Customer Service Center Before 5S:

Customer Service Center After 5S:

5S Kaizen
Workshop resulted
in identifying
9, 300 excess file
folders
Copy Center
 Are you
positive thinker or negative thinker?

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 Even you are positive thinker,
you still need something to make your ideas
realistic
You need tools !

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 5S
approaches

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5S method begins each program of
improvement.
It is the tool for helping the analysis of
processes running on the workplace.
5S is the methodology of creation and
maintaining well organized, clean, high
effective and high quality workplace.
Its result is the effective organization of the
workplace, reduction of work’s environment,
elimination of losses connected with failures
and breaks, improvement of the quality and
safety of work
What 5S can do?

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Team work improvement through
everyone’s participation

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Identify Abnormalities

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Improve safety

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Hesitate what to do
Looking for necessary
items

Remember what /
how to do Making mistake
A housekeeping exercise
 A way to blame people for defects
 A way to force people to do their work
 A way to make people work harder and
faster
 A monthly or yearly task
Before 5S After 5S - Cleaned, organized
and drawers labeled (less time
and frustration hunting)
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 S1:
Sort

S5: S2:
Sustain Set

S4: S3:
Standardize Shine
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 Definition:
Sorting of the contents in an area and
removing unnecessary items.
 Why:
Problems are reduced & it improves
work flow & communication.
 Problems avoided:
Clutter in the workplace. Un-needed
inventory such as parts and/or
material.
• Focuses on eliminating
unnecessary items from the S1:
workplace
Sort
• Categorize equipment,
furniture, tool in your S5: S2:
Sustain Set
working place into the
following 3 categories
1. Necessary
2. Unnecessary S4: S3:
Standardize Shine
3. May not necessary
• This step will also help with
the “just in case” attitude 23
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 Equipment, material, tools files, furniture etc. can be
categorized based on the frequency of use!

Equipment,
materials
tools etc. in your work May need it
place

Items only used occasionally

are in this category

Not need it

Need it
Items not used in current work
process are in this category

Items often use are in this category

Definition:
The arrangement of the necessary
items for easy and efficient access and
keeping them in that order
Why:
Eliminates many kinds of waste.
(i.e. Scrap, time, lost opportunity.)
Problems avoided:
Waste in motion, searching, human
energy, excess inventory, & defective
products.
• “Set” is based on
finding efficient and S1:
Sort
effective storage of
necessary items S5:

• Apply “Can see, Can Sustain S2:Set

take out, and Can
return” philosophy
• This will save time S4: S3:
Standardize Shine
and energy to look for
something
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 Think not only “beatification.
Need to consider workflow and
arrange items

• Needed items
• Items often use
(with current
work process)

Arrange them properly based on

Have consensus among Use 5S tools for proper
“Can see, Can take-out, Can
co-workers on where and Organization of items
return” Philosophy
how to organize necessary such as
items • Labeling
• Color coding
• Numbering
• Zoning etc.
UN-NEEDED NEEDED
(Red Tag) means: (Green Tag) means:
Unsafe/ Defective Used for daily work
Obsolete Used periodically
Stored useless items (changeovers)
Too many Used by someone in the
Rarely used parts & area
equipment
Unknown
 Definition:
Cleaning of everything in the work area
Why:
Use cleaning as a way to ensure that the
area & equipment are maintained as
they should be “ in like new condition”.
Problems avoided:
Low moral, safety issues, & hidden
defects.
• Cleaning up one’s S1:
workplace daily so Sort

that there is no dust

S5: S2:
on floors, machines Sustain Set

or equipment.
• It will create
ownership and build S4:
S3:
Standardize
pride in the workers Shine

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• Clean floor, windows and walls.
• Clean and Maintain office automation
machines, medical equipment and tools,
office furniture
• Develop and follow regular cleaning
and Maintenance schedule
Definition:
Creating or updating SOPs for keeping
the area organized, orderly, clean and
make the workplace more visual and
obvious.
Why:
Integrates first 3 Ss into a unified
structure.
Problems avoided:
Helps to prevent failure
• Maintain an environment
S1:
where S1 to S3 are Sort
implemented in the same
manner throughout the S5: S2:
Sustain Set
organization
• Give opportunities to
employees to take active
S4: S3:
part in the development
Shine
of these standards. Standardize

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 S1

S2

S3

Develop mechanism to standardize Standardization will leads equalization of activities

S1-S3 implementation for continuation = “Production leveling and smoothing”

Standardization is useful for;

• Easy implementation of S1 to S3 activities
• Equalization process output
• Everyone’s participation
 Definition:
Education, communication, supervisory
and management engagement to ensure
that everyone adheres to the standards
developed for workplace organization.
Why:
Benefits of doing it exceed the excuses of
not doing it.
Problems avoided:
Clutter & bad communications.
• Maintain S1-S4
through discipline, S1:
Sort
commitment and
empowerment S5: S2:

• It focuses on Set

defining a new Sustain

mindset and a
standard in S4: S3:
Standardize Shine
workplace

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People get bored if no changes.
Need to develop a mechanism to
make staff exited and motivated

Further Improvement

Prevent fallback

Improvement

Measure improvement with proper

periodical monitoring
 SORT

SUSTAIN STANDARDIZE SET

SHINE

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 The (5S) concept is easy for everyone
to understand because :
 It does not require the understanding
of difficult terminologies
 It is simple, driven by logic and
natural to human behavior.
 It is within the reach of all type and
size of industry or organization
 Today, many organizations have
implemented the (5S) system with
amazing results
The benefits are :
 Workplace becomes cleaner and better
organized
 Office operation becomes safer
 Visible results enhance the generation
of more and better ideas
 Improve Morale and Staff Involvement
 Inexpensive to Implement
 Defects reduced by mistake proofing
 Clear methods and standards are
established
 Space usage is improved
 Customer complaints are reduced
 Improved Quality Performance
 Reduced Energy Costs
 Team work enhances
 In order for the (5S) system to be successful, the
most important factor is the commitment,
participation and involvement of EVERYONE.
Strong support from top management.
Generally, (5S) activities should be carried out
systematically as follows :
 Visit (5S) model companies for continual
improvement
 Train everyone adequately on (5S) Practices
 Promote (5S) Campaign
 Plan systematic approach following the Plan-Do-
Check-Act (P-D-C-A) Cycle
 Practice Performance Measurement and Reward
System
(5S) approach is a simple and
organized methodology which can be
introduced and implemented in any
size and type of organization
To start the (5S) Step-by-Step
implementation, each phase must be
thoroughly analyzed and addressed
using the P-D-C-A Cycle approach
 Provide training and education for
everyone
 Form (5S) committee
 Set-up (5S) Zones
 Establish (5S) implementation phases
 Plan (5S) action plan and (5S) Launch.
Sort :

Identify what is necessary

Set in Order :

 Define what and how to arrange

Shine :

 Takeaction to eliminate dirt sources

and root causes
Standardize :
 Who is responsible ?
 What actions to take to maintain the desired
condition ?
 When must those actions be taken ?
 Where must they apply ?
 What procedures need to be followed ?

Sustain :
 Everyone understands, obeys and practices
the rules and procedures
 Continual efforts at sustaining the desired
condition
 Assessment :
 Conduct Internal (5S) Audit
 Standard within the department and
with other Organizations
 Ensure the established (5S) procedures
are followed through
 Division: Auditor: Date:
Office 5C Audit Check Sheet
Office Working Environement Desk

items in the correct

Are there any non-

filing system being

essential items in
Are the essential

items / abnormal
Are all defective
issues (e.g. Trip
Is the document
Is the work area

correctly used?

health & saftey

the work area?

conditions red-
Are there any
clean & tidy?
Check Name

Hazards)?
Ref No. Observation

tagged?
place?
Yes No Garry Cotterrell
1 Is the area clean and tidy? Richard Green
2 Are the floors and aisles clear of non-essential items?
3 Are all cables/wires etc safely stored and connected?
4 Are all storage areas clean and tidy?
5 Are all storage areas free of non-essential items?
6 Are storage areas clearly labelled and is everything in it's place?
7 Are all notice boards tidy?
8 Is all of the required information displayed and is it up-to-date?
9 Are all notice boards free of non-essential items?
10 Is the central filing system in order? (hard and electronic)
11 Is the central filing system clearly marked up?
12 Is the central filing system complete?
13 Is the drawing rack tidy and in order?
14 Are all disks, documents, folders etc clearly labelled/identified?
15 Are reference items such as brochures organised & accessible?
IMPROVEMENT ACTION PLAN
Ref No. Issue/Opportunity Improvement Action Who Target Date Done?

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•Improved safety
•5S becomes a fundamental business measure & key
driver
•Forms a solid foundation upon which to build continuous
improvement
•Employees gain a sense of ownership, involvement &
responsibility
•Reduction in waste
•Improved performance in productivity, quality & morale
leads to increased profitability