5S is a system for organizing spaces so work can be performed efficiently, effectively, and safely. This system focuses on putting everything where it belongs and keeping the workplace clean, which makes it easier for people to do their jobs without wasting time or risking injury.
5S Translation
The term 5S comes from five Japanese words:
- Seiri
- Seiton
- Seiso
- Seiketsu
- Shitsuke
In English, these words are often translated to:
- Sort
- Set in Order
- Shine
- Standardize
- Sustain
Each S represents one part of a five-step process that can improve the overall function of a business.
1. Sort
The first step of 5S, Sort, involves going through all the tools, furniture, materials, equipment, etc. in a work area to determine what needs to be present and what can be removed. Some questions to ask during this phase include:
- What is the purpose of this item?
- When was this item last used?
- How frequently is it used?
- Who uses it?
- Does it need to be here?
These questions help determine the value of each item. A workspace might be better off without unnecessary items or items used infrequently. These things can get in the way or take up space.
Keep in mind the best people to assess the items in space are the people who work in that space. They are the ones who can answer the above questions.
2. Set in Order
Once the extra clutter is gone, it’s easier to see what’s what. Now work groups can come up with their strategies for sorting through the remaining items. Things to consider:
- Which people (or workstations) use which items?
- When are items used?
- Which items are used most frequently?
- Should items be grouped by type?
- Where would it be most logical to place items?
- Would some placements be more ergonomic for workers than others?
- Would some placements cut down on unnecessary motion?
- Are more storage containers necessary to keep things organized?
During this phase, everyone should determine what arrangements are most logical. That will require thinking through tasks, the frequency of those tasks, the paths people take through the space, etc.
3. Shine
Everyone thinks they know what housekeeping is, but it’s one of the easiest things to overlook, especially when work gets busy. The Shine stage of 5S focuses on cleaning up the work area, which means sweeping, mopping, dusting, wiping down surfaces, putting tools and materials away, etc.
In addition to basic cleaning, Shine also involves performing regular maintenance on equipment and machinery. Planning for maintenance ahead of time means businesses can catch problems and prevent breakdowns. That means less wasted time and no loss of profits related to work stoppages.
Shining the workplace might not sound exciting, but it’s important. And it shouldn’t just be left up to the janitorial staff. In 5S, everyone takes responsibility for cleaning up their workspace, ideally daily. Doing so makes people take ownership of the space, which in the long run means people will be more invested in their work and the company.
4. Standardize
Once the first three steps of 5S are completed, things should look pretty good. All the extra stuff is gone, everything is organized, spaces are cleaned, and equipment is in good working order.
When 5S is introduced in a company, it is initially simple to clean up and organize things. However, over time, there is a tendency to revert back to the previous disorganized state. The aspect that sets 5S apart from a regular spring-cleaning project is standardization. Standardizing helps to institutionalize the changes that have been made and transform them into habits. It involves assigning regular tasks, creating schedules, and posting instructions, so that these activities become regular routines. Standardization also establishes standard operating procedures for 5S, ensuring that orderliness is maintained consistently.
Depending on the workspace, a daily 5S checklist or a chart might be useful. A posted schedule indicating how frequently certain cleaning tasks must occur and who is responsible for them is another helpful tool. Initially, people will probably need reminders about 5S. Small amounts of time may need to be set aside daily for 5S tasks. But over time, tasks will become routine and 5S organizing and cleaning will become a part of regular work.
5. Sustain
Once standard procedures for 5S are in place, businesses must perform the ongoing work of maintaining those procedures and updating them as necessary. Sustain refers to the process of keeping 5S running smoothly, but also of keeping everyone in the organization involved. Managers need to participate, as do employees out on the manufacturing floor, in the warehouse, or in the office. Sustain is about making 5S a long-term program, not just an event or short-term project. Ideally, 5S becomes a part of an organization’s culture. And when 5S is sustained over time, that’s when businesses will start to notice continuous positive results.
Examples
1. Machine shop
Here is a specific example of how the 5S method can be applied to a machine shop:
Sort: In a machine shop, the first step of the 5S method would be to sort through all of the tools, equipment, and materials in the shop. This would involve identifying everything that is necessary for the day-to-day operation of the shop, and removing anything that is not needed. For example, a machine shop might have a large collection of tools that are no longer used. These tools could be removed from the shop and either recycled or donated.
Set in order: Once the unnecessary items have been removed, the remaining items would be set in order. This would involve organizing the tools, equipment, and materials in a logical and efficient way. For example, the tools might be organized by type, the equipment might be organized by function, and the materials might be organized by size or type.
Shine: The third step of the 5S method is to clean the shop. This would involve sweeping, dusting, and mopping the floors, as well as cleaning the machines and tools. The shop would also be decluttered, so that there is no unnecessary clutter or debris.
Standardize: The fourth step of the 5S method is to standardize the new order and cleanliness of the shop. This would involve creating procedures and checklists to ensure that the shop is kept clean and organized on a regular basis. For example, the shop might have a cleaning schedule that is followed every day.
Sustain: The fifth and final step of the 5S method is to sustain the new order and cleanliness of the shop. This would involve training new employees on the 5S principles, and holding regular audits to make sure that the 5S principles are being followed.
By following the 5S method, a machine shop can improve its workplace efficiency in a number of ways. It can reduce waste and clutter, improve productivity, increase safety, improve morale, and create a more organized and efficient workplace.
Domestic kitchen
Here is a specific example of how the 5S method can be applied your kitchen:
Sort: In a domestic kitchen, the first step of the 5S method would be to sort through all of the utensils, appliances, and food items in the kitchen. This would involve identifying everything that is necessary for cooking and eating, and removing anything that is not needed. For example, a kitchen might have a large collection of utensils that are never used. These utensils could be removed from the kitchen and either donated or recycled.
Set in order: Once the unnecessary items have been removed, the remaining items would be set in order. This would involve organizing the utensils, appliances, and food items in a logical and efficient way. For example, the utensils might be organized by type, the appliances might be organized by function, and the food items might be organized by type or expiration date.
Shine: The third step of the 5S method is to clean the kitchen. This would involve sweeping, dusting, and mopping the floors, as well as cleaning the appliances and utensils. The kitchen would also be decluttered, so that there is no unnecessary clutter or debris.
Standardize: The fourth step of the 5S method is to standardize the new order and cleanliness of the kitchen. This would involve creating procedures and checklists to ensure that the kitchen is kept clean and organized on a regular basis. For example, the kitchen might have a cleaning schedule that is followed every day.
Sustain: The fifth and final step of the 5S method is to sustain the new order and cleanliness of the kitchen. This would involve training new family members on the 5S principles, and holding regular audits to make sure that the 5S principles are being followed.
By following the 5S method, a domestic kitchen can improve its efficiency in a number of ways. It can reduce waste and clutter, improve productivity, increase safety, improve morale, and create a more organized and efficient kitchen.
Here are some additional specific examples of how the 5S method can be applied to a domestic kitchen:
- Sort: A kitchen might have a “scrap” bin where food items that are past their expiration date are placed. This helps to keep the kitchen clean and organized, and it also helps to prevent food poisoning.
- Set in order: A kitchen might use color-coding to organize its utensils. For example, all of the blue utensils might be knives, all of the red utensils might be forks, and so on. This helps to make it easy to find the utensils that are needed.
- Shine: A kitchen might have a regular cleaning schedule that is followed every day. This helps to keep the kitchen clean and organized, and it also helps to prevent accidents.
- Standardize: A kitchen might have a standard operating procedure for how to maintain the 5S principles. This helps to ensure that the 5S principles are being followed consistently.
- Sustain: A kitchen might hold regular audits to make sure that the 5S principles are being followed. This helps to ensure that the 5S principles are being sustained over time.
The 5S method is a valuable tool for any domestic kitchen that is looking to improve its efficiency. It is a simple but effective way to create a more organized, efficient, and productive kitchen.