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 might have already personalized your master template
for YOUR unique assessment criteria.

Find and open your template

Excel Ribbon bar > Systems2win menu

Find and open your
5S or Lean Assessment template

(5S.xlsx or 2Assess.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

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.


If your leaders personalized your master template with multiple sets of Assessment criteria...

user help

If in the upper left corner of your Sample sheet,
you see a pink note like this >>>

and you follow the link to the User-Defined Training on the Help sheet, and find a note from your leaders telling you that they personalized your master template with multiple sets of Assessment criteria...

Then you need to choose which set of Assessment criteria to use.

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.

 

How to choose between multiple sets of Assessment criteria

In the Systems2win menu in the Excel Ribbon bar, select...

User Substitutions

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

Tip: Because different sets of Assessment data might have a different number of Assessment criteria,
you might need to Hide or Unhide unused rows and/or entire sections.


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? assessment criteria

 

Just to the right of the Trend Charts,
you will find a section where your leaders can optionally define
User-Defined Assessment Rating Criteria

to make it even more clear to everyone exactly what YOU are looking for

 

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

Comments

Comments are the most important part of any Assessment Audit.

Every 'miss' should have a 'reason'.

And comments should also be used to record ideas for countermeasures, and Tasks that get discussed and followed up as part of the team's Daily Stand-up Meetings.

Save an archive of your Comments

Lean Assessment template comments

At a miniumum, save an archive of your printed sheets in a 3-ring binder, where you and your coach can refer to your archived scorecards and comments to look for patterns

Optionally transcribe your Comments

Optionally transcribe your hand-written comments to the 'Comments' section.
(below the Audit Checklist)

Lean Assessment Comments section

 

In the Comments section,
(below the print area),

you can Insert an unlimited number of rows. (for unlimited history)

For each date, you can enter an unlimited number of rows of comments.

 

You can print this Comments section

Systems2win menu > Print Comments

If you have multiple comments per date, use your first comment as a brief summary.

Why? Because 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.

Add to History

Systems2win menu Assessment features

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 — (width - 0.1)
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...

Time to reflect

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.


5S Assessment and Lean Assessment templates

 

 

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