The physical environment of a workplace can enhance or hinder workflow.  This is especially important in hospital storage and supply rooms where items often have to be found and retrieved quickly.

In reality, these tend to be the least considered areas in the design of hospital spaces. As result, supply rooms can become untidy with excess or expired stock and staff can spend time looking for things that they need

The team used the 5S technique, which originated in Toyota as a “lean manufacturing” process. The 5S stands for Sort, Set in order, Shine, Systemise, and Sustain.

Mater Transformation worked with staff on the ground who use the space, to gather data on their workflows, the most and least used items, and items that are used in tandem. Together, they went through the 5S technique:

Sort:  Perform an initial clean and eliminate items that are not needed e.g. placing a red tag on any unwanted items

Set in order: Create a place for everything needed in the room. Make it visual (e.g. with labels, lists, colour codes, shadow boards, documentation of layout etc.) and place most used items closest to the door. This aids in easy and quick retrieval of critical items and enhances overall workflows. This step often involves an element of redesign of storage fittings to make the best use of what is already
in place.

Shine: Design a plan to keep the area clean. It is everyone’s responsibility to keep the area clean and tidy on a daily basis. Visual record keeping is useful to maintain cleanliness.

Standardise: Create rules and standard operating procedures. Make these visual and ensure all staff are informed and aware.

Sustain: Put steps in place to maintain the system and continue to improve it. Ideally make it part of the staff’s regular daily activities.