Implementing 5S Methodology:

The First Step Toward Workplace Efficiency

5S is one of the first tools that can be applied in a company that is starting down the path of the
continuous improvement culture. A 5S implementation helps to define the first rules to eliminate
waste and maintain an efficient, safe, and clean work environment. It was first popularized by Taiichi
Ohno, who designed the Toyota Production System and Shigeo Shingo.

Benefits of 5S
 Reduced costs
 Higher quality
 Increased productivity
 Greater employee satisfaction
 A safer work environment

Some common visual tools used in 5S

Floor Marking Tape

These tapes can be used to outline work cells, mark the locations where equipment or
materials are placed, or highlight hazards. They come in a variety of colors and patterns, and
can also be used on shelves, workbenches, cabinets, and other surfaces.

Labels and Signs

These visuals use text, colors, and symbols to convey information. They can indicate the
contents of drawers, call out hazards, or tell people where to store parts. Many styles and
sizes exist, and some businesses even choose to make these in-house with a label and sign
printer.

Shadow boards & Toolbox Foam

These visuals are helpful in workspaces with a lot of tools. Shadow boards use cutouts of
tools that are placed behind the spot where a tool hangs on a pegboard. Toolbox foam works
similarly, except it fits into a toolbox drawer. The tool's shape is cut out of a top layer of
foam, so a bright bottom layer of foam shows through. Both of these methods highlight
missing tools and tell people exactly where tools should be placed when they're finished
using them.
Why Use the 5S Methodology?

5S is the perfect tool to identify the first improvement projects in your company to eliminate waste.
Understanding the 5S methodology is one of the foundations of Six Sigma principles (Define the
problem and desired outcome. Measure the ability of the process. Analyze the data and identify the
root cause of variations (defects) Improve or modify the process so that fewer variations (defects) are
produced. ... Prevent and correct variations before they result in defects), and can be extremely
beneficial for organizations of all kinds.

5s Implementation Plan

Step 1: How Well is Your Business Doing?

Our cartoons above help illustrate how 5S can benefit your organization. Before you get
started, let’s perform a test. If you answer yes to any of the following questions, you may find
5S really useful and effective:

 Do people in your workplace struggle to locate documents or files, whether in

physical or digital format?
 Are there loose, sagging electrical cables in the workplace?
 Are there files, drawers, and cabinets that are unlabeled, or do they contain unmarked
content that is hard to identify?
 Is valuable space taken up by useless items?
 Are there papers in your workplace that are not used and are gathering dust?
 Does everybody know how to keep the workplace organized and are fully aware of
their roles and responsibilities?

If you answered yes to any of these questions, 5S may be exactly what you need!

Step 2: The 5S Methodology: Broken Down

Five Step Toward Operational and Process Excellent

Sort:

 What is the purpose of this item?

 When was this item last used?
 How frequently is it used?
 Who uses it?
 Does it really need to be here?

When a group has determined that some items aren't necessary, consider the following
options:
 Give the items to a different department
 Recycle/throw away/sell the items
 Put items into storage

Store:

Sort and organize all tools, equipment, files, data, material, and resources for quick, easy
location, and use. Label all storage locations, tools, and equipment.

 Which people (or workstations) use which items?

 When are items used?
 Which items are used most frequently?
 Should items be grouped by type?
 Where would it be most logical to place items?
 Would some placements be more ergonomic for workers than others?
 Would some placements cut down on unnecessary motion?
 Are more storage containers necessary to keep things organized?

Shine:

Set new standards for cleanliness. Clean and remove all trash, grease, and dirt. Everything
must be clean, tidy, and neatly put in its appropriate place. Cleanliness provides a safe
workplace—and makes potential problems noticeable, e.g., equipment leaks, loose parts,
missing guards, loose paperwork, or materials.

Standardize:

Engage the workforce to systematically perform steps 1, 2, and 3 above daily, to maintain the
workplace in perfect condition as a standard process. Establish schedules and set expectations
for adherence.

Sustain:

Make 5S part of your culture, and incorporate it into the corporate philosophy. Build
organizational commitment so that 5S becomes one of your organizational values so that
everyone develops 5S as a habit. Integrate the 5S methodology into the performance
management system.

Step 3: The Action Plan

You can start implementing 5S by providing training to your staff to understand the system.
This may be followed up with one-day sessions with each employee or team to ensure they
are on the same page as far as implementation is concerned.

In the first one-day session, employees should look be ready to meet the first three 5S
requirements:

 Take a picture of the current status of your workplace.

 Sort to separate anything that is needed and necessary from what is not needed.
 Organize the things you need so that there is a place for everything and everything has
a place. You should be able to find anything in just a few seconds.
 Clean the workplace and get rid of things that make it difficult to maintain
cleanliness, such as boxes on the floor that prevent you from being able to clean the
entire surface — label them store them in labeled drawers, instead.
 Prepare an action plan for the items you aren’t able to deal with that day, but will be
able to in the near future. This could include selling items you no longer use, donating
them, recycling, or throwing them away.
 Take a second picture after the entire day’s work, for review

Step 4: Standardize
During the second one-day session, two weeks later, employees should take the third picture
and compare it to the first two shots. Many organizations set up peer audits to check how the
5S principles are being met as well as to ensure the plan is moving forward. Work together to
define ways to standardize the improvements over time: organize cleaning schedules, define
roles and responsibilities, and prepare written procedures or diagrams to help everyone
remember what to do.
Step 5: Sustain
During the third one-day session, two months later, check to see how your workplace looks
and schedule another peer review. This way, you can make sure the 5S are sustained by
ensuring defined schedules are being met and everyone is following the procedures.