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5S TECHNIQUE
Operational Excellence Toolkit
5S - One page lesson
Description: Workplace Organisation (5S) is a management philosophy for creating and maintaining a highly effective, high-performance
workplace. It is often used as an enabling mechanism for continuous improvement.
Benefit: Streamlined workplace, increased efficiency, improved skills transfer and minimised waste. Serves as a simple technique to quickly
identify opportunities in any area independent of formal projects or improvement efforts. The 5s technique can be applied to both physical
work areas and electronic work spaces (email, folders, shared drives etc.)
• Clear out cupboards, desks and
shared spaces
• Archive rarely used items
• “Red Tag” unwanted items
• Recycle where possible
• Retain only what is needed
1 Sort
• Put frequently used items close
at hand
• Ensure storage is appropriately
sized
• Replace broken items
• Arrange desks
• Label and organise cupboards
2 Straighten
• Thoroughly clean the workplace
including shared spaces
• Dispose of unwanted “Red Tag”
items
3 Shine
• Create record of the new
workplace standard
• Use visual indicators
• Improve signage
• Colour coding to delineate work
4 Standardise4 Standardise
• Define roles and responsibilities
• Create a schedule to test
workplace against the 5S
standard
• Encourage further improvement
5 Sustain
5S - “How to”
To ensure that teams have the
equipment and resources close
to hand that enable them to work
as effectively as possible
Purpose
• As part of the deployment of
Operational Management
• To ensure that teams
minimise the amount of time
wasted searching for
equipment, documents or
information
• When space is at a premium
and there is a need to
maximise utilisation and
minimise waste of resources
When To Use
Output
• A safer, more professional,
better organised work
environment.
• A more pleasant environment
for employees
• More effective and flexible
utilisation of space
Steps
1. Make an initial assessment of the workplace and identify
opportunities
2. Talk to managers and staff to gauge their appetite for
change, needs and concerns
3. Brief the team on the 5S principles and approach
4. Take team members and managers to see other
environments that have adopted 5S principles (e.g. Library)
5. Organise an initial day to sort the work environment – make
the day as fun and interactive as possible and encourage
everyone to join in (especially senior managers)
6. Think about both the physical workplace and electronic
storage
7. Create a “red tag” area to store items that are not required
8. Engage with facilities to ensure that there are adequate bins
and recycling facilities - try to recycle and reuse as much as
possible
9. Work with the team to define new standards for the
workplace
10. Create visual reminders to help the team remember what
has been agreed
11. Encourage everyone to address issues when they see them
and not wait to be told
12. Document the standard and create a checklist
13. Conduct periodic reviews to highlight opportunities for
improvement
14. Ask the team to think about other applications (e.g. email
inboxes) and improvements
15. Encourage senior managers to role model the new
behaviours and standards
5S - examples
Shared areas tidied ….
Cluttered desks organised …. Storage freed up ….
Corridors cleared ….
5S example : Desk Visual Standard
All pending work
in desk trays
Clear desk at end
of working day
Up to 2 personal
photo’s
Nothing above the baffle board
Stationery and
personal effects
stored in Pedestal
Up to 5 small
ornaments
Nothing stored
under desk
Team defined and agreed Desk Standard – Professional but personal
5S example: Sustain Checklist
Department Date
Reviewer
Check Y/N Comments / Actions
Is the name / function of the team clearly displayed?
Is team performance clearly visible and up to date?
Is pending work clearly labelled and organised?
Is a clear desk observed at the end of the day?
Are confidential items locked away?
Is the Desk Standard documented and visible?
Do team members desks follow the standard
Is all equipment in a good working state?
Are the contents of cupboards clearly labelled?
Are the interiors of cupboards tidy?
Is the space used appropriately?
Are the tops of cupboards / window cills free from clutter
Are print areas tidy?
Is the equipment working?
Is stock managed appropriately?
Are the corridors and passageways free from rubbish?
Is it easy to identify the Manager / Supervisors?
Are carpets are furnishings clean?
Are lights / heating working correctly
Are there sufficient bins and recylcing facilities?
Is the equipment in good working order
Are there sufficienct chairs?
Are meeting rooms free from clutter
Health,
Safety &
Environment
Meeting
space
Work
WORKPLACE ORGANISATION CHECKLIST
Desks
Storage
Print areas
The team’s purpose, work and performance
is clearly visible. Confidential items are
locked away
Desks follow an agreed standard and team
members have the equipment they need to
work effectively
There is sufficient storage and it is used
appropriately
Print rooms are tidy and equipment is fully
functional
The work space is clean, free of safety
hazards and comfortable
Meeting rooms are tidy and have fully
working equipment
5S - Best practice tips1
Team should create a statement
of aims before commencing the
exercise
Nominate a champion for each
team involved
2 full days of activity
Set aside a “Room of non
requirements” to place unwanted
items
Engage cleaning staff to borrow
equipment
Engage with Estates to make
sure any rubbish is uplifted
quickly
Multiple teams working together
is a bonding experience
Workspace is very personal and
some people need time to adjust
Need to be mindful of people
who’s workspace has been
adjusted by Occupational Health
Look at ways to reduce amount
of paper generated in the first
place
Look at centralising stationary
storage and ordering
Look at reducing the number of
printers
1From Library 5S exercise June 2014
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