Marrying best practices from the mechanical industry is a trend in the Information

Technology (IT) industry. For example: Quality tools and framework such as Six Sigma,
Lean, ISO and Statistical Process control tools are used by today's software professionals.

5S (Sort, Set in order, Shine, Standardize, and Sustain) is a method used by quality
professionals to organize their workplace, predominantly in the mechanical industry. 5S
method stresses on a simple concept - A place for everything, and everything in its
place. Can't this be implemented in the IT industry to organize the computer system's
files and folders? I believe that we can.

Let us see how 5S can improve storage and retrieval of data in a computer:

Seiri or Sort: Only store important files in your computer. Create folders and sub-folders
to organize important data. Name folders and files appropriately for easy
retrieval. Create one folder named, say, "Trash" to store temporary data. Clear the
contents of "Trash" folder regularly, if possible, on a daily basis.

Seiton or Set in Order: Ensure easy retrieval of data. Create only 2 main folders - one
for storing data for frequent use and the other for rare use. Create multiple sub-folders
to store a particular type of data. Limit sub-folders at the next 3 sub-levels to less than
5.

Seiso or Shine: Clean-up unnecessary data in regular intervals. Once in every 2 weeks,
scan through the folders and sub-folders to clean-up unnecessary or unused files and
folders.

Seiketsu or Standardize: Integrate storage, retrieval and clean up tasks to create a

unified process. Create a habit to 100% follow the above 3Ss. Create a version controlled
process document that details naming, structuring and maintenance schedule of files and
folders which can serve as a reference document. Share this document with peers.

Shitsuke or Sustain: Track and monitor to adherence to the above 4Ss by self and
peers. Conduct monthly audits (self and for peers) to ensure that the set procedures are
followed diligently. Document and publish the hard disk space usage data on a weekly
basis.

5S can serve a handy tool for efficient data management of files and folders created and
stored by user(s). With the use of computer's "Data Cleanup" and "De-fragmentation"
tools, system and other unnecessary temporary files and folders can be cleaned-up.

This article focused on applying 5S to a simple files and folders system in a

computer. World is moving towards cloud based systems. Local storage will disappear in
future days. With all sorts of new changes, files and folders system management will
become more complicated in future. Quality methods like 5S will prove to be useful to
manage tomorrow's data spaces.
1. 1. Angeli Reina A. Golpo Computer Hardware Servicing 2
2. 2. Grading System Written Works 20% Performance Task 60% Quarterly Assessment 20%
3. 3. 5S
4. 4. Numbers from 1 to 49 10 13 23 27 30 47 40
5. 5. 5S Fundamentals • It is the name of a workplace organization method that uses a list of
five Japanese words: SEIRI, SEITON, SEISO, SEIKETSU, and SHITSUKE • It is a
structured program to systematically achieve total organization, cleanliness, and
standardization in the workplace. WHAT IS 5S?
6. 6. Discovery of 5S T hirty years ago, researchers started studying the secret of success of
Japanese manufacturing companies. It was Hiroyuki Hirano who developed 5s within his
overall approach to production systems. 5s turned out to be the most impressive ‘secret’.
Many western managers coming across the approach for the first time found the experience
to be enlightening. Hirano provided a structure for improvement programs. He pointed out a
series of identifiable steps, each building on its predecessor.
7. 7. Signs of Disorganization CLUTTERED WORKSPACE: Poor filing system Key
documents/ items/ information routinely go missing Purchasing items you probably already
have but can’t find
8. 8. Signs of Disorganization STRESS AT WORK: Inconsistent results Not beating the
deadline; some tasks take significantly more time to complete than they should Last minute
jobs creating overtime
9. 9. Its Essentials • Personal process • Involves change in behavior • Promotes sense of pride
• Encourages ownership of responsibilities • Boosts morale of the employee • Tool for
motivating people • Means to influence others • It is an emotional process
10. 10. Why 5S? 5S will teach us how to organize a work space for efficiency and effectiveness
by identifying and storing the items used, maintaining the area and items, and sustaining the
new order. “ A place for everything and everything in its place.”
11. 11. Japanese Term – English Translation SEIRI SEITON SEISO SEIKETSU SHITSUKE
Sort/Tidiness Set/Orderliness Shine/Cleanliness Standardize Sustain/Discipline
12. 12. 5S Banner
13. 13. SEIRI SORT PURPOSE: TIDINESS : To ensure that everything left in the workplace is
related to work. SEIRI (Sort)
14. 14. SEIRI (Sort) How to sort things:  Decide what you need.  Remove unnecessary clutter.
Throw away all rubbish and unrelated materials in the workplace.  All tools and materials
must be classified and stored.  Remove items which are broken, unusable or occasionally
used. REMEMBER: Everything else is stored or discarded. “Themore things you own, the
more theyown you”
15. 15. PURPOSE: ORDERLINESS : To eliminate time wasted in obtaining the necessary items
when in the middle of a task. SEITON SET in Order SEITON (Set in Order)
16. 16. SEITON (Set in Order) How to set things in order:  Once you have eliminated all the
unneeded items, turn to the left over items.  Set everything in proper place for quick
retrieval and storage.  Arrange tools, parts, and instructions in such a way that the most
frequently used items are the easiest and quickest to locate. “Less is usually more.”
17. 17. SEISO SHINE PURPOSE: CLEANLINESS : To know what goes where and ensure that
everything is where it belongs. SEISO SHINE SEISO (Shine)
18. 18. SEISO (Shine) How to shine your things:  Clean the workspace and all equipment, and
keep it clean tidy and organized.  Identify and eliminate causes of dirt and grime – remove
the need to clean  At the end of each shift, clean the work area and be sure everything is
restored to its place. REMEMBER: Everyone should be an overseer. “Stow as you go.”
19. 19. SEIKETSU STANDARDIZE PURPOSE: To define the standards by which personnel
must measure and maintain cleanliness. SEIKETSU STANDARDIZE SEIKETSU
(Standardize)
20. 20. SEIKETSU (Standardize) How to standardize:  Simplify the way of maintaining
cleanliness.  Develop procedures, schedules, practices.  Continue to assess the use and
disposal of items.  All employees doing the same job should be able to work in any station
with the same tools that are in the same location in every station.
21. 21. SUSTAIN PURPOSE: To maintain what has been accomplished. SHITSUKE SUSTAIN
SHITSUKE (Sustain)
22. 22. SHITSUKE (Sustain) How to sustain the 4s:  Maintain and review standards. Once the
previous 4 S's have been established, they become the new way to operate.  Maintain
focus on this new way and do not allow a gradual decline back to the old ways.  While
thinking about the new way, also think of better ways.  When an issue arises such as a
suggested improvement, a new way of working, a new tool or a new output requirement,
review the first 4 S's and make changes as appropriate.
23. 23. The 5S Principles SEIRI SEITON SEISO SEIKETSU SHITSUKE Throw away all rubbish
and unrelated materials in the workplace Set everything in proper place for quick retrieval
and storage Standardize the way of maintaining cleanliness Practice the 5s daily- make it a
way of life; this means COMMITMENT Clean the workplace; everyone should be an
overseer
24. 24. • Increases space • Machine maintenance • Productivity • Smooth working and time
saving due to quick retrieval • Accidents and mistakes minimized • Results in a place easier
to manage • A clean and tidy workplace leads to greater well being and increased motivation
Advantages of 5S
25. 25. KNOWLEDGE CHECK
26. 26. QUESTIONS 1.) What does 5S stands for? Japanese term and English Equivalent 2.)
Who developed the 5S Method? 3.) What are the 2 signs of disorganization? QUESTIONS
4.) Give at least 3 essentials of 5S. 5.) Give at least 5 advantages of 5S. 6) Imagine you are
inside the computer laboratory. List down steps on how you can apply 5S.
27. 27. ANSWERS SEIRI SEITON SEISO SEIKETSU SHITSUKE Sort/Tidiness Set/Orderliness
Shine/Cleanliness Standardize Sustain/Discipline 1.) Japanese-English Equivalent
28. 28. ANSWERS 2.) Hiroyuki Hirano 3.) a. Cluttered Workspace b. Stress at Work
29. 29. ANSWERS 4.) 3 Essentials of 5S  Personal process  Involves change in behavior 
Promotes sense of pride  Encourages ownership of responsibilities  Boosts morale of the
employee  Tool for motivating people  Means to influence others  It is an emotional
process
30. 30. ANSWERS 5.) 5 Advantages of 5S  Increases space  Machine maintenance 
Productivity  Smooth working and time saving due to quick retrieval  Accidents and
mistakes minimized  Results in a place easier to manage  A clean and tidy workplace
leads to greater well being and increased motivation  Creates workplace ownership 
Company image improves
31. 31. Before
32. 32. After
33. 33. Before
34. 34. After
35. 35. “Work at getting organized like a hobby. Set aside a certain amount of time each day.
While it may indeed take a fair amount of time to establish order, once it is achieved, you will
save more time than you have ever spent.” ~Deniece Schofield
36. 36. Assignment: In a long bond sheet of paper, List down the names of tools and equipment
used in repairing and troubleshooting the computer with its definition.