five keys known as 5s - a way of total quality · pdf file · 2014-05-01five keys...

International In-house Counsel Journal

Vol. 5, No. 18, Winter 2012, 1

International In-house Counsel Journal ISSN 1754-0607 print/ISSN 1754-0607 online

FIVE KEYS known as 5S - a way of Total Quality Environment

PROF R BALAKRISHNAN

Professor, Symbiosis Institute of Business Management, India

1. 5S – an introduction

5S is a Japanese concept which seeks to keep the workplace and even the home in an

orderly and systematic manner so that at any point everything could be located with least

difficulty or effort. This article is dwelling upon the concept of 5S, its meaning as well as

applicability in work place, maintaining the importance documents. In short we could say

that 5S is -: Sort -Set in Order – Shine – Standardize and finally Sustain.

2. There is a space for everything and everything has its own place

Practicing 5S helps not only in a working place in an organization but even at home, in

our professional service offices, shops, office – at any place since it is based on the

concept, that “there is a space for everything” and everything has its own place”. The

whole idea of this concept is that, everything, let it be a document, instrument, important

articles – anything could be located within few seconds without wasting time for

searching which is seen in most of the places including in our own house. The practice of

5S helps in improving our efficiency in doing the things in a better way and also in a

speedy manner.

3. Maintenance of place spic and span / neat and clean

Besides the above, the place – let it be office place, shop floor, home kitchen is kept spic

and span – neat and clean and everyone would love to work in such an environment. The

5S concept works on visual management with a result, even anyone who is connected

with the with the concerned work place/department – i.e., outsider would be able to

locate the things very easily without wasting any time on searching and this is one of the

greatest advantage of 5S. Every organization’s pursuit of quality improvement must

begin with the basics, namely, – a campaign dedicated, to organizing the workplace, data

maintenance room, keeping it neat and clean, maintaining the standardized conditions &

discipline needed and to have a better and to have a better and efficient working

conditions.

4. Let us understand 5S

The name ‘5S’ derived from the first letters of the Japanese terms for:-

Japanese term English equivalent Meaning in Japanese context

Seiri Tidiness Throw away all rubbish, unrelated and unwanted materials in the workplace.

Seiton Orderliness Set everything in proper place

This would facilitate for quick retrieval

and storage when needed.

Seiso Cleanliness Clean the workplace – ‘everyone should be a janitor’.

Seiketsu Standardization Standardize the way of maintaining cleanliness by

setting procedure.

Shitsuke Discipline Practice ‘Five S’ daily - make it a way of life / habit -

this also means ‘commitment’.

2 Prof R Balakrishnan

5. Is 5S concept new to international community?

The concept of 5S is not new to international community. Infact almost all organizations

across the world have been practicing in one way or other the 5S principles without

knowing or noticing that this is 5S. To cite some examples, many organizations have

performed housekeeping activities and cleanup activities to remove extra inventories,

personal items, tools etc., from the working areas. Also, many organizations have already

organized their working areas so as to keep efficiency high and cost down. Many

organizations have been organizing the proper record keeping methods by using

“compactors” for easy access of the documents. This concept is not a new one but has

been in practice without knowing to the people that they have been practicing 5S one way

or other.

6. 5S – Method of organizing

5S is a method for organizing a workplace, especially a shared workplace – example - a

shop floor where manufacturing takes place or an office space where commercial

activities are carried out and keeping it well organized – pick and span/neat and clean –

tidy neat place.

Though, one may say that this is a way of housekeeping methodology – the 5S goes

beyond housekeeping and this can be evident by looking at the section of “Seiton” –

which is systematic management. The key targets of 5S are based on three concepts i.e.

i. workplace morale,

ii. safety and

iii. efficiency. The assertion of 5S is, by assigning everything a

location, time is not wasted by looking for things. Additionally, it is

quickly obvious when something is missing from its designated

location.

Advocates of 5S believe the benefits of this methodology come from deciding:-

what should be kept,

where it should be kept, and

how it should be stored.

This decision making process usually comes from a dialog about standardization which

builds a clear understanding, between employees, of how work should be done. It also

instills ownership of the process in each employee in the organization.

In addition to the above, another key distinction between 5S and “standardized cleanup”

is Seiton. Seiton is often misunderstood, perhaps due to efforts to translate into an English

word beginning with “S” (such as “sort” or “straighten”). The key concept here is to

order items or activities in a manner to promote work flow. For example, tools should be

kept at the point of use, workers should not have to repetitively bend to access materials,

flow paths can be altered to improve efficiency, etc. Similarly, the documents, records

which are required day to day working to be kept in such a way that one is able to access

it very easily whenever required.

Let us look at the 5S Japanese concept in brief to have a better understanding:-

7. Seiri (Tidiness)

The very first step of the 5S process is Seiri which refers to the act of identifying and

throwing the unwanted, unnecessary and unrelated materials in the workplace which are

Total Quality Environment 3

stored. The employees of the organization should not feel sorry about having to throw

away things since the idea is to ensure that everything must be kept to be absolute bare

minimum – what is needed. Even the number of necessary items in the workplace must

be kept to its absolute bare minimum. One has to do the sorting: Going through all the

tools, materials, etc., in the plant and work area, running a check in the office for only the

needed documents and records and keeping only the essential items. Everything else is to

be discarded. This is essential since Seiri, requires simplification of tasks, effective use of

space and careful purchase of items follow.

8. Seiton (orderliness)

Straighten or set in order or even orderliness is all about efficiency. This step focuses on

putting everything in an assigned place so that it can be accessed or retrieved quickly

when needed, as well as retuned to that same place quickly. If every employee of the

organization has quick access to an item or materials, work flow becomes much efficient

and the employee becomes more productive. The correct place, position, or holder for

every tool, item, or material must be chosen carefully in relation to how the work will be

performed and who will use them. Every single item must be allocated to its own place

for safe keeping, and each location must be labeled for easy identification of what it’s for.

Although the translation of Seiton to English reads “Straighten or Set in Order”, it sounds

like more sorting or sweeping, but the intent is to arrange the tools, equipment and parts

in a manner that promotes work flow. For example, tools and equipment should be kept

where they will be used (i.e. straighten the flow path), and the process should be set in an

order that maximizes efficiency. For everything there should be place and everything

should be in its place. (demarcation and labeling of place).

In today’s world of information technology, everything is stored in the computer or

laptop in soft form. Assigning separate folder for important documents and putting them

in the particular folder and ensuring that they are accessible quickly within no time is the

one which is expected under this concept “seiton”.

9. Seiso (cleanliness)

Seiso consists of Sweeping or Shining or Cleanliness and giving it a “shine”. Seiso in fact

says that “everyone is a Janitor”. Systematic Cleaning or the need to keep the workplace

clean as well as neat is the basic requirements. At the end of each shift, the work area is

cleaned up and everything is restored to its place. This makes it easy to know what goes

where and have confidence that everything is where it should be. The key point is that

maintaining cleanliness should be part of the daily work - not an occasional activity

initiated when things get too messy. No area should be left un-cleaned. Every employee

of the organization should see the ‘workplace’ through the eyes of a visitor from outside -

always thinking if it is clean enough to make a good impression

10. Seiketsu (standardization)

The next and the fourth step of “5S”, or seiketsu, more or less translate to ‘standardized

clean-up’. It consists of defining the standards by which personnel must measure and

maintain ‘cleanliness’. Seiketsu encompasses both personal and environmental

cleanliness. Personnel must therefore practice ‘seiketsu’ starting with their personal

tidiness. Visual management is an important ingredient of seiketsu. Color coding and

standardized coloration of surroundings are used for easier visual identification of

anomalies in the surroundings. Personnel are trained to detect abnormalities using their

five senses and to correct such abnormalities immediately. Standardized work practices

or operating in a consistent and standardized fashion. Everyone knows exactly what his

or her responsibilities are to keep above 3Ss.


11. Shitsuke (discipline)

The last step of “5S”, Shitsuke, means sustaining the ‘Discipline.’ It denotes commitment

to maintain orderliness and to practice the first 4S as a way of life. The emphasis of

shitsuke is elimination of bad habits and constant practice of good ones. Once true

shitsuke is achieved, personnel voluntarily observe cleanliness and orderliness at all

times, without having to be reminded by management. Once the previous 4Ss have been

established, they become the new way of operating, and do not allow gradual decline

back the old ways of operating. However, when an issue arises, such as a suggested

improvement, a new way of working, a new tool or a new output requirement, then a

review of the first 4S is appropriate.

12. Safety added as Sixth phase

A sixth phase “Safety” is sometimes added. Purists, however, argue that adding it is

unnecessary since following 5S correctly will result in a safe work environment. There

will have to be continuous education about maintaining standards. When there are

changes that will affect the 5S programme – such as new equipment, new products or

new work rules – it is essential to make changes in the standards and provide training. A

good way to continue educating employees and maintaining standards is to use 5S posters

and signs. The above are the five integrated parts of good House Keeping or work place

management. The adoption of these five Ss –organization-wide can bring tremendous

results in the longer run and the major ones are listed below: -

a) Preventing accidents

b) Reducing the downtime

c) Enhancing operational control of processes

d) Creating healthier organizational climate.

13. 5S – history – the period when started

According to Mr. Takashi Osada – author of the Five ‘S” – “they have been there from a

very long time though people were not much aware of these concepts. If one could look

around the place – whether it is home or one’s work area, office place, one can always

find lots of room for improvement.”

14. Benefits of 5S practice

By practicing ‘5S’, the following are the major benefits the organization could derive

which would be forever in the long run.

A CLEAR WORK PLACE

high in productivity

high in quality

helps in Cost Reduction

ensures Delivery on Time

Safe for people to work

high Morale


15. 5S Implementation – moving forward

Mr. Hiroyuki Hirano – an expert in “5S” suggests the following three step method for

implementing the 5S in any organization.

Step What to do Remarks

1 Tidy up first Active 5S

2 Making a habit of Five “S” Live with 5S

3 Taking Five “S” to higher level Preventive 5S

15.1 Implementing Step one

Following steps are involved for implementing 5S what is known as preparatory work

before one goes ahead on implementation.

Step-1

Recording the current situation which is prevailing in the organization.

Process 1 Eliminating unnecessary items which are no longer required.

Process 2 Fixing storage place for each of the item.

Process 3 Consolidating daily cleaning procedures – a time table.

Process 4 Maintaining spotless workplace

Process 5 Visual control in the workplace

Once the first step is through, one can see the improvements

immediately at the end of the first step itself!

Picture showing the visual arrangement of required books in an office


15.2 Implementing Step two

Step 2

Process 1 Controlling the stock level.

Process 2 Making it easy to use and return things which are not required.

Process 3 Making cleaning and checking habitual.

Process 4 Maintaining spotless workplace.

Process 5 Maintaining standards throughout the organization.

Once, this step is completed and the standardization is practiced, then it becomes

the habit and finally the 5S becomes the way of life and habit.

15.3 Implementing Step three

Step 3

This step is nothing but evaluating the organization where the 5S has become habitual.

and the following processes are involved in this step.

Process 1 – Avoiding unnecessary/unwanted items.

Process 2 – Avoiding disorganization.

Process 3 Regularly carrying out cleaning without getting dirty again.

Process 4 Prevents degradation of the Environment

Once, the step is completed and the standardization is practiced,

then it becomes the habit and finally the

5S becomes the way of life and habit.

16. PRACTICING FIVE “5S” IN THE OFFICE

The five “S” could be and should be implemented in every office/organization and as

well as at home. Modern offices are easy place for implementation of five “S”. However,

one could still face problem as people have own individuality and their own working

style in their functioning. Due to the above, at times the standardization becomes a bit

difficult – but one could overcome on this. Again quoting from Mr. Takashi Osada –

author of the Five ‘S” – he suggests ‘ONE’ as best campaign – i.e. one location at a time

for keeping things. As per his suggestion, the following could be done.

One day processing

One hour meeting

One minute phone call

One copy filing etc

Organize periodical audit and evaluation performance

Fix targets

Arrange competition at various levels ( Inter and Intra)

Have proper knowledgeable evaluations

Collect statistical data

Create museum room

Ensure continuous improvement


17. Effective working of five “S” (how to make it)

The effective working of five “S” can only be done if the top management of the

organization supports the five “S” processes and its implementation, without which the

five “S” can never be successful. However, it is not necessary whatever the top

management accepts would be supported and one has to create a conviction – rather

courage of conviction.

One would think the way one has to move forward on this. First of all, there has to be a

planning stage involving the following:

To have a budget for five “S”

Giving wider publicity about five “S”

Announce a date for five “S” launch

Ensure all the materials needed is available

At the initial stage – take up one area/location

Ensure that it does not lead to problem

Then carry out the first step “SEIRI

Send away the unwanted things

Second step is finding out the reason

Clean up and create tidy place

Once through with the above, then the next step follows which is nothing but maintaining

the place in the same way that is now being organized. Everyone in the organization

needs to ensure that the location/place is maintained that way and at times, this may call

for change for the layout. Once the second step is through, then review the things and

finally as a last step in the process carry out micro level improvement.

18 Implementation stage

Then move effectively for the implementation stage. First and foremost is to form a five

“S” council and decide the co-ordination and prepare the working system which should

include the Following

evaluation process

criteria for evaluation

awards/certification etc.

Now again take photograph before carrying out changes. There could be some problem

areas which need to be identified and looked into with special attention for the specific

problem.

19. Potential benefits of 5S

The organizations which are implementing 5S would get benefited as under:-

To reduce waste hidden in the plant

Improve the levels of quality and safety

Reduce the lead time and cost, and thus

Increases the organization’s profit


The potential benefits of 5S could be summarized by five English “S” or by the group of

letters “PQCDS” as given below”-

Five English S

Sales Increased sales /market shares

Savings Save costs

Safety Provide safety working environment

Standardization Standardize operating procedure (SOP)

Satisfaction Employees and customer satisfaction

PQCDS

P Increase productivity

Q Improve product quality

C Reduce manufacturing cost

D Ensure on-time delivery

S Provide a safety working environment

20. Implementation procedure of 5S

Depending upon the organization situation, the 5S could be implemented in different

manners. However, many organizations felt that the following P D C A procedure is quite

effective in implementing the 5S procedure.

http://upload.wikimedia.org/wikipedia/commons/7/7c/PDCA-Cycle.png


PLAN

Organize the programme committee (PLAN)

Develop a plan for each S (PLAN)

DO

Publicly announce the state of the programme in the organization (DO)

Provide training and education to employees (DO)

Select a day and everybody cleans up his/her own workplace (DO)

Select a day and everybody organizes his/her own workplace (DO)

CHECK

Evaluate the results of 5S (CHECK)

Self-Examination and Take corrective action where required (ACTION)

The 5S could be successfully implemented following a generic PDCA (Plan – Do –

Check – Action) procedure. The relationship between 5S and PDCA could be depicted

as:-

21 PLAN

Organize Programme committee

Develop a plan for first 4S

Formally announce & promote the 5S

Training and education

…………DO

Everyone practices Housekeeping and cleaning up

Everyone practices Workplace organization

.............CHECK.

Evaluation and recognition

Take corrective action

Maintain “Discipline” throughout the process


22. 5S in Japanese

Although 5S has became so popular in Japan that many organizations simply use 5S as

the title of their programme, some organizations post the original words of 5S in Japanese

(Chinese) characters.

23. Guidelines for practicing 5S

The general guidelines for implementing and practicing the first four S are explained

below. The fifth S being the sustaining the discipline already brought in by the four S

which actually refers in maintaining and reviewing standards set by the organization, it is

a matter of practice and review. Once the 4Ss have been established, they become the

new way to operate and the organization need to maintain the focus on this new way of

operating, and does not allow a gradual decline back to the old ways of operating which

was in existence earlier.. However, when an issue arises such as a suggested

improvement, a new way of working, a new tool or a new output requirement, then a

review of the first 4Ss may also become appropriate.

24. Seiri

The starting point is with sorting (Seiri) the first S which focuses on eliminating items

from the workplace and the steps involved are as under:-

Steps Actions

1 Separate required items from items not required to start with

2 Remove not required items from working areas:(guidelines suggested)

Items never used – straightway discard

Item not need now – store them separately

3 Remove all excess items from working areas, including work pieces, supplies,

personal items, tools, instruments and equipments

4 Use red tag to get rid of not required items

5 Stores items needed by most people in a common storage area (super market

we call it – items needed by people could be picked up from this super market

when needed rather than storing with them)

6 Assign a person to organize and manage common storage place ( i.e. super

market)

7 Store only items which are needed by each individual in his/her working area

8 Organize working/storage area.

25. Seiton

Seiton is nothing but to set the things in order which is the second of the 5S and mainly

focuses on efficient and effective storage methods.

The following questions to be asked to oneself for this process.

1. What do I need to do my job?

2. Where should I locate this item?

3. How many of this item do I really need?


The objectives of these questions are to ascertain the following which is very essential for

carrying out the second of 5S.

Needed items can be easily found, stored and retried.

First-in-first out (FIFO) and finally.

Save space and time.

The above would ensure that the place is there for the item and the item has a place.

25.1 Guidelines

A place for everything and everything in its place

Place tools and instructional manual close to the point of use

Design the storage areas that the entrance is wider and the depth is

shallower

Layout the storage area along the wall to save space

Place the items such that they are facing toward passage for easy access

Store similar items together. Different items in separate rows

Don’t stack items together. Use rack or shelf if possible

Use small bins to organize small items

Use colour for quickly identifying items

Clearly label each item and its storage areas (lead to visibility)

Use see-through cover or door for visibility

Use special designed cart to organize tools, jigs, measuring devices etc.,

that are needed to each particular machine

Paint the machines after cleaning

Remove cobwebs from the ceiling

Paint the walls, ceilings and floors in bright colours

Painting floors, outlining work areas and locations, shadow boards and

modular shelving and cabinets for needed items such as trash cans,

brooms, mop and buckets.

Imagine how much time is wasted every day looking for a broom?

The broom should have a specific location where all employees can find

it.

26. Seiso

Shine (Seiso) – Once the elimination of the clutter and junk is done which has been

clogging the work areas and identified and located the necessary items, the next step is to

thoroughly clean the work areas.

Daily follow-up cleaning is necessary in order to sustain the improvement.

Employees take pride in a clean and clutter-free work areas and the Shine step will help

create ownership in the equipment and facility.


Employees will also begin to notice changes in equipment and facility location as air, oil

and coolant leaks, repeat contamination and vibration, broken, fatigue, breakages and

misalignment.

These changes, it left unattended, could lead to equipment failure and loss of reductions.

Both add up to impact the organization’s bottom line.

26.1 Objectives

Cleanliness ensures a more comfortable and safe working place

Cleanliness will lead to visibility so as to reduce search time

Cleanliness ensures a higher quality of work and products

26.2 Guidelines

a) Use dust collecting covers or devices to prevent possible dirt or reduce

the amount of dirt.

b) Investigating the causes of dirtiness and implement a plan to eliminate

the sources of dirt.

c) Cover around cords, legs of machines and tables such that dirt can be

easily and quickly removed.

d) Operators clean their own equipment and working areas can perform

basic preventive maintenance.

e) Keep everything clean for a constant state of readiness.

f) Painting machines after cleaning.

g) Removing cobwebs from the ceilings.

h) Painting walls, ceilings and floors in fright colours.

i) A 5S schedule posted in the factory shows who is responsible for

cleaning which areas on which days and at what time/s of the day.

27. Seiketsu

Standardize: (Seiketsu) – once the first three 5Ss have been implemented, you should

concentrate on standardizing best practices in one’s work area.

This forth step is to establish standards to be regularly applied to the workplace that will

help maintain the first three steps (3S).

All the employees of the organization should be allowed to participate in the

development of such standards. They are a valuable but often overlooked source of

information regarding their work.

If the organization applies the first three steps as a one-off or even an annual event, the

benefits are likely to be minimal at best; the organization needs to implement a

programme to ensure its ongoing success. Some components of “Standardize” include:

Assigning responsibilities;

Formulating work-in-progress/inventory rules;

Establishing cleaning procedures;

Developing maintenance schedules;

Colour coding containers, shelves, labels etc.

Usage of dust collecting covers or devices to prevent possible dirt or

reduce the amount of dirt.

Investigating the causes of dirtiness and implementing a plan to

eliminate the sources of dirt.

Cover around objects to prevent from dust.

Keep everything clean for a constant state of readiness.


28. Example for standards

One can think of what

i. McDonalds

ii. Pizza Hut

iii. UPS

iv. Blockbuster and the

v. United States Military

would be without effective work standards.

29. Shitsuke

Sustain : (Shitsuke) – This is the fifth and last step in 5S which is by far the most difficult

S to implement and achieve.

This fifth step is to make a habit of maintaining the momentum of the previous four steps

to ensure sustainability of the system which is implemented.

The step involves people and cultural issues.

Human nature is to resist change and many organizations found themselves with a dirty

cluttered ship a few months following their attempt to implement 5S.

The tendency is to return to the status quo and the comfort zone of the “old way” of

doing things.

Sustain focuses on defining a new status quo standard of work place organization.

30. Critical aspects of 5S success

The organization needs to build an awareness of how important 5S is;

The organization needs to allow enough time for 5S activities;

The 5S programme to be supported by the management support along with

staff efforts in terms of acknowledgement, leadership and resources;

The organization to implement reward and recognize efforts of staff put in

for implementing 5S and maintaining it;

The organization needs to develop a sense of satisfaction and excitement

amongst staff by discussing the benefits with all employees, such as

improved morale and safety and recognition that it’s now a better place to

work.

31. Sustainable implementation of 5S

Sustainable implementation of 5S requires the support of the management. – the system

needs to become habitual – ingrained into the culture of the organization and the

employees in the organization need to live with the values of 5S which is being practiced

on day to day to have the long term benefit and excellent working environment.

32. Conclusion

An organization which is implementing the 5S concept would get the following benefits:

Saves time otherwise spent in searching for tools, documents etc.,

Reduces amount of walking around (steps) to complete tasks since

things are stored in a way for easy access

Improves health and safety by eliminating stretching and bending

Increases the reliability of equipment

Makes the workplace more pleasant and increases the morale of the

employees in the organization.


In view of the above, every organization should create the condition to commit to making

5S a way of life so that organization’s productivity increases and the top management

should provide all support needed , create awareness amongst employees and finally the

rewards and recognition is provided to the employees to have the successful ongoing and

maintenance of 5S.

At the end of the day, you can have a spic and span, clean and neat office and you could

enjoy your working in such an environmental which obviously increases your efficiency.

5-S is for you

Clean-up and organize your work area every day

so that each new day is easier and safer than the day before

Share your input with your leaders so that the

tools you need will be available to you, increasing your efficiency.

Volunteer to help with the 5S tours and 5S events.

Take a good look around...Imagine zero waste/zero confusion!

***

Professor Balakrishnan

Well known in the company secretary’s circle by “Bala”, is a renowned and qualified

lawyer and member of seven professional bodies. He has been honoured with “Company

Secretary of the year 2007- Corporate – Highly Commanded”, Award by the Institute of

Chartered Secretaries and Administrators of UK at a glittering ceremony in London,

which is featuring in the Limca Book of National records in years 2009. He is the first

such professional in India to achieve this designation for his caliber to go beyond the

requirements of his role to maximize opportunities for his organization and he has 8

Professor R Balakrishnan - FCS, FICS (UK), CIA (USA) introduced measures for

adoption of best global practices in all areas of business including compliance with UK

Combined Code on corporate governance in his organization where he served. Not only

this, he is also certified as Internal Control Specialist” by the Institute of Internal Control

from US, making him a proud person to achieve this certification which also earned him

a national record in Limca Book of national records in year 2008. Further to this, Bala is

also got his certification as “certified Internal Control Professional” by the Institute of

Internal Control from US, making him, once again, and a proud person to achieve this

certification which also earned him a national record in Limca Book of national records

in year 2010.

Prof. Bala’s current activities

Currently, Prof Bala, is the faculty for company secretary course conducted by the

institute of company secretaries in India and he is teaching for students pursuing the

secretarial course at their Pune Chapter and also teaching on e-mode learning through

video based training (VBT) and through live virtual classes (LVC) sponsored by the

institute of company secretaries portal known Gurukul Online Learning Solutions

(GOLS). He is also a visiting faculty for Symbiosis Institute of Business Management

one of the renowned B school in management studies in India and he also delivers

lectures for student of Indian Institute of Management of India. He has addressed an

international conference organized by Marcus Evans during the last year at Kingdom of

Bahrain on secretarial related subject.

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