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cLEAN Up

cLEAN Up weeks are planned from July to November covering physical and psychological activities.

IN 2020, the College of Sciences and Engineering (CoSE) undertook a safety focused cLEAN Up utilising the LEAN 6S principles. The cLEAN Up achieved greater efficiencies and safety excellence.

Due to the success of the CoSE cLEAN UP, in 2021 the program will now be rolled out across all Colleges and Divisions using the same LEAN 6S Principles.

This is a collaborative project with Team Leaders providing guidance.

Model process to enact cLEAN Up in your local area:

  • In consultation with your Project Leader schedule dates and times for your area of responsibility
  • We will sort equipment efficiently using coloured dots: (PDF 104.9 KB). These dots are available from your local Safety Project Team Leader, dots can be used to identify “keep, store or discard”
  • Decide on areas for individual clean up or areas that require members of your team to assist e.g. large storage areas , kitchens
  • Consult with your Project Team Leader for your College/Division to advise on operational processes for disposal and familiarise yourself with the record keeping obligations and Clean out Disposal Guide
  • A Basic Principle Guide is available to assist you with Safe Storage (PDF 130.2 KB)
  • Ensure you have a process in place to undertake a low risk workplace inspections for office areas, 6 monthly.

List of Safety Project Team Leader for Colleges and Divisions

List of Lean Practitioners

Project Leaders have been provided with a spreadsheet breaking down the type of room to assist with cLEAN Up for teaching, meeting rooms and research spaces across each Division and College. Speak to your Project Leader to provide guidance.

Ensure that when moving small, large or bulky items that you follow the Manual Task Guidelines It is extremely important not to lift or move any items without assessing the risk beforehand.

A similar process will apply as with Office cLEAN Up using the 6 LEAN Principles. Below is a list of actions suggested to be undertaken in your L&T spaces:

  • Ensure you have a robust process in place for workplace inspections. High risk areas need 3-montly inspections.
  • Ensure compliance with our Chemical Management policy, including the hazardous waste disposals process.
  • Dispose of stale or outdated L&T equipment, using the opportunity to promote or install newer equipment.
  • Turn inactive store rooms into functional spaces for students and staff (eg breakout rooms).
  • Refresh signage (eg removing outdated COVID signage and outdated marketing signage).
  • Assemble a L&T shopping list for your College or Division to action, targeting safety and student experience uplift.
  • Organise tools and spare parts which support your L&T operations.
  • Ensure appropriate PPE is available to students.
  • Take the opportunity to conduct Gemba walks around your L&T spaces.
  • Ensure safe systems of work are functioning well for your L&T spaces.
  • Ensure you have current, trained first aiders and building wardens to cover your L&T spaces.

Guidance coming soon from the project team.

University list of Lean Practitioners

Activity across the University will focus on the LEAN phases of 6S, Let's dedicate to cleaning up our workplace:

Think furniture, equipment, appliances, books, records, depots of items that can be kept, discarded or repurposed. For example:

The things you do not need

  • remove these items and dispose of them safely/organise their reuse elsewhere.

The things you use and want to keep

  • Think about which of these are used most often and categorise them accordingly (e.g "we use this all the time" vs "we only use this occasionally")

Things you aren't sure about

Put these aside for a few days while you figure out whether or not they are needed, you might need to get more information on some of the items. Once you have that information, you can put the items into group 1 (the things you do not need) or group 2 (the things you use and want to keep).

We will separate our waste to make sure it's going to its place of highest value. Let's aim to send as little to landfill as possible.

In partnership with ISD and the Sustainability team, we have put together a set of guidelines that will help determine 'what to do' with those things that 'may be useful one day'... Please follow the UTAS Cleanout and Disposal Process Guide during cLEAN Up Week in your area.

Records that need to be kept – follow the Records Management information with regard to disposal and keeping of records SRM - Clean-ups and relocations - Recordkeeping Obligations

This is where you create a place for the items you chose to keep in the ‘Sort’ stage.

When finding a place for the items, consider:

How often is this item used?

Items that are used frequently should be given priority in the placement so that they closest to the people who use them are very easy to access (e.g. at the front of the cupboard)

Where can we place this item safely?

Safety considerations will vary depending on the items in the area, but general safety principles should be followed. For example ensure that hazardous (but necessary) items are stored safely (which might include location and labelling). Also think about the placement of heavy objects, these should be stored where they can be accessed safely (e.g. avoid needing to bend or twist to move them or pick them up).

Use the Storage Guidelines (PDF 130.2 KB) for ideas on correct storage.

Follow SRM - Clean-ups and relocations - Recordkeeping Obligations to store records that need to be kept.

Ensure that items are clean and in working order, notify your Project Team Leader or raise a ISD works request for any infrastructure hazards

Ensure a process is in place to maintain – 6 monthly workplace inspections for low risk areas

Although not a key part of the cLEAN Up Week initiative, the next step in the 6Ss is to standardise.

The way the area has been organised should now guide a new way of working in the area.

So there might be things you need to do to ensure that these new ways of working are followed by making them the new standard.

For example:

  • Labelling items
  • take a photo of the area and place it where people can refer to it to make sure that things are always returned to the correct place
  • setting reorder levels for supplies
  • creating and sharing instructions for how to deal with a particular piece of equipment or certain materials

Figure out what you need to do to maintain your new organised, clean, and safe workspace.

For example:

  • Once a month, do a mini 6S to deal with new items that might have  arrived in the area.
  • Establish a cleaning schedule.
  • Get in the habit of walking through the area and checking that items are where they belong.

Safety needs to be part of everything: Sort, Set in order, Shine, Standardise, and Sustain.

At every step you need to act safely, eliminate unsafe items and practices, organise movement and spaces in safe ways, and role model safe behaviours including proactive management of safety issues.