5S: A Lean Transformation Tool

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Zulfa Management Consulting

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www.zulfadev.com

@zulfa.team @zulfateam

[email protected] +966 59 084 2622

Hussain Yasin Al-Ahmed Management Consultant

@hussain_alahmed

@hyahmed

[email protected]

Imagine: A fire fighter with a broken water hose!

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… or a surgeon with dirty instruments!

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… or an astronaut who

forgot the hand tools on

earth!

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Image It makes the place organized and always ready for client or executives visits

5S Overview and Benefits

•  A method to improve and sustain workplace organization. •  One of the basic stones for successful lean transformation. •  It applies to every industry and every job function.

Time It saves precious time looking for material, tools, equipment or information and increases overall efficiency

Pride It makes employees proud of their workplace and willing to show it to others

HSE A clean and ergonomically organized workplace is more healthier and much safer for employees and visitors

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5S Workplace Organization

Sort

Clearly distinguish what is needed,

what should be kept and what should be

thrown out.

“When in doubt, move it out”

Set in Order

Organize the necessary things

making it easier for anynone to find and

use them.

“A place for everthing and everthing in its

place”

Shine

Clean equipment and workplace

requrlay. Paint them as needed and

inspect them while cleaning.

“A clean place is safer and more

productive”

Standardize

Develop standards for sorting, setting in order and shining. Enforce them and

follow up.

“The seceret of success is

consistency of purpose”

Sustain

Make it a daily habit and a way of life

through discipline, auditing and recognition.

“Motivation is what gets you started,

habit is what keeps you going”

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Sort Red tagging

Define a “Red Tag Team” and a leader and train them on 5S

Seperate the unneeded items from the needed ones

Attach a red tag to the uneeded items

Move them to a temporary holding area

Set the time to hold in temporary area

Review the items after the defined time

Give away, sell or throw the remaining items

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Red Tag Temporary Holding Areas

Red Tags

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How often is it used? What to do with it?

Never Give, sell or throw away

Once or twice a year Store in a distant place

Once a month Store near your work area

Once a week Store near the the workstation

Once a day or more Keep near you or your workstation

Sort If in doubt, throw it out

No Unused

XNo

Duplicates

XNo

Uncessary

! No

Just-in-Case

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Set in Order A simple exercise

Focus on the next slide for 5 seconds

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1 2 3 4 5


Set in Order A simple exercise

Now on the next slide, tell us

what was removed?

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Set in Order A place for everything, and everything in its place

What’s missing from this tool kit?

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Set in Order If it moves, it needs a home

Organize what’s left after sorting.

Physically reconfigure the area.

Make it visual and self explanatory.

Make everything easy to find and return.

Label and mark locations of movable items.

Color-code items based on location or use.

Build racks, shelves or shadow boards.

Try new ideas and be creative.

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Shine A clean place is safer and more productive

Promotes Safety Detecting and removing sources of danger such as liquid spills, tripping hazards, and biological infections.

Quality Inspection Helps in checking for non standard conditions such

as leaks, cracks and wear.

Reputation Customers will trust people

who keep thier workplace clean and organized more

than those who don’t.

Improves Moral Team members become happier in a clean workplace and closer to managment when managers are involved in 5S.

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Before 5S Photo Credit: Hussain Al-Ahmed 16

After 5S Photo Credit: Hussain Al-Ahmed 17


Shine Guidelines

Together clean the entire area

Assign roles and responsibilities

Repair leaks

Tag what you can’t repair

Plan proper collection method

Dispose correctly

Paint or retouch

Provide proper cleaning tools

Think of ideas to minimize dirt

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Standardize The key to success is consistency of purpose

Sorting

Setting in Order

Shining

Visual Management Making the place self-explenatory through signs, labels, colors and marks.

choose choose

Continuous Improvement Keeping the ball of improvement rolling and keep changing for better.

Utilizing Talent When there is a standard, it becomes easier to choose non critical things such as colors, material, brand, etc.

Sustaining Clear and simple instructions help making it easier for members to keep the place organized and tidy.

Training New members will learn faster and will get invloved immidately.

Best Practices Recognition and knowledge sharing helps in finding best practices and adopting them.

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Check this …!and this … then that …!

CHECKLIST

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Do this …!and this … then that …!

PROCEDURE

PROCESS

Which Color?

What should be done and why?

When should it be done and how often?

How should it be done and who should do it?

Colors, fonts, sizes, shapes, templates, etc.

Develop checklists, procedures and processes.

Remember; the first idea may not be the best one.

Material, brand, model, etc.

Find the best practice and make it a standard.

Standardize Be consistent but not constant

Try, experiment, explore and innovate.

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Be consistent, not constant

Photo Credit: Hussain Al-Ahmed



Sustain How to keep the improvement ball rolling?

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Promote 5S Get people buy-in by getting them involved in shaping the improvement path and recognizing individual efforts and rewarding for teamwork.

Focus Management team must lead the 5S efforts, learn the techniques, and participate in practical activities.

Simplify Wining Celebrate simple improvements and avoid comparisons between individuals or teams.

Develop Metrics Establish KPIs and visually display them to create pride through positive competition and a sense of achievement.

Walk The Talk Go to the workplace and observe what’s happening and help before giving constructive feedback.

Conduct Audits and Reviews Regularly conduct assessments for the current state and create and improvement plan.


Sustain Tools for sustaining: Metrics

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You Can’t Manage What You Can’t Measure

Focus on the important goals only. Not all goals are as important.

Establish lead measures (KPIs) that you can act on to achieve the goals.

Lead measures should be directly related to the members of the team.

Have people develop their own lead measures to create accountability.

Show the measures and the progress publicly and present them visually.

Simplify or automate the measurement and data collection process.



Sustain Tools for sustaining: Zone Charting

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Divide the shop floor or office to areas and assign people to them.

Clearly show photos of assigned people in the area.

Members should audit their areas regularly and allow others to do so.

Managers should plan to visit different areas randomly and give feedback.

Show photos of good work publicly in displays or meetings.

Don’t take disciplinary actions for bad scores, but reward good ones.

Everyone is Accountable



Sustain Tools for sustaining: Recognition

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Reward teams for small and continuous improvements.

Simple and continuous recognitions can boost motivation.

You don’t have to spend money. An applause or a thank you note will do.

Supporting new ideas and allowing trial and error is a form of recognition

Educate employees in new skills and provide necessary resources.

Encourage friendly competition and fun challenges.


Sustain Tools for sustaining: Visual Displays

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Show progress visually. It can be manual or digital.

Spend more time analyzing and planning for improvements than collecting data.

You don’t have to spend money. A simple white board and a marker will do.

Updating the display must be simple an easy and done in at least in daily basis

Discuss accountabilities in short quick, routine meetings next to the display.

Be flexible with the format. The team should put what really matters to them.


Sustain Tools for sustaining: Auditing

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Consistently review progress using different audit tools.

Preform 5S self assessments and audits at least weekly by different people.

Simplify audits and translate to local languages.

Auditing should be an opportunity to discuss barriers to improvement.

Visually present audit results and post them in the Primary Visual Display (PVD)

Encourage knowledge sharing and cooperation between teams.

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1

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3

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5

Week 1 Week 2

Week 3

Week 4

Week 5

Week 6

Week 7

Week 8

Week 9

Week 10

5S Weekly Score

0

1

2

3

4

5 Sort

Set in Order

Shine Standardize

Sustain

Current 5S Audit Score

Sort 3.5

Set in Order 2.5

Shine 3

Standardize 4

Sustain 2


5S Tips for successful implementation: Take photos

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•  A picure worth a thousand words. •  Before and afetr pictures help convey the message. •  Great tool for reporting progress and training people.

Why Take Photos?

•  Get a good camera and learn how to use it. •  Smartphones good for social media and quick sharing,

but not for quality photos. •  Make sure it’s charged and memory is cleared. •  Make a home for it. Remember “Set in Order”.

How To Take Photos?

•  Take before and after photos from the same angle and use the same camera if possible.

•  Capture good practices and lessons learned. •  Record activities and use them on event •  Store the photos in a common place.

What To Capture?


5S Tips for successful implementation: Leverage teamwork

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•  It divides the work and doubles the success. •  Helps generating different ideas. •  Effective problem solving tool. •  The whole is greater than the sum of the parts.

Why Teams?

•  Effective communication and collaboration. •  Embracing and encouraging differences. •  Doesn’t matter who gets the credit. •  Understanding the stages of team development.

What is Teamwork?

•  A Group of people working together to achieve a common goal in sports, life or at work.

•  It can be formal or informal.

What is a Team?

1. Forming 2. Storming

3. Norming 4. Performing


5S Can you recall them?

Sort

Set in Order Shine Standardize

Sustain

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“ Coming together is a beginning,

keeping together is progress,

working together is success ”

- Henry Ford


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Zulfa Management Consulting

www.zulfadev.com

@zulfa.team @zulfateam

[email protected] +966 59 084 2622

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5S: A Lean Transformation Tool