5’sTHE PRACTICE

OF GOOD HOUSKEEPING

BACKGROUND5S is originally developed

By HIROYUKI HIRANO for manufacturing companies in Japan, the principles of 5S translate well to any work environment like corporate or government office. 5S is a system , a culture much within a framework of Japanese philosophy of change for the better.

What is 5SThe 5S process, or simply “5S”, is a

structured program to systematically achieve total organization, cleanliness, and standardization in the workplace. A well-organized workplace results in a safer, more efficient, and more productive operation. It boosts the morale of the workers, promoting a sense of pride in the their work and ownership of their responsibilities.

What is 5S5S is a systematized approach to organized work areas, keep rules and standards and maintain the discipline needed to do a good job

What is 5SImportance of 5S

QUALITY

PRODUCTIVITY

SAFETY

EQUIPMENTRELIABILITY

Prevent errors

Eliminate Wastes

Prevent accidents

Eliminate maintenance breakdowns

The 5S1S SORT - SEIRI

2S SYSTEMATIZED - SEITON

3S SWEEP - SEISO

4S SANITIZE - SEIKETSU

5S SELF-DISCIPLINE-SHITSUKE

1SDefinition of

SEIRI (SORT)• Is an ACTION to

identify and eliminate

all unnecessary items

from the workplace

SORTING POLICIES• Eliminating obstacles to make

work easy• Eliminate the need to take care of

unnecessary items• Provide no chance of being

disturbed with unnecessary items• Prevent accumulation of

unnecessary items

Apply stratification Management/Sorting and Evaluation Criteria

SORTING

CRITERIA

Things not used in the past years

Things used only once in the past 6-12 months

Things used only

once in the past 2-6 month

Things used more than once a month

Things used once a week

Things used every day

Things used every hour

HIGH

USE

AVERAGE

USE

LOW

USE

Dispose properly

Store at a distance

Store in a central place

Store near work site or carried by person

Filing

Categorization

Ready access storage

Transfer previous year documents

Remote

storage

Documents

File Folder

Storage of current year documents

Storage of previous year documents

Storage of two –year old documents

SORTING PRACTICES1. Apply stratification Management

/ Sorting and evaluation criteria

2. Use disposal tags or Red tags

3. Designate storage area

4. Define disposal procedure

5. Prepare a Material List

2SDefinition of

SEITON (SYSTEMATIZED) SET IN ORDER

• Is an ACTION to put every necessary items in good order

SET IN ORDERBegin the next phase of 5S only when the

Sort phase is complete. The set in order phase will be useless if there is unnecessary clutter in the workplace.

Set in order is the process of putting everything in an assigned place so that it can be accessed or retrieved and returned on the same place quickly. Everything should have a home and it should be clearly marked so that anyone could easily find its place.

SYSTEMATIZE PRACTICES

1. Store files for first-in-first-out retrieval.

2. Label files and their location systematically.

3. Separate tools from common ones.

4. Put frequently used files nearer.

5. “Only feet on the floor”

-Avoid storing anything directly on the floor, which creates an impediment to cleaning and one more thing to trip over.

3SDefinition of 3S

SEISO (SWEEP/SHINE)

• Is an ACTION to clean your work-place thoroughly.

SWEEP POLICIES Do not wait until things get dirty.

Clean your workplace, including machines and equipment, tools and furniture regularly so that they do not have a chance to get dirty. Everyone should see the workplace through the eyes of a visitor- always thinking if it is clean enough to make a good impression.

SHINE PRACTICES Consists of cleaning up the workplace

and giving it a shine, must be done by every one in the office, every one is a janitor where the janitor’s responsibility is to tackle the daily large scale jobs, the detailed cleaning will be done by the employees. It must be a culture that is followed by the CEO down to the apprentice from the operators to managers.

SHINE PRACTICES The goal of shine is to keep everything in

great working condition to ensure that it doesn’t breakdown and it lasts for as long as possible.

Check periodically computers and other office equipment, they need to be DEFRAGMENTED AND DUSTED to keep them in prime running order.

Assign 15 minutes before starting to work everyday as shine time, cleaning and

organizing according to checklist and 15

minutes before going out of the office.

4SDefinition of the 5S

SEIKETSU (SANITIZE/STANDARDIZE)

• Is a CONDITION where high standard of good housekeeping is maintained so that there is no dust and rust anywhere

SANITIZE PRACTICES

Encompasses both personal and environmental cleanliness personnel must practice seiketsu starting with their personal tidiness.

Develop a routine for sorting, setting in order and shining on a daily basis

We all have our own way of doing things. This kind of individuality is great in our personal lives because it makes life much more interesting and fun but non-conformity can be unproductive in the workplace.

SANITIZE PRACTICES

When we started to doing things in our own way, things will start to get missed and conditions will slowly start to deteriorate.

The standardize pillar of 5s process seeks to create a set of schedules and checklists that can be easily followed so that each step is performed exactly the same way everyday. Each employee knows what he needs to do, when he needs to do it and exactly how to do it. There is no room for uncertainty.

SANITIZE PRACTICES1. Color coding

2. Fool-proofing (poka-yoke)

3. Responsibility labels

4. Wire management

5. Inspection marks

6. Prevention of dusts, dirt, noise and vibration

7. “I-can-do-it-blindfolded”

8. One-point-lessons

9. Visual controls signs.

5SDefinition of the 5S

SHITSUKE (SELF-DISCIPLINE/SUSTAIN)• Is a CONDITION where

all members practice the 4S’s spontaneously and willingly as a way of life, -a culture.

SELF-DISCIPLINE Denotes commitment to maintain

orderliness and to practice 5S daily making it a way of life.

The final pillar of the 5s system and its chief objective is to give the employee the commitment and motivation to follow each step day in and day out.

The emphasis of shitsuke is elimination of bad habits and constant practice of good ones.

SELF-DISCIPLINE PRACTICES1. “CLAYGO” Clean as you go

2. Eat and smoke at designated areas

3. Keep workplace always clean and tidy

4. Wear clean uniform and shoes

5. Follow safety rules

6. Put things back in their proper place after use

7. Work according to standards

8. 30-second Rule

9. “Only feet on the floor”

5S SUMMARY TABLE5S PRINCIPLES POOR FAIR EXCELLENT

1.SORT (SEIRI)Take out necessary items & dispose.

1 A lot of unnecessary things are at the workplace.

3 Unnecessary items are disposed, but not right away.

5 Unnecessary things not found at any time.

2.SYSTEMATIZE/SET IN ORDER (SEITON)Arrange necessary items in good order for use

1 Employee often spend time looking for necessary things.

3 Necessary things are arranged but not in systematic order (not easy to retrieve and use).

5 Necessary things are always arranged in order for quick use.

3. SHINE/ SWEEP (SEISO)Clean your workplace completely.

1 Workplace as well as the machines are dirty and untidy. Many things are scattered around.

3 Workplace and machines are partially cleaned (Center and surface only)

5 Workplace and machines are completely cleaned. Area is free of dust.

4. SANITIZE/STANDARDIZE(SEIKETSU)Maintain high standard of housekeeping

1 No attention is given to keep workplace neat and tidy.

3 Workplace is tidy but not completely clean

5 Dust and dirt are completely shut out.

5. SELF-DISCIPLINE /SUSTAIN (SHITSUKE)Do things simultaneously without being told or ordered

1 No work discipline. People do what they like.

3 People follow rules. But just to start work on time, without enough preparation for the work

5 Prepares for work. Comes early to check machine condition. Cleans work area before and after work.

5S EVALUATION SHEET

Term English Equivalent Meaning in Japanese Context

SEIRI Tidiness Throw away all rubbish and unrelated materials in the workplace

SEITON Orderliness Set everything in proper place for quick retrieval and storage

SEISO Cleanliness Clean the workplace; everyone should be a janitor

SEIKETSU Standardization Standardize the way of maintaining cleanliness

SHITSUKE Discipline Practice ‘Five S’ daily – make it a way of life; this also means commitment’

AUDITING/FISCALEXAMINATION DIVISION

AREA Audit # Date

Last Audit Score Audit by:

Next Audit:

SORT SET IN ORDER SHINE STANDARDIZE SUSTAIN TOTAL

TOTAL SCORE

# OF QUESTIONS

AVERAGE SCORE

0NO EFFORT

1SLIGHT EFFORT

2MODERATE

EFFORT

3MINIMUM ACCEPTABLE

LEVEL

35 (4)ABOVE AVERAGE

RESULTS

4.5 (5)OUTSTANDING

RESULTS

5S AUDIT CHECKLIST

SORT ACTIVITY DESCRIPTIONS

SORT ACTIVITY DESCRIPTIONS SCORE1. Only the required paper works is present at the workstation. Out-dated or unnecessary files or documents are removed from the workplace.

2. Only the required equipment is present at the workstation. All obsolete, broken or unnecessary equipment, tools, etc. are removed from the workplace.3. Only the required furniture is present at the workstation. All broken unnecessary chairs, shelves, etc. not required for a current work to be done are removed from the workplace.4. Tripping dangers such as electrical wires, cartoons and unnecessary files under the table are removed from the workplace.5. Only the necessary data file organizer present at the workstation all unnecessary folders, data file organizers unnecessary table decors are removed from the workplace.

SET IN ORDER ACTIVITY DESCRIPTIONS

SET IN ORDER ACTIVITY DESCRIPTIONS SCORE1. Location for files or filing cabinets are properly labeled and can be easily identified if absent.

2. Paperwork's is properly labeled, clearly defined location that is visible to the operator and away from work surfaces. 3. Filing cabinets or file storage follows the uniform or the agreed file storage system of the office.

SHINE ACTIVITY DESCRIPTIONS

SHINE ACTIVITY DESCRIPTIONS SCORE1. File data organizers, trays, boxes, bins etc. are clean and not cracked torn or otherwise damage. They are neatly stacked.

2. Paperwork’s is not torn, kept clean and protected from dirt.

3. Floors are free from dirt, empty boxes, files and other materials.

4. Office tables, computers, calculators and other office equipments are properly clean and dusted.5. Computers are defragmented according to schedule and were done regularly.

STANDARDISE ACTIVITY DESCRIPTIONS

STANDARDIZE ACTIVITY DESCRIPTIONS SCORE1. tools, equipment, paperwork’s, furniture etc. Are store neatly in designated areas and are returned immediately after each use.

2. Documents or files are clearly labeled and arranged in uniform order.3. Preventive measures have been implemented to ensure the workplace meets the 5S guidelines (e.g. not allow waste to accumulate)

V. SUSTAIN ACTIVITY DESCRIPTIONS

V. SUSTAIN ACTIVITY DESCRIPTIONS SCORE1. The employee has participated in the 5S activity such as the audit activity.

2. Time and resources are allocated to 5S activities (e.g. designated daily, weekly clean-up and equipment maintenance)

5S SCORING GUIDELINESSCORE CATEGORY DESCRIPTION

0 Zero Effort There has been no 5S activity in the work area related to this criteria

1 Slight Effort Any 5S effort is probably the work of 1-2 people. There is no organized effort and plenty of opportunity for improvement.

2 Moderate Effort Some attempts have been made to implement 5S, but efforts are temporary and/or superficial.

3 Minimum Acceptable level

The entire team is working on improving their 5S implementation. Previous improvements are becoming world class.

3.5 Above average results The level of 5S in the work is excellent. Although there is still room for improvement

4 Sustained above average results (3 audits

After 3 consecutive scores of 3.5 a score of 4 maybe awarded

4.5 Outstanding Results The level of 5S in the work area is a world class, a showcase for the industry, 5S is fully institutionalized in the workplace.

5 Sustained outstanding results (6 audits)

After 6 consecutive scores of 4.5 a score of 5 maybe awarded.

Thank You!!!