Case Study: Breakroom, Backstock Room + Event Space Overhaul for Nonprofit Team

The Client:

A Houston-based nonprofit organization with a mission-driven staff and high volunteer activity. The team operated out of a large office space with two breakrooms, a backstock supply closet, and a multi-use event space.

The Challenge:

The shared spaces—particularly the breakrooms and supply areas—were consistently cluttered, unstructured, and stressful for staff to use. Items were stored randomly without categories or labels, forcing employees to open multiple drawers or cabinets just to find what they needed. The supply closet had turned into a catch-all dumping ground with no accountability or system for restocking. This lack of organization led to daily frustration, wasted time, and an overall feeling among the team that their environment didn’t support them.

The Goal:

To transform these shared spaces into calm, functional environments that:

• Empower staff to find and return items quickly

• Reduce wasted time and create a flow that supports daily operations

• Improve team morale by showing care for their well-being

• Create systems that any team member—new or existing—could use and maintain

Our Approach:

We began with a collaborative audit of the breakrooms and backstock closet, observing how the team moved through the space and how supplies were being used and stored.

We identified:

• High-traffic zones with constant bottlenecks

• Frequently misplaced items

• Lack of standard organization across both breakrooms

• Supply categories that needed better visibility and restocking logic

Then we:

• Grouped supplies and food items by use case (daily use, occasional use, event-specific, etc.)

• Labeled every drawer, bin, and shelf for easy return and retrieval

• Created visual “zoning” within the backstock closet for faster restocking and inventory management

• Developed a custom space map so team members could glance at it and instantly locate what they needed without having to search

• Installed communication signage to reinforce new systems (e.g., “Refill Station,” “Staff-Only Drawer,” etc.)

Using the 5S method: (Sort, Set in Order, Shine, Standardize, Sustain)

To ensure the transformation was both immediate and sustainable, we applied the 5S Method across all shared spaces:

• Sort: Removed expired snacks, unused supplies, and duplicate items

• Set in Order: Created logical placement of supplies and equipment by category and frequency of use

• Shine: Cleaned surfaces and created a refreshingly tidy atmosphere

• Standardize: Labeled all storage zones and created consistency between both breakrooms

• Sustain: Created a map, signage, and quick visual guides for onboarding new staff to the system