Do you have trouble finding stuff in your warehouse? Is your office constantly in upheaval, surrounded by clutter? If have piles of material used for a job 3 years ago, or you don’t even know how long… then the 5S method is for you.
What are the 5 S’s?
The 5S method, as described by 5S Today, a safety manufacturing company, is "a system for organizing spaces so work can be performed efficiently, effectively, and safely". The 5 S’s of Lean Warehousing is a method first used by Toyota to increase production and eliminate waste. A clean, organized workspace yields good results, while disorganization and clutter causes production disruptions and even accidents.
The original 5 S’s are from Japanese: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. Loosely translated, the meaning of each is:
Seiri: to organize, in English to Sort materials between what is needed and unneeded, and to remove the unneeded materials.
Seiton: orderliness, in English to Set in Order. Whatever is left after sorting should be organized and labeled into their correct spaces.
Seiso: cleanliness, in English to Shine the work area and keep it clean on a regular basis.
Seiketsu: adherence, in English to Standardize. Maintain and monitor the first three seiri, seiton, and seiso and maintain a clean and organized workspace.
Shitsuke: discipline, in English to Sustain. Sustain the 5S method by implementing the first 4 S’s daily and making sure that all employees are trained in 5S.
See 5S in Action
Watch this video of Media 1 Signs putting the 5S modality into practice. Sean Green from G5S Pro helps them clean and organize as they prepare to move from a 19,000 sq. ft. warehouse into a 30,000 sq. ft. space.
As they sort through piles of material, they find valuable items that they could have used for jobs. Instead, they cut new material because they were unaware that they already had good material in the pile. Steve Pass, the lead sign fabricator at Media 1, is admittedly a hoarder. It's not always a bad thing. Holding onto things in case you’ll need it later may not be an issue- until it becomes an issue.
Not being able to find what you need when you need it, or worse, not even knowing it is there, becomes a problem. Not only could you have thousands of dollars of good material sitting unaware, but you are also wasting money on new material when you possibly already have what you need- buried in a pile.
Sort
Distinguish between what is needed and what is not needed. As you sort your piles of stuff, you’ll come across items that you’re not sure if you’ll need later. In that case, you can use the red tag method. Fill out a red tag with the description, date, name of person applying the tag, and location where the item will be stored. Put it in a storage location out of the way and be sure to set a reminder on your phone. After about two months, if you still haven’t used this item- get rid of it.
Don’t feel bad about getting rid of waste. Do you really think you’ll use those leftover scraps of metal, the end of the roll of vinyl, or the excess substrate you cut? If not, donate it or bring it to a scrap place. You might even get some cash for it.
Set in Order
Once the space is clear of clutter and you can breathe again, now it is time to Set in Order. Create a method to the cleanliness so it’ll stay that way for more than a day or two.
For each workstation, decide which items should go where, based on frequency of use. Items you use on a daily basis should be easily accessible, while less frequently used items can be stored farther back. When you look at each space, try to eliminate as much waste as possible. This could be wasted time, wasted movement, wasted inventory, or even wasted talent.
Work with each individual who knows they space well to create a workstation that is lean and reduces waste, motion, and unnecessary transportation, and increases productivity.
Use visual aids to keep workspaces tidy. This could be floor markings delineating where an item should stay, labeled bins for each item, signs on the wall, or pegs with a tool outline to show where each tool should be hung. The more visual aids you have, the easier it is for employees to stick to it.
Shine
Next, Shine. Yes, this involves actual cleaning, and yes everyone should do this, even the CEO. Cleaning is not just for the janitorial staff. Employees should get used to wiping down their workstation on a regular basis and sweeping the floor of dust and debris. Implement standardized cleaning practices and train everyone on which cleaners to use for what, and how to use them.
In keeping with the organization process, cleaning supplies should be organized in their own space and clearly marked. By habitually cleaning their workspace, people take pride in and invest in its cleanliness.
In this step, machines should also be cleaned and maintained regularly by staff who are trained in machine maintenance. It is important for the health and life of your machines and equipment to perform regular cleaning and maintenance checks. In the long run, you’ll save time and money and avoid machine breakdowns, which could stop production and cause loss of profits.
Standardize
Once you have the cleaning and maintenance down pat, now it’s to maintain it. Standardize the first 3 S’s by implementing practices and checklists to make sure they are being done on a regular basis.
To create a standardized system that will run efficiently, you have to create schedules, assign tasks, and post instructions so this becomes a part of the daily routine.
A checklist like this one you can download for free is a helpful tool in maintaining the order you created. It is also important to post in a visibly noticeable place like the break room bulletin board who is responsible for which tasks, and how often these checks should be done. This chart leaves space for 3 daily checks. You may want to do more depending on your operation, or maybe just one is enough.
Whatever system you implement, make sure that everyone is on board, has received education and training on the cleaning and organizing processes. Is everyone aware of his or her task and have they the tools they need to carry it out?
Sustain
And finally, it is time to Sustain this new lifestyle. Keep the 5 S’s running smoothly by ensuring that everyone is involved and trained in these practices, and perform routine audits to make sure that the processes are being upheld. Is everyone following the system created, and are necessary materials and tools being provided?
You are not just creating a daily cleaning chart, or even a yearly spring cleaning. You are introducing a new company culture based on order and cleanliness, and your goal is to ingrain that into your employees both new and old and integrate it smoothly into your daily operations. Once you have practiced the 5 S’s enough, it’ll become like second nature. The thought of leaving an item out of place or a workstation in disarray will make you cringe.
Keep employees engaged by offering incentives, and introducing new ideas as you go along. You can get fresh ideas by consulting other companies that use the 5S method of Lean Manufacturing. And of course, over time the positive results you’ll see will be reward enough to keep it going.
The 6th S—Safety
While there are only 5S’s in the Lean manufacturing method, some people attribute a 6th S to Safety. This includes looking for better ways to arrange materials and workspaces to maximize safety conditions. It might involve applying clear floor markings to indicate intersections where machinery passes through, or clearly marking cabinets that contain hazardous chemicals, so people are aware of the danger.
While safety may come as a result of following the 5 S’s, it is good to look around and identify potential dangers and find ways to mitigate them. Ask yourself, how can the 5 S’s help create a safer environment? Then implement those measures.
Who Should Participate in 5S?
Everyone. All employees and managers should be involved, from top management down to the most limited skilled laborer. When employees see management, even the CEO of the company following these practices and procedures, they are more likely to take it seriously. And if people or departments are left out, or if only one department decides to implement 5S, it won’t work and can end up causing even more confusion.
Training can be done in a classroom or in a hands-on setting, like an actual workstation. Whatever way you choose to train, make sure employees understand the history of 5S and the benefits of using this particular organizational method. When properly trained, people will see and understand the benefits of adhering to it.
Conclusion
Everyone looks for ways to cut down on waste and save money. Here is a perfect method you can begin implementing today to get your space into shape and keep it that way. Start with Sorting to get unnecessary junk out and find the gold hiding under the clutter. Once you get rid of stuff that has to go, Set the space in Order. Use organizational tools such as labeled bins, floor marking, and signs to indicating where things go. Then, Shine. Keep is clean and do a daily cleaning. Standardize this new method with charts and protocols and make sure everyone is trained in these procedures. And finally, Sustain this new lifestyle with frequent audits, updates, and daily checks.
When you get everyone on board and excited about it, you'll have a whole new warehouse running smoothly in no time. The satisfaction you'll get from working in a clean and orderly environment will increase your production and encourage the continuance of the 5S of Lean Manufacturing.
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