2 What is 5S?5S is a process for implementing and maintaining a clean, safe, and organized work area.5S provides a way for organizations to operate efficiently and effectively.5S is a Lean Organization tool that helps build a foundation for continuous improvement.
3 What are the 5S’s? Japanese 5S’s English Translation American 5S StandardSeiriPut Things in OrderSortSeitonProper ArrangementStraightenSet in Order, SimplifySeisoCleanShineScrub, SweepSeiketsuPurityStandardizeShitsukeCommitmentSustainDiscipline
4 Definition of the 5S’sSort - Define what is and isn’t needed in the area to do the job. Remove items not needed: tools, books, instructions – prioritize essential itemsSet in Order - Organize the work area based on ‘A place for everything and everything in its place.’ Designate locations for files, tools, equipment, supplies, etc. and label properlyShine - Clean, sweep, scrub, etc.Standardize - Identify “Best Practices” and document them so they can be followed by everyone. Use same tools, processes, and documentation where applicable.Sustain – Maintain and review with everyone involved. Continual reinforcement of the importance of 5S; Audits, Culture change – make it a habit.
5 Why 5S?A cleaner & more organized work area results in higher employee morale.Improved output and quality from knowing exactly where to find files, drawings, manuals, supplies, etc.Reduced cost from not having to re-purchase lost or damaged items.Streamlined processes through elimination of waste.More organized and efficient workplace can lead to potential increase in orders, growing profitabilityThe Visual Workplace affects everyone!
6 Sort Remove non-essential items from work area Sort through desk drawers, file cabinets, carts, tables, office supplies, materials, paper work, and discard unneeded itemsRemove hardcopy items where not neededSort computer files the same as hardcopy files – remove outdated and unused folders
7 Set in Order Replace files and folders in a more organized manner Organize by removing waste in the processes; reduce movement and transportationLabel files, drawers, cabinets, shelves, etc. Label office equipment in common areas.When labeling, ask the question “Could someone find these items if I’m not here?” If not, label it.Use color coding to make it easier to locate and store similar information.
8 Shine Clean, dust, and mop to show off your work area Dirt, dust and clutter can have an adverse effect on quality, safety, and morale - clean everything.Clean work environments leave customers with a comfortable feeling about your quality.Any necessary repairs should be noted and fixed on the spot
9 Standardize & Sustain Standardize Sustain Define and document best practices for accomplishing the tasks in the area. Eliminate waste in tasks and processes.Train everyone to the best practicesSustainMake 5S a daily part of standard workDefine tasks needed to maintain 5S. Implement daily and weekly assignment sheets to insure tasks are completed.Set up auditing to ensure ongoing use
10 5S in the Office Personal Items – Good Practice! We spend 8+ hours at work - pictures and personal items can inspire, motivate and let others know a little about us and make others feel a little more comfortableBulletin Boards – Should be informative and fun!Should contain updated and needed information and are located in an area that is easily accessible by all.Bulletin boards can be a great way to tell others about the people who work in the department, what the department has accomplished, or for recognizing exceptional performance.Give them a personal touch!
11 5S Creates the Environment for Improvement Work Smarter not HarderQuestion all common practices – What value do they add? How much waste is generated?Is the office layout in the correct arrangement for accomplishing the work? Can/should desks and cabinets be moved?Map processes or flow of information to identify wasteWaste exists everywhere and in many forms…..
13 Waste 1 - Transportation DefinitionUnnecessary movement of items between processesCausesPoor layout and/or process Design & PlanningUnstructured or not understood Value StreamComplex Material flowProblemsIncreased Time & Cost to transport & searchIncreased Defects due to accidents
14 Waste 2 - Inventory Definition Causes Problems Any raw material, Work in Progress (WIP) or finished goods which are being storedCausesOverproduction causes inventory build up between processesProblemsAdds costRequires spaceHides process defectsCan become a defect
15 Waste 3 - Motion Definition Causes Problems Unnecessary movement within a ProcessCausesPoor workplace layoutPoor process planningPoor HousekeepingNo Standard Operating ProceduresProblemsAdds time & costCan be a safety issue
16 Waste 4 - Waiting Definition Causes Problems People or Parts that are waiting for a work cycle to be completedCausesUnreliable Supply ChainBottlenecksDown TimeProblemsExcessive Lead TimeCauses Bottle NecksAdditional Time & Cost
17 Waste 5 – Over processing DefinitionProcessing beyond the value required by the CustomerCausesLack of Customer Focus“Always done it this way”Lack of understandingScheduled work time is longer than neededProblemsIncreases Time & Cost
18 Waste 6 – Over production DefinitionTo produce items sooner or in greater quantities than required for customer demandCausesPoor planningIncorrect bottleneck assumptionsProblemsOverproduction discourages a smooth flow of productionLeads to excessive work in process inventory
19 Waste 7 – Underutilized People DefinitionUnderutilization of people’s Abilities, Knowledge, and SkillsCausesConstant management turnover unaware of talent poolEmployee not happy in current positionProblemsGreat ideas might be missedDominant personalities may force focus in wrong direction
20 Waste 8 - DEFECTS Definition Causes Problems A defect is when the Customer believes they did not get what they paid forCausesProcess VariationCustomer requirements not understoodProblemsAdditional Time & CostReduces Customer Confidence