A simple and practical approach
We decided to set up 5S projects because this tool is the first step towards a company that knows how to continuously improve.
It allows employees and managers to understand why it is important to have standards and respect them!
Also, in terms of image, the question always asked by potential visitors to the company is the following:
“If they cannot manage to enforce the basics of a well-organized company such as having a clean and tidy workstation… will they be able to enforce more complex processes and perform?”
This is why we have implemented a 5S audit matrix for each department of the company and have favored this approach for the start of our quality management project.
This tool is now integrated by the teams and the company is recognized by stakeholders as a clean and well-organized site.
5S made easy: a step-by-step guide to applying the 5S principles
- Sort: Eliminate that which is not needed. Remove all unnecessary items, tools, equipment, and materials from the work area. Keep only what is essential for the current tasks.
- Set in order: Organize what remains after sorting. Arrange everything in a logical and convenient way. Label and identify everything clearly. Make sure that everything has a designated place and that it is easy to access and return.
- Shine: Clean and inspect the work area. Keep everything clean and tidy. Wipe, dust, sweep, and polish regularly. Check for defects, damages, or malfunctions. Report any issues or problems immediately.
- Standardize: Write standards for 5S. Document the best practices for sorting, setting in order, and shining. Create checklists, guidelines, procedures, and instructions. Train everyone on how to follow the standards. Display visual reminders such as signs, posters, or charts.
- Sustain: Consistently apply the 5S standards. Maintain the discipline and commitment to keep the work area organized and clean. Monitor and audit the 5S performance regularly. Recognize and reward good practices. Seek feedback and suggestions for improvement.
Gemba Walk: A Lean practice to observe, learn, and improve
A gemba walk is a practice where managers or auditors go to the actual place where work is done (the gemba) to observe, ask questions, and learn from the workers.
The purpose of a gemba walk is not to criticize or find faults, but to understand the current situation, identify problems or opportunities for improvement, and show respect for the people who do the work.
During a gemba walk, an auditor can use the 5S audit matrix as a guide to check how well each department is following the 5S principles.
Some of the questions that an auditor can use are:
- Sort:
- Are there any unnecessary items in the work area?
- How often are they removed?
- How are they identified?
- Is there a red tag area for sorting out unwanted items?
- Set in order:
- Is everything in its proper place?
- Are there clear labels and signs for everything?
- Is it easy to find and return what is needed?
- Are there any visual controls or indicators to show the status of work or equipment?
- Shine:
- Is the work area clean and tidy?
- How often is it cleaned?
- Who is responsible for cleaning?
- Are there any cleaning tools or materials available?
- Are there any inspection points or checklists for cleaning?
- Standardize:
- Are there written standards for 5S?
- Are they followed by everyone?
- Are they updated regularly?
- Are they displayed or accessible in the work area?
- Are there any training or communication programs for 5S?
- Sustain:
- How is the 5S performance measured and monitored?
- Are there any audits or reviews for 5S?
- Are there any recognition or reward systems for 5S?
- Are there any feedback or suggestion mechanisms for 5S?
“Everyday is 5S day !”
Gemba is a Japanese word that means “the actual place” or “the place where value is created”.
Some of the benefits of gemba are:
- It eliminates waste, such as clutter, dirt, or errors.
- It improves work, material, and information flow by organizing and labeling everything.
- It ensures quality and safety by cleaning and inspecting equipment and tools.
- It standardizes 5S best practices and documents them in checklists and guidelines.
- It sustains 5S culture and improvement by auditing and rewarding 5S performance.
- It shows respect and appreciation for workers by involving them in 5S and listening to them.
- It increases customer satisfaction by delivering products or services that meet or exceed expectations.
How to apply 5S principles in various work contexts
the 5S approach can work in both offices and factories, as well as in other types of workplaces.
The 5S principles are universal and can be applied to any environment where work is done.
However, there may be some differences in the implementation and the benefits of 5S depending on the context and the nature of the work.
- Lean manufacturing :
5S can help reduce waste, improve flow, and increase productivity by eliminating unnecessary items, organizing tools and materials, cleaning and inspecting equipment, standardizing work practices, and sustaining the discipline of 5S.
Example : Some of the benefits of 5S in lean manufacturing are creating space within the facility, reducing waste from unnecessary motion, enhancing safety and quality, and facilitating continuous improvement. - Lean office :
5S can help improve efficiency, effectiveness, and customer satisfaction by eliminating clutter, organizing documents and files, cleaning and maintaining office equipment, standardizing office procedures, and sustaining the culture of 5S.
Example : Some of the benefits of 5S in lean office are reducing errors and delays, improving communication and collaboration, enhancing creativity and innovation, and increasing customer loyalty.
As you can see, the 5S approach of improvement can work in both offices and factories, but the implementation and the benefits may vary depending on the specific situation.
The Power of 5S : Success Stories of Lantech, Baxter Healthcare, and Caterpillar
- Lantech (1) :
- Reducing inventory by $1.2 million
- Reducing floor space by 30%
- Reducing lead time by 80%
- Increasing productivity by 25%
- Increasing sales by 50%
- Baxter Healthcare (2) :
- Reducing scrap by $1.5 million
- Reducing cycle time by 50%
- Reducing defects by 90%
- Increasing capacity by 35%
- Increasing customer satisfaction by 95%
- Caterpillar (3) :
- Reducing inventory by $2 million
- Reducing floor space by 40%
- Reducing downtime by 60%
- Increasing productivity by 10%
- Increasing quality by 15%
In summary, The 5S method for organizing and improving work environments
- 5S: A simple and effective approach for continuous improvement.
- Creates understanding of the importance of standards and cleanliness.
- A key tool for quality management projects.
- Enhances the company’s reputation as well-organized.
5S Made Easy: A Step-by-Step Guide
- Sort: Remove unnecessary items, keeping only essentials.
- Set in order: Organize and label items logically for easy access.
- Shine: Maintain cleanliness and inspect for defects.
- Standardize: Document best practices, train employees, and display reminders.
- Sustain: Consistently apply 5S standards, monitor performance, and reward good practices.
Gemba Walk: Observing and Learning
- A practice to understand work processes and show respect.
- Use 5S audit matrix for assessment.
- Questions for each 5S principle: Sort, Set in order, Shine, Standardize, Sustain.
- Benefits of Gemba: Eliminates waste, improves flow, ensures quality, sustains 5S culture.
Applying 5S Principles in Various Work Contexts
- Universal application in offices, factories, and workplaces.
- In Lean Manufacturing: It reduces waste, enhances safety, and supports continuous improvement.
- In Lean Office: It improves efficiency, communication, and customer satisfaction.
- Implementation and benefits vary by context.
“5S is an habit, not a request.”
Unknown
References :
Happy CEO 