number you have on hand when you want to be buy more.
Example: When we get down to 2 half gallons of milk (min), we buy another 6 half gallons at Costco (we have a growing boy; Just wait until he is a teenager). Our max is 8 half gallons.

January focus area - the Kitchen

The kitchen is where I spend the majority of my waking hours at home. There is breakfast to prepare (usually microwaved oatmeal), dinner to cook and of course, dishes to wash. I am not a gourmet cook or really enjoy cooking, but it is important to me that my family have healthy meals, so I try to make dinner with fresh vegetables part of my routine.

I have chosen to focus on three areas in the kitchen that are currently pet peeves of mine.
1. The Fridge
2. Under the sink
3. The counters

The other cabinets and drawers have some room for 5S and de-cluttering, but these areas are my top 3 pain points, mainly because of the frequency of use and visibility.

As I delve into the 5S process for each area, I will share ideas that I have picked up from different sources. The process is about simplifying and reducing waste in a sustainable way. It is up to you to define what is most sustainable for you and your family.

One of the keys of 5S is to have the right tools at the right location. Because the kitchen is so functional, it is an ideal place to setup zones for different functions. I have seen several ideas of using caddies or baskets for certain specific functions.
Examples:
- Near the stove should be your "cooking station" with the oils, spices and implements you use daily.
- Create caddy for cookie baking. It would include cookie cutters, sheets, recipes, etc.
- Tea and/or coffee station/caddy (depending how often you used them).

5s all year long

My goal for 2013?
To develop an Annual 5s/Lean plan for my household.

Action plan
- identify monthly focus areas (each month will cover different area of the house)
- 5S each area
- Sort - eliminate clutter and un-needed items
- Scrub - deep clean and identify regular cleaning schedule
- Set - investigate storage solutions for difficult areas
- Standardize - label zones and min/max so entire family involved
- Sustain - develop cleaning checklists and revisit quarterly for effectiveness
- identify time savers and opportunities for family time (in the focus area)
- identify Green alternatives, re-use opportunities and sustainable waste reduction in the focus area

There are already a lot of organizing resources out there. I recently found an app by Real Simple magazine that has checklists for cleaning and organizing, which I plan to reference. I also just discovered Pinterest, which is rocking my world.
I am not the most anal or aesthetic person, so my attempts will not be as visually pleasing. I am an engineer, so functional and effective are my priorities. I am also a full-time working mom, so I do not have a lot of time to label everything.
But I do have a methodical and systematic approach to problems.
What I will try to present is a process for organization (5S) that can be repeated in any area of the house.


So stay tuned to see how a real mom is able to keep up with Creating and Sustaining a lean home.

Clean, inspect, replace

One of the tools of Sustainment of a lean/5s environment is a Clean and Inspect schedule. It lists activities to be done daily, weekly, monthly, quarterly and annually, to keep an area organized.
It can be made into a checklist and posted in the room. Family members that are assigned tasks can sign off on items that they complete. Daily lists can be put on a whiteboard or laminated, to be updated daily.

Example:
Kitchen

Daily
Cook
Clean dishes
Clear counters
Wipe counters
Set table
Clear table

Weekly
Inspect fridge (throw out old items and add needed items to list)
Inspect pantry (add needed items to shopping list)
Scrub countertops
Sweep floor
Wash high chair
Make shopping list
Plan meals
Grocery shopping
Refresh table (table cloth, new flowers)
Clean stove top
Wash hand towels
Wash sink
Take out garbage
Take out recycling

Monthly
Clean microwave
Mop floors
wash/replace table cloth
Check expiration dates
Wash windows

Quarterly
Inspect pantry for non used items (donate or plan meal to use).
Inspect/clean stove
Clean fridge

Annual
5s -this can be staggered for different cupboards and locations throughout the year
Clear cupboards
Evaluate unused pots/appliances/utensils
Clean cupboards
Replace items in locations of easy access

I will be evaluating styles of checklists as I organize my own house.

5). Sustain

Sustain is one of the most difficult of the 5 S's because it requires more than a one time event. It requires commitment. It requires getting serious about the process.

In a plant, Sustainment requires visuals and scheduled revisits.
In a home, it is the same. As you complete 5S activities in different areas, you should develop a plan for when the are will be revisited (weekly-touch ups, monthly-cleaning/evaluation, annual- deep cleans). This could be in the form of checklists (weekly, monthly, etc) or a cleaning schedule/calendar.

The visual part is making sure everything has a place. During sustainment, if you find that some items are not staying where you planned, think about if there is a better place to put it. If you have a family, the organization needs to make sense to everyone, otherwise it will not be consistent. Sounds like a good topic for a family meeting.

When it comes down to it, it depends on what works for you.  Do you need a schedule posted?  Do you need to mark it on your calendar?  Do you need a To Do list that you rotate through on a regular basis?
Choose what works for you and if something is not working, revisit it and try something else.

4). Standardize

For me, the key to Standardizing is visuals. You want to make it clear and consistent where things are and where they should return. This is especially critical when an area has multiple users (hopefully someone else in your house uses your kitchen too).

In a manufacturing plant, this means "discipline squares." Areas specifically marked and labeled for specific items. There is no question what belongs in that square and when it is missing, it is obvious.
So how do we reapply to a household? There are actually a lot of organizational tools on the market that serve this purpose. Think of labeled spice racks, labeled potato and onion sacks, etc. I believe in using the right tool for the job, but I also support making use of what you have. I certainly believe that you should make sure the organization tool you plan to use will work consistently for you before you go out and buy new stuff.
As I work through my examples, I will consider some DIY techniques.

Another tool of Standardizing is Min/max. This is useful for items you stock up on, like toilet paper, paper towels, tomato sauce, canned goods. If you shop at Costco or club stores, you are bound to have staple items like this. The idea of Min/Max is that you decide what is the Minimum and Maximum quantity you want on hand at any one time. When your stock goes below the Minimum, that should trigger a signal to buy more. Ideally, you would buy just enough to get to the maximum. With this system, you should not run out of the item, but you also keep from overstocking it.
The first step is identifying what your triggers will be.
 For toilet paper, my min is 2 rolls in every bathroom. My max is that plus a bag from Costco.
 For pasta sauce, my min is one bottle and my max is 4.

The next step is making it visual, so that other members of the family recognize when they are going below the min. One idea is marking the 3rd to last roll in the bathroom with a "time to replenish tp" sign.

1). Sort

Are you ready for some "spring cleaning?"

Sort is the initial phase of 5s. It is when you clear out the clutter and unnecessary items from your work area. There are plenty of books and suggestions for paring down your belongings, so let me touch on a few key considerations.
Have you used it in the last year?
If not, why do you have it?
If it is an emotional connection, consider taking a picture or using it as a decoration.

Make a pile of Keepers, Donations and Trash. Deal with the Trash and Donations quickly so they are not sitting around for too long.



While you are sorting, continue to segregate items by frequency of use. This will impact how you designate where items will go (Sort).
1) do you touch it daily? Keep it within arm's reach of the work area.
2). Do you use it weekly/monthly? Keep it in the area, but in a special drawer.
3). Do you use it once a year? Consider a storage box (well labeled of course) for those special occasions.

Household Activity Board

This will not be a new idea for those with kids. Chores lists are fairly common when children need to be reminded and rewarded for their responsibilities.

The idea of an activity board is another visual to share results and progress. It can be used to remind everyone about the goals and how the household is doing against them.
When my toddler gets a little older, we can start using it to give him star stickers when he completes helpful tasks like picking up toys, brushing his teeth and hopefully using the potty.

I have also heard this area called a "command center." It is a place that the family communication is posted (meal plans, schedules, etc), mail is sorted and chores are assigned.

Things to put on an activity board:
- mission/vision/goals
- cleaning schedule (5S sustainment)
- daily tasks checklist
- focus areas/goals/action plans
- improvements you are tracking (lower utility bills, grocery bills, etc)
- daily/weekly dinner plan (I try to plan on Sunday to build my shopping list)
- family schedules (events, activities, etc)

3). Set

Set is about everything having a place. Think about those questions again...

What do you use every day and need to have at your fingertips? Those items should be on the counter or top drawers, closest to point of use.

What do you use once or twice a week? Those items can be in a drawer or out of sight, but still accessible.

What do you use infrequently or seasonally? Those items can be packed away to rotate out when you need them.

Once everything has a place, it may not stay there. Other people may use it and put it in a different place. Use the sustainment phase to evaluate if there is a better place, especially for others in your family. Remember, this is about continuous improvement.

Where to begin?

Whenever faced with an insurmountable task (like reducing waste from your busy life), the first thing I do is prioritize.

Where do you spend most of the time in your house?
What do you spend the most money on?
What do you spend most of your time thinking about?

For me, a new working mother, the answer is:
#1 my son and husband (living room and bedrooms)
#2 keeping the family healthy, cooking (kitchen)
So those are the areas I will start focusing on organizing and simplifying.

Next up: 5s - organizing your stuff.