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Welcome to 5 `S
Program
The Changing Scenario

Customer Expectations
Product Quality Perceptions
Employee & Employers expectations
Competition
Government Rules & Regulations
- Liberalization
In this changing scenario,
we must change:

Our way of thinking

Our way of working

 What is Workplace
Organization

A Systematic and rational

approach to a clutterfree,
safe workplace with the
objective of reducing waste
and preparing the ground for
further improvement.
 5S
BACKGROUND
Since the early 80s Japanese
industries widely practiced 5S as a
powerful technique to improve
productivity and quality.
Today, 5 S is used worldwide to
prepare the ground for
improvement
Levels of Workplace Organization

Following the 5 S principles and

reducing waste
Extending the 5 S concept to include
ergonomics
Extending the 5 S concept to include
aesthetics
Maintaining records and educating
others
 Elements of 5 S

Comprises of 5 simple steps:

1. SEIRI Sorting Out
2. SEITON Systematic
arrangement
3. SEISO Spic and Span
4. SEIKETSU Standardization
5. SHITSUKE Self Discipline
 SORTING - Step 1

Segregating necessary from

unnecessary and throwing away what
is not required at all.

(Done with the objective of saving and

recovering space)
 SORTING
Segregating necessary from
unnecessary
Discarding what is not
required
Deciding on a frequency of
sorting
 Identify & sort to segregate
usable from non-usable items

SORTING

SCRAP NOT IN WORKING ORDER IN WORKING ORDER

Reworkable Rejected Necessary Unnecessary Usable Item

Rework Discard Repairable Unrepairable No Potential Use Potentially Useful Req Spl Disposal

Usable Item Repair Discard Discard Move to Req Arrange

Location Disposal

Usable Item Usable Item Discard

What do you sort? & How Often?

Mail
files
Equipment
Memos
Floppies
Left over course material
Stationery
Notices
Records
 Contd....
Documents Electrical Equip Ducts
Forms AC filters
Furniture Inside machinery
Meetings Around the machinery
Cabinet contents Packing boxes
Desk drawer contents Shelves/Cabinets
Bills Trolleys
Indents Pipes/Wires
Telephone Calls Computers
In & Out tray Fire Extinguishers
Reference Books Telephones
Things to do today Light/Fans
 STEP II - Systematic
Arrangement

A rational, orderly and

methodical arrangement of

all items we use, re-work or

write off
Systematic Arrangement

Putting things in order after

Analyzing why
Getting things out and putting them
back takes so long

(Done with the objective of minimizing

search time and errors)
 Having a place for everything &
everything in its place (Office)

Prevent floppy disks from getting bent

Categorization of files, mails, papers etc.
Binders kept vertically, not laid out
Compartmentalization of desk drawers/
shelves/cabinets
Designating responsibilities for files in shared use
Prioritizing the things to do - planning a sequence
Labeling/identifying drawers
Color coding
Decide `how much of what is needed
 Categorizing of Files

By Project
By Titles
By document type
By subject
By client
Systematic Arrangement
No Step Probable Problems Remarks

1. Name of item a. Donot know what it is called

b. Find out

2. Retreival a. No prefixed location

b. Storage in far away location
c. Storage location are scattered
d. Too many repeat trips
e. Hard to get out
f. Too big to carry
g. Need to set or assemble
3. Search a. Difficult to find because of lot of
things are there
b. Not labelled
c. Not there, but not clear whether
somebody is using it
d. One brought was defective
4. Bringing the item No way of transport
 SPIC AND SPAN

Understanding how to prevent things

from getting dirty and ensuring tip
top condition

(Done with the objective of inspecting for

problems and taking faster corrective
actions)
 SPIC AND SPAN

Steps to be followed during or after

major housekeeping
Do a survey of the origins of grime & Leakage
Set priorities for cleaning where grime is most
study why things are dirty
study possible plan of action
Decide on action steps/ responsibility/
timeframe
Contd.. Ensuring cleanliness
and tiptop conditions

Type of grime in office Tick if applicable Source

Dust

Dirt

Water

Fittings

Temperature

Litter
 SPIC AND SPAN

If theres Lesser number of items,

there is lesser to clean
One is best
One page memo
one day processing
one location files
one copy filing
 STEP IV -
STANDARDIZATION

Following of earlier 3 Ss, standardized

work procedures, maintaining safe &
hygienic conditions in work place
contribute to a serene atmosphere
Standards for My job-Product &
Processes
My machine
My work area
 STANDARDIZATION

Ensuring conducive and safe working

Environment

(Done with the objective of Achieving

higher productivity and better quality
through higher employee morale)
 SELF DISCIPLINE

Training, Evaluation and Follow-

up Actions

(Done with the objective of Achieving

constancy of Purpose)
 SELF DISCIPLINE

Introduce 3 min 5 S activity system

How often
Introduce 5 S Activity Evaluation system
Train Evaluators
Train Implementers on
Problem solving steps
What defects to look for
Preparing and using implementation checklist
 5 S Evaluation

What is it?
An activity or related activities to
determine whether there is an existence
of a system & the system is in operation
as per established norms. It also verifies
whether the system & results are taking
the organization towards the desired
objectives.
Sample Checklist for Audit
Committee
Dept.Total score: ..
1. Hard Disk:
a. Files should be in various folders
1 2 3 4 5
b. Virus Scan date
1 2 3 4 5
c. Recycle Bin
1 2 3 4 5
II. Desk Surface:
a. Unwanted loose papers
1 2 3 4 5
b. Wires hanging around
1 2 3 4 5
 Contd...
C. Softboards only have what is relevant
1 2 3 4 5
III. Backups:
1 2 3 4 5
IV. Unlabelled Floppies
1 2 3 4 5
V. Bootable disk:
1 2 3 4 5
Attributes of an Evaluator

One who believes in 5 S

Strict, Fair and Tactful
Must be able to do it in an competent
manner
Willing to go to the workplace, offer
advice and point out problems when
necessary
Should be able to comment on
successes and shortcomings clearly
Implementing 5S-Methodology

All employees to undergo workplace trg

A vision statement to be evolved & started with all
employees
Divide the orgn into convenient zones
Divide each zone into convenient sub-zones
Decide dates for launching in each zone/sub zone
Take pledge
Apply 5 S principles, step by step
Form audit teams
Carry out audits
 Advantages of 5 S

Nice to work in a clean, beautiful,

organized workplace
Time taken to reach things minimized
Lesser time wasted in information
handling
Problems detected fast
Customer Response time reduced
More usable space
 Advantages contd...

Better preventive maintenance

Higher employee involvement
Reduction in errors/defects due to
standardized procedures
Consistent & better customer handling
Higher productivity
Higher employee morale
More time for improvement activities
 5 S is TRANSFORMATION

If we fail to improve 5 S, what makes us

think that we can do anything else?
On the other hand we know that if we can
do 5 S, we can do anything. 5 S is
fundamental, so it gives us the power to
build out capabilities to meet the BIG
CHALLENGES. That is why 5 S is
transformational.
Thank You

Your support is solicited to

make implement 5 S
organization-wide