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Welcome to 5 `S’
Program
The Changing Scenario

 Customer Expectations
 Product Quality Perceptions
 Employee & Employers’ expectations
 Competition
 Government Rules & Regulations
- Liberalization
In this changing scenario,
we must change:

 Our way of thinking

 Our way of working

 What is Workplace
Organization

 A Systematic and rational

approach to a clutterfree,
safe workplace with the
objective of reducing waste
and preparing the ground for
further improvement.
 5S
BACKGROUND
 Since the early 80’s Japanese
industries widely practiced 5S as a
powerful technique to improve
productivity and quality.
 Today, 5 S is used worldwide to
prepare the ground for improvement
Levels of Workplace Organization

 Following the 5 S principles and

reducing waste
 Extending the 5 S concept to include
ergonomics
 Extending the 5 S concept to include
aesthetics
 Maintaining records and educating
others
 Elements of 5 S

 Comprises of 5 simple steps:

 1. SEIRI Sorting Out
 2. SEITON Systematic
arrangement
 3. SEISO Spic and Span
 4. SEIKETSU Standardization
 5. SHITSUKE Self Discipline
 SORTING - Step 1

 Segregating necessary from

unnecessary and throwing away what
is not required at all.

(Done with the objective of saving and

recovering space)
 SORTING
 Segregating necessary from
unnecessary
 Discarding what is not
required
 Deciding on a frequency of
sorting
 Identify & sort to segregate
usable from non-usable items

SO RTING

SCRAP NO T IN W ORKING O RDER IN W O RKING O RDER

Reworkable Rejected Necessary Unnecessary Usable Item

Rework Discard Repairable Unrepairable No Potential Use Potentially Useful Req Spl Disposal

Usable Item Repair Discard Discard Move to Req Arrange

Location Disposal

Usable Item Usable Item Discard

What do you sort? & How Often?

Mail
files
Equipment
Memos
Floppies
Left over course material
Stationery
Notices
Records
 Contd....
 Documents Electrical Equip Ducts
 Forms AC filters
 Furniture Inside machinery
 Meetings Around the machinery
 Cabinet contents Packing boxes
 Desk drawer contents Shelves/Cabinets
 Bills Trolleys
 Indents Pipes/Wires
 Telephone Calls Computers
 In & Out tray Fire Extinguishers
 Reference Books Telephones
 Things to do today Light/Fans
 STEP II - Systematic
Arrangement

 A rational, orderly and

methodical arrangement of all

items we use, re-work or

write off
Systematic Arrangement

Putting things in order after

Analyzing why
Getting things out and putting them
back takes so long

(Done with the objective of minimizing

search time and errors)
 Having a place for everything &
everything in its place (Office)

 Prevent floppy disks from getting bent

 Categorization of files, mails, papers etc.
 Binders kept vertically, not laid out
 Compartmentalization of desk drawers/ shelves/cabinets
 Designating responsibilities for files in shared use
 Prioritizing the things to do - planning a sequence
 Labeling/identifying drawers
 Color coding
 Decide `how much’ of what is needed
 Categorizing of Files

 By Project
 By Titles
 By document type
 By subject
 By client
Systematic Arrangement
No Step Probable Problems Remarks

1. Name of item a. Donot know what it is called

b. Find out

2. Retreival a. No prefixed location

b. Storage in far away location
c. Storage location are scattered
d. Too many repeat trips
e. Hard to get out
f. Too big to carry
g. Need to set or assemble
3. Search a. Difficult to find because of lot of
things are there
b. Not labelled
c. Not there, but not clear whether
somebody is using it
d. One brought was defective
4. Bringing the item No way of transport
 SPIC AND SPAN

 Understanding how to prevent things

from getting dirty and ensuring tip
top condition

(Done with the objective of inspecting for

problems and taking faster corrective
actions)
 SPIC AND SPAN

 Steps to be followed during or after

major housekeeping
 Do a survey of the origins of grime & Leakage
 Set priorities for cleaning where grime is most
 study why things are dirty
 study possible plan of action
 Decide on action steps/ responsibility/ timeframe
Contd.…. Ensuring cleanliness
and tiptop conditions

Type of grime in office Tick if applicable Source

Dust

Dirt

Water

Fittings

Temperature

Litter
 SPIC AND SPAN

 If there’s Lesser number of items,

there is lesser to clean
 One is best
 One page memo
 one day processing
 one location files
 one copy filing
 STEP IV -
STANDARDIZATION

 Following of earlier 3 S’s, standardized work

procedures, maintaining safe & hygienic
conditions in work place contribute to a
serene atmosphere
 Standards for My job-Product &
Processes
My machine
My work area
 STANDARDIZATION

 Ensuring conducive and safe working

Environment

(Done with the objective of Achieving higher

productivity and better quality through
higher employee morale)
 SELF DISCIPLINE

 Training, Evaluation and Follow-

up Actions

(Done with the objective of Achieving

constancy of Purpose)
 SELF DISCIPLINE
 Introduce 3 min 5 S activity system
 How often
 Introduce 5 S Activity Evaluation system
 Train Evaluators
 Train Implementers on
 Problem solving steps
 What defects to look for
 Preparing and using implementation checklist
 5 S Evaluation

 What is it?
 An activity or related activities to
determine whether there is an existence
of a system & the system is in operation
as per established norms. It also verifies
whether the system & results are taking
the organization towards the desired
objectives.
Sample Checklist for Audit
Committee
Dept……………………………………………………….Total score: …………………..
1. Hard Disk:
a. Files should be in various folders
1 2 3 4 5
b. Virus Scan date
1 2 3 4 5
c. Recycle Bin
1 2 3 4 5
II. Desk Surface:
a. Unwanted loose papers
1 2 3 4 5
b. Wires hanging around
1 2 3 4 5
 Contd.…..
C. Softboards only have what is relevant
1 2 3 4 5
III. Backups:
1 2 3 4 5
IV. Unlabelled Floppies
1 2 3 4 5
V. Bootable disk:
1 2 3 4 5
Attributes of an Evaluator

 One who believes in 5 S

 Strict, Fair and Tactful
 Must be able to do it in an competent
manner
 Willing to go to the workplace, offer advice
and point out problems when necessary
 Should be able to comment on successes
and shortcomings clearly
Implementing 5S-Methodology

 All employees to undergo workplace trg

 A vision statement to be evolved & started with all
employees
 Divide the orgn into convenient zones
 Divide each zone into convenient sub-zones
 Decide dates for launching in each zone/sub zone
 Take pledge
 Apply 5 S principles, step by step
 Form audit teams
 Carry out audits
 Advantages of 5 S

 Nice to work in a clean, beautiful,

organized workplace
 Time taken to reach things minimized
 Lesser time wasted in information handling
 Problems detected fast
 Customer Response time reduced
 More usable space
 Advantages contd...

 Better preventive maintenance

 Higher employee involvement
 Reduction in errors/defects due to
standardized procedures
 Consistent & better customer handling
 Higher productivity
 Higher employee morale
 More time for improvement activities
 5 S is TRANSFORMATION

“If we fail to improve 5 S, what makes us

think that we can do anything else?”
On the other hand we know that if we can
do 5 S, we can do anything. 5 S is
fundamental, so it gives us the power to
build out capabilities to meet the BIG
CHALLENGES. That is why 5 S is
transformational’.
Thank You

Your support is solicited to

make implement 5 S
organization-wide