GSS –

“5S” Workplace Management

Workplace…
A Workplace is…
Where the value added activity is being performed
by people using suitable equipment, materials and
tools
Contributing to the business results in terms of
operational effectiveness and efficiency
A place for great opportunity to strengthen your
organizational culture
A Workplace is NOT…
Where the non-value added activity is being
performed by people
Contributing to the business results in terms of
operational effectiveness and efficiency
Hidden Factory
The Hidden Factory is the set of activity (or activities) in the process that result in reduction of effectiveness or efficiency
of a business process or manufacturing plant, and is not known to people or others seeking to improve the process.

5S focuses on identifying "hidden factory" activities to

eliminate the seven wastes in the workplace.
1) Inventory
2) Waiting or Delays
3) Defects
4) Over Production
5) Motion

6) Transportation
7) Over-Processing
What is 5S?
Originally developed by Hiroyuki Hirano for manufacturing companies in
Japan for managing workplace (GEMBA) by five pillars approach:
1S: Sorting (SEIRI)
2S: Se-in-Order (SEITON)
3S: Shine (SEISO)
4S: Standardize (SEIKETSU)
5S: Sustain (SHITSUKE)
The principles of 5S is well suit to any type of workplace like warehouse,
laboratory, production shop, office, etc. will benefit from the structure
and efficiency this model provides.
5S is sometimes called the five pillars because just like the physical pillars
that hold up a structure, 5S has five elements that support the
effectiveness of the system. And just like the pillars of a building, if one
was to weaken or fail, the entire structure would fall.
Why 5S?
Before you start 5S implementation in your organization,
you have to understand the importance of the 5S based
on the context of your organization: TPM
Know the Purpose…
Understand the Product and application GMP Lean
Know the workplace…
Understand the key elements of your process 5S
Know the importance…
QMS TQM
Understand the critical requirements…to be managed
Initiate 5S…
EHS
Create your own model suitable for your organization or
workplace towards achieving your business goals
Goals of 5S…
The key objectives of 5S implementation in the workplace is to
continuously improve the PQCDSM: P Productivity
Productivity: By the way of doing work more efficiently
Quality: By the way of doing the work more effectively
Q Quality

Cost: By the way of utilizing the resources more efficient manner

C Cost
Delivery: By the way of lean manufacturing (eliminating 7 wastes)
Safety: By the way of safe workplace and Safe Behaviour D Delivery
Morale: By the way of employee motivation and empowerment
Kaizen and Innovation
S Safety
Kaizen and innovation is the key for the successful implementation
of the 5S in the workplace.
M Morale
S1: Sorting (Seiri)
5S begins with the Sort step: Clearing unwanted items for the current process from the workplace (Gemba).
Sort is the cornerstone of 5S and will help get rid of problems such as:

-> Equipment, Tools and materials impeding workflow

-> Wasted time looking for parts, tools, and products Get rid of Clutters in
-> Stockpiling unnecessary and expensive inventory
-> Safety hazards resulting from clutter the Workplace
The goal of Sort is to eliminate all the unneeded tools and materials and create a space free of clutter.
This allows for a workflow free from distraction.
A good rule of thumb is: “If you do not use it on a daily basis, throw it out.” Leave only the things you
absolutely need to get your job done. This includes tools, materials, and machinery.
When executing the Sort step, you must be vigilant and ruthless. Doing this first step correctly will lay
the groundwork for 5S and ensure a successful implementation of the 5S model.
Identifying unneeded parts and tools is not always an easy task. Employees and managers get so used
to the chaos that they don’t even see it anymore.
5S has an effective tool that will help you with your sort process: red tags.
Guideline for S1…
Materials, Equipment, Tools, etc. in

Necessary Set-in-Order
the Workplace

Sorting Uncertain Decide in the Meeting

Unnecessary Red Tag

Red Tag System
Red Tag

It helps you to identify objects that need to be removed from the

workplace.

When you see something you think may need to be removed, you
put a red tag on it. This lets everyone know this item needs to be
evaluated.

Just follow simple steps in red tag system:

Identify the item (Red Tag it) -> Hold it for sometime (15-30
Days) -> Move to Red Tag Area -> Dispose it
(Recycle/Reuse/Scrap) -> Record in Red Tag Register.

The Red Tag holding area is a location where items are placed until
you determine their value.

For example, say you have a equipment/tool/material that you

haven’t seen anyone use in a long time, but you aren’t sure you
should get rid of it. Place it in the red tag holding area with a date on
it, perhaps for a month from now. If that date passes and no one has
used the tool, you can safely assume it’s not needed and remove it
from the workplace.

On the other hand, if you determine an item is still needed, remove

the red tag and find an appropriate location to store it.
S2: Set-in-Order (Seiton)
Set in Order is the process of putting
everything in order that is easy to get to.
Easy to Access and Quick
All items should be clearly marked so
anyone can easily find its proper home. Retrieval System
The goal of S2 is to create a system and
consistent way to store and retrieve
equipment, tools and materials.
The key action here is identification and
arrangement.
The user must develop this system based on
how often the equipment, tools and
materials are accessed and the process that
uses them.
S2 is to improve quick access and
retrievability.
Guidelines for S2
Some guidelines for Set-in-Order:

Materials, Equipment, Tools,

etc. in the Workplace
 If items are used together, store them Frequent Use
Keep near the
WP
together
Keep in Common
Set-in-Order Common Use
 Put frequently used items closest to the user Place
Keep Away from
Rare Use
 If possible, devise a let-go system in which the WP
tools are attached to a retractable cord and
automatically go back to the stored position
 Place items so the user doesn't need to bend
or twist much to access them Arrange tools and Buffet Layout
materials in order of use
 Obey ergonomics factors for personnel health
and safety
The Set in Order step utilizes several strategies
to accomplish its goals.
 Facility for S2
Labels and Stickers: A key component of any organizational program, labeling is
the easiest way to quickly and visually identify proper placement of tools,
materials, and equipment.
Line Marking: Painted or taped lines are often associated with safety (pedestrian
paths, forklift and equipment paths, etc.), but they are also very useful for
marking work areas, as well as locations for pallets, raw materials, finished
goods, shipping, and other static locations.
Color Coding: Color coding of materials, equipment and tools by painting,
stickering, marking, etc. are more effective way of visual controls in the
workplace.
Floor Plan Layouts: Tool outlining means creating a visual outline of your
equipment, tool and materials, so you can quickly return it to its proper home.
Handling and Storage Facility: Facility for handling and storage of tools,
materials and machines such as storage tanks, racks, bins, pallets, hooks, etc.
S3: Shine (Seiso)
You eliminated clutter with Sort and you organized with Set in Order. Now it’s time to
Shine.
Clean &
Shine means removing all the dirt and grime and keeping the workplace clean and
hygiene. You want to get it clean and keep it clean. Hygiene
When you implement this step, two things will happen: Workplace
First, your employees will like coming to work in a clean environment.
Second, because you are keeping the workplace in great shape, you will be able to
achieve zero incidents in the workplace.
In the 5S system, cleaning is everyone’s responsibility – Start with “Big Cleaning”
You must train your employees to visualize dirt and chaos as an intolerable situation.
This must be a culture that is followed from the top to bottom of the organization.
Schedule your cleaning program for best results. Train your employees to do it
correctly. Utilize schedules and checklists and diagrams for consistency.
Inspection and Maintenance
Cleaning is not the only facet of Shine.

The daily Shine ritual should also include inspection and routine maintenance.

As your employees are doing their daily cleaning routine, they should be
inspecting tools and equipment for functional or damage as well.

Include this in the daily checklist to make sure it gets done.

Periodic routine maintenance should also be done at this time.

Clean and properly maintained tools and machines also increase safety in the
workplace.

Example: What if an employee sees a spillage or leakage that wasn’t there

before or notices a safety hazard? If it’s a quick fix, put a maintenance tag on it
and notify your supervisor.

If something needs further evaluation, there should be a maintenance log you

can fill out that will ensure further action.

Everything is coming together. The groundwork has been set for a successful
5S implementation.
S4: Standardise (Seiketsu)
Everything is coming together. The groundwork has been set for a successful 5S
implementation. Now we move on to the next pillar that will be the glue that
keeps it all together: Standardize.
Standardised
Standardize creates a well-organized workplace of activities that will ensure the
principles of 5S are performed on a daily basis. Workplace
We all have our own way of doing things.
This kind of individuality is great in our personal lives because it makes life more
interesting. But non-conformity can be unproductive in the workplace.
If your employees start doing things their own way, then things will start to get
missed and conditions will slowly begin to deteriorate.
The Standardize pillar utilizes work instructions, schedules, checklists and visual
controls that can be easily followed so each step of 5S is performed exactly the
same way every day.
This way, each employee knows what he needs to do, when he needs to do it, and
exactly how to do it. There is no room for uncertainty.
 Guideline for S4
For better standardization, you will have to adopt some basic principles of 5S
in this stage like:
1) Work Standard: You have to define activities being carried out on daily
basis in the workplace such as production, quality control, packing, etc.
by referring appropriate standards and guidelines.
2) Criteria & Methods: You have establish criteria and methods for various
products and processes by referring applicable standards or codes.
3) Visual Controls: You have to implement appropriate visual controls such
as signs, caution, colour codes, direction, signals, etc. in the workplace
so that you can have silent workplace.
4) Plans and Schedules: You have to plan and schedule all routine activities
in the workplace and communicate to all stakeholders with suitable
means.
5) Checklists: Use of checklists for verifying routine activities with respect
to safety and quality is essential for some critical activities.
S5: Sustain (Shitsuke)
Sustain gives your staff the commitment and motivation to follow each step, day in
and day out.
Regular
Once you start the 5S method at your organization, you will see improvements very
quickly. But the key to long-term success is simple: diligence. Audits
Trainings: Continuous training will enable the workforce to think and act more on
the workplace towards improvement
Trainings
Audits: A scheduled audit is the key for sustaining the system in the workplace by Meetings…
mitigating the issues.
Meetings: Regular meetings (multi-level) is essential for review and taking
necessary decisions and actions for timely improvements.
If there is nothing to keep you motivated, you will start to cut corners and slip.
The fifth pillar, Sustain, is designed to keep your staff motivated and on track.
Take concrete steps to make sure 5S doesn't fall by the wayside.
The five suggestions on the next page can help Sustain 5S and keep your program
functioning well.
Guideline for S5
Standardize uses three steps to make sure that the 5S pillars are getting done
consistently and correctly:

1) Make sure each employee knows his responsibilities. If employees don’t

know exactly what is expected of them, then how can they do it? They should
have a clear understanding of their daily and weekly Sort, Set to Order, and
Shine tasks. Their responsibilities should be clearly written out on a checklist or
a chart so they can be easily accessed throughout the day.

2) Make it a part of their daily routine. If you train your employees correctly,
they will execute the steps of 5S without even thinking about it.

3) Periodic evaluation. Once the steps are in place, you can evaluate
performance at regular intervals. You can either form a committee made up of
employees from different sections or assign evaluation to section supervisors.
Either way, you will need a system to ensure tasks are consistently getting done.

4) Rewards and Recognition: Encourage people in the organization towards

practicing 5S and achieving business goals through kaizen and innovation.
Recognize individuals and team work contributing to the change in the
organization.

S4 and S5 are essential to the success of your 5S implementation. If your staff

has procedures to follow to complete the steps, you will ensure long-term
success and reap all of the rewards of 5S.
5S Tools Box
You have use the following essential tools, methods and techniques for the effective
implementation of the 5S system in your organization:
S1: Red Tag System
Suggestion
S2: Coding System, FIFO, 3C, etc.
S3: Schedules & Checklists
Kaizen QC
S4: SOPs, OPL, Visual Controls, Kanban, etc.
S5: Suggestion, Kaizen, Gemba Audit, OJT, etc.
Other Supporting TMTs like:
OPL SOP FIFO
1) 7QC Tools for Problem Solving
2) PDCA for Improvements
VCS OJT JIT
Questions & Feedback…

Learnings Take Away

Likes

Comments Questions

Thinking
Thanks…