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What is the 5-S

The logic behind the 5-S practices is that organization,neatness, cleanliness, standardization and discipline atthe workplace are basic requirements for producinghigh quality products ad services, with little or no waste,and with high productivity.

The 5-S has become the way of doing business, not onlyto impress customers but to establish effective qualityprocesses as pre-requisites for good products and

services.

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The 5-S in DETAILS

What is organization (Seiri)?

Organization is about separating the things which are necessary forthe job from those that are not and keeping the number of

necessary ones as low as possible and at a convenient location.

Information Management sort information and organize it.

Most importantly, know what to discard, what to save and how to savethings so that they can be accessed later when needed.

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Stratification Management

- involves deciding how important something is and thenreducing the non-essential inventory.

- ensures that the essential things are close at hand formaximum efficiency.

The key to good stratification management is the ability to makethese decisions about usage frequency and to ensure that thingsare in their proper places.

The way to organize things according to its usage:

Usage Degree of Need (Frequency of Use) Storage Method(Stratification)

Low Things you have not used in the past year Things you have only used one in the last 6-12

months

Throw them outStore at a distance

Average Things you have only used once in the last 2 6monthsThing used more than once a month

Store in a central placein the workplace

High Things used once a weekThings used every day

Things used hourly

Store near the work siteor carry by the person

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ILLUSTRATION# 1:Organized File

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ILLUSTRATION# 2:Disorganized File - Should throw away rubbish

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ILLUSTRATION# 3:Disorganized - Should throw away rubbish

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Which office would you like to work on?

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Would you like to experience a good andsound sleep in this bedroom?

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Differentiation between Need and Want

Once stratification and classification are done, you are in aposition to decide what you want to do with things that you do not use

more than once a year. Save them or throw them away.

SAVE : How much of them do you need?

Most people tend to err in the beginning, on the conservative side

of saving things just in case. But it is crucial that management makea decision: Is it needed?

If NOT get rid of it!

If YES , how much of it is needed?

Get rid of the rest.

If something is borrowed, return to the owner.

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ONE IS BEST

It is worthwhile to emphasize the importance of aprinciple called One is Best.

Ex: One set of Tools/Stationary

One page Memo

One day processing

One stop service for customer

One location file.

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ACTIVITY

1. Why is the principle One is Best important? Why

are the following examples below important in thehousehold and workplace? Explain very briefly.

Ex: One set of Tools/Stationary

One page MemoOne day processing

One stop service for customer

One location file

2. Comment on the saying, Let todays work belong

today.

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What is neatness (Seiton)

Neatness is a study of efficiency. It is a question how you can get the things you needand how quickly you can put them away.

4 things in achieving neatness1. Analyze the status quo start by analyzing how people get things out and put

them away, and why it takes so long.

Typical Problems

a. Not knowing what things are called

b. Not sure where things are keptc. Storage site is far away

d. Repeated trips

e. Hard to find because of many things

f. Not labelled

g. Not there, but not clear whether it is finished or somebody is using it

h. Unclear if spare parts exist (no ledger, nowhere to ask)

i. One brought was defective

j. Hard to get out

k. Too big to carry or too heavy to carry

l. Need to set or assemble

m. No gangway to transport

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2. Decide where things belong

There need to be criteria for deciding this because the absence of criteria anany other pattern will make it impossible to remember where things are supposedto be and will mean that it takes that much longer for them to put things back or

to get them out.

3. Describe how things should be put away. This is critical to functional storage.

Procedures:

a. Everything should have a name

b. A place for everything and everything in its place

c. Quick identification

d. Safe storage (ex. Heavy things on the bottom & etc.)

e. Height considerations

4. Obey the put-away rules. This means always putting back where they belong.

Rules:a. Out of stock decide the minimum stock level and indicate that more are onorder.

b. Somebody is using it have an indication of who is using it and when they willreturn it

c. Lost decide how many there should be. Draw a shadow outline indicating

clearly what is missing.

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What is Cleaning (Seiso)Everyone is a Janitor - Cleaning should be done by everyone in the organization

from the managing director to the cleaner.

Mottos for cleaning are:1. I will not get things dirty

2. I will not spill

3. I will not scatter things right away

4. I will rewrite that have got erased

5. I will tape up things that have come down.

In an office or factory, one will start by graphing out the individual areas ofresponsibility.

What is Standardization (Seiketsu)

- means continually and repeatedly maintaining your organizations neatness andcleaning. It embraces both personal cleanliness and the cleanliness of theenvironment.

Emphasis:

a. Visual Management an effective means of continuous improvement and hasbeen used for production, quality, safety and customer service.

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Methods of Visual Management:

1. Color management color coding(creates a pleasant work environment).

Workers opt for white and other light colored clothes because these colors showthe dirt quickly and they provide a good indicator of how clean the workplace is.They have highlight the need for cleaning.

2. Appropriate Labels most effective method.

b. Transparency an important consideration for standardization. Tools and filesare put in lockers, on closed shelves and under cover to be off sight. Thinginside closed spaces should be in a transparent containers of covers to ensurecleanliness.

c. Visualizing conditions - like ribbons on the fans so everyone can see the breezeand etc.

d. Trouble maps put maps where they are visible for everyone ex. Blueprints offire exits in each room of the hotel

e. Quantification by constantly measuring, quantifying results and analyzing thedate statistically, one can identify the limits to management and spot deviationsbefore they become headaches.

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What is Discipline (Shitsuke)

- Means instilling the ability of doing things they way they are supposed to be

done. Creating good habits in the workplace.- Self-discipline is important. It guarantees the continuity of a daily routine.

- Discipline is a process of repetition and practice. Think of discipline as anintegral part of industrial safety.

The 5S in the officeThe office needs the 5-S to eliminate inefficiencies, to prevent mistakes, and tokeep things running smoothly. The office is for administrative and managerialwork that has to be done effectively and efficiently.

The office is basically the same as factory. They both get raw materials and turn

out a product, the only difference is that the factory deals with tangibles while theoffice deals with the information and paperwork.

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Why is 5-S useful?

The 5-S reflects our attitudes and behavioral patterns. It can help everything we do.

1. 5S is useful because it will help everyone in the organization to live a better life.Implement the 5S at you home first and you will see the real benefit. Then it will

become useful in the office as well (habit forming)2. 5S can form a good basis for QCC(quality control circle) activities. 5S can

provide a very good framework fro improvement.

3. 5S also forms a basis for other quality improvement activities.

4. 5S results in immense benefits to the company. It promotes high in quality andproductivity, keeps cost down, ensures delivery on time, is safe for people to

work and is high in morale.

How to implement the 5S

The 5-S implementation requires commitment from both the top management andeveryone in the organization. The following s teps will help you to achievesuccess:

1. Get Top Management Commitment and be Prepared (sell the idea to theexecutives)

2. Draw up Promotional Campaign (set up timetable)

3. Keeping Records (decisions, problems, action taken and results achieved)

4. 5-S Training

5. Evaluation