5S system is one of the most underrated tools of lean management. It seems so simple that people take it for granted.
5S System is the founding stone of all the improvement activities. The first step to the staircase of improvement. Your workplace should talk to you, such is the ultimate goal of the 5S System.
It helps designing an efficient, effective and organized work place.
5S System can be considered as five principles of visual order.
Table of Contents
S1-Sort
If in doubt,throw it out.
Red-Tagging rule of thumb.
Sort is the first principle of visual order.Work place is filled with stuff like files,WIP,scrap,jigs,tools,machinery etc.
Majority of stuff is no more useful but keeps piling in your work area,impeding your daily activities.Hence impeding flow of your work.
Let me give you an example.Go check your wardrobe. You would find at least one to two trousers which does fit you anymore.But they are still part of your wardrobe.You know it doesn’t fit you but still it’s consuming space of your wardrobe.
It might come handy
We keep on piling stuff,under whim that it might come handy sometime and that time never come.Once useful objects,now obsolete,are never discarded.A vicious cycle continues.
This pile of stuff impedes flow of work.It consumes space and your decision making time(distinguishing useful from not useful stuff).
Eventually you feel need for more space and people to manage that space.The clutter also creates safety hazards.Example fall hazards,pinch points,blind corners etc.
Red Tagging
First you have to define,what all you need to create final output and clear out everything else.In red tagging activity you put red tag on all unwanted stuff.Red tag contains information about the part,reason for tagging,work section,date,etc.
There are certain activities involved in conducting red tagging practice.
- Identifying location to keep red tag material.
- Schedule red tagging activity frequency.Like once a week or month.
- Explore recycling options
- Setup disposal procedure
- Monitor disposal trends
- Make it a habit.
Final decisions regarding disposal are taken by red tagging teams.
In 1983 Toyota invested in GM’s failed Fremont,California,Plant.Toyota was told there was no space for a new line.
By applying 5S principles,team members liberated 30% of the floorspace,more than enough for new line.
S2-Set in Order
“A place for everything,and everything in its place.”
Once we are left with useful stuff or we have eliminated unwanted stuff.We can concentrate on improving flow to reduce motion waste(Muda).
Make a team to improve layout.Draw the current layout and ask what can be improved?Take input from all team members.
Considering all inputs make new layout,eliminating all the hassles in current layout.
Purpose here is to minimize motion waste.
To simulate new layout,in empty part of plant draw proposed layout with tape or chalk.And ask following questions.
- Does everything flow?
- Is there enough room for you to do work?
- Are there any unpleasant surprises?
- Are there any other improvements you can make?
Organize and apply Color
The three keys to organizing are :
- Where?
- What?
- how many?
To fix the positions of equipment and parts rack, tape out the home position on the floor. For tools and jigs, make a shadow board.To fix the position of parts and materials, you should develop a grid system( similar to that of City Streets) and give each area a simple address. Make large visible sign boards identifying the equipment material, processes, and attach or hang them in appropriate locations.
Show the number of units using a visual system,such as a piece of colored tape showing maximum and minimum levels,or a footprint. you should also tape out walkways, mobile equipment routes, and the perimeter of opening doors.
Develop a color standard and apply it to your workplace.Your objective should be transparency . the location of everything must be so clear that, anyone can find anything at any time.
Tool trolley shown in the picture is a beautiful example of set in order.Everything has a place and everything is at its place.
S3-Shine
Here are two scenarios.
First you come home from long day at office and find home completely organized ,clean,and smelling great.
Second scenario in which you come home from long day at office and find home completely unorganized ,messy.
Which one do you think would lift your spirits?
Quite obviously first scenario.Same is true for our workplace.Clean workspace uplifts your spirits and improves your work.
To implement this part of 5S System.5S Team has to decide:
1. What to clean?
Develop Check sheets outlining describing cleaning areas.Be as specific as you can.
2. How to clean?
Cleaning methods has to be clearly defined.All the required supplies has to be available in central place.
3. Who will do the cleaning?
Cleaning responsibilities and schedules should be prominently posted.Team members should sign-off on the sheets when they have completed their cleaning schedules.
4. How clean is clean?
This part includes effectiveness of cleaning.
S4-Standardize
“Rust never sleeps”
Neil Young
Following first 3 steps of 5S system,we have developed an well organized workplace.To maintain our good condition we must develop and apply standards for S1 to S3.This would result in standardized work,or act as our playbook.
S1(Sort) Standard should tell us
- What is needed and not needed
- Red tag targets,Frequency,and responsibilities.
- Disposal procedures
S2(set-in-order) Standard should tell us
- What sign boards should look like and where they should be posted
- What different colors mean
- Where people can walk
- Dangerous areas
- What equipment signage and footprints should look like
S3(Shine) Standard Should tell us
- What to clean and inspect
- How to clean and inspect
- Who cleans and when
- Who is responsible for inspection
Clearly,the goal is to make 5S part of our standardized work.
S5-Sustain
“Perseverance is all”
Theodore Roosevelt
5S is not a one time activity.Goal is to make sure 5s develops deep roots in our company and become our normal way of doing business.Involvement is the key.
Promotion,Communication and training are the means of sustaining 5 s system in organization.
Some of the methods for promotion and communication of 5S includes 5S report cards,5S catch of the month contest,5S slogan and logo contest,5S core group.
Training is another process for making 5S system part of organization’s culture.
5S training is an investment with quick payback.It lays foundation for all future activities.
Each step of 5S system holds significant place and should be followed religiously.5S is foundational step to all improvement activities.
Its like how do we start?Let’s do 5S first.
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