Applying 5S Principle For A Better Life

5S Principle is a highly effective approach to workplace organization that aims to eliminate waste, streamline processes, and increase efficiency. Based on five key principles, Sort, Set in order, Shine, Standardize, and Sustain. 5S Principle was first developed and implemented by Toyota Motor Company and has since been adopted by organizations worldwide. This guide will help you understand and apply the 5S principles to your life.

WHAT IS THE 5S PRINCINPLE?

The 5S methodology can be succinctly expressed as “everything in its place, and a place for everything.”

These 5S terms in English are commonly referred to as:

1. Sort: Remove unnecessary items.
2. Set in order: Organize the remaining items.
3. Shine: Clean and inspect the work area.
4. Standardize: Establish 5S procedures.
5. Sustain: Maintain the 5S practices consistently.

WHAT ARE THE ADVANTAGES OF IMPLEMENTING A 5S PRINCIPLE?

A 5S principle offers benefits such as freeing up facility space by removing unnecessary equipment, optimizing the workspace to minimize downtime and improve quality, empowering operators to take responsibility for their work environment, and creating a clean and safe workplace.

HOW TO DO 5S PRINCIPES? – 5 STEPS

SORT: Eliminate what which is not needed.

You categorize necessary items from unnecessary ones by placing the latter in a “red tag” holding area. This eliminates distractions and improves workspace productivity by removing clutter. It also creates additional space for other purposes. The digital workspace can also benefit from 5S by deleting obsolete files (Sort) and organizing needed files in well-arranged folders (Straighten).

How to Implement SORT?

To begin with 5S, separate necessary items such as tools, parts, and materials from unnecessary ones. Categorize items into four groups:

1. Items required in the current work area should be kept there.
2. Items required in another work area should be delivered to the appropriate person in charge.
3. For items that may be needed, use the “red tag” system, mark them with red tags and move them to a holding area organized by review month.
4. Items that are not needed should be immediately disposed of, with no hesitation.

What Are Some Examples of Sort?

• Using 5S red tags to discard broken or old parts.
• Practicing responsible recycling of materials and papers.
• Separating everyday tools from special-case tools.
• Avoiding overloading your workspace with excess materials.
• Creating an overflow area outside the workspace for duplicate materials, tools, and parts.

STRAIGHTEN: Organize what remains after sorting.

The remaining items are organized thoroughly to make frequently used items easily accessible and provide a clear and easily findable home for each item. It reduces wasted motion and makes the placement of items more ergonomic. Straightening also opens up space for other purposes. To check your work, ask a coworker to find specific items in your workspace. If they can locate them with ease, you have done an excellent job of straightening. Otherwise, pay attention to where they looked first, as it may be a better location for the item.

How Do You Implement Straighten?

Once you have sorted your items, follow these steps to organize them:

1. Keep frequently used items within easy reach to minimize wasted motion.
2. Group like items and determine the best way to organize and store them.
3. Visualize item homes for each group to make it clear when an item is missing or misplaced, such as creating a shadow board for tools.
4. Consider using containers to organize items.
5. Label items with frames and labels if they cannot fit into a container.
6. Be flexible and open to improvements. Meet with your team after one and two weeks to brainstorm further improvements as part of your initial implementation.

What Are Some Examples of Straighten?

Here are some suggestions for organizing your workspace:

• Assign a specific location or “home” for every item to minimize clutter and improve efficiency.
• Utilize color to organize and categorize items for easier identification.
• Differentiate everyday tools from those used for special tasks.
• Designate a surface or area solely for shadow boxes and tool storage.
• Dedicate another surface or area entirely for working.

SHINE: Clean and inspect the work area.

The Shine step involves cleaning, inspecting, and maintaining tools and equipment to improve the work area. It gives operators more control over their environment and helps them identify problems before they disrupt production. Catching problems early is crucial in preventing unexpected breakdowns.

How Do You Implement Shine?

Once you have organized your workspace, it’s time to improve it by cleaning, inspecting, and maintaining tools and equipment. Here are some steps you can take:

1. Clean thoroughly: Using appropriate cleaners and tools, clean every nook and cranny of your workspace. By cleaning your workspace, you can return it to its former pristine state.
2. Identify the source: The principle of this step is to “clean to understand.” If you see any signs of leaks, spills, or debris, investigate to determine the source. This can be an early warning of potential problems.
3. Inspect: After cleaning each item, take a moment to examine it closely and evaluate its condition. Does it require maintenance, repair, or replacement?

What Are Some Examples of Shine?

To elevate your workspace after organizing it, follow these steps:

• Clean your equipment by wiping it down with appropriate cleaners.
• Check the wear of your tools to see if they need any maintenance or replacement.
• Disassemble larger objects to inspect their parts and check for any damage or wear.
• Investigate any recurring unclean spots or messes and take measures to prevent them.
• Make sure to follow proper cleaning procedures to avoid damaging the equipment.

STANDARDIZE: Write standards for 5S.

The Standardize step serves as a connector between the initial three steps (Sort, Straighten, Shine) and the final step (Sustain). The objective here is to establish the best practices of 5S as standardized work for your team. Standardize enables the repetition of 5S. It changes 5S from a one-time project to a reproducible set of actions. Develop checklists and assess whether each task truly adds value. Keep it simple and straightforward!

How Do You Implement Standardize?

To ensure your hard work continues to pay off in the future, it’s time to set expectations with a documented 5S process. Here’s how:

1. Document in pairs. Have one team member walk through each task while another documents it to ensure nothing important is missed.
2. Capture the essence. Keep it simple and focus on what’s essential. Otherwise, the documentation will likely not be maintained.
3. Prefer checklists. Short checklists with task names and detailed descriptions work best for quick reminders and training.
4. Organize to simplify. Sort the checklists by role, shift, and frequency (daily, weekly, monthly) to make the 5S process less intimidating for your team.

What Are Some Examples of Standardize?

• Document your 5S practices with written procedures.
• Develop checklists for both implementation and auditing to ensure consistent and ongoing adherence to 5S standards.
• Create task-specific kits that contain all necessary materials and supplies.
• Use simple visuals, such as photos, as part of your training materials to improve comprehension.
• Establish a task schedule to maintain 5S practices over time.

SUSTAIN: Consistently apply the 5S standards.

The Sustain step ensures the continuous application of 5S. It involves turning standardized 5S processes into routine tasks that are regularly completed. Repeating 5S processes helps to maintain gains and make further progress. Continuous improvement is achieved through feedback. Encourage idea-sharing and approach each suggestion with a genuine desire to learn.

How Do You Implement Sustain?

After standardizing your 5S practices, it’s important to sustain them through ongoing action. To do so, we recommend:

1. Establishing a schedule: Embed 5S practices as scheduled tasks, organized by role, shift, and frequency.
2. Demonstrating and training: Teach employees how to conduct 5S tasks by demonstrating them and providing training. This will prepare them to perform tasks on their own.
3. Supervising to independence: After initial training, gently supervise employees as they form habits. Offer corrections when necessary.
4. Adapting as needed: Use feedback to identify opportunities for improvement and make changes to optimize efficiency. Remember that standardized work is living documentation.

What Are Some Examples of Sustain?

Here’s the rewritten statement:

• Conduct a demonstration meeting to explain complex or multi-step processes.
• Schedule periodic check-ins after initial training to ensure continuous learning.
• Train employees to conduct 5S audits and regularly check for compliance.
• Use mistakes as an opportunity for additional training to further improve the process.
• Encourage constructive communication between supervisors and operators to identify areas for improvement in the 5S implementation.
• Set quarterly audit reminders to review the red tag holding area and identify items for disposal or relocation.