Lean Tools for process improvement


Assessment Templates

Video: How to use your
5S and Lean
Assessment templates

Once you learn how to use any Systems2win Assessment template,
you know how to use every Systems2win Assessment template


5S Assessment template Lean Assessment template

How to use your Systems2win

5S and Lean Assessment Templates

5S Assessment template Lean Assessment template

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

Systems2win menu > Systems2win templates

Find and open your 5S.xlsx or Assess.xlsx template
in the same way that you find and open
your other 150+ Systems2win templates.

Save your working document, following the usual
document storage and naming conventions
established by your leaders.

When the Author first creates a working document from the template

User Substitutions

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

  1. your desired Language
  2. 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
to contain several sets of data.

For example...

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.

Open a Blank Sheet

Systems2win menu > 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

On a Periodic Basis...

Perhaps weekly or biweekly for 5S. Perhaps monthly or quarterly for Lean Assessment...

Systems2win menu Assessment features

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...
you will find a section where you can optionally define
User-Defined Assessment Rating Criteria
for each and every unique Assessment line item

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

How to calibrate audit assessment criteria

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 Comments

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),
when you select 'Choose Source Data' on the 'Scorecard' sheet,
only the first Comment per date will appear in the Comments text box on that Scorecard worksheet.

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,
notice that if you enter a Comment that exceeds 255 characters, a red border will appear around that cell.

For your first (summary) comment per date, keep it under 255 characters.
For additional (unlimited) comments per date, you can ignore the red border, and enter long comments.

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

Print Trends

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 —
that (in this case) shows a sample of how your sheet will look once you start accumulating some data

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 —
so that your charts show lots of history, and everything can still fit in the width of a landscape page.

If a chart gets messed up...

Notice that when you click the button to 'Print Trends'
any charts that somehow got distorted will magically resize and re-align.

If you want to manually change where your pages break

See our online training for how to set Page Breaks

Choose Source of Data

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:

  1. 'Print Trends' (for trends)
  2. The 'Scorecard' sheet (for a snapshot in time)
  3. 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




Systems2win menu

As of version 13,
all macros are activated using the Systems2win menu,
rather than the macro buttons shown in the video.







Your Systems2win templates come with free New User Training to quickly learn features that are common to all 150+ templates








One huge benefit of owning your Systems2win templates is Support when you need it




Private Training is available to give your team the support they need to succeed