12 5S Time and Motion

TOOLS AND TECHNIQUES FOR REDUCING MOTION WASTE

Time and Motion Studies, 5s Methodology

Mike Dixon, PhD

Reducing motion waste is pivotal in enhancing operational efficiency and employee well-being. Practical tools and methodologies, such as Time and Motion Studies and the 5S Methodology, provide structured approaches to identify, analyze, and eliminate unnecessary movements in the workplace. This reading introduces these essential tools, explores their historical context, and provides guidance on implementation. By integrating these techniques with ergonomic principles, organizations can foster a culture of continuous improvement and operational excellence.

Time and Motion Studies

Historical Background: Origins with Frederick Taylor and Frank and Lillian Gilbreth

Time and Motion Studies have their roots in the early 20th century, emerging from the scientific management movement. Frederick Winslow Taylor, known as the father of scientific management, pioneered time studies by analyzing tasks to determine the most efficient ways to perform them. His work focused on increasing productivity by optimizing labor efficiency through standardized methods and time measurement.

Building upon Taylor’s work, Frank and Lillian Gilbreth introduced motion studies. They analyzed the motions involved in performing tasks to eliminate unnecessary movements and reduce fatigue. The Gilbreths are renowned for their “Therbligs”—basic units of motion used to describe manual work. Lillian Gilbreth, a pioneer in industrial psychology and ergonomics, emphasized the human element in work efficiency.

Evolution of Methods to Improve Industrial Efficiency

Over time, Time and Motion Studies evolved to consider not only efficiency but also worker well-being. The integration of ergonomic principles and human factors became essential in designing tasks that were both efficient and sustainable. Today, Time and Motion Studies remain vital tools in various industries, facilitating the continuous improvement of processes.

Conducting a Time and Motion Study

Timing Each Motion to Identify Inefficiencies

An essential aspect of Time and Motion Studies is the detailed analysis of the individual motions that workers perform during a task. Frank and Lillian Gilbreth introduced the concept of Therbligs, which are the basic elemental motions required for a worker to perform a manual operation or task. The term “Therblig” is a reversal of the letters in “Gilbreth,” reflecting their pioneering work in this field.

There are 18 identified Therbligs, each representing a fundamental unit of human motion. These include actions such as:

• Search: Looking for an object.
• Find: Locating the object.
• Select: Choosing the object from several possibilities.
• Grasp: Taking hold of the object.
• Hold: Retaining the object in hand.
• Transport Loaded: Moving the object while holding it.
• Position: Orienting the object for use.
• Assemble: Putting parts together.
• Use: Employing the object for its intended purpose.
• Disassemble: Taking parts apart.
• Inspect: Checking the quality or condition.
• Transport Empty: Moving without carrying anything.
• Pre-position: Placing an object in anticipation of future use.
• Release Load: Letting go of the object.
• Unavoidable Delay: Waiting due to factors beyond control.
• Avoidable Delay: Waiting due to inefficiencies.
• Plan: Thinking about the next steps.
• Rest: Taking a break to recover.

By breaking down tasks into these individual Therbligs, analysts can observe and time each motion with precision, often to fractions of a second. This detailed timing is accomplished using specialized timing devices or high-speed video analysis.

The precise measurement of each Therblig allows for:

• Benchmarking: Establishing the standard time taken for each motion under current methods, providing a baseline for improvement
• Comparison: Evaluating variations between different workers or techniques by comparing the time and sequence of Therbligs used.
• Identification of Delays: Highlighting pauses or unnecessary Therbligs, such as extended “search” or “avoidable delay,” which extend task duration without adding value.

For example, excessive time spent in the “search” Therblig may indicate poor workspace organization or inadequate training, leading to inefficiencies that can be targeted for improvement.

Recording and Analyzing Data to Streamline Processes

Data collected from timing and observing Therbligs are meticulously recorded and analyzed. This often involves creating detailed process charts or diagrams that map out each Therblig in sequence.

The analysis process includes:

• • Identifying Non-Value-Adding Motions

Motions that do not contribute directly to task completion, such as “avoidable delay,””search,” or unnecessary “transport empty,” are considered wasteful. By identifying and quantifying these Therbligs, organizations can target them for elimination or reduction.

• • Considering Ergonomic Factors

It’s crucial to ensure that any recommended changes do not compromise worker saftey or comfort. For instance, reducing the “transport loaded” Therblig by bringing materials closer to the workstation must be balanced with ergonomic considerations to prevent awkward postures or overexertion.

• • Developing Improved Methods

Proposing new procedures involves rearranging the sequence of Therbligs to streamline the task.

This might include:

• • Eliminating Unnecessary Therbligs: Removing steps like redundant “inspect” or “plan” motions when they do not add value.
  • Combining Therbligs: Integrating motions where possible, such as merging “grasp” and “transport loaded” by using tools that allow for simultaneous actions.
  • Substituting with More Efficient Therbligs: Replacing slower or more strenuous motions with faster or easier alternatives, like using “use” instead of “assemble” when pre-assembled parts are available.

By refining the sequence and execution of Therbligs, tasks can be performed more efficiently, reducing motion waste and time spent.

Visual Analysis Tools

In addition to charts and diagrams, video recordings can be analyzed frame by frame to observe Therbligs in action.

This visual analysis helps in:

• • Identifying Subtle Movements: Detecting minor inefficiencies that may not be apparent in real-time observation.
  • Worker Training: Providing visual feedback to workers by showing them their motions and suggesting improvements.
  • Documentation: Creating a visual record of current methods for comparison after improvements are implemented.

Case Example

Consider a packaging task where workers assemble and pack products.

A Time and Motion Study reveals the following Therblig sequence:

1. Search for the required parts.
2. Find and select the parts.
3. Grasp and transport loaded the parts to the assembly area.
4. Assemble the parts.
5. Inspect the assembled product.
6. Transport loaded the product to the packing area.
7. Search for packing materials.
8. Find and select packing materials.
9. Grasp, transport loaded, and use the packing materials.
10. Release load and inspect the final package.

Analysis shows multiple “search” and “find” Therbligs causing delays. By reorganizing the workspace to keep parts and packing materials within easy reach and in designated locations, the “search” and “find” motions can be minimized or eliminated. Additionally, combining steps, such as preparing packing materials during unavoidable delays, can further streamline the process.

Benefits of Incorporating Therbligs into Time and Motion Studies

Enhanced Precision

By focusing on the elemental motions, analysts gain a deeper understanding of the task intricacies, leading to more precise improvements.

Identifying Root Causes of Inefficiencies

Therbligs help pinpoint exactly where time is lost, whether it’s due to unnecessary movements, poor layout, or inefficient methods.

Facilitating Standardization and Standardized Work

Understanding the optimal sequence of Therbligs allows for the development of standardized procedures that can be taught and replicated across the workforce.

Supporting Ergonomic Interventions

Recognizing which Therbligs contribute to physical strain enables the integration of ergonomic solutions to improve worker comfort and reduce the risk of injury.

5S Methodology

Overview of 5S

The 5S Methodology is a systematic approach to workplace organization originating from Japan. It aims to create and maintain an organized, clean, safe, and efficient work environment. The five S’s represent five Japanese words that describe the stages of the methodology.

The Five S’s Explained

1. Sort (Seiri)

Remove Unnecessary Items from the Workplace

Begin by evaluating all tools, materials, and equipment in the work area. Items that are not needed for current operations are removed. This decluttering process frees up space and reduces confusion.

Keep Only Essential Items to Perform Tasks

Retain only those items that are necessary for daily functions. This focus ensures that workers have immediate access to what they need without the distraction of excess items.

2. Set in Order (Seiton)

Arrange Items for Easy Access and Use

Organize the workspace so that everything has a designated place. Frequently used items should be within easy reach, and storage solutions should facilitate quick retrieval and return.

Establish Order Based on Workflow

Arrange tools and materials in the sequence of their use. This alignment withworkflow minimizes movement and enhances efficiency.

3. Shine (Seiso)

Clean the Workspace and Equipment Regularly

Regular cleaning keeps the work environment safe and pleasant. It also allows for the early detection of issues such as equipment wear or leaks.

Maintain a Tidy Environment to Identify Issues Quickly

A clean workspace makes abnormalities stand out, enabling prompt corrective actions.

4. Standardize (Seiketsu)

Develop Standardized Procedures and Practices

Establish consistent methods and schedules for sorting, organizing, and cleaning. Documentation, such as checklists or visual guides, supports adherence.

Create Consistency Across Tasks and Workstations

Standardization ensures that all employees follow the same procedures, reducing variability and confusion.

5. Sustain (Shitsuke)

Foster a Culture of Continuous Improvement

Encourage discipline and commitment to maintain the 5S principles. Regular training and reinforcement help embed these practices into the organizational culture.

Ensure Ongoing Adherence to the 5S Principles

Implement audits, feedback mechanisms, and recognition programs to sustain engagement.

Implementing 5S

Steps for Rolling Out 5S in an Organization

1. 1. Planning

• • Set objectives and scope.
  • Secure management support.
  • Form a cross-functional 5S team.

2. Training

• • Educate employees on the 5S principles and benefits.
  • Provide examples and success stories.

3. Execution

• • Conduct the 5S steps systematically.
  • Involve employees in each stage.

4. Monitoring

• • Establish metrics and Key Performance Indicators (KPIs).
  • Perform regular audits.

5. Continuous Improvement

• • Gather feedback.
  • Recognize and reward adherence and improvements.

Employee Involvement and Training
Active participation of employees is crucial. They possess firsthand knowledge of their work
areas and can offer valuable insights. Training ensures that everyone understands the
processes and their roles.

Benefits of 5S

Reduction of Motion Waste Through Organized Workspaces
An organized workspace minimizes the need for unnecessary movements, reducing
motion waste. Workers can locate tools and materials quickly, leading to smoother
workflows.

Improved Safety and Efficiency
A clean and orderly environment reduces hazards and accidents. Efficiency improves as
processes become streamlined.

Enhanced Morale and Ownership Among Employees
Involving employees in the transformation fosters a sense of ownership and pride.
Improved working conditions contribute to higher job satisfaction.

Integrating Time and Motion Studies with 5S and Ergonomics
Holistic Approach to Identifying and Eliminating Motion Waste

By combining Time and Motion Studies, 5S, and ergonomics, organizations can adopt a
comprehensive strategy to reduce motion waste

• Time and Motion Studies identify inefficiencies at the micro level, analyzing specific movements and task sequences.
• 5S addresses the macro environment, ensuring that the workspace supports efficient work.
• Ergonomics ensures that tasks and workstations are designed to fit the workers, enhancing safety and comfort.

This integration allows for a more profound understanding of how different factors contribute to motion waste and how they can be addressed collectively.

Continuous Improvement Through Ongoing Evaluation and Adjustment

Regular reviews and adaptations are essential. As processes change and new challenges arise, the combined methodologies provide a framework for continuous improvement. Feedback loops, employee suggestions, and data analysis support this ongoing refinement.

Practical Tips for Implementation

Engaging Employees

Encouraging Participation and Feedback

• • Inclusive Planning: Involve employees in planning and decision-making.
  • Open Communication: Create channels for sharing ideas and concerns.
  • Empowerment: Encourage employees to take initiative in identifying and solving problems.

Recognizing and Rewarding Improvements

• • Acknowledgment: Publicly recognize contributions.
  • Incentives: Offer rewards for innovative solutions or exceptional adherence.
  • Career Development: Provide opportunities for growth and learning.

Monitoring Progress

Establishing Key Performance Indicators (KPIs)

• • Relevant Metrics: Select KPIs that reflect efficiency, safety, and quality.
  • Measurable Goals: Set clear targets for improvement.
  • Regular Reporting: Share progress with all stakeholders.

Regular Audits and Reviews

• • Consistency Checks: Ensure that standards are maintained.
  • Gap Analysis: Identify deviations and address root causes.
  • Updating Standards: Revise procedures as needed.

Overcoming Challenges

Addressing Resistance to Change

• • Education: Explain the reasons and benefits behind changes.
  • Leadership Support: Demonstrate commitment from management.
  • Gradual Implementation: Introduce changes in manageable phases.

Providing Necessary Resources and Support

• • Training: Offer comprehensive training programs.
  • Tools and Equipment: Ensure availability of required resources.
  • Assistance: Provide help during the transition period.

Conclusion

Time and Motion Studies and the 5S Methodology are powerful tools for reducing motion waste and enhancing operational efficiency. By systematically analyzing tasks and organizing workspaces, organizations can create environments that support efficient, safe, and satisfying work. Integrating these methodologies with ergonomic principles ensures that improvements benefit both the organization and its employees. Fostering a culture of continuous improvement and engaging employees at every stage amplifies the impact, leading to sustainable success.

Discussion Questions

1. 1. Consider a Process in Your Organization or One You Are Familiar With

• • How could Time and Motion Studies be applied to identify inefficiencies?
  • What potential improvements might be uncovered?

2. Reflect on the 5S Implementation

• • What challenges might an organization face when implementing 5S?
  • How can employee involvement mitigate these challenges?

3. Integration of Tools

• • How do Time and Motion Studies, 5S, and ergonomics complement each other?
  • Can you think of a situation where integrating these tools led to significant improvements?

Self-Assessment Questions

1. Describe the Steps in Conducting a Time and Motion Study

• What are the key activities involved in analyzing and improving a task?

2. Explain Each of the Five S’s in the 5S Methodology

• Provide examples of how each step contributes to reducing motion waste.

3. How Can Employee Engagement Enhance the Success of Improvement Initiatives?

• Discuss the importance of participation, feedback, and recognition.

4. What Strategies Can Be Used to Overcome Resistance to Change?

• Identify methods to address concerns and encourage acceptance.

5. Why Is Continuous Improvement Important in Reducing Motion Waste?

• Explain how ongoing evaluation supports sustained efficiency gains.