Five Keys - To a Total Quality Environment Known as 5S by R. Balakrishnan 5

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Five Keys - To a Total Quality Environment known as 5SR. Balakrishnan, FCS, Managing Partner, Plus City Consultants, Pune.

The Japanese concept of 5S seeks to keep the workplace and even the home in anorderly and systematic manner so that at any point everything could be located withleast difficulty or effort. The 5S concept, its meaning as well as applicability have beenexplained here.

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The 5S concept helps not only in a working place in anorganization but even at home, in our professional serviceoffices, shops, office – at any place since it is based on theconcept, that “there is a space for everything” and everythinghas its own place”.

Basically, everything could be located within few secondswithout wasting time for searching which is seen in mostof the places including in our own house. The practice of5S helps in improving our efficiency in doing the things ina better way and also in a speedy manner. Above all, theplace – let it be office place, shop floor, home kitchen isspic and span – neat and clean and everyone would love towork in such an environment.

The 5S concept works on visual management with a result,even anyone who is connected with the concerned workplace/department – i.e, outsider would be able to locate thethings very easily without wasting any time on searchingand this is one of the greatest advantage of 5S.

Every organization’s pursuit of quality improvement mustbegin with the basics, namely, – a campaign dedicated, toorganizing the workplace, keeping it neat and clean,maintaining the standardized conditions & discipline neededand to have a better and efficient working conditions.

WHAT IS ‘5S’?

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

Japanese English Meaning in Japanese contextterm equivalent

Seiri Tidiness Throw away all rubbish, unrelatedand unwanted materials in theworkplace.

Seiton Orderliness Set everything in proper place forquick retrieval and storage whenneeded.

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

Seiketsu Standardization Standardize the way ofmaintaining cleanliness by settingprocedure.

Shitsuke Discipline Practice ‘Five S’ daily - make it away of life / habit - this also means‘commitment’.

Let us look into these terms in details as to what they stand forin the later paragraphs.

IS 5S NEW TO INDIA

The concept of 5S is not new to India. Infact almost allorganizations have been practicing in one way or other the 5Sprinciples without knowing or noticing that this is 5S. To citesome examples, many organizations have performedhousekeeping activities and cleanup activities to remove extrainventories, personal items, tools etc., from the working areas.Also, many organizations have already organized their workingareas so as to keep efficiency high and cost down. Manyorganizations have been organizing the proper record keepingmethods by using “compactors” for easy access of the documents.

5S – METHOD OF ORGANIZING

5S is a method for organizing a workplace, especially a sharedworkplace – example - a shop floor where manufacturing takesplace or an office space where commercial activities are carriedout and keeping it well organized – pick and span/neat andclean – tidy neat place.

ArticlesThough, one may say that this is a way of housekeepingmethodology – the 5S goes beyond housekeeping and this canbe evident by looking at the section of “Seiton” – which issystematic management.

The key targets of 5S are workplace morale, safety andefficiency. The assertion of 5S is, by assigning everything alocation, time is not wasted by looking for things. Additionally,it is quickly obvious when something is missing from itsdesignated location. Advocates of 5S believe the benefits ofthis 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 dialogabout standardization which builds a clear understanding,between employees, of how work should be done. It alsoinstills ownership of the process in each employee in theorganization.

In addition to the above, another key distinction between 5Sand “standardized cleanup” is Seiton. Seiton is oftenmisunderstood, perhaps due to efforts to translate into anEnglish word beginning with “S” (such as “sort” or“straighten”). The key concept here is to order items oractivities in a manner to promote work flow. For example,tools should be kept at the point of use, workers should nothave to repetitively bend to access materials, flow paths canbe altered to improve efficiency, etc.

Let us look at the 5S in brief:-

Seiri

The first step of the 5S process is Seiri which refers to the actof identifying and throwing the unwanted. Unnecessary andunrelated materials in the workplace which are stored. Theemployees of the organization should not feel sorry abouthaving to throw away things since the idea is to ensure thateverything must be kept to be absolute bare minimum – whatis needed. Even the number of necessary items in the workplacemust be kept to its absolute bare minimum. One has to do thesorting: Going through all the tools, materials, etc., in theplant and work area and keeping only the essential items.Everything else is to be discarded. This is essential since Seiri,requires simplication of tasks, effective use of space and carefulpurchase of items follow.

Seiton

Straighten or set in order or even orderliness is all about

efficiency. This step focuses on putting everything in anassigned place so that it can be accessed or retrieved quicklywhen needed, as well as retuned to that same place quickly.If every employee of the organization has quick access to anitem or materials, work flow becomes much efficient andthe employee becomes more productive. The correct place,position, or holder for every tool, item, or material must bechosen carefully in relation to how the work will beperformed and who will use them. Every single item mustbe allocated to its own place for safe keeping, and eachlocation must be labeled for easy identification of what it’sfor. Although the translation of Seiton to English reads“Straighten or Set in Order”, it sounds like more sorting orsweeping, but the intent is to arrange the tools, equipmentand 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 setin an order that maximizes efficiency. For everything thereshould be place and everything should be in its place.(demarcation and labeling of place).

Seiso

Seiso consists of Sweeping or Shining or Cleanliness andgiving it a “shine”. Seiso in fact says that “everyone is aJanitor”. Systematic Cleaning or the need to keep theworkplace clean as well as neat is the basic requirements. Atthe end of each shift, the work area is cleaned up andeverything is restored to its place. This makes it easy to knowwhat goes where and have confidence that everything is whereit should be. The key point is that maintaining cleanlinessshould be part of the daily work - not an occasional activityinitiated when things get too messy. No area should be leftun-cleaned. Every employee of the organization should seethe ‘workplace’ through the eyes of a visitor from outside -always thinking if it is clean enough to make a goodimpression.

Seiketsu

The next and the fourth step of “5S”, or seiketsu, more or lesstranslate to ‘standardized clean-up’. It consists of defining thestandards by which personnel must measure and maintain‘cleanliness’. Seiketsu encompasses both personal andenvironmental cleanliness. Personnel must therefore practice‘seiketsu’ starting with their personal tidiness. Visualmanagement is an important ingredient of seiketsu. Color-coding and standardized coloration of surroundings are usedfor easier visual identification of anomalies in the surroundings.Personnel are trained to detect abnormalities using their five

Five Keys - To a Total Quality Environment known as

Articlessenses and to correct such abnormalities immediately.Standardized work practices or operating in a consistent andstandardized fashion. Everyone knows exactly what his or herresponsibilities are to keep above 3Ss.

Shitsuke

The last step of “5S”, Shitsuke, means sustaining the‘Discipline.’ It denotes commitment to maintain orderlinessand to practice the first 4 S as a way of life. The emphasis ofshitsuke is elimination of bad habits and constant practice ofgood ones. Once true shitsuke is achieved, personnelvoluntarily observe cleanliness and orderliness at all times,without having to be reminded by management. Once theprevious 4Ss have been established, they become the new wayof operating, and do not allow gradual decline back the oldways of operating. However, when an issue arises, such as asuggested improvement, a new way of working, a new tool ora new output requirement, then a review of the first 4S isappropriate.

A SIXTH PHASE

A sixth phase “Safety” is sometimes added. Purists, however,argue that adding it is unnecessary since following 5S correctlywill result in a safe work environment.

There will have to be continuous education about maintainingstandards. When there are changes that will affect the 5Sprogramme – such as new equipment, new products or newwork rules – it is essential to make changes in the standardsand provide training. A good way to continue educatingemployees and maintaining standards is to use 5S posters andsigns.

The above are the five integrated parts of good House Keepingor work place management. The adoption of these five Ss –organization-wide, can bring tremendous results in the longerrun 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.

WHEN THESE 5S WERE INTRODUCED

According to Mr. Takashi Osada – author of the Five ‘S” –“they have been there from a very long time though peoplewere not much aware of these concepts. If one could lookaround the place – whether it is home or one’s work area, onecan always find lots of room for improvement.”

BY PRACTICING 5S WHAT BENEFITS COULD BEDERIVED

By practicing ‘5S’, the following are the major benefits theorganization could derive which would be forever in the longrun.

A CLEAR WORK PLACE :

(i) high in productivity

(ii) high in quality

(iii) helps in Cost Reduction

(iv) ensures Delivery on Time

(v) Safe for people to work

(vi) high Morale

IMPLEMENTING 5S

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

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

Implementing Step one

The following steps are involved for implementing 5S whatis known as preparatory work before one goes ahead onimplementation.

Recording the current situation which is prevailing in theorganization.

Process 1 – Eliminating unnecessary items which are nolonger required.

Process 2 – Fixing storage place for each of the item.

Process 3 – Consolidating daily cleaning procedures – atime table.

Process 4 – Maintaining spotless workplace.

Process 5 – Visual control in the workplace.

Once the first step is through, one can see the improvementsimmediately at the end of the first step itself!

Implementing Step two

Process 1 – Controlling the stock level.

Process 2 – Making it easy to use and return things whichare not required.


ArticlesProcess 3 – Making cleaning and checking habitual.

Process 4 – Maintaining spotless workplace.

Process 5 – Maintaining standards throughout theorganization.

Once, this step is completed and the standardization is practiced,then it becomes the habit and finally the 5S becomes the wayof life and habit.

Implementing Step three

This step is nothing but evaluating the organization where the5S has become habitual. The following processes are involvedin this step.

Process 1 – Avoiding unnecessary/unwanted items.

Process 2 – Avoiding disorganization.

Process 3 – Regularly carrying out cleaning withoutgetting dirty again.

Process 4 – Prevents degradation of the Environmentcreated.

Process 5 – Systematization Training.

Once, the step is completed and the standardization is practiced,then it becomes the habit and finally the 5S becomes the wayof life and habit.

PRACTICING FIVE “S” IN THE OFFICE

The five “S” could be and should be implemented in averyoffice/organization and as well as at home. Modern officesare easy place for implementation of five “S”. However,one could still face problem as people have own individualityand their own working style in their functioning. Due to theabove, at times the standardization becomes a bit difficult –but one could overcome on this. Again quoting fromMr. Takashi Osada – author of the Five ‘S” – he suggests‘ONE’ as best campaign – i.e. one location at a time forkeeping things. As per his suggestion, the following couldbe done.

One day processing

One file

One hour meeting

One page memo

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

EFFECTIVE WORKING OF FIVE “S”

(how to make it)

The effective working of five “S” can only be done if the topmanagement of the organization supports the five “S” processesand its implementation, without which the five “S” can neverbe successful. However, it is not necessary whatever the topmanagement accepts would be supported and one has to createa conviction – rather courage of conviction.

One would think the way one has to move forward on this. Firstof 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 whichis nothing but maintaining the place in the same way that isnow being organized.

To ensure that the location/place is maintained that way

This may sometimes call for change for the layout.

Once the second step is through, then review the things andfinally as a last step in the process carry out micro levelimprovement.

IMPLEMENTATION STAGE

Then move effectively for the implementation stage involvingthe following steps on this.

Form a five “S” council and decide the co-ordination

Prepare the working system which should include thefollowing


Articles– 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 identifiedand looked into with special attention for the specific problem.

POTENTIAL BENEFITS OF 5S

The organization which are implementing 5S would getbenefited 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 fiveEnglish “S” or by the group of letters “PQCDS” as givenbelow”-

Five English S

Sales – Increased sales/market shares

Savings – Save costs

Safety – Provide a safety working environment

Standardization – standardize the operating procedure(SOP)

Satisfaction – Employees and customers satisfaction.

PQCDS

P – Increase productivity

Q – Improve product quality

C – Reduce manufacturing cost

D – Ensure on-time delivery

S – Provide a safety working environment.

IMPLEMENTATION PROCEDURE OF 5S

Depending upon the organization situation, the 5S could beimplemented in different manners. However, manyorganizations felt that the following P D C A procedure isquite effective in implementing the 5S procedure.

Organize the programme committee (PLAN)

Develop a plan for each S (PLAN)

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

Provide training and education to employees (DO)

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

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

Evaluate the results of 5S (CHECK)

Self-Examination and Take corrective action whererequired (ACTION)

The 5S could be successfully implemented following a genericPDCA (Plan – Do – Check – Action) procedure. Therelationship between 5S and PDCA could be depicted as:

PLAN

Organize programmecommittee

Develop a planfor the First Four S

Formally Announce& Promote the 5S

Training and Education

……………… DO

Everyone practicesHousekeeping & Cleanup

Everyone practicesWorkplace organization

Evaluation & Recognition .................CHECK

Take Corrective Actions ............ACTION

…

Maintain “Discipline” throughout the process.


Articles5S IN JAPANESE

Although 5S has became so popular in Japan that manyorganizations simply use 5S as the title of their programme,some organizations post the original words of 5S in Japanese(Chinese) characters.

GUIDELINES FOR PRACTICING 5S

The general guidelines for implementing and practicing thefirst four S are explained below. The fifth S being thesustaining the discipline already brought in by the four S whichactually refers in maintaining and reviewing standards set bythe organization, it is a matter of practice and review.

Once the 4Ss have been established, they become the newway to operate and the organization need to maintain the focuson this new way of operating, and does not allow a gradualdecline back to the old ways of operating which was inexistence earlier.. However, when an issue arises such as asuggested improvement, a new way of working, a new tool ora new output requirement, then a review of the first 4Ss mayalso become appropriate.

Seiri

The starting point is with sorting (Seiri) the first S whichfocuses on eliminating items from the workplace and the stepsinvolved are as under:-

Steps Actions

1 Separate required items from items not required tostart 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 commonstorage area (super market we call it – items neededby people could be picked up from this super marketwhen needed rather than storing with them)

6 Assign a person to organize and manage commonstorage place ( i.e. super market)

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

8 Organize working/storage area.

Seiton

Seiton is nothing but to set the things in order which is thesecond of the 5S and mainly focuses on efficient and effectivestorage 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 followingwhich 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 itemand the item has a place.

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 thedepth is shallower

Layout the storage area along the wall to save space

Place the items such that they are facing toward passagefor 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 tovisibility)

Use see-through cover or door for visibility

Use special designed cart to organize tools, jigs, measuringdevices 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, shadowboards and modular shelving and cabinets for needed itemssuch as trash cans, brooms, mop and buckets.

Imagine how much time is wasted every day looking fora broom? The broom should have a specific location whereall employees can find it.


ArticlesSeiso

Shine (Seiso) – Once the elimination of the clutter and junk isdone which has been clogging the work areas and identifiedand located the necessary items, the next step is to thoroughlyclean the work areas.

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

Employees take pride in a clean and clutter-free work areasand the Shine step will help create ownership in the equipmentand facility.

Employees will also begin to notice changes in equipment andfacility location as air, oil and coolant leaks, repeat contaminationand vibration, broken, fatigue, breakages and misalignment.

These changes, it left unattended, could lead to equipmentfailure and loss of production. Both add up to impact theorganization’s bottom line.

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

Guidelines

(i) Use dust collecting covers or devices to prevent possibledirt or reduce the amount of dirt.

(ii) Investigating the causes of dirtiness and implement aplan to eliminate the sources of dirt.

(iii) Cover around cords, legs of machines and tables suchthat dirt can be easily and quickly removed.

(iv) Operators clean their own equipment and working areascan perform basic preventive maintenance.

(v) Keep everything clean for a constant state of readiness.

(vi) Painting machines after cleaning.

(vii) Removing cobwebs from the ceilings.

(viii) Painting walls, ceilings and floors in fright colours.

(ix) A 5S schedule posted in the factory shows who isresponsible for cleaning which areas on which days andat what time/s of the day.

Seiketsu

Standardize: (Seiketsu) – once the first three 5Ss have beenimplemented, you should concentrate on standardizing bestpractices 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 toparticipate in the development of such standards. They are avaluable but often overlooked source of information regardingtheir work.

If the organization applies the first three steps as a one-off oreven an annual event, the benefits are likely to be minimal atbest; the organization needs to implement a programme toensure 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 preventpossible dirt or reduce the amount of dirt.

Investigating the causes of dirtiness and implementing aplan to eliminate the sources of dirt.

Cover around objects to prevent from dust.

Keep everything clean for a constant state of readiness.

Example for standards

(i) One can think of what

(ii) McDonalds

(iii) Pizza Hut

(iv) UPS

(v) Blockbuster and the

(vi) United States Military

would be without effective work standards.

Shitsuke

Sustain : (Shitsuke) – This is the fifth and last step in 5Swhich is by far the most difficult S to implement and achieve.

This fifth step is to make a habit of maintaining the momentumof the previous four steps to ensure sustainability of the systemwhich is implemented.

The step involves people and cultural issues.

Human nature is to resist change and many organizations foundthemselves with a dirty cluttered ship a few months followingtheir attempt to implement 5S.

The tendency is to return to the status quo and the comfortzone of the “old way” of doing things.


ArticlesSustain focuses on defining a new status quo standard of workplace organization.

Critical aspects of 5S success

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

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

The 5S programme to be supported by the managementsupport along with staff efforts in terms ofacknowledgement, leadership and resources;

The organization to implement reward and recognize effortsof staff put in for implementing 5S and maintaining it;

The organization needs to develop a sense of satisfactionand excitement amongst staff by discussing the benefitswith all employees, such as improved morale and safetyand recognition that it’s now a better place to work.

SUSTAINABLE IMPLEMENTATION OF 5S

Sustainable implementation of 5S requires the support of themanagement. – the system needs to become habitual – ingrainedinto the culture of the organization and the employees in theorganization need to live with the values of 5S which is being

practiced on day to day to have the long term benefit andexcellent working environment.

CONCLUSION

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

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

Reduces amount of walking around (steps) to completetasks since things are stored in a way for easy access

Improves health and safety by eliminating stretching andbending

Increases the reliability of equipment

Makes the workplace more pleasant and increases themorale of the employees in the organization.

In view of the above, every organization should create thecondition to commit to making 5S a way of life so thatorganization’s productivity increases and the top managementshould provide all support needed , create awareness amongstemployees and finally the rewards and recognition is providedto the employees to have the successful ongoing andmaintenance of 5S.

Documents

Five Keys - To a Total Quality Environment Known as 5S by R. Balakrishnan 5