VISION

TO KEEP BOTH ONE’S

INTERNAL AND
EXTERNAL HOUSE IN
ORDER, DEVELOP A
SENSITIVITY FOR
ONE’S
SURROUNDINGS AND
A CONCERN FOR THE
ENVIRONMENT AT
LARGE
 5S

BACKGROUND
SINCE THE EARLY 80’S
JAPANESE INDUSTRIES
WIDELY PRACTISED 5S AS A
POWERFUL TECHNIQUE TO
IMPROVE PRODUCTIVITY
AND QUALITY. TODAY, 5S IS
USED IN MANY COUNTRIES
INCLUDING INDIA.
 LEVELS OF
HOUSEKEEPING
• HOUSEKEEPING OF ONE’S
INNER SELF
• FOLLOWING THE 5S
PRINCIPLES AND REDUCING
WASTE
• EXTENDING THE 5S CONCEPT
TO INCLUDE ERGONOMICS
• EXTENDING THE 5S CONCEPT
TO INCLUDE AESTHETICS
• MAINTAINING RECORDS AND
EDUCATING OTHERS
 WHAT IS 5S?

A SYSTEMATIC AND
RATIONAL APPROACH TO
WORKPLACE
ORGANIZATION AND
METHODICAL
HOUSEKEEPING WITH A
SENSE OF PURPOSE
ADVANTAGES OF 5S
• NICE TO WORK IN A CLEAN,
BEAUTIFUL, ORGANISED
WORKPLACE
• TIME TAKEN TO REACH THINGS
MINIMIZED
• LESSER TIME WASTED IN
MATERIAL HANDLING
• PROBLEMS DETECTED FAST
• MACHINE/PRODUCTION DOWN-
TIME REDUCED
• LOWER COST OF PRODUCTION
• MORE USABLE SPACE
ADVANTAGES OF 5S
(Contd.)

• BETTER PREVENTIVE
MAINTENANCE
• HIGHER EMPLOYEE
INVOLVEMENT
• REDUCTION IN
ERRORS/DEFECTS DUE TO
STANDARDIZED PROCEDURES
• CONSISTENT AND BETTER
QUALITY PRODUCT
• HIGHER PRODUCTIVITY
• LESSER ACCIDENTS
• HIGHER EMPLOYEE MORALE
• MORE TIME FOR IMPROVEMENT
ACTIVITIES
 ELEMENTS OF 5S
5S COMPRISES 5 SIMPLE STEPS

1. SEIRI -> SORTING OUT

2. SEITON -> SYSTEMATIC
ARRANGEMENT
3. SEISO -> SPIC AND SPAN
4. SEIKETSU -> SERENE
ATMOSPHERE/
SANITISING
5. SHITSUKE -> SELF
DISCIPLINE
 STEP 1 - SORTING
IDENTIFY AND SORT TO SEGREGATE
USABLE FROM NON – USABLE ITEMS

SORTING

SCRAP NOT IN WORKING ORDER IN WORKING ORDER

REWORKABLE REJECTED NECESSARY UNNECESSARY

REWORK DISCARD REPAIRABLE NO POTENTIAL USE

REPAIR DISCARD

UNREPAIRABLE PONTENTIALLY USEFUL

DISCARD MOVE TO REQUIRED LOCATION

REQ.SPL.DISPOSAL

ARRANGE DISPOSAL

DISCARD

USABLE ITEMS
STEPS FOR SORTING

• REMOVE ALL GARBAGE AND

UNNECESSARY TOOLS FROM
SHOP-FLOOR
• REMOVE UNNECESSARY
PAPERS FROM FILES
• DISCARD OLD FILES,
STATIONERY NOT IN USE
• GIVE HORIZONTAL & VERTICAL
LOOK(WALLS & FLOOR) TO
REMOVE ALL UNNECESSARY
ITEMS
• CLEAN WALKWAYS
 BENEFITS OF
SORTING
• SAVES FLOOR SPACE
• HELPS TO GET RID OF
OBSOLETE ITEMS
• GIVES A CLEAR IDEA OF
MATERIAL IN STOCK
• PREVENTS INCIDENCE OF
UNNECESSARY BUYING
• BETTER UTILIZATION OF
EXISTING MATERIAL
 STEP II

SYSTEMATIC
ARRANGEMENT

A RATIONAL. ORDERLY
AND METHODICAL
ARRANGEMENT OF ALL
ITEMS WE USE, RE –
WORK OR WRITE – OFF.
HOW AND WHERE TO
STORE
BRAINSTORM ON THE
FOLLOWING:
HOW AND WHERE CAN IT BE:
• EASILY STORED?
• EASILY IDENTIFIABLE?
• EASILY RETRIEVABLE?
• EASILY RETURNED TO
ORIGINAL LOCATION?

IS THE STORAGE AREA EASILY

IDENTIFIABLE
STEPS FOR SYSTEMATIC
ARRANGEMENT
• ENSURE RATIONAL LAYOUT OF
MACHINES,EQUIPMENT,CABINETS
• PLACE FREQUENTLY USED ITEMS AT
THE POINT OF USE
• PRE-FIX A PLACE FOR EVERYTHING
AND PUT EVERYTHING IN PLACE
• USE LABELS, COLOUR CODES TO
IDENTIFY
• USE INDEX FOR
FILES,RECORDS,DRAWINGS
• PLAN STORAGE WITH EASY
RETRIEVABILITY
• MIXED UP ITEMS IN CABINETS
SHOULD BE ORGANISED
• MAKE CABINETS, SHELVES,RACKS
SELF EXPLANATORY THROUGH
IDENTIFICATION AIDS
• HAVE VISUAL CONTROLS FOR
CHECKING MISSING ITEMS
 PLACEMENT ON THE
BASIS OF FREQUENCY
OF USE
USABLE ITEMS

THINGS CONSTANTLY
THINGS OCCASIONALY SELDOM USED BUT STILL
IN USE(HOURLY,
USED (MONTHLY) NEEDED(QUARTERLY)
DAILY,WEEKLY)

PLACE CLOSE
PLACE IN WORK AREA PLACE IN STORES
TO MACHINE
 STEP III

SPIC AND SPAN

• CLEANING NOT FOR
BEAUTIFICATION ALONE BUT
WITH A SENSE OF PURPOSE
• KEEP OWN MACHINES AND
WORKPLACES CLEAN THROUGH
• SWEEPING FLOORS AND
SURROUNDINGS
• DUSTING TO MAKE DIRT FREE,COBWEB
FREE
• WIPING TO MAKE
OIL,GREASE,MOISTURE FREE
• POLISHIN AND PAINTING
• MAINTAINING SPARKLING
CLEANLINESS
• INSPECTING FOR ANY PROBLEMS
• IDENTIFYING ROOT CAUSES AND
ESTABLISHING CORRECTIVE ACTION
STEPS TO SPIC AND
SPAN
• DEVELOP STANDARDS OF
CLEANING
• CLEAN UP WORKPLACE AFTER
USE
• CLEAN UP MACHINES AND
TOOLS AFTER USE
• CLEAN UP SUPPLY LINES(NO
LEAKAGE,BLOCKAGE,CLOGGIN
G WITH OIL/DIRT)
• ASSIGN CLEAR
RESPONSIBILITIES AND
SCHEDULES FOR CLEANING
• CLEAN WASTE BINS AT END OF
SHIFT/DAY
 STEPS TO SPIC AND
SPAN (Contd.)
• CLEAN LIGHTS
BULBS,FANS,SHADES,REFL
ECTORS
• PAY SPECIAL,ATTENTION
TO
SCRAPYARD,GARDENS,GO
DOWNS
• SCRAP AND CHIPS FROM
MACHINES COULD FALL
DIRECTLY INTO
COLLECTING BINS
USE BRAIN – STORMING AND
PROBLEM SOLVING TECHNIQUES TO
IDENTIFY ROOT CAUSE OF PROBLEMS
FOR CORRECTIVE ACTION
BENEFITS OF SPIC AND
SPAN
• CLEAN MACHINES AND FLOOR
EXPOSE PROBLEMS LIKE MACHINE
CRACKS/OIL LEAKAGE FAST
• FAST CORRECTIVE ACTION
• TOOLS WELL LAID OUT
• SMOOTHER MATERIAL FLOW
• INVENTORY LEVELS CAN BE FOUND
• LESSER PRODUCTION DOWNTIME
• PRIDE TO EMPLOYEES
• GREATER CONFIDENCE OF
CUSTOMERS
• HIGH PRODUCT QUALITY ACHIEVED
 STEP IV

SERENE
ATMOSPHERE/
STANDARDIZATION
FOLLOWING OF EARLIER
3S’s,STANDARDIZED WORK
PROCEDURES,MAINTAININ
G SAFE AND HYGENIC
CONDITIONS IN WORK
PLACE CONTRIBUTE TO A
SERENE ATMOSPHERE
STEPS TO SERENE
ATMOSPHERE
IDENTIFY 5S AREAS

DEVELOP STANDARDS/EVALUATION
CRITERIA WITH WORKMEN (SOP’s,
HOUSEKEEPING STANDARDS)

ESTABLISH CHECKING PROCEDURE 5W + 1H

ESTABLISH FEEDBACK PROCEDURES 5W + 1H

 STEPS TO SERENE
ATMOSPHERE
• WEAR NEAT AND CLEAN
UNIFORM
• WEAR PROTECTIVE CLOTHING
• PROVIDE ADEQUATE LIGHTING,
VENTILATION,EXHAUST
• CHECK ELECTRICAL
WIRING,CABLES,SWITCHES
• MAINTAIN SANITARY/HYGENIC
CONDITIONS IN
WASHROOMS,LOCKER
ROOMS,CANTEENS AND
KITCHEN
• EARMARK SMOKING AND
EATING AREA
 STEPS TO SERENE
ATMOSPHERE (Contd.)
• LOOK FOR HEAVY
NOISE,VIBRATION AND
HEAT MACHINES ,ANALYSE
FOR ROOT CAUSE AND
TAKE ACTION
• CREATE VISUAL CONTROL
SYSTEMS
• DEVISE WAYS TO EXPOSE
HIDDEN PROBLEMS
• CREATE STANDARDS
 BENEFITS OF SERENE
ATMOSPHERE
• STANDARDIZED PROCEDURES
MINIMISE ERRORS
• PRODUCTIVITY INCREASES AS
DEFECTS GO DOWN
• EASIER WORKING CONDITIONS
• SAFER WORKING CONDITIONS
• NUMBER OF NEW PROBLEMS
EXPOSED AND SOLVED
• MORE OPPORTUNITIES TO MAINTAIN
AND IMPROVE QUALITY
• OWNERSHIP AND SENSE OF PRIDE
AMONG EMPLOYEES
 STEP V
SELF DISCIPLINE

TRAINING, SINCERITY AND

CONSTANCY OF PURPOSE IN
FOLLOWING
THE RULES AND STANDARDS
DEVELOPED IN THE
EARLIER 4S’s
 STEPS TO
SELF DISCIPLINE
• CREATE AWARENESS OF 4S
• DEVELOP ACTION DETAILS FOR
MAINTAINING STANDARDS
• MAKE THEM EASILY
UNDERSTANDABLE
• GIVE SPECIFIC DIRECTIONS
• DISPLAY CORRECT WORK
PROCEDURES ON THE FLOOR
• CORRECT DEVIATIONS ON THE
SPOT
 STEPS TO
SELF DISCIPLINE (Contd.)
• MAINTAIN PUNCTUALITY

• CONDUCT AUDITS

• DEMONSTRATE SINCERITY
IN FOLLOWING RULES

• SHARE SUCCESS TO
ENTHUSE OTHERS
 CRITICAL
FACTORS/STEPS IN
IMPLEMENTING 5S
• TOP MANAGEMENT
COMMITMENT
• LEADERSHIP BY LOCATING
HEAD
• AWARENESS TRAINING
PROGRAMME FOR ALL
EMPLOYEES (CONCEPTS,
RULES, STEPS, BENEFITS)
• LAUNCHING OF 5S
PROGRAMME, PROMOTION
THROUGH BADGES, POSTERS,
BOOKLETS, BANNER
• ALLOCATION OF FUNDS
• IDENTIFICATION ON 5S AREAS
 CRITICAL
FACTORS/STEPS IN
IMPLEMENTING 5S
(Contd.)
• TEAM FORMATION INVOLVING
WORKMEN
• DEVELOPING STANDARDS
• GUIDANCE, TRAINING, SORTING
OUT PROBLEMS
• DEVELOPING AUDIT
CHECKLISTS
• PUBLISHING AUDIT RESULTS
• REVIEWING AUDIT FINDINGS,
FOLLOW UP CORRECTIVE
ACTION
• HOLDING COMPETITIONS -
AWARDS
 METHODOLOGY

STEPS
1. ALL EMPLOYEES TO
UNDERGO HOUSEKEEPING
(HK) TRAINING
2. A VISION STATEMEMT TO BE
EVOLVED AND STARTED WITH
ALL EMPLOYEES
3. DIVIDE THE ORGANISATION
INTO CONVENIENT ZONES
4. DIVIDE EACH ZONE INTO
CONVENIENT SUB-ZONES
5. DECIDE ON DATE(S) FOR
LAUNCHING HK IN EACH
ZONE/SUB-ZONE
 METHODOLOGY
(Contd.)

6. TAKE PLEDGE

7. APPLY 5S PRINCIPLES,
STEP BY STEP

8. FORM AUDIT TEAMS

9. CARRY OUT AUDITS

IMPLEMENTATION OF
5S
IDENTIFY EXISTING STATUS UNDER 5S CONCEPT

IDENTIFY SPECIFIC WEAKNESSES

DETERMINE ROOT CAUSES OF EACH

DETERMINE SOLUTION

TAKE REMEDIAL ACTION

TAKE PREVENTIVE ACTION

ASSIGN RESPONSIBILTY THROUGH 5W + 1H

VERIFY WHETHER ACTIONS ARE EFFECTIVE

REVIEW PERIODICALLY

THINK & LOOK FOR BETTER IDEAS

 CRITERIA FOR GOOD
HOUSEKEEPING
AWARD
• SPACE OCCUPIED
• EASE OF RETRIEVAL
• INGENIOUS STORING
METHODS
• WASTE ELIMINATION
• AESTHETICS
 DETAILS OF 5S
OPERATIONS IN A
ZONE
• Each zone to be subdivided into sub-
zones
• Each sub zone to have a main
coordinator. All others working in that
sub-zone to work jointly with the main
coordinator.
• Each member of the sub-zone may be
assigned a specific task based on mutual
consent/convenience.
• Based on the auditor’s checklist, each
member will be required to maintain a
retention plan of all documents.
Documents whose ‘DESTRUCTION
DATE’ cannot be decided, should bear a
review date(D 30.9.95)
• All members to maintain a list of all items
in his/her custody and their respective
locations (refer annexure)
 DETAILS OF 5S
OPERATIONS IN A
ZONE (Contd.)
• A paper destruction day to be observed
once a quarter.
• Every employee to spend 10-15 minutes
a day towards HK.
• If need be, a change in layout may be
carried out.
• Employees may voluntarily beautify their
work area.
• To introduce as many visuals as possible
• To keep things in their assigned
places(Annexure)
• An internal bulletin on HK is
recommended
• On-going training programmes on HK
• Competitive ‘benchmarking’ among
zones
 5 STAGES OF
HOUSEKEEPING
FLOOR IS DIRTY AND FULL OF
1 UNNECESSARY MATERIALS

2 UNNECESSARY MATERIAL AND DIRT IS

FOUND SWEPT TO THE WALLS

SHOP-FLOOR AND OFFICE FLOOR IS CLEAN BUT

3
TOOLS, PAPERS, FILES,
MATERIAL ARE DISORGANISED

4 STORES, YARD, GARDEN, M/C, OFFICE, SHOP-FLOOR

ARE CLEAN,FURNITURE, DOCUMENT,
MATERIAL ARE ORGANISED

5 FACTORY, OFFICE, CANTEEN, WASHROOMS,

GARDEN ARE SPIC AND SPAN
5S AUDIT CHECKSHEET : SEIRI
Division Department Section

ACTION TO
TITLE ITEM CHECK POINTS MARKS
BE TAKEN
Seiri(Sorting) Litter on Cleaned
Floor periodically
Machinery Dust free/no
unused machinery

Furniture Clean/properly
arranged
Tools/Jigs No unnecessary
tools and jigs
WIP Identified
Non Identified/not
conforming present in work
product place
RM Identified/no
unused material
Posters/notic Clean/updated
e boards
Files/tags/dat Unwanted papers
a sheets removed. No
obsolete items
around

Misc. items Identified,stored

Rating: Very Good:5 Total

Poor:1

Remarks: Signature(Audit team)

5S AUDIT CHECKSHEET : SEITON
Division Department Section
CHECK ACTION TO
TITLE ITEM MARKS
POINTS BE TAKEN
Seiton(System Walk-way Clean Aisle
atic marking
arrangement)
Placement of In place/in
items working order
Jigs/Tools/Dies
Measuring In place/in
Equipments working order
Files/Documents In place/in
working order
Furniture -do-
Fire -do-
Extinguishers
Stacking method Stack height/
arrangement
Shelves/ Labeled
Cabinets
Floor/Ceilings No leaky roofs,
No cracks on
floors/walls
Layouts Present at entry
point
Posters/notice Placed properly,
boards easy to read
Lights/Fans Properly placed
Rating: Very Good:5 Total
Poor:1

Remarks: Signature(Audit team)

5S AUDIT CHECKSHEET : SEISO

Division Department Section

CHECK ACTION TO
TITLE ITEM MARKS
POINTS BE TAKEN
Seiso(Spic & Floor Dust free/dry/no
Span) litters
Walls/ceilings Cobweb
free,clean

Machinery Clean/dust
free/properly
oiled
Cleaning Brooms/swabs/s
facilities oap/towel/brush
es etc in place
Water/electricity/ No leakage/no
oil lines blockage/clean
Light/Fans Dust free

Waste bins Placed

logically,cleaned
periodically
Total
Rating: Very Good:5
Poor:1

Remarks: Signature(Audit team)

5S AUDIT CHECKSHEET:SEIKETSU
Division Department Section

CHECK ACTION TO
TITLE ITEM MARKS
POINTS BE TAKEN
Seiketsu Light/Fans Adequate/Prope
(Serene r
atmosphere/Sa
nitizing)
Noise Not noisy work
environment
Washrooms Clean, soap,
towels in place
ventilated
Canteens Hygienic, pest
free, cobweb
free, cleaning
arrangements
present
Smoking Areas
designated/rules
followed
Roofs No leaking roofs
Standards Procedures
present work
standards set
Total
Rating: Very Good:5
Poor:1

Remarks: Signature(Audit team)

5S AUDIT CHECKSHEET:SHITSUKE
Division Department Section

CHECK ACTION TO
TITLE ITEM MARKS
POINTS BE TAKEN
Shitsuke Procedures Correct
(Serene procedures in
atmosphere/St correct places
andardization)
Training Down the line
training of all
staff
Safety Understanding
App. Protective
clothing
following safety
reuls abiding by
set rules
Uniform Clean uniforms

Time schedules On time, every

time

Work schedules Planned and

followed
Total
Rating: Very Good:5
Poor:1

Remarks: Signature(Audit team)

 5S AUDIT
• Form an audit-team for each zone consisting
of 4-5 members. The members should belong
to that zone. One member, however, may
belong to another zone so as to maintain
impartially
• AUDITOR’S CHECKLIST
– Documents maintained
as per retention plan 10 points
– Other items at their assigned places 10 points
– Innovative methods of storage/
Visual display system,etc. 5 points
– Cleanliness/Hygiene 5 points
– Space Released 5 points
– Reporting of Waste Reduction 5 points
– Aesthetic aspect 10 points
– Safety aspect 15 points
– Auditee’s Personal Appearance 5 points
– Layout 5 points
– Lighting Level 5 points
– Noise Level 5 points
– Temp/Humidity 5 points
– General Ergonomics 10 points

• Auditing to be carried out once a month or once

in two months, based on the above checklist
 PLEDGE
IT SHALL BE Y CONSTANT ENDEAVOUR
TO MAINTAIN MY OFFICE(SHOP) IN
GOOD ORDER,BY:
• ASSIGNING A PLACE FOR
EVERYTHING AND KEEPING IN ITS
PLACE
• WEEDING OUT UNWANTED MATERIAL
PERIODICALLY AND DISCARDING
THEM
• KEEPING MY WORK AREA NEAT AND
CLEAN
• MINIMISING WASTE IN ALL AREAS
UNDER MY CONTROL
• STRIVING TO IMPROVE THE OVERALL
AMBIENCE OF THE OFFIVE THAT
WOULD, IN TURN, HELP IN WORKING
EFFECTIVELY AND EFFICIENTLY
THANK YOU