The 5s method ; improve efficiency through effective document management
Is it always possible to quickly find information? Yes. In this course, you will learn the 5S method for organization and documentation management. You will understand why and how team collaboration will noticeably improve with the use of the method and how new employee integration will be faster and easier.


OBJECTIVES
> To improve management of documentation by the organization and by individuals
> To improve workspace efficiency
> To considerably improve efficiency for you and your team

WHO IS THIS TRAINING COURSE FOR
Administrative assistants, technicians, office staff, managers, team leaders and all those who will be involved in the change process.


Recognized by the Faculty of Continuing
Education at the University of Montreal
The educational quality of this syllabus has been approved by the Chair of Continuing Education of the Faculty of Continuing Education at the University of Montreal 0.7 UFC

OBJECTIVES
  • Apply 5S system in a work environment
  • Improve efficacy of workspaces
  • Learn how to create a classification plan in line with the organization’s processes
  • Develop effective documentation management methods
  • Create and implement a common method for management of all electronic, paper and email documents
  • Establish sound documentation management habits within teams and for individual employees
  • Rapidly find all emails, paper and electronic documents
  • Standardize the information management system for document updates and filing systems
  • Enhance corporate documents
  • Facilitate integration of new employees
  • Elaborate an implementation strategy
  • Improve employee collaboration
  • Significantly improve organization and efficiency for teams as well as individuals.

QUALITEMPS APPROACH

Our 5S approach is  unique in the importance we give to documentation management. In fact, the core of a business relies on its information. This is why we emphasize the importance of documenting valuable information so that it is easily accessible to those concerned. The strength of our teaching is that we propose practical

and concrete solutions for managing all electronic files and emails. Our method uses continuous improvement techniques which simplify the whole implementation process, from the preparatory phase, to setting up

and maintaining the system.
 



DETAILED TRAINING COURSE CONTENTS
  • What are the 5S?
  • Fundamental principles and potential gains from 5S
  • 5S applied to the office
  • Conditions for 5S success
  • Preparatory phase : identifying needs
  • What will be the scope of the improvements?
  • Determining limitations (costs, duration, etc.)
  • Identifying improvement opportunities
  • Example of a breakdown chart
  • Work zone analysis table
  • Example of an analysis table
  • Preparing the dossier for management
  • Involving stakeholders (management and staff)
  • The 5S process, step by step
  • Documentation management with 5S method
  • The value of information in the organization
  • Technological advances and documentation techniques
  • The most frequently identified needs
  • A few general notions in documentation management
  • The 5 top features of an effective documentation management system
  • Characteristics of a document
  • How to develop a well-organized classification plan
  • Particularities to consider for electronic filing
  • A filing method that corresponds to the working of the brain
  • A filing plan consistent with internal processes
  • Models of filing plans for inspiration
  • Naming a document
  • Managing document upgrades
  • The importance of including email management strategies in the process
  • Adavanced email management and filing
  • How to set up a timeline for storage of electronic or paper files
  • The importance of developing a protocol and work instructions for enterprise-wide documentation management
  • Elaborating a protocol and work instructions
  • Implanting and maintaining changes

PEDAGOGICAL APPROACH
  • Presentation of theory and interactive discussions
  • Exercises from case studies
  • Practical exercises
  • Detailed and personalized action plan developed throughout the course

TRAINING COURSE MATERIAL
  • Office 5S detailed Introduction and Reference guide
  • Complete documentation management Set Up and Reference guide
  • Filing plan models
  • Examples of document management internal policies and protocols


    Training

    Date

    City

    Location

    5S bureau - Classement informatique et organisation de bureau
    7 december 2017
    Français
    Trois-Rivières
    Directions
    5S bureau - Classement informatique et organisation de bureau
    13 december 2017
    Français
    Drummondville
    Directions
    5S bureau - Classement informatique et organisation de bureau
    14 december 2017
    Français
    Québec
    Directions
    5S bureau - Classement informatique et organisation de bureau
    25 january 2018
    Français
    Montréal
    Directions
    5S bureau - Classement informatique et organisation de bureau
    8 march 2018
    Français
    Montréal
    Directions
    5S bureau - Classement informatique et organisation de bureau
    23 march 2018
    Français
    Québec
    Directions
    5S bureau - Classement informatique et organisation de bureau
    6 april 2018
    Français
    Sherbrooke
    Directions
    5S bureau - Classement informatique et organisation de bureau
    11 april 2018
    Français
    Montréal
    Directions
    5S bureau - Classement informatique et organisation de bureau
    24 april 2018
    Français
    Laval
    Directions
    5S bureau - Classement informatique et organisation de bureau
    10 may 2018
    Français
    Longueuil
    Directions
    5S bureau - Classement informatique et organisation de bureau
    1 june 2018
    Français
    Trois-Rivières
    Directions
    5S bureau - Classement informatique et organisation de bureau
    14 june 2018
    Français
    Sept-Iles
    Directions
    5S bureau - Classement informatique et organisation de bureau
    19 june 2018
    Français
    Montréal
    Directions
    5S bureau - Classement informatique et organisation de bureau
    6 july 2018
    Français
    Laval
    Directions
    TRAINERS


    René-Louis Comtois

    Johanne Bertrand

    Marlène Villeneuve




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