5S Area Check sheet Instructions: 1. Scribe reads each statement out loud and records team member's 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 Do employees know why these 55 activities are taking place? Yes _No 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 Examples: Excess materials, infrequently used tools, defective materials, personal items, outdated information, etc.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? Ts there a process for employees to pursue and implement further improvements? ‘Simplifying Yes No Ts there a visually marked specified place for everything? Is everything in its specified place? Ts storage well organized and items easly retievable? ‘Are items lke fools, 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 fo 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 worldbreak areas, offices and conference rooms clean and orderly? ‘Are floorsicarpets swept and free of cil, grease and debris? ‘Are tools, machinery, and office equipment clean and in good repair? Ts 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 Is there a method in place to remove outdated material?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 safely risk areas identified? ‘Are employees wearing appropriate safely apparel? ‘Are fire extinguishers and hoses in working order? Ts general cleanliness evident? ‘Are break areas cleaned afler 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 #115S Levels of Excellence Instructions: 1. Team discusses results of "SS 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 team’s, 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 area's overall rating also. Level Sorting Date |__| Necessary and unnecessary lems are mixed together in the work area, 2 | Necessary and unnecessary items separated (includes excess inventory). 3__[All unnecessary tems have been removed from work area “4 | Method has been established to maintain work area free of unnecessary items. 5 __ | Employees continually seeking improvement opportunites. 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} 2 | Method has been established to recognize, with a visual sweep, ifilems are out of place or exceed quantity limits. | 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 | Worklbreak areas are cleaned on a regular scheduled basis, 3___| Work/break areas, machinery and office equipment are cleaned dail “4__| Housekeeping tasks are understood and practiced continual 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 haven't been documented '3__| Changes are being incorporated and documented, “4 _| Information on process improvements and reliable methods is shared with employees. | 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 safely and standard procedures are not consistently followed. 2 | Arecognizable 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, safely policies, and standard procedures is evident 3 _ | General appearance of confident understanding and adherence to the 5S program. Page #12Sorting Activity - TAGGING Technique Purpose | To assist work groupin identifying unnecessary tems inthe work area. When | Do this afer area evaluation and before you conduct the Sorting Aveton Materiats |» 58 map Spon pene + Postit notes or other method for tagging tem + Thess Guise + _Paper fring aueton tems (optona) Stops {Notes 1. Assembla” | Canty entra for tagging. Refer to table n step #2 and expand if necessary work ate Z Team’ | + Every Invi walks tough asigned area and physialy Touches evening, As eaah members tems tovched, Jo he following indi identify If. Then: unnecessary | Too has a defined purpose ands assigned work lused often enough to be considered |Do not tag item, area. necessary. Caution: Focus | lem has no denis purpose ors | Tag item for discussion at "Soring on Company- . Srned pany, | [not needed. lAuction. Personal tem is determined unsafe and ‘Tag item to be repaired or replaced. property. needed. Item is unsafe and not needed. Fag tem to be removed fom the work area. : Frag item for discussion at "Sorting ui bout it Insure about item's purpose. tion 3. Remove all Tf ‘And: Then: tages ters to single shir |Auction can take place immediately following gesiated > tagging activity according to team's plan auction. HTagged item is too [Determine appropriate process for disposition of large for team to move. litem during auction walk-through. Hold tagged item for predetermined period prior ito 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. Check your work. + You wil know you have completed ths task when 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 #13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 ‘Stops | Notes 4. Assemble in auction area 2. Designate 2 scribes. 3. Distribute blank surplus form and action item log, ‘4. Hold up each item for auction, = T scribe to document surplus items. #1 scribe to document action items. * To designated scribes + One item is handled at a time. 5. Ask enteria | 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? = Isit safe? ach tagaed item i ‘And: Then follow these steps: item. [Claimant determines a location for the item Claimed | ———P|scrive records action taken on the 5S Action tem Log is sti Record the unnecessary item on the surplus form and place| useable. in appropriate container for removal Unusable by |Discard immediately Unclaimed | nyone [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 § Action item Log. 7, Collect * Post in 5S communication area to be followed up during next 5S meeting ‘Action Item Log 8, Disirbute [+ Others may have need for your surpluses tems. copies of surplus form as appropriate, 9. Remove all unnecessary items from the work area 10. Check your work. + Note on the surplus form the date items will be removed from the work area. + Ondate determined, ‘You will know you have completed this task when: “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 #14Simplifying Activity - Prepare for Simpli 9 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 58 Guide. ‘Steps | Notes 1. Assemble in work area, 2, Review = Refer to 6S 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, 4, Distribute 5S Guides for performing Labeling, Outlining and ‘Shadow boards. 5. Designate a coordinator to order required labels for the entire work group. 6. Teams are prepared to go to assigned sections. 7. Check your work. 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. ‘+ Tset per section team, ‘+ Review techniques outlined in the guides. + Labeling is one of the most common techniques. Itis generally best to have one label coordinator for the entire work group. + Refer to 8S map. + Use 5S Guides where appropriate. = You will know you have completed this task when: *You have reviewed assigned sections on 5S map. -You have reviewed Simplifying guidelines. *You have reviewed Simplifying techniques. “Alabel 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 #15,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 §8 Guide ‘Steps | Notes 4. Assemble in work area 2, Identity and [+ Examples: (may not be appropriate in all areas) agree on the Extemal work area boundaries. items or areas that require Moveable carts 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 | 4 if using floor tape, contact Facilties/Maintenance for list, availabilty, and proper usage of identified approved materials. 4 Labeleach | Legibly print the name of the outlined item or area on the tape. item or outlined area, 5. Check your work. * You will know that you have completed this task when All items and areas identified by team are outlined to show specific location. Al appropriate outlined items and areas are labeled Page #16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 4, 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). % Identify |» Record on label when item should be reordered (by date or by item count) items that require restocking 5 Prepare a [+ Print each abel egy and exaclly as f should read st for ordering permanent labels. 6. Add-order |» Add to Action Item Log labels to work group 58 Aelion Item Log. 7. Forward list | » One person coordinates label generation andlor ordering for entre work area of label names to label coordinator. 8. Check your work. * You will know you have completed this task when ‘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 #17Purpose Simplifying Activity - Using SHADOW BOARD Technique 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 8S Guide ‘Steps | Notes 4. Assemble in work area 2. Identify what suppliesitools Examples: (may not be appropriate in all areas) ‘Small hand tools require a Copier supplies shadow board, Desk supplies 3. Have team | Include in your design: draft on paper the design of the shadow board, , Postthe mock-up of the design in 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 supplies and tools as they will be placed on the board. 8. Label each outlined item and its location with its names. @. Place shadow board in work area 10, Check your work. ‘An outline of the supplies/tools to be put in the display. The layout of how they are to be organized What materials will be required to build the display. Where the display will be located when complete, = Leave design posted for predetermined period (two days is generally sufficient) to allow viewing by all shifts. + Provide name and phone number of a contact person to receive feedback on mackup, + Use pencil to outline initial placement of tem on board = Use a more permanent marker when satisfied, = Use masking tape for the labels + Write the item name legibly on tape. + Use the same name for the item and its location on the board. + _ Make/order permanent labels (see “Labeling Techniques’) = Refer to design for pre-determined location. = You will know you have completed this task when: Al 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 #18Purpose When Materials ‘Steps 41. Assemble in meeting area and designate a scribe. 2. Prepare alist of “Visual Sweeping" activities that need to occur in the work area Sweeping Activities - Perform SWEEPING To assist work group in developing daily visual and physical sweeping activities to assess and maintain the work area, Do this after the Simplifying activities have been completed. + Tape + Paper and pencil + This 68 Guide Notes + _ List shows frequency and responsibilty for individual and common areas, + Activities on list should support “Visual Sweeping” of work area, © Examples of what to check Items are orderly and safe ~ Equipment is in designated location - Suppliesitools are in designated locations _- Supplies/tools are in stock = Labels = Item location outlines) = Shadow board 3, Post the finished “Visual ‘Sweeping’ lst in the 5 communication area, ‘4. Prepare alist + Identify ist as "Visual Sweeping” list * List shows frequency and responsibilty for individual and common areas, of'Physical | «Activities on lst 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 “Physical ‘Sweeping’ list in ‘communication area, %. Check your work > Identify ist as hysical Sweeping’ lst. ‘= You will know you have completed this task when: 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 #19Purpose When Materials. ‘Steps 4. Assemble in meeting area and designate a scribe, 2. Review and document Sorting activity, 3, Review and document Simplifying activity. “4. Review and Standardizing Activity - Perform STANDARDIZING Acti To assist work group in documenting agreements made during 8S activities and to develop a plan for periodic repetition of 5S activities, Do this after Sweeping Activities. + Paper or pen + Visual and Physical Sweeping Lists from Sweeping activity + This §8 Guide. Notes Do the following: * Ask, “What criteria did we establish for sorting?” © Write down on paper the criteria identified. + _Ask, “Are the criteria acceptable?” Tf ‘Then follow these steps: ‘Yes [Do nothing - no change required No |Document changes in criteria Place agreement in 5S fle + Examples to consider + ‘ls there an area designated as ‘holding” 10 we tag items and hold in area until auction?” 10 we bring “Surplus Items" lst to crew meetings weekly for disposition?” ‘Document process and place agreement in 5S fil. Do the following: * Document agreements (including, but not limited to) those made for: + Labeling Outlining ‘Shadow boards Storage and stack quantities of supplies and tools + Safety = Do the following file Sweeping | « Obtain Visual and Physical Sweeping ists activity lists. ‘+ Ask, ‘Are the activity lists rigorous enough to maintain a safe, clean, and orderly work Then follow these steps: [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 8S communication area periodic repetition of 5S activities. %. Check your work. = You will know you have completed this task when: Documented agreements have been placed in 5S file. ‘Schedule is in place for periodic repetition of 5S activities. Page #20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 ona regular basis. Materials |» Paper and pen © Work group 5S Activity Item Log * Documented 6S 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 6S activities?’ the 5S agreements are it Then follow these stops: being followed in Yes [Acknowledge and congratulate. the work area. List those agreements not being followed JAsk, "Why not?" No JAsk, "How can we fix it?” Document agreed-upon solutions, Place agreements) in §S file." 3 Developa [+ Be specif. plan to address | Identity responsibilities. needed * Record on 5S Action Item Log. improvements. | , post in communication area Review + Point out its location Individual Set |. Review purpose. Discipline 5S Guide: 5. Checkyour [+ You wil 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, ‘Awitten plan has been prepared detailing issues that need to be addressed, ‘Any action items have been added to the 5S Action Item Log. Page #21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 88 Guide +58 agreement(s) Steps | Notes 1. Gotoyour | + The immediate area where you perform most of your daily activities, Le. cubicle, bench, work area etc. 2. Determine the effectiveness of your individual organizing methods in support of the 5S agreement. ‘= Considering your own personal work style, ask yourself “Am | following the guidelines put in place as a result of 5S efforts?” Is my work area safe?” "Is it neat and organized?" © Examples (add/delete as appropriate) Notebooks neatly stacked and labeled? In basket cleaned dally? Posted items neat and organized on wall? Method for planningipriontizing 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 tothe following ia THEN: You are Tollewing 8S JAsk, "How will | maintain andl lagreements. improve? You are not following 5S Ask, "What steps can |take lagreements. to improve?” 3, Prepare a personal 5S plan. + This is your own personal plan. + Be realistic as you decide what improvements you want to make. ‘+ _ Revisit this plan frequently and make adjustments accordingly. 4, Check your work. = You will know you have completed this task when: 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 5 methods. Page #22Measure Results Purpose | To assist team in measuring improvements resulting from Implementation of 8S methods When | Do this after each completed repeiion of 6S activities Materials |» “Before 5S" photographs + “Before” Area Check sheets + “Levels of Excellence” © Surplus lst ‘5S Guides: “Take Area Photographs" and “Perform Area Evaluation” © Pen orpereil + _This 5S Guide ‘Steps | Notes J, Take ator” | +” Folow al stpein SS Gute, “Tak Area Photographs photographs. 2. Complete | » Follow all taps in 5S Gulde, ‘Perform Area Evaluation® “after 55" area__| Following the development of “alter 5S" photographs and completion of ‘after SS" area evaluation valuation, reassemble work group in communteation 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 tems, Adaitional measures to consider a) Review Safety (numberof injurtes/time away from the job) b) evaluations, ©) Review list of surplus items. Cycle time. Reduced inventory. Increased usable floor space. @, Acknowledge improvements in your area 5. Establish | » Use the above analysis and the plan established during Team Sell Discipline your nest + Refer to “Levels of Excellence’ and write dowm the agreed-upon next Levels of Excellence evels of Goal 6. Post your goal in ‘communication area, 7. Communicate results with upper management. 8. Check your work. > You will know you have completed this task when: + “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 #23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: 5S Guide Content: (Were the steps clear? Were the instructions clear? Was there enough information? Too much information? Were you able to apply this guide to your situation as writen? If not, was it easy to make modifications to the steps?) ‘What worked Work on: (Be specific) 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) Comments: 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: Name Phone’ Page #24