You may have heard about 5S in manufacturing and the importance to maximize efficiency on the shop floor. It seems that these deep-rooted methodologies are outdated. The truth is that mature industries continue using them today in their daily routines. So, to clarify how 5S can do you for you in your personal life and in the 21st century industries, this is a quick lecture on what is 5S is and why it is so relevant still today to create standards at work or at home. In other words, it is critical to understand 5S as a set action to achieve a result (this means excellence in everyday). If you are looking for tools to implemt a 5s model, read about our 5S tool.
Origin of 5S
5S is an organization system in the workplace whose purpose is to make as easy and efficient as possible the tasks within the factory. The 5S origin comes from the Toyota ‘s Production System which was developed by Tahichi Ohno during the 60s in Japan. Its five S come from five Japanese words which are Seiri, Seiton, Seiso, Seiketsu and Shitsuke. Or, translated, Sort, Set in order, Shine, Standardize and Sustain. These five words correspond to five phases that must be followed by any company which promotes the 5S philosophy.
Since the Toyota Production System popularity –at first this 5S system was a very well-kept secret– benefits brought to organizations were so many:
- Higher quality in the final product
- Reduced costs in production
- Increase in productivity
- Greater employee satisfaction
- Safer work environment.
From this last point, a 6th S has become popular in the last decades, the S for Safety, which many companies have embraced it as the 6th S.
Steps of the 5S
But, Let´s review what each phase involves and what is particularly important in each step:
Sort or Seiri
The basis of this first step is to determine what materials, equipment and tools need to be present in the workplace, removing everything that is unnecessary for the daily work routines. To do a good job in this phase, we will first have to set the frequency of use of each item. For sure, there are no better ones to do this task than the workers in each workspace. Workers must consider which tools are really needed and, with those ones that are not. This takes us to the process of red tagging or assign a red sticker or cardboard tag (filled with some information such as the location of the item, a description, and the date) so it can be stocked until it becomes necessary again. It also can be shelved if we believe it won’t be used anymore. The following example will help you to start your tour on 5S implementation.
The correct application of this first S is essential to avoid waste, if we keep unnecessary materials, equipment and/or tools, this will have a negative impact on the following S implementation: 2nd S = we will define and mark a space for them, 3rd S = we will define a cleaning plan for them, 4th S= we will unnecessarily apply standards, 5th S we will apply improvement actions or carry out audits on these elements unnecessarily.
Set in order or Seiton
It consists of organizing the storage for an efficient use defining what arrangements are most logical. And how? By thinking through tasks and the frequency those tasks must be done. The final goal of this phase is to have an efficiently organized work area.
It consists of organizing the best location for and efficient use of the workstation, defining which layouts are the most logical. A place for everything and everything in its place. And how? Thinking about the tasks, their sequence and how often they must be done. The goal of this phase is to have an efficiently organized work area:
- Where the safety of people in their movements / displacements prevail
- Where the frequency of use of the objects/pieces is defined
- Where the 4 principles of movement economy are integrated (pillars of standardization):
- Reduce the number of moves
- Simultaneity of movements (work with both hands)
- Reduce travel distances
- Make movements easier and more ergonomic
- And using FIFO principles for some consumables, etc.…
Once the location has been determined, it is about imagining what is fair and necessary, so that:
- there is no doubt what is found on each site
- the absence of an object from its place is instantly noticed
The potential necessary stocks necessary for the proper functioning of the sector will also be calculated as fair and necessary and will be clearly defined.
The location defined for each of these elements, materials, equipment, and tools will be marked according to the standard colors to guarantee visual control of them (Visual Control) This stage therefore must:
- Ensure accessibility to the position and all the elements
- Use shapes, colors, identifying symbols
- Avoid closed cabinets
- Visually signal the areas of passage and stocks
- Delimit all the spaces
Shine or Seiso
It refers to something as simple -and sometimes ignored- as cleaning up the work area. The critical part here is to identify the dirtiness source to eliminate, as a note, the cleanest is not the one that cleans the most, but the one that pollutes the least. But it involves not only the basic cleaning, but also regular maintenance work is also essential and must be planned to prevent breakdowns and accidents. An important point would be every employee paying attention to the basic cleaning and not leaving all this work to cleansers. Through the act of cleaning we:
- Make our work environment more pleasant (there is no quality work in a rundown, dirty or inadequate environment)
- Prevent the risk of breakdowns (allows repairs before failure)
- Prevent the risk of accidents
- Prevent parts damage
- Examine the state of production means and detect anomalies
- Identify sources of dirt
- Develop cleaning standards
- Simplification of cleaning by elimination of the dirt causes
- To reach an added value cleaning, it detects anomalies (sources of dirt)
Some hints to keep the workstation clean:
- Have hoods / casings to avoid projections
- Elimination of blowing in favor of aspirations
- Implementation of a rational circulation of liquids/parts through channels
- Control of the organs that can contaminate (barrels, drums, etc.…)
- Ergonomics and easy access to cleaning points
Standardize or Seiketsu
The objective of the first 3 “S” is to be able to build the state of reference that leads to a first level of efficiency and the result of the workstations in terms of selection, order and cleanliness. Therefore, this is the first step of the 4th S Standardize.
Once the state of reference has been reached, standardization is essential (but not sufficient) to combat the natural tendency to neglect and return to old (or even bad) practices.
After applying the first 3 S we have caused a break in our PDCA of Continuous Improvement. Here comes our 4th S Standardize that is:
- Formalized the state of reference (photographs or sketches) is essential to detect a drift with respect to the “Standard” (the state of reference)
- Activities necessary to ensure the maintenance of the Reference States:
- Who does what, should be correctly defined
- Create or modify operating methods regarding these activities: Depending on its complexity, each of these regular activities may require a specific writing operating mode, as created in Visual Standard for the job standardization
- Formalize the rules of life (and behaviors in different situations)
- Make the rules, instructions, risks, and prohibitions in the workplace visible
- Define how to identify anomalies (labels or others)
It is essential that these activities indicated above are established by the protagonists of the area. To be consistent with the objective of 5S to give “those who do” the means to reconsider a work environment that is conducive to them, since “they are the ones who know“. Therefore, it is necessary for these daily activities, unfortunately little valued, to become natural practices and freely carried out.
After this standardization phase, the area can be tested with the visit of an outsider who must be able to quickly:
- Understand the organization of the area
- Visit without getting lost
- Know the different tasks to be carried out in the different positions’, thanks only to the instructions that appear there
- Do not put yourself in danger, do not take risks, or make others run them.
- Adhere to the rules of life of the area
- Communicate your observations and ideas
If this is the case, the degree of standardization achieved will be satisfactory.
To end this S, it is essential to have all the processes within the factory standardized which are the ones that will bring true efficiency to the company. We will stop continually reinventing the wheel, we will apply and standardize good practices throughout the value chain.
Then in the 5th S we will be able to see the closure of the PDCA Continuous Improvement loop.
Sustain or Shitsuke
We would have achieved nothing if we were not able to keep our 5S system working. And that is only possible by involving everyone in the work organization, from managers to employees. For this reason, we must practice, practice and more practice…, and continuously improve the standards established in the previous “standardization” stage (above all, the state of reference), according to cycles of continuous improvement P(S)DCA:
- “P” = Define the objectives and deadlines for putting the 5 S into practice
- “S” = Permanently apply the established standards, both from the reference states and the rest
- “DO” = train, apply and enforce the defined standards, detect, and identify any anomaly
- “Check” = check the application of these standards and their effectiveness, observing the job, evaluating the practice of the 5S, measuring the results obtained (and comparing / set goals)
- “Act” = analyze and, corrected the indicated anomalies, “ReAct” : define new sources of progress (endless…)
In a first phase of application of the first 3 S we achieve a “break”, and with it our first standards of the state of reference in a very short time. Then we must make it “live” daily in cycles of Continuous Improvement SDCA based on the opportunities for improvement that we find:
- Observing the maintenance activities of the state of reference like in the Job Observation
- Carrying out 5S audits. These audits can be crossed between different areas of the company
- Reviewing established standards (or creating) with visual standard
- Solving problems in a simple way by applying the 5 Whys
- Carrying out continuous monitoring of the state of progress of the action plans like in the mPS Lean Center
We must show them this new way, this new system, make them understand this philosophy that must be part of the company’s culture. It can only be achieved if all employees make this philosophy their own. The 5S should be a long-term program, not a rehearsal. It is important to maintain everything applied previously and for this, both internal and external audits must be planned, the malfunctions and/or opportunities for improvement that are detected will be taken to the PDCA panel for resolution. The continuous application of these Audits will allow us to bring out new opportunities for improvement, the Improvement has no end.
What does Lean manufacturing have to do with 5S?
As a matter of fact, the 5S system is a foundational part of the lean manufacturing. Only once the 5S system begins to be part of the organizational culture of the company, initiatives such as kanban or kaizen can be implemented successfully. As a result, it would be hard trying to promote lean manufacturing in your workplace without a previous 5S culture.
Benefits of the 5S
However, it is not all about the benefits of the 5S, it is more about the harm of not working with 5S in your shop floor and the main consequences. Maybe the most important is that your company will not be able to compete with modern companies as they will have a huge structural difference. Do not forget that 5S is a starting point for a new way of organization that focuses on efficiency and optimization.
The search and maintenance of competitiveness in companies is not always carried out in a logical way, for example:
The best resources of the Company are dedicated to bargaining with the aim of not increasing salary costs, a lot of time and effort is dedicated for this. However it is understood as a great achievement to be able to reduce 0.25 or one 0.5% the expectations of increases demands by the social security portion, and assuming that this is something important.
However, we do not pay the same attention or resources to Mr. Process, in some cases because we do not visit it, in others because even Mr. Process speaks up to us, we hear it, but we do not listen to it. It is with Mr. Process where we can find the important opportunities for improvement, through which we will achieve our competitiveness.
If you ask me what % we are talking about, it would not be reckless on my part to estimate the improvement of the process by at least 30%. Surely this statement seems utopian to more than one, and others will think that perhaps it is possible in other companies but not in theirs. But my question to them would be, do you dare to find out?
You can’t imagine the waste that surrounds us, you can’t imagine the cost reduction opportunities that await you. Please don’t make them wait any longer, the future of the company and its workers depends on it.
Until 1999 the 5S were in the Japanese dynamics, especially linked to the TPM with the detection of anomalies (3rd S). We can therefore say that autonomous maintenance, a pillar of the TPM, is based on this basic (5thS) for its deployment… Nothing good (in terms of Quality, Cost, Delivery, Safety) can come out of a poorly organized, dirty or inadequate workstation; And this is true whatever the job is.
How to implement the 5S
When implementing a 5S work organization in your company’s shop floor, you are looking for a way to make the complex, just simple. And it can be done in several ways, but all of them need a tool to help you in this implementation process. mlean Production System® is a digital tool that brings you all what you are looking for. With the sole goal of increasing efficiency to the maximum, the workplace will never be the same. You know: Sort, Set in order, Shine, Standardize and Sustain. It’s time to start!
Request a Demo
If you want to implement a 5S methodology, the best option is to use a specific tool such as our 5S digital Tool. Request a demo of our 5S software and define the state of reference of the workstation or line, following the 5S methodology. Launch the audit to maintain the standard. The 5S product allows you to keep up-to-date references for your workbenches. It is an intuitive tool that is easy to use. Optimize your workspace and keep quality standards via multimedia content, maintenance plans, the creation and planning of actions and workbench audits.