The 5S concept is a widely used system for organising and maintaining a clean, safe, and efficient workplace. It is a fundamental tool used in Lean Management and Total Quality Management (TQM) programs. The 5S concept originated in Japan and was first used by Toyota in the 1960s. The term “5S” stands for five Japanese words, each beginning with the letter “S”, and they are Seiri (Sort), Seiton (Set in Order), Seiso (Shine), Seiketsu (Standardize), and Shitsuke (Sustain). In-depth explanations of the 5S concept and why it is important for businesses to implement it are discussed below.
The 5S concept.
- Seiri (Sort) – Remove unnecessary items from the workplace
- Seiton (Set in Order) – Arrange necessary items in an organised and easily accessible manner
- Seiso (Shine) – Clean and maintain the workplace
- Seiketsu (Standardize) – Establish standardised processes and procedures for maintaining the workplace.
- Shitsuke (Sustain) – Develop a culture of continuous improvement and adherence to the 5S principles
Principle 1 – Seiri (Sort).
Sort, also known as “seiri,” which translates to “tidiness,” is the first step in the process of the 5S concept. By removing items that don’t belong in the area, the Sort stage aims to reduce clutter and make space. This could include old equipment, paperwork, or tools that are no longer used. By removing these unnecessary items, the workplace becomes less cluttered, making it simpler for workers to discover swiftly and effectively what they need. This procedure also helps to free up important space, which can be used for more productive purposes.
Organizing the Workspace.
Organizing the workplace is the first step to following the first principle of the 5S process. Look closely at the supplies, equipment, and materials in a work area for this stage. Keep only those things in that area that are required or helpful for the work being done there. Remove everything else from the picture.
Some of the items that were taken will need to be recycled or thrown away. Other items should be returned to their “homes,” which may be a different work procedure or location. You might discover certain things, nevertheless, about which you are unsure.
Labelling the unknown Things.
Labelling the unknown things is a way that helps to sort your work area. Use a tag if you come across something that you are unsure of the ownership of or that you are unable to identify. ” Tagging” briefly affixes a tag with a location and time description to the item.
Then, all tagged tools, supplies, and equipment from all work areas are gathered in one spot to serve as a “lost and found” for those items. Each workspace’s supervisors should periodically examine the tagged collection area to see whether anything was missed. Take everything that belongs in a workspace from there.
Changing the tags on items.
The tagged collection area may have items waiting for a very long period. In that instance, it appears that the original work area or from where that item originated no longer needs it. However, it might be valuable somewhere else. Items may be kept in the tagged collection area for thirty days in one usual method. Any supervisor may then claim the item for their office after that. After another week, if no one has expressed interest, the item may be completely removed from the facility. You can either sell, recycle, or discard it.
It could be wiser to put something away for later use if the organisation will absolutely need it, but not at the moment. Make sure you will genuinely need something in the future before storing it. Then make a concrete strategy for removing that item from storage at a certain period in the future. Most importantly, without a valid reason, avoid keeping anything “just in case,” and keep a record of what has been kept.
Principle 2 – Seiton (Set in Order).
The second step of the 5S concept is Seiton, which means “Set in Order.” Once unnecessary items have been removed from the workplace, the next step is to organise and arrange the remaining items in an efficient and logical manner. This could involve grouping similar items together or placing frequently used items in a location that is easily accessible. The goal of this step in the 5s concept is to create a more efficient and productive workplace by reducing the time and effort needed to find the necessary items.
Tools that are regularly used should be kept close to where they are utilized. Leftover supplies, tools, and other resources that aren’t frequently used can be maintained in one place and shared by several teams. Additionally, equipment that is frequently used together, such as drills and drill bits, should be kept next to one another in storage. Even though each of these choices will be reasonable on its own, it could be challenging to keep track of everything. Making a 5S map as part of this procedure can be useful.
What is a 5S map?
A diagram or floor plan known as a 5S map gives a general picture of a work area, procedure, or station. It also gives a graphic representation of the locations and connections between the workers, suppliers, tools, and travel routes. Not only that, but a good map may also provide a description of the activities taken on in the area highlighted.
You could discover one method to be simpler than another depending on the demands of your facility as well. Create a plan first, then put it into action. Next, arrange the workspace in its physical entirety before creating a plan. Further, create a map as you go, test ideas, and note what is effective. The final 5S map should be preserved as a training tool, used as a guide in subsequent steps of the 5S concept, and updated over time as the work area changes, regardless of the method used to develop it.
Distributing the plan.
Each storage facility has to be designated after storage sites are assigned. To make it easier for employees to instantly recognise what is within each cabinet, label the outside of the doors. Then, identify any inside shelves to indicate the proper placement of various goods. Bins, rack labels, and other storage systems can all use the same concepts.
To make sure that each instrument is simple to return to its proper storage location, several facilities employ a “shadow board” for tool storage. With this method, a label that matches the tool’s size and form is placed where it belongs. Not to mention, employees can quickly identify where each item belongs and determine if it is present or not by scanning the area. That leads to no more wasting time digging through cabinets and containers. There are ways to organise the floor as well. Floor marking tape can be used to identify workspaces, traffic routes, and locations where supplies and finished goods are kept.
Principle 3 – Seiso (Shine).
The third step of the 5S concept is Seiso, which means “Shine.” This step involves cleaning and maintaining the workplace. This includes cleaning equipment, machinery, floors, and surfaces. By maintaining a clean and tidy workplace, employees can reduce the risk of accidents and injuries. Plus, a clean workplace also promotes a sense of pride and professionalism, which can also help to boost employee morale.
Regular cleaning.
Shine goes well beyond sometimes moving a broom about. It entails routine cleaning of every area of the workspace, typically twice weekly, in addition to a daily wipe-down. It’s important to note that the Shine step is not intended to be a task for the janitorial or maintenance crew. Each employee is responsible for keeping their personal workspace and tools tidy.
This strategy has many advantages. Employees will typically keep their own workstations cleaner during routine operations. Most importantly, the risks or challenging conditions will be understood and accounted for. Moreover, things that are out of place or missing will be noticed. The workplace should be kept as clean as possible, and everyone should be willing to pick up rubbish. But for this 5S concept to produce the optimum outcomes, each employee must take ownership of their own workspace.
Seiso (Shine) as a Preventive Maintenance Strategy.
It will be beneficial in many ways to keep work areas tidy. One significant benefit is that leaks, cracks, or misalignments are simple to detect. If the individuals responsible for maintaining the area’s cleanliness are also those who often work there, they will be able to spot any issues right away.
If those issues go undiscovered and unfixed, it could lead to equipment failure, safety risks, and decreased production. The system can contribute to a preventative maintenance program with the ongoing cleaning and inspections employed in the Shine step of the 5S concept. By doing so, the 5S concept can increase the lifespan of machinery and lessen the need for emergency downtime.
Principle 4 – Seiketsu (Standardize).
The fourth step of the 5S concept is Seiketsu, which means “Standardize.” This principle of the 5S concept involves creating standardised processes and procedures for maintaining the workplace. This could also include developing a checklist for cleaning tasks, establishing guidelines for the proper use and maintenance of equipment, or creating a system for organising and labelling tools and materials. Furthermore, by standardising processes and procedures, businesses can ensure consistent quality and reduce errors.
Documenting work plans and programs.
Making sure that the decisions you make for your 5S program are documented can help to ensure that your work doesn’t simply vanish. The 5S map you created in the second step in the process of the 5S concept can be incorporated into your new standard for the region. The method you employ for tagging items in the first principle of the 5S concept can also be documented and incorporated into the standards in a similar manner.
Even if you put your decisions in writing, you still have the chance to change your mind anytime. The goal of this 5S concept is to improve your workplace, not to immobilise it. Standards for your facility are created by you, and you are free to modify them to meet evolving business requirements or new facts.
Methods for Standardization.
Informing your employees of your decisions regarding how to alter your working procedures is extremely vital in this step of the 5S concept. A crucial component of the Standardize stage is this communication.
The followings are the frequently used methods in this procedure of standardising.
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The 5S checklists.
Making a list of each step in a process makes it simple for employees to follow through to the end. Additionally, it offers a straightforward auditing tool for later progress checks.
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Work cycle diagrams.
Deciding on a schedule or frequency for each task that needs to be completed in a workspace will also help in standardising work. After that, it is better to give a specific employee responsibility. In addition, to answer queries and encourage accountability, the resulting chart can be put in plain sight.
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Signs and labels for procedures.
Right where it will be needed, provide operation guidelines, cleaning instructions, and preventative maintenance techniques.
Principle 5 – Shitsuke (Sustain).
The fifth and final step of the 5S concept is Shitsuke, which means “Sustain.” This step involves developing a culture of continuous improvement and adherence to the 5S principles. This could involve providing training to employees on the importance of maintaining a clean and organized workplace, encouraging employees to identify and report any issues, or providing incentives for employees who consistently adhere to the 5S concept and principles. Further, by creating a culture of continuous improvement, businesses can ensure that the benefits of the 5S concept are sustained over the long term.
Continuously implement the 5S principles.
The 5S concept was designed to be a continuing cycle rather than a one-time event. This is crucial since early 5S triumphs might pave the way for issues. The end outcome could be an even worse mess if open space is created during the Sort step and then allowed progressively to fill it with tools and materials without any structure. The answer is to continuously implement the principles of the 5S concept as a routine component of everyday work. Sustainability is a crucial step in the 5S concept because of all these reasons.
In various businesses, maintaining and sustaining a 5S program can imply various things, but there are several components that all effective programs have.
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Support of the Management.
The 5S procedures won’t endure without a clear commitment from managers. The work procedures of the 5S concept should be audited, and managers and supervisors should also solicit input from employees. In addition, they must also give employees the time, space, and resources they need to complete their work properly.
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Visiting departments.
It will be easier to acquaint your whole workforce with the procedures at your facility if you send teams from one department to visit other departments. This process of the idea of “cross-pollination” encourages people to think of fresh approaches to enhancing the 5S concept implementation.
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Reforming training.
Your workplace may alter over time as a result of the addition of new machinery, goods, or regulations. If this occurs, update and reform your 5S work standards to reflect the modifications and offer training on the new standards.
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Advance audits.
The standards developed as part of the 5S concept program should set clear, quantifiable objectives. An audit that is conducted on a regular basis to check on those goals can offer crucial information and direction to your business.
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Evaluations of performance.
Include performance in each employee’s evaluation once you have determined that your goals are practical and logical. Along with that, appreciating good performance from teams and individuals and posting overall results to motivate others so that each team may see how they stack up against the rest of the facility.
Why is this 5S Concept Important?
There are numerous reasons why the 5S concept is important for businesses to implement. The followings are some of the main reasons why the 5S concept is important.
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Improve workplace safety.
First and foremost, the 5S concept can help to improve workplace safety. By removing unnecessary items and maintaining a clean and organised workplace; businesses can reduce the risk of accidents and injuries. A cluttered workplace can create hazards, such as tripping or slipping hazards, which can result in injuries or accidents. By implementing the 5S concept, businesses can create a safer and more productive workplace.
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Improve workplace efficiency.
Secondly, the 5S concept can help to improve workplace efficiency. By eliminating waste and improving processes, the 5S concept can help to increase efficiency and reduce costs.
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Increase the productivity of the workplace.
The 5S concept creates a clean, organised workplace, and it can help to improve productivity by reducing the amount of time employees spend searching for tools, equipment, and information.
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Enhancement of the quality.
Following the principles of the 5S concept leads to standardising processes and improving communication. Therefore, the 5S concept can also help to improve the quality of products and services.
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Boost employee engagement.
Last but not least, the 5S concept encourages employee involvement and ownership, which can help to improve engagement and morale in the workplace.Overall, the 5S concept is an effective methodology for creating a workplace that is clean, organised, and efficient. It can help to improve productivity, safety, efficiency, quality, and employee engagement, making it a valuable tool for any organisation.
