5S

IMPLEMENTATION GUIDES
Rev. -
Date __________

Page #0
 5S Guides Table of Contents

Contents Pages
1. How to use the 5S Guides 2
2. 5S Implementation Checklist 3
3. Develop a 5S Implementation Plan 4-6
4. Take Area Photographs 7
5. Finalize a 5S Map 8
6. Perform Area Evaluation 9
7. 5S Check sheet 10
8. 5S Levels of Excellence 11
9. SORT - Tagging Technique 12
10. SORT - Auction 13
11. Prepare for SIMPLIFYING 14
12. SIMPLIFY - Outlining Technique 15
13. SIMPLIFY - Labeling Technique 16
14. SIMPLIFY - Shadow Board Technique 17
15. Perform SWEEPING 18
16. Perform STANDARDIZING 19
17. Perform Team SELF-DISCIPLINE 20
18. Perform Individual SELF-DISCIPLINE 21
19. Measure Results 22
20. 5S Guides Feedback Form 23

Page #1
How to Use the 5S Guides

The 5S Guides are designed to be used as a roadmap to prepare for and perform 5S
activities. The guides are based on lessons learned and the experience of early
pilots. They are not all-inclusive.

To maximize success, 5S implementation leaders are encouraged to contact their

Lean Implementation point of contact for training (if needed) and/or to answer
questions.

The format is the same for each guide:

1. Title of the task.
2. Purpose of the task.
3. When the task is expected to occur.
4. Materials needed to perform the task.
5. Key steps involved in the task.
6. Notes, information, tables, and further explanation of steps, where
applicable.
7. Criteria to let you know when the task has been accomplished.

To use the guides, follow the steps outlined for each task. Refer to the Notes
section for further explanation, if applicable.

Results will vary. Step can be modified according to individual situations. It is

recommended that users apply Plan-Do-Study-Act throughout their 5S
implementation activities.

Act - determine course Plan - identify

of action based on issue & develop
Study; institutionalize Improvement resolution plan
or reevaluate factors Cycle
and go to Plan

Study - Evaluate Do - implement

the results of Do plan

Page #2
5S Implementation Checklist
Purpose

The purpose of this checklist is to provide reliable steps to preparing for and
performing 5S activities in the work area. Included in this checklist is a preferred
sequence of events and corresponding how to guides for each step.

Task 5S Guide
1. Develop your implementation plan Develop Implementation Plan
Create a 5S documentation system
Determine pace of implementation
Draft straw man 5S Map
Determine before 5S photo logistics
Establish visible ways to communicate
5S activities
Coordinate and schedule services
required from support organizations
Make a list of internal arrangements to
be made
Draft time line
Communicate your plan to upper
management Take Area Photograph
2. Photograph the work area
5S Overview - Lean Training Module
3. Educate work group (5S Overview)
Finalize 5S Map
4. Finalize 5S Map
Perform Area Evaluation
5. Perform Work Area Evaluation
6. Perform 5S:
Perform Tagging Technique
a) Perform Sorting Conduct Sorting Auction
Prepare for Simplifying
b) Perform Simplifying
Using Labeling Technique
Using Outlining Technique
Using Shadow Board Technique
c) Perform Sweeping Perform Sweeping
d) Perform Standardizing Perform Standardizing
e) Perform Self-Discipline Perform Team Self-Discipline
Perform Individual Self-Discipline

7. Measure Results Measure Results

8. Repeat from Task #6: Perform 5S per your

work groups plan

Page #3
 Develop a 5S Implementation Plan
Purpose To help work-group leaders plan for 5S implementation in their areas.

When Prior to beginning implementation.

Materials Paper
Pen or pencil
This 5S Guide
Steps Notes
1. Create a 5S Purpose: To have one location, accessible to all, for organizing miscellaneous 5S
documentation materials.
system to Pertinent data may include, but is not limited to:
organize and This plan
store pertinent 5S map
data. Area check sheets
Historical Action Item Lists
a. Determine 5S agreements
type of file. Measures, goals and progress against them
b. Determine
file location. Examples: 3-ring binder, file folder, etc.
c. Inform work
group of Location should be accessible to team members.
location.
2. Determine Purpose: To help you understand the impacts of implementation and determine the pace
the pace of that best supports your needs; clarify expectations.
implementation Consider the following questions:
How much time can we allocate? (Be innovative and realistic.)
Where will we begin - which area, group, etc.? (Be sensitive to personal work
areas versus common work areas.)
How many shifts are involved?
How will we coordinate cross-shift activities?
What will make sense for us? (Pilot small area; use lessons learned to proceed?)

If: Then:
You allocate a full day for Schedule an entire day to conduct 5S overview and initiate
implementation. 5S activities.
Continue on a weekly or monthly basis until 5S methods
become the norm.
You desire Schedule one team meeting to conduct the 5S overview,
implementation through then proceed with implementation in subsequent team
team meetings. meetings until 5S methods become the norm.
You desire an all-shift Schedule 5S overview meeting for employees from all shifts.
kick off implementation Deliver 5S overview
meeting. Finalize 5S map.
Conduct work area evaluation.
Then proceed with implementation in shifts until 5S methods
become the norm.

Page #4
 Develop 5S Implementation Plan
(continued)
Steps Notes
3. Draft straw Purpose: To take a proposed map to the work group for finalizing after you have
man 5S map. coordinated the external boundaries with adjacent organizations. The map will be used
throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into
a. Obtain bite-size pieces.
approved This 5S map will be finalized with the work group following the 5S Overview.
layout of If: Then:
entire work
area. Verify 2nd-level manager has Use the boundaries identified.
all relevant prepared a 5S map.
dimensions. 5S map has not been Obtain area map from Facilities or draw a map (get boundary
b. Coordinate prepared. approval from your 2nd-level manager).
area Communicate with organizations adjacent to your assigned areas to ensure agreement on
boundaries. boundaries.
c. Divide the Define who is responsible for common aisle-ways, stairways, etc.
map into Sizes of sections should require equal amounts of effort to organize and maintain.
workable
Label each section (a,b,c,d, etc.)
sections.
d. Determine Be sensitive to ownership of files and personal work spaces in office areas, when
the number considering boundaries and team assignments.
of people Optimum team size: 4-5 people.
per team (1 Assess the size of your work group.
team per Divide the total number of employees by the number of sections of the 5S map.
section).
4. Determine Purpose: To prepare yourself and your group for whom, how and when photos will be
before 5S taken, considering time and budget.
photograph Based on your implementation pace (see step #2 above):
logistics (who, Consider TIME:
how, and when). If you are planning: And: Then:
A full day of Have photos taken before conducting 5S
implementation. overview.
Implementation in You want to have the Wait until after 5S overview, and before
steps. team present. initial Sorting activities.
Consider BUDGET:
If you are planning: Then:
Arrange for support from Contact Photographer at least two (2)
Photography. days prior to date needed.
Have the team take Obtain a camera. Obtain a camera
photographs. permit (available from Security).
Communicate your plans to the work group, especially if you are taking photographs prior
to the 5S Overview, so they will understand and feel comfortable with the process.
5. Establish Purpose: To serve as a communication tool.
visible ways to Examples: Consider having enough room to post:
communicate 5S - Bulletin Board - 5S Map
activities. - Visibility Wall - Area Photographs
- Notebook/binder - Work group 5S Action Item Log
- Area evaluation, etc.

Page #5
 Develop 5S Implementation Plan
(continued)
Steps Notes
6. Coordinate Purpose: To build collaborative relationships within and across functional lines, and to
and schedule help ensure a smooth implementation with no surprises.
services Consider cross-shift schedules.
required from Acquaint yourself with procedures of support organizations.
support Establish a contact person in each support organization to let them know IN ADVANCE:
organization(s). What you are doing
When
How they might be affected
What you need from them
Find out what the support organization needs from you.
Examples of support organizations (include, but are not limited to): Surplus, Material, Tool
Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc.
7. Make a list of Purpose: To identify all the arrangements needed to proceed with 5S implementation, and
internal to help ensure that nothing slips through the cracks
arrangements to Read the Sorting 5S Guides: Tagging Technique and Auction.
be made. Your list of arrangements includes, but is not limited to:
Research, obtain, and review any documentation about facility standards, filing
guidelines, etc.
Determine date for your work groups initial Sorting Activity.
Schedule 5S Overview with your group.
Order materials for 5S Overview.
Practice 5S Overview delivery.
Schedule upper-level manager to conduct auction, if appropriate.
Designate a holding area for items to be auctioned.
Determine which organizations you might be sending surplus items to (for example,
Tool Rooms, Material, Office Supply, Salvage, etc.).
Consult with Facilities/Maintenance/Housekeeping to help determine (and provide)
types of containers needed to transport unnecessary items (for example, boxes,
dollies, tub skids, etc.).
8. Draft a time Purpose: To schedule all planning and implementation activities, and notify all those
line for 5S involved (internally and externally) so everyone can be prepared.
planning and Include estimated dates for completing all planning activities.
implementation Include estimated dates for performing all other 5S activities.
activities. Post in 5S communication.
9. Purpose: To get buy-in and support from your management.
Communicate Solicit feedback.
your plan to Gain agreement.
upper
management.
10. Check your You will know you have completed this task when:
work. A 5S documentation system has been created, storage location determined, and the
team notified of its location.
The pace of 5S implementation plan for the work area has been determined.
You have determined who, how, and when photos will be taken, and have
communicated this to your group.
A straw man 5S map has been drafted.
A visible method for communicating 5S activities has been established.
All services required from support organizations have been coordinated and
scheduled.
All necessary internal arrangements have been made.
A time line for 5S planning and implementation activities has been created and
posted.
You have communicated your plan to upper management.

Page #6
 Take Area Photographs
Purpose To provide team with a photographic record of their work area serving as a baseline to
measure improvements from.

When Do this per groups previously determined implementation plan

(see 5S Guide; Develop 5S Implementation Plan - Step #4) before you begin Sorting.

Materials 5S Implementation Plan

Straw man 5S map
Camera, camera permit and photographer from work group, or approved arrangements
made with Photography.
This 5S Guide.
Steps Notes
1. Visually Work group/individuals have agreed, and are aware their area is being photographed.
survey the work
area.
2. Determine Try to show as much of each section as possible - widest angle.
best photo angle
for each section.
3. Mark agreed- You will be taking your after 5S photos from the same angle.
upon photo
angles on the 5S
map.
4. Have photos Open doors of cabinets, desks, etc.
taken.
5. Have photos
developed.
6. Post in 5S
communication
area.
7. Check your You will know this task is complete when:
work. Photos have been taken for each section according to angles identified on the 5S
map.
Photos are posted in 5S communication area.

Page #7
 Finalize a 5S Map
Purpose To assist work group and 5S Leader in laying out boundaries and determining team
responsibilities for 5S activities.

When Do this immediately following the 5S Overview.

Materials Straw man 5S Map

Flip chart stand/pad, if applicable
Pen or pencil
This 5S Guide
Steps Notes
1. Assemble
2. Post straw For example: Flip chart, wall, or white board.
man 5S map to
view.
3. Agree on how 5S leader explains how the sections were determined.
the work area is The group provides input - discussing any suggestions.
divided. Any changes are agreed upon by team.
4. Identify a Leave enough room for all team members.
place on 5S map Office operations might consider limiting team activities to common work areas like
to write in the conference rooms, coffee areas, etc.
names of Areas can be identified for individual activities, (cubes, desks, files, etc.).
members for
each team.
5. Record team Team members volunteer and/or are assigned to a section of the map.
members Ensure at least 1 person assigned to each section works in that section.
names for each It is helpful to have a fresh pair of eyes (someone not normally working in that area).
section on 5S Sometimes we cant see the forest for the trees.
map.
6. Post 5S map
in
communication
area.
7. Check your You will know you have completed this task when:
work. Team members for each section have been identified and recorded.
At least 1 person that works in each section is on the team for that section.
Finalized 5S map has been posted in communication area.

Page #8
 Perform Area Evaluation
Purpose To assist work group in assessing their work areas current condition.

When Do this after 5S Overview and immediately before Sorting.

Materials Blank Area Check sheet - (1 per team)

Pen or pencil - 1 per team
Blank Levels of Excellence form (1 per work area)
5S Map
Flip chart stand or pad, if applicable
This 5S Guide
Steps Notes
1. Review Area
Check sheet for
additions and/or
deletions
needed for
teams work
area.
2. Assemble in
work area.
3. Complete Give 1 blank Area Check sheet to each team.
Area Check Each team selects a scribe to read check sheet and place check marks in appropriate
sheet boxes.
Team members go to area assigned (see 5S map).
Area Check sheet is completed per instructions on form.
Team returns to meeting area when done.
After each area has completed an Area Check sheet and reassembled in the meeting area,
continue with Step #3, below.
4. Determine Post the blank Levels of Excellence form on flip chart stand.
Levels of Discuss Area Check sheets completed by each team to help determine the Levels of
Excellence for Excellence for work area.
work area. Fill out Levels of Excellence form for the entire area.
5. File Area
Check sheets in
5S document
system.
6. Post Levels
of Excellence in
5S
communication
area.
7. Check your You will know this task is complete when:
work. Area Check sheets are completed per instructions for each section.
Work area Levels of Excellence form is completed and posted in 5S communication
area.

Page #9
 5S Area Check sheet
Instructions:
1. Scribe reads each statement out loud and records team members response in appropriate box. A consensus of
the team members is needed for each response.
2. If team members respond yes place a check mark in the yes column for that statement.
3. Team members respond no place a check mark in the no column for that statement.
NOTE: The team can add or delete items from the checklist as appropriate for their area.

Sorting Yes No
Do employees know why these 5S activities are taking place?
Has criteria been established to distinguish necessary from unnecessary items?
Have all unnecessary items been removed from the area?
Examples: Excess materials, infrequently used tools, defective
materials, personal items, outdated information, etc.
Do employees understand the procedure for disposing of unnecessary items?
Do employees understand the benefits to be achieved from these activities?
Has a reliable method been developed to prevent unnecessary items from accumulating?
Is there a process for employees to pursue and implement further improvements?
Simplifying Yes No
Is there a visually marked specified place for everything?
Is everything in its specified place?
Is storage well organized and items easily retrievable?
Are items like tools, materials, and supplies conveniently located?
Do employees know where items belong?
Has a process been developed to determine what quantities of each item belongs in the area?
Is it easy to see (with visual sweep) if items are where they are supposed to be?
Are visual aids in use? (For example: signboards, color-coding or outlining).
Sweeping Yes No
Are work/break areas, offices and conference rooms clean and orderly?
Are floors/carpets swept and free of oil, grease and debris?
Are tools, machinery, and office equipment clean and in good repair?
Is trash removed on a timely basis?
Are manuals, labels, and tags in good condition?
Are demarcation lines clean and unbroken?
Are cleaning materials easily accessible?
Are cleaning guidelines and schedules visible?
Do employees understand expectations?
Standardizing Yes No
Are current processes documented?
Do employees have access to information they require?
Is there a method in place to remove outdated material?
Do employees understand the processes that pertain to them?
Does a process exist that enables employees the opportunity to improve existing processes?
Self-Discipline (Sustaining) Yes No
Are safety and housekeeping policies followed?
Is safety data posted in appropriate locations?
Are safety risk areas identified?
Are employees wearing appropriate safety apparel?
Are fire extinguishers and hoses in working order?
Is general cleanliness evident?
Are break areas cleaned after use?
Do employees know and observe standard procedures?
Do employees have the training and tools that are necessary to make this program work?
Is there a confident understanding of and adherence to the 5S's?

Page #10
 5S Levels of Excellence
Instructions:
1. Team discusses results of 5S Area Check sheet(s) completed for all sections of the work area.
2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S categories.
There is no one-to-one correspondence between the number of marks in the yes column on the check sheet(s)
and the level of excellence. The check sheet(s) provides additional information on which to base the teams
subjective opinion.
3. As levels are determined, write the date in the appropriate column for that level (one level per category).
NOTE: The Levels of Excellence form pertains to the entire work area. Work area sections are probably
at different levels. When this happens, the entire work area defers to the lowest level. This applies to
the areas overall rating also.

Level Sorting Date

1 Necessary and unnecessary items are mixed together in the work area.
2 Necessary and unnecessary items separated (includes excess
inventory).
3 All unnecessary items have been removed from work area.
4 Method has been established to maintain work area free of
unnecessary items.
5 Employees continually seeking improvement opportunities.
Level Simplifying Date
1 Tools, supplies and materials randomly located.
2 Designated location established for all items.
3 Designated locations are marked to make organization more visible.
(For example: color coding or outlining)
4 Method has been established to recognize; with a visual sweep, if items
are out of place or exceed quantity limits.
5 Process in place to provide continual evaluation and to implement
improvements.
Level Sweeping Date
1 Factory/Offices and machinery/office equipment are dirty and/or
disorganized.
2 Work/break areas are cleaned on a regular scheduled basis.
3 Work/break areas, machinery and office equipment are cleaned daily.
4 Housekeeping tasks are understood and practiced continually.
5 Area employees have devised a method of preventative cleaning and
maintenance.
Level Standardizing Date
1 No attempt is being made to document or improve current processes.
2 Methods are being improved but changes havent been documented.
3 Changes are being incorporated and documented.
4 Information on process improvements and reliable methods is shared
with employees.
5 Employees are continually seeking the elimination of waste with all
changes documented and information shared with all.
Level Self-Discipline (Sustaining) Date
1 Minimal attention is spent on housekeeping and safety and standard
procedures are not consistently followed.
2 A recognizable effort has been made to improve the condition of the
work environment.
3 Housekeeping, safety policies, and standard procedures have been
developed and are utilized.
4 Follow-through of housekeeping, safety policies, and standard
procedures is evident.
5 General appearance of confident understanding and adherence to the
5S program

Page #11
 Sorting Activity -
TAGGING Technique
Purpose To assist work group in identifying unnecessary items in the work area.

When Do this after area evaluation and before you conduct the Sorting Auction.

Materials 5S map
Pen or pencil
Post-It notes or other method for tagging item
This 5S Guide
Paper for listing auction items (optional)
Steps Notes
1. Assemble in Clarify criteria for tagging. Refer to table in step #2 and expand if necessary.
work area.
2. Team Every individual walks through assigned area and physically touches everything. As each
members item is touched, do the following:
individually
identify If: Then:
unnecessary
items in the Item has a defined purpose and is
assigned work used often enough to be considered Do not tag item.
area. necessary.
Caution: Focus Item has no definite purpose or is Tag item for discussion at "Sorting
on Company-
not needed. Auction."
owned versus
personal Item is determined unsafe and
Tag item to be repaired or replaced.
property. needed.
Tag item to be removed from the
Item is unsafe and not needed.
work area.
Tag item for discussion at "Sorting
Unsure about item's purpose.
Auction."

3. Remove all If: And: Then:

tagged items to Auction can take place immediately following
designated Single Shift
holding area for tagging activity according to team's plan.
auction.
Tagged item is too Determine appropriate process for disposition of
large for team to move. item during auction walk-through.

Hold tagged item for predetermined period prior

to conducting auction.
Multiple Shifts List all tagged items and post list in
communication area for all shifts to preview prior
to auction.
Tagged item is too Determine appropriate process for disposition of
large for team to move. item during auction walk-through.

4. Check your You will know you have completed this task when:
work. All items determined to be unnecessary or unsafe are tagged.
Provisions have been made for cross-shift viewing of tagged items, if applicable.
All easily removed, tagged items have been taken to the designated holding
area.
Plan for disposition of all other tagged items has been determined.

Page #12
 Sorting Activity -
Sorting Auction
Purpose To assist auctioneer in conducting Sorting Auction to dispose of tagged items.

When Do this after Perform Tagging Technique.

Materials Blank Surplus Items Form (attachment at end of this guide)

Work Group 5S Action Item Log (attachment at end of this guide)
All tagged items
This 5S Guide
Steps Notes
1. Assemble in
auction area.
2. Designate 2 1 scribe to document surplus items.
scribes. 1 scribe to document action items.
3. Distribute To designated scribes.
blank surplus
form and action
item log.
4. Hold up each One item is handled at a time.
item for auction.
5. Ask criteria Examples:
questions for - Who needs it? - What is it used for?
each item. - How often do you use it? - How much of it do you need?
- Is it safe?

6. Dispose of If item is: And: Then follow these steps:

each tagged
item. Claimant determines a location for the item.
Claimed
Scribe records action taken on the 5S Action Item Log.
Is still Record the unnecessary item on the surplus form and place
useable. in appropriate container for removal.
Unusable by Discard immediately.
Unclaimed
anyone. Do not record on form.
Item(s) is to Conduct a walk-through of area and develop plan for
large for team disposition of large tagged items.
to move. Scribe records action to be taken on the 5 Action Item Log.

7. Collect Action Post in 5S communication area to be followed up during next 5S meeting.

Item Log
8. Distribute Others may have need for your surpluses items.
copies of surplus Note on the surplus form the date items will be removed from the work area.
form as
appropriate.
9. Remove all On date determined.
unnecessary
items from the
work area.
10. Check your You will know you have completed this task when:
work. All tagged items have been dispositioned.
Surplus form is routed to other organizations which may have use/need for listed items.
Unnecessary items are prepared for return to appropriate organizations (Tool Rooms,
Office Supply, etc.).

Page #13
 Simplifying Activity -
Prepare for Simplifying
Purpose To assist the work group in preparing to organize the work area.

When Do this after all unnecessary items have been removed from the workplace.

Materials Work group 5S Action Item Log.

Pen or pencil.
5S Guides: Outlining Techniques, Labeling Techniques, and Shadow Board
Technique (1 set per team).
This 5S Guide.
Steps Notes
1. Assemble in
work area.
2. Review Refer to 5S Map
section
boundaries.
3. Review Consider the following criteria:
Simplifying Items used daily, store close at hand.
criteria Apply 45 degree rule, minimize at hand.
Use strike zone rule, store items above the knees and below the chest.
One is best, reduce number of duplicated items and storage locations whenever
possible.
4. Distribute 5S 1 set per section team.
Guides for Review techniques outlined in the guides.
performing
Labeling,
Outlining and
Shadow boards.
5. Designate a Labeling is one of the most common techniques. It is generally best to have one label
coordinator to coordinator for the entire work group.
order required
labels for the
entire work
group.
6. Teams are Refer to 5S map.
prepared to go Use 5S Guides where appropriate.
to assigned
sections.
7. Check your You will know you have completed this task when:
work. You have reviewed assigned sections on 5S map.
You have reviewed Simplifying guidelines.
You have reviewed Simplifying techniques.
A label order coordinator has been designated.
Each section team has a set of Simplifying 5S Guides.
Section teams are prepared to go to assigned areas.

Page #14
 Simplifying Activity -
Using Outlining Technique
Purpose To assist work group in outlining all appropriate items/areas in the workplace.

When Do this after locations for all items have been designated according to their use.

Materials Floor tape or masking tape

Marking pen
This 5S Guide

Steps Notes
1. Assemble in
work area.
2. Identify and Examples: (may not be appropriate in all areas)
agree on the External work area boundaries.
items or areas Moveable carts
that require Positioning of overhead projectors on tables
outlining. Location of garbage cans
Walkways
Stationary items in cabinets.
Designated receiving area.
3. Outline the Use masking tape for outlining.
items or areas If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of
identified. approved materials.
4. Label each Legibly print the name of the outlined item or area on the tape.
item or outlined
area.
5. Check your You will know that you have completed this task when:
work. All items and areas identified by team are outlined to show specific location.
All appropriate outlined items and areas are labeled.

Page #15
 Simplifying Activity -
Using LABELING Technique
Purpose To assist work group in labeling all appropriate items in the workplace.

When Do this after locations for all items have been designated according to their use (see Outlining
Techniques guide.

Materials - Masking tape for temporary labels - Marking pens

- Computer-generated labels (as needed) - Work group 5S Action Item Log
- Label machine, if available - This 5S guide
- Blank notebook paper and pen or pencil
Steps Notes
1. Assemble
in work area
and designate
scribe.
2. Apply Use masking tape as temporary label to identify ALL items determined to be necessary for
temporary the work area (may not be appropriate in all areas).
labels to ALL Examples: Contents of: Used for, quantity, proper order, etc.:
items and - File cabinets - Files - Garbage cans - Books - Chairs
locations - Drawers - Shelves - Computers - Supplies
deemed - Tools - Boxes - Stationery - Cleaning Supplies
necessary.
3. Mark each Print legibly:
label The name of the item.
The minimum/maximum number of items (only applicable to multiple items).
4. Identify Record on label when item should be reordered (by date or by item count)
items that
require
restocking.
5. Prepare a Print each label legibly and exactly as it should read.
list for
ordering
permanent
labels.
6. Add order Add to Action Item Log.
labels to work
group 5S
Action Item
Log.
7. Forward list One person coordinates label generation and/or ordering for entire work area.
of label names
to label
coordinator.
8. Check your You will know you have completed this task when:
work. All appropriate items have visible labels.
A list for ordering labels has been prepared.
Label list has been forwarded to label coordinator.
Action item has been recorded on 5S Action Item Log.

Page #16
 Simplifying Activity -
Using SHADOW BOARD Technique
Purpose To assist work group in making a shadow board for organizing supplies and tools in the
workplace. This technique may not be applicable to all areas.

When Do this after locations for all items have been designated according to their use.

Materials Possible construction materials you might need:

- Pegboard - Styrofoam - Hooks - Label maker
- Plywood - Cardboard - Form board - Markers for
outlining
- Plexiglas case - Hangers - Masking tape - This 5S Guide
Steps Notes
1. Assemble in
work area.
2. Identify what Examples: (may not be appropriate in all areas)
supplies/tools Small hand tools
require a Copier supplies
shadow board. Desk supplies
3. Have team Include in your design:
draft on paper An outline of the supplies/tools to be put in the display.
the design of the The layout of how they are to be organized.
shadow board. What materials will be required to build the display.
Where the display will be located when complete.
4. Post the Leave design posted for predetermined period (two days is generally sufficient) to allow
mock-up of the viewing by all shifts.
design in Provide name and phone number of a contact person to receive feedback on mockup.
communication
area for
everyone to see.
5. Gather
materials to
build board.
6. Lay out all
supplies and
tools on the
board per the
design.
7. Outline Use pencil to outline initial placement of item on board.
supplies and Use a more permanent marker when satisfied.
tools as they will
be placed on the
board.
8. Label each Use masking tape for the labels.
outlined item Write the item name legibly on tape.
and its location Use the same name for the item and its location on the board.
with its names. Make/order permanent labels (see Labeling Techniques).
9. Place Refer to design for pre-determined location.
shadow board in
work area.
10. Check your You will know you have completed this task when:
work. All items to be displayed on the board are arranged per the design.
All supplies and tools have been outlined.
All displayed supplies and tools and their locations are labeled.

Page #17
 Sweeping Activities -
Perform SWEEPING
Purpose To assist work group in developing daily visual and physical sweeping activities to assess and
maintain the work area.

When Do this after the Simplifying activities have been completed.

Materials Tape
Paper and pencil
This 5S Guide
Steps Notes
1. Assemble in
meeting area
and designate a
scribe.
2. Prepare a list List shows frequency and responsibility for individual and common areas.
of Visual Activities on list should support Visual Sweeping of work area.
Sweeping Examples of what to check:
activities that - Items are orderly and safe - Equipment is in designated location
need to occur in - Supplies/tools are in designated locations - Supplies/tools are in stock
the work area. - Labels - Item location outline(s) - Shadow board
3. Post the Identify list as Visual Sweeping list
finished Visual
Sweeping list in
the 5S
communication
area.
4. Prepare a list List shows frequency and responsibility for individual and common areas.
of Physical Activities on list should support Physical Sweeping of the work area to maintain
Sweeping cleanliness and order of the work environment.
activities. Examples:
- Dust cabinets - Clean computer - Empty hole punch
- Clean tools - Clean trash can - Sweep floor
5. Post finished Identify list as Physical Sweeping list.
Physical
Sweeping list in
communication
area.
6. Check your You will know you have completed this task when:
work. A list of Visual Sweeping activities and responsibilities is posted for both individual
and common areas.
A list of Physical Sweeping activities and responsibilities is posted for both
individual and common areas.

Page #18
 Standardizing Activity -
Perform STANDARDIZING Activity
Purpose To assist work group in documenting agreements made during 5S activities and to develop a
plan for periodic repetition of 5S activities.

When Do this after Sweeping Activities.

Materials Paper or pen

Visual and Physical Sweeping Lists from Sweeping activity.
This 5S Guide.
Steps Notes
1. Assemble in
meeting area
and designate a
scribe.
2. Review and Do the following:
document Ask, What criteria did we establish for sorting?
Sorting activity. Write down on paper the criteria identified.
Ask, Are the criteria acceptable?
If: Then follow these steps:
Yes Do nothing - no change required.
No Document changes in criteria.
Place agreement in 5S file.
Examples to consider:
Is there an area designated as holding?
Do we tag items and hold in area until auction?
Do we bring Surplus Items list to crew meetings weekly for disposition?
Document process and place agreement in 5S file.
3. Review and Do the following:
document Document agreements (including, but not limited to) those made for:
Simplifying Labeling
activity. Outlining
Shadow boards
Storage and stock quantities of supplies and tools
Safety
4. Review and Do the following:
file Sweeping Obtain Visual and Physical Sweeping lists
activity lists. Ask, Are the activity lists rigorous enough to maintain a safe, clean, and orderly work
area?
If: Then follow these steps:
Yes Do nothing - no change required.
Ask, "What improvements are needed?"
No Document changes in criteria.
Place agreement(s) in 5S file.

5. Establish a Document agreed-upon schedule on note-paper.

schedule for Post in 5S communication area.
periodic
repetition of 5S
activities.
6. Check your You will know you have completed this task when:
work. Documented agreements have been placed in 5S file.
Schedule is in place for periodic repetition of 5S activities.

Page #19
 Self-Discipline Activity -
TEAM
Purpose To assist work group in following through on all 5S agreements made for the work area.

When Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a
regular basis.

Materials Paper and pen

Work group 5S Activity Item Log
Documented 5S agreements
Individual Self-Discipline 5S Guide
This 5S Guide
Steps Notes
1. Assemble in
work area for
visual
assessment and
designate a
scribe.
2. Determine if Ask, Are we following the agreements we put in place as a result of our 5S activities?
the 5S
agreements are If: Then follow these steps:
being followed in Yes Acknowledge and congratulate.
the work area.
List those agreements not being followed.
Ask, "Why not?"
No Ask, "How can we fix it?"
Document agreed-upon solutions.
Place agreement(s) in 5S file."

3. Develop a Be specific.
plan to address Identify responsibilities.
needed Record on 5S Action Item Log.
improvements. Post in communication area.
4. Review Point out its location.
Individual Self- Review purpose.
Discipline 5S
Guide.
5. Check your You will know you have completed this task when:
work. A group assessment has been performed on what has and what has not been
followed through in the work area.
A written plan has been prepared detailing issues that need to be addressed.
Any action items have been added to the 5S Action Item Log.

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 Self-Discipline Activity -
INDIVIDUAL
Purpose To assist individuals in applying 5S agreements to personal work area.

When Do this after Standardizing Activity has been completed in your area.

Materials Paper and pen

This 5S Guide
5S agreement(s)
Steps Notes
1. Go to your The immediate area where you perform most of your daily activities, i.e. cubicle, bench,
work area. etc.
2. Determine Considering your own personal work style, ask yourself:
the effectiveness Am I following the guidelines put in place as a result of 5S efforts?
of your Is my work area safe?
individual Is it neat and organized?
organizing Examples (add/delete as appropriate):
methods in Notebooks neatly stacked and labeled?
support of the In basket cleaned daily?
5S agreement. Posted items neat and organized on wall?
Method for planning/prioritizing work assignments?
Routine use of proper tools and methods?
Daily schedule posted?
Use of in-out boards in the area?
Method for responding to phone messages?
Respond to the following:
IF: THEN:
You are following 5S Ask, "How will I maintain and
agreements. improve?"
You are not following 5S Ask, "What steps can I take
agreements. to improve?"
3. Prepare a This is your own personal plan.
personal 5S Be realistic as you decide what improvements you want to make.
plan. Revisit this plan frequently and make adjustments accordingly.
4. Check your You will know you have completed this task when:
work. A self-assessment has been performed on what is and what is not being followed.
You have prepared a written plan to improve your area using 5S methods.

Page #21
 Measure Results
Purpose To assist team in measuring improvements resulting from Implementation of 5S methods.

When Do this after each completed repetition of 5S activities.

Materials Before 5S photographs

Before Area Check sheets
Levels of Excellence
Surplus list
5S Guides: Take Area Photographs and Perform Area Evaluation
Pen or pencil
This 5S Guide
Steps Notes
1. Take after Follow all steps in 5S Guide, Take Area Photographs.
5S
photographs.
2. Complete Follow all steps in 5S Guide, Perform Area Evaluation
after 5S area Following the development of after 5S photographs and completion of after 5S area
evaluation. evaluation, reassemble work group in communication area and continue with Step #3 below.
3. Analyze Observe improvements (such as organization, cleanliness).
results following Compare before 5S and after 5S evaluations.
evaluation. Estimate value of surplus inventory items. Additional measures to consider.
a) Review Safety (number of injuries/time away from the job).
before and Cycle time.
after Reduced inventory.
photos. Increased usable floor space.
b) Review
before and
after
evaluations.
c) Review list
of surplus
items.
4. Acknowledge
improvements in
your area.
5. Establish Use the above analysis and the plan established during Team Self-Discipline.
your next Refer to Levels of Excellence and write down the agreed-upon next Levels of Excellence
Levels of Goal.
Excellence
Goal.
6. Post your
goal in
communication
area.
7. Communicate
results with
upper
management.
8. Check your You will know you have completed this task when:
work. After 5S photos are posted in communication area.
After 5S evaluation is posted in communication area.
Improvement results have been analyzed and communicated to upper management.
You have established your next Levels of Excellence Goal.

Page #22
5S Guides Feedback

Please take a moment to help improve the 5S Guides. As you work with them, tell us what was helpful and what we
could work on to improve them.

5S Guide Section Title:________________________________________________Date:_______________

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information? Were you able to apply this guide to your situation as written? If not, was it easy to make modifications
to the steps?)

What worked: Work on: (Be specific)

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5S Guide Design: (Was this guide easy to follow? Was the information in the note section helpful? Was something
missing that could have helped you?, etc.)

What worked: Work on: (Be specific)

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Comments:

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Please return this form to 5S Feedback, Thanks! May we call you for clarification on a response, if needed? If so,
please add name and phone number:
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Page #23