Video: How to use your
5S and Lean
Once you learn how to use any Systems2win Assessment template,
you know how to use every Systems2win Assessment template
How to use your Systems2win
5S and Lean Assessment Templates
Before getting started
You should know when and why to use
Your leaders should have already personalized your master template
for YOUR unique assessment criteria.
Find and open your template
Find and open your
5S or Lean Assessment template
(5S.xlsx or Assess.xlsx)
in the same way that you find and open
your other 150+ Systems2win templates.
If you don't yet own a license,
you can download your free trial now.
Save your working document
following the usual document storage and naming conventions established by your leaders
Open a Blank Sheet
When you're ready to start doing your own real work...
click the button to 'Open a Blank Sheet'
Excel Ribbon bar > Systems2win tab > Open a Blank Sheet
This blank sheet is where you will do your real work
(not on the Sample sheet)
Rename your new sheet.
When the Author first creates a working document from the template
In the Systems2win menu in the Excel Ribbon bar, select...
Translations and Substitutions > Select Translations and Substitute Phrases for THIS Template
Then use the dropdown lists to select
- your desired Language
- and/or Substitute Assessment Criteria
Learn how to use
Systems2win features for User Substitutions
Your leaders might have personalized your master template
Your leaders might have personalized your one (and only) master Assessment template
Your Lean Assessment template might have different audit criteria for Office Lean Assessment vs. Production Lean Assessment vs. Warehouse Lean Assessment, etc.
Or your 5S Assessment template might have different audit criteria for Office 5S vs. Production 6S vs. Warehouse 5S, etc.
Tip: Because different sets of Assessment data might have a different number of Assessment criteria per category, you might need to Hide or Unhide rows on the assessment Template sheet.
On a Periodic Basis...
Perhaps weekly or biweekly for 5S. Perhaps monthly or quarterly for Lean Assessment...
Fill in the printed checklist in handwriting
In the Systems2win menu, select Print Audit Checklist
5S and Lean Assessments are NEVER done sitting at a computer.
Print the checklist, get away from that desk,
and go to the place where the work is done
to physically inspect the gemba.
User-Defined Assessment Rating Criteria
Systems2win menu > Print Rating Criteria
What does a 1 mean and what does a 5 mean?
Your (personalized) default rating criteria can be found on the DV sheet
(where all dropdown lists are defined — just like every Systems2win template)
And just to the right of the Trend Charts...
to make it extremely clear to everyone exactly what YOU are looking for
And yes, your leaders can even use User Substitutions to define different sets of Assessment Rating Criteria for each of YOUR types of assessments (perhaps different criteria for Office vs. Production)
in a way that YOUR user-defined assessment criteria will be automatically found and transferred to your new templates every time that you upgrade.
How to get consistent scores from diverse lean leaders
Transcribe the scores
from your handwritten checklist into the 'Score' column.
Use the dropdown lists to select scores from 1-5
and notice how the sub-totals for each section are automatically updated and color coded
Transcribe your hand-written comments to the 'Comments' section below the Audit Checklist.
In the Comments section, you can Insert an unlimited number of rows. (for unlimited history)
For each date, you can enter an unlimited number of rows of comments.
If you have multiple comments per date, use your first comment as a brief summary.
Why? Because (with version 13 and higher),
Try it for yourself. On your Scorecard sheet, select 'Choose Source Data', then notice that the Comments text box shows the first Comment for your chosen historical date.
Because Excel can only transfer 255 characters between sheets,
For your first (summary) comment per date, keep it under 255 characters.
You can print this Comments section
Systems2win menu > Print Comments
Add to History
In the Systems2win menu, select 'Add to History'
to transfer your freshly-entered data from the 'Score' column to a new 'History' column
In the Systems2win menu, select 'Print Trends'
Print Trends - Tips
Charts need 3 dates of History to display trend lines.
Yet another reason to appreciate the 'Sample' worksheet found in every Systems2win template —
Show the history you want to chart.
If you Hide columns, they won't be included in your charts.
One popular practice is to make older history columns extremely thin —
If a chart gets messed up...
Notice that when you click the button to 'Print Trends'
If you want to manually change where your pages break
See our online training for how to set Page Breaks
Analyze a snapshot of any day
On the 'Scorecard' sheet…
in the Systems2win menu, select 'Choose Source Data'
Publish results where stakeholders can easily find them
Your Team Accountability Board should ideally show the most recent print-outs of:
- 'Print Trends' (for trends)
- The 'Scorecard' sheet (for a snapshot in time)
- The most recent additions to the 'Comments History' section
If your Team Accountability Board has limited space, then perhaps just print the 'Scorecard' sheet
And notice that whenever you select the button to 'Choose Source Data'
one of the 2 Comments text boxes on the Scorecard sheet gets auto-populated
with the first entry in the Comments section for your selected worksheet and date.
The second Comments text box on the 'Scorecard' sheet
is where you can (optionally) enter additional comments.
Tip: If you use this space to make hand written comments in bold red magic marker...
notice how much more attention those comments receive
as compared to small computer-printed comments.
Also be sure to archive your hand written checklists
in a 3-ring binder — easily available to your supervisor's supervisor.
Ponder, reflect, and do something about what you have learned
If all that you are doing is going through the motions,
dutifully completing and publishing your scheduled audits,
but not studying them or taking any actions...
then you have missed every benefit of doing 5S or Lean Audits.
The single most important step of this process
is to ponder, think, and reflect on what you have learned.
Add or update tasks on your Team Accountability Board
and make it a routine habit to always discuss and review assignments
as part of your Daily Stand Up Meetings in front of your Team Board.
Review results with your next-level manager and Value Stream Manager
as part of routine Leader Standard Work.
Your 5S Assessment template and Lean Assessment template
both come with the Foundational Tools (owned by every Systems2win user)
priced low enough to empower every team member