5S IMPLEMENTATION GUIDES Rev. - Date5S Guides Table of Contents Contents How to use the 5S Guides 5S Implementation Checklist Develop a 5S Implementation Plan Take Area Photographs Finalize a 5S Map Perform Area Evaluation 5S Check sheet 5S Levels of Excellence SORT - Tagging Technique SORT - Auction Prepare for SIMPLIFYING SIMPLIFY - Outlining Technique SIMPLIFY - Labeling Technique SIMPLIFY - Shadow Board Technique Perform SWEEPING Perform STANDARDIZING Perform Team SELF-DISCIPLINE Perform Individual SELF-DISCIPLINE Measure Results 5S Guides Feedback Form Page #2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. . Purpose of the task. . When the task is expected to occur. . Materials needed to perform the task. . Key steps involved in the task. OaARYON . 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 Improvement issue & develop “Study’; institutionalize Cyole resolution plan or reevaluate factors and go to "Plan J Study - Evaluate Do - implement the results of "Do" plan Page #3,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 SS Overview - Lean Training Module 3, Educate work group (5S Overview) “Finalize 58 Map” 4. Finalize 5S Map “Perform Area Evaluation” 5. Perform Work Area Evaluation 6 Perform 58: “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” “Perform Sweeping” ©) Perform Sweeping ‘Perform Standardizing” d) Perform Standardizing erform Team Self-Discipline” e) Perform Self-Discipline ____ “Perform Individual Self-Discipline” jeasure Results” 7. Measure Results 8. Repeat from Task #6: “Perform 5S" per your work group's plan Page #4Purpose Develop a 5S Implementation Plan To help work-group leaders plan for SS implementation in their areas. ‘When | Prior to beginning implementation Materials | + Paper = Pen or pencil + This 68 Guide Steps | Notes 1. Createa5S | « Purpose: To have one location, accessible to all, for organizing miscellaneous 5S documentation materials. system to . Pertinent deta 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. . Inform work groupof | group o Location should be accessible to team members. 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 shits are involved? How will we coordinate cross-shift activities? What will make sense for us? (Pilot small area; use lessons leamed to proceed?) if Then: lYou allocate a full day for| Schedule an entire day to Conduct 6S ovendew and iniliate implementation, ISS 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 lteam meetings. meetings until 5S methods become the norm. lYou desire an all-shift [Schedule 5S oveniew meeting for employees from all shifts kick off implementation |Deliver 5S overiew meeting, Finalize 5S map. |Conduct work area evaluation Then proceed with implementation in shifts until 5S methods become the norm. Page #5Develop 5S Implementation Plan (continued) Steps | Notes 3. Draft'straw | Purpose: To take @ proposed map to the work group for finalizing after you have man” 5S map coordinated the extemal boundaries with adjacent organizations. The map will be used throughout 8S activities to clarify boundaries, assign responsbblities, and divide tasks into a. Obtain bite-size pieces. approved | «This 8S map willbe finalized with the work group following the 5S Overview. layout of it Then: entire work en area, Verity | {2nd-level manager has [Use the boundaries identified all relevant | |prepared a 5S map. dimensions. |5S map has not been [Obtain area map from Facilites or draw a map (get boundary b. Coordinate | [prepared, [approval from vour 2nd-level manager} age o + Communicate with organizations adjacent to your assigned areas to ensure agreement on . Divide the boundaries. * Trap into, | * Define who is responsible for common aisle-ways, staiways, etc Workable | * Sizes of sections should require equal amounts of effort to organize and maintain. sections. | * Label each section (a.b.c.d, etc.) 4. Determine |» Be sensitive to ownership of files and personal work spaces in office areas, when the number considering boundaries and team assignments. ofpeople | « Optimum team size: 4-6 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, how, and when). 5, Establish visible ways to communicate 5S activities, Consider TIME: if you are planning: An Then: [A full day of Have photos taken before conducting 5S implementation. lovenviow. implementation in__ | You want to have the |Wait until afler 55 overvew, and before steps. team present. initial Sorting activties. Consider BUDGET: If you are planning: Then: [Arrange for support rom |Contact Photographer at Teast 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, + Purpose: To serve as a communication tool Examples: Consider having enough room to post: ~ Bulletin Board -5S Map = Visibility Wall - Atea Photographs - Notebook/binder = Work group 5S Action Item Log ~ Area evaluation, ete. Page #6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. series + Consider cross-shift schedules required from | int yourself wit s of support organizations. cae Acquaint yourself with procedures of support organizatior organization(s). Establish a contact person in each support organization to let them know IN ADVANCE: 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 alist of intemal arrangements to be made. 8, Drafta time Purpose: To identify all the arrangements needed to proceed with 5S implementation, and to help ensure that nothing slips through the cracks Read the "Sorting” 5S Guides: “Tagging Technique” and "Auction" Your list of arrangements includes, but is not limited to Research, obtain, and review any documentation about facility standards, fling guidelines, etc. Determine date for your work group's 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.) Purpose: To schedule all planning and implementation activities, and notify all those line for 5 involved (internally and externally) so everyone can be prepared planning and |. include estimated dates for completing ll planning activities. implementation |, inchide estimated dates for performing all other 5S activities. activities + Postin 5S communication, 9. * Purpose: To get buy-in and support from your management. Communicate * — Solicit feedback. your pian to * Gain agreement. upper management 10. Check your work. You will know you have completed this task when. + ASS 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 Avvisible method for communicating 5S activities has been established. All services required from support organizations have been coordinated and scheduled, All necessary intemal arrangements have been made. time line for 5S planning and implementation activities has been created and posted. ‘You have communicated your plan to upper management. Page #7Purpose Take Area Photographs To provide team with a photographic record of their work area serving as a baseline to measure improvements from When | Do this per group's 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 68 Guide, ‘Steps | Notes 4, Visually Work grouplindividuals have agreed, and are aware their area is being photographed. survey the work area, 2. Determine best photo angle for each section, 3. Mark agreed- Upon photo angles on the 5S. map. 4. Have photos taken, 5. Have photos developed. 6. Postin 5S communication 7. Check your work * Try to show as much of each section as possible - widest angle. = You will be taking your “after 5S" photos from the same angle. = Open doors of cabinets, desks, etc. + You will know this task is complete when: Photos have been taken for each section according to angles identified on the 5S map. Photos are posted in 5S communication area, Page #8Purpose Finalize a 5S Map 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 standipad, if applicable © Pen or pencil + This §8 Guide ‘Steps | Notes 4. Assemble 2. Post ‘straw man" 5S map to view. 3, Agree on how the work area is divided. 4, Identify a place on 5S map to write in the names of members for each team, 5. Record team members’ names for each section on 5S. map. 6. Post 5S map ‘communication area. 7. Check your work. + For example: Flip chart, wall, or white board ‘= 5S leader explains how the sections were determined. + The group provides input - discussing any suggestions. #__Any changes are agreed upon by team. * Leave enough room for all team members, + Office operations might consider limiting team activities to common work areas like conference rooms, coffee areas, etc = Areas can be identified for individual activities, (cubes, desks, files, etc.) * Team members volunteer and/or are assigned to a section of the map. + Ensure at least 1 person assigned to each section works in that section, + Itis helpful to have a fresh pair of eyes (someone not normally working in that area). ‘Sometimes we can't see the forest for the trees. = You will know you have completed this task when: ‘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 #9Perform Area Evaluation Purpose | To assist work group in assessing their work area's 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 team’s 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 retums 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. % Determine [+ Post the blank "Levels of Excellence” form on fp 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, 3. File Area Check sheets in 5S document system. 6. Post ‘Levels of Excellence’ in 5S communication area, 7. Check your work, = You will know this task is complete when: ‘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 #10