BLOGThe 7 Wastes of Information
When applying Lean principles to work done in the office or a service industry environment, the processes or transactions can be full of the waste. It is possible to improve quality, cost, speed and overall customer satisfaction by focusing kaizen activity on identifying and eliminating these wastes.
The first step is to understand what the seven types of waste are and connect them to specific examples of one's own knowledge work or office work. The following table explains the seven types of waste and examples of each.|
The 7 Wastes – “Muda” |
Definition |
Information or Office |
Manufacturing |
|
Overproduction |
Generating more information then the customer needs right now |
More information than the customer needs
More information than the next process needs
Creating reports no one reads Making extra copies |
Producing product to stock based on sales forecasts
Producing more to avoid set-ups Batch process resulting in extra output |
|
Transportation |
Movement of information that does not add value |
Retrieving or storing files
Carrying documents to and from shared equipment Taking files to another person Going to get signatures |
Moving parts in and out of storage
Moving material from one workstation to another Moving product to and fro |
|
Motion |
Movement of people that does not add value |
Searching for files
Extra clicks or key strokes Clearing away files on the desk Gathering information Looking through manuals and catalogs Handling paperwork |
Searching for parts, tools, prints, etc.
Sorting through materials Reaching for tools Lifting boxes of parts |
|
Waiting |
Idle time created when material, information, people or equipment is not ready |
Waiting for… Faxes
The system to come back up Copy machine Customer response A handed-off file to come back |
Waiting for parts
Waiting for prints Waiting for inspection Waiting for information Waiting for machine repair |
|
Processing |
Efforts that create no value from the customers viewpoint |
Creating reports
Repeated manual entry of data Use of outdated standard forms Use of inappropriate software |
Multiple cleaning of parts
Paperwork Over-tight tolerances Awkward tool or part design |
|
Inventory |
More information, project, material on hand than the customer needs right now |
Files waiting to be worked on
Open projects
Office supplies E-mails waiting to be read Unused records in the database |
Raw materials
Work in process Finished goods Consumable supplies |
Defects |
Work that contains errors, rework, mistakes or lacks something necessary |
Data entry error
Pricing error Missing information Missed specifications Lost records |
Scrap
Rework Defects Correction Field failure Variation Missing parts |
It can be a shock to realize just how much waste there is in everything that we do when we understand true value from the customer’s perspective. But this is good news when you consider how much potential there is for improvement in office and knowledge work, simply by doing more (value) with less (waste).
Lean More about the Seven Wastes in the Office
In order to streamline the Value Stream and improve productivity, quality and customer service it is essential to learn to recognize the 7 types of waste in administrative and office processes.
Our Lean Learning Lab workshop LOA120 will teach you
A practical way to get rid of waste and improve productivity and quality in an office is to teach people about 5S and begin practicing 5S.
The 5S / 7 Waste card is a handy way to make people about waste in their workplace. Give one to every employee and let the Lean education begin.