5S in the Workplace Examples

What is 5S in the Workplace?

5s Lean is a systematic approach aimed at optimizing workplace operations by reducing waste, improving efficiency, and creating an organized environment. The methodology derives its name from its core principles: Sort, Set in Order, Shine, Standardize, and Sustain.

Benefits of Implementing 5S in the Workplace

Implementing 5S Lean in the workplace is important to transform processes to produce high-quality products and services. In manufacturing processes, 5S allows the company to produce high-quality vehicles with fewer defects and reduced lead times. Healthcare facilities worldwide have also implemented 5s Lean to enhance patient safety. Organized spaces and standardized procedures lead to fewer medical errors and improved patient care.

Examples of 5S in the Workplace

While the 5S principles might appear theoretical, their real impact becomes evident when implemented practically across industries. Here are some examples of how these principles manifest in everyday scenarios:

Sorting (Seiri): Eliminating Clutter and Distractions

• In manufacturing, the sorting principle involves identifying and removing unnecessary tools or materials. By maintaining only essential items within reach, workers spend less time searching and more time on value-added tasks.

• In an office, sorting entails decluttering desks and shared spaces. By eliminating excess paperwork and non-essential items, employees experience reduced distractions and a more focused work environment.

Setting in Order (Seiton): Streamlining Workflows

• Restaurants apply the setting in order principle to optimize their kitchen layout. By arranging cooking utensils and ingredients systematically, chefs can prepare orders efficiently, resulting in quicker service.
• Even in digital platforms, arranging virtual files on computers applies to this practice. Organizing digital files into folders with clear labels allows employees to locate documents swiftly, minimizing time spent searching.

Shining (Seiso): Ensuring Cleanliness and Maintenance

• In manufacturing, shining involves regular cleaning and maintenance of machinery. Well-maintained equipment operates efficiently and has a longer lifespan, reducing downtime.
• In shared workspaces, shining translates to consistent cleaning routines. Clean and organized common areas improve hygiene and create a pleasant environment for employees.

Standardizing (Seiketsu): Establishing Consistency

• Warehouses apply standardizing to packing processes. By using uniform packing methods, efficiency is improved, and the risk of errors during shipping is minimized.
• In the retail sector, standardized checkout procedures ensure a consistent experience for customers. This reduces waiting times and ensures accurate transactions.

Sustaining (Shitsuke): Continuously Improving

• Construction sites use sustaining to enhance safety. Regular checks for potential hazards and adherence to safety protocols create a secure working environment.
• In offices, continuous improvement involves conducting periodic workspace audits. This practice ensures that organization and efficiency principles remain ingrained in the company culture.

3 Simple Steps to Implement 5S in Your Workspace

According to the Association of Manufacturing Excellence (AME), 5S is a thought process designed to resolve a type of problem that occurs throughout a business. The global organization for enterprise performance improvement challenges companies to apply the 5S tool accordingly. Here is how you can generally implement it in 3 simple steps:

Step #1: Make a Plan

Work through each step of the 5S principles and make a habit of doing the following during planning:

• Visualize the work area
• Look for waste
• Look for the root cause of every problem
• Develop standards
• Repeat the process

Step #2: Bring Action

Implement 5S in your organization by assigning a trained employee or a team of workers to do the following on a weekly basis:

1. Take a photo of your workplace’s current status.
2. Sort items needed and to be disposed of. Determine the item’s frequency of use (daily, monthly, or never) and if it’s still essential or defective and outdated.
3. Organize and group items according to use and function. You may also add labels and apply a color coding scheme for easy sorting.
4. Clean the workspace. Remove items that cause dirt, contamination, and filth.
5. Conduct an audit to review items you weren’t able to deal with that day, including items you found difficult to classify or tag for disposal. Establish an action plan (e.g., selling, donating, recycling, or throwing away items) for items that need to be disposed of.
6. For review purposes, take a photo of the workspace after implementing changes.

Step #3: Monitor

As one of the core principles of Kaizen, area supervisors or plant managers should do a monthly and quarterly audit to ensure that 5S standards are being met. Regular audits also help keep track of items and equipment so you can determine whether they need repairs or if something is missing.

Tools you can use to Implement 5S in the Workplace

To implement 5S in the workplace effectively, several tools can be used to support each of the 5S steps (Sort, Set in order, Shine, Standardize, Sustain):

• Red Tags: Used primarily in the Sort phase to identify unnecessary or uncertain items. Items tagged with red tags are reviewed later to decide whether to keep or discard them.
• Shadow Boards: Boards with outlines of tools to help organize and quickly identify missing tools. Useful in Set in order and Sustain phases to maintain tool accountability and organization.
• Floor Markings: Tape or painted lines on floors to designate specific areas for storage, workspaces, or safe pedestrian paths. They enhance visual organization and safety.
• Labels and Signs: Labeling drawers, shelves, and storage units for easy identification and return of items. Safety and instructional signs improve communication and workplace safety.
• Color Coding and Symbols: Using colors and symbols to categorize items, zones, or processes for easier recognition and sorting.
• 5S Corners or Boards: Dedicated areas or boards displaying 5S progress, rules, training information, and visual controls to keep everyone informed and engaged.
• Process Tools like PDCA (Plan-Do-Check-Act) and 5 Whys: These problem-solving tools help plan and sustain improvements during 5S implementation.
• Auditing Tools and Checklists: Regular 5S audits using checklists and schedules ensure standards are maintained and improvements are tracked.
• Digital Tools and Mobile Apps: Apps for sharing reminders, training materials, and conducting audits digitally can enhance communication and sustainment.
• Industrial Printers: For producing custom labels and signs quickly and cost-effectively on-site to maintain consistency in visual controls