5S Guidence PDF
5S Guidence PDF
5S Guidence PDF
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5S OVERVIEW
The 5S System is one of a number of Lean Manufacturing tools designed to help improve workplace efficiency through facility
organization. Its early beginnings can be traced to management methods developed and applied during the American Industrial
Revolution. Many early methods were later improved upon in Japan during post-WWII reconstruction. Each now plays a role in
helping managers and workers throughout the world systematically achieve greater organization, standardization, and efficiency.
5S TERMS TRANSLATED
JAPANESE ENGLISH
TERMS TRANSLATIONS 5S TERMS DEFINITIONS
Seiton Orderliness SET IN ORDER Set things in proper place for quick retrieval and storage.
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5S OVERVIEW
Implementation
Industrial facilities throughout the world are transforming any facility reorganization, seek the consent of all potentially
to Lean and other popular efficiency-improving techniques affected managers (maintenance, safety, production, etc).
by implementing 5S first. Managers are finding they can Staff involvement greatly helps facilitate the transition to
use 5S to identify and correct workplace inefficiencies 5S and may even provide new and more effective ideas for
before taking on the more complex and universally-applied implementation.
Lean systems. Some 5S steps may even duplicate those
used in Lean. However, 5S can lay a solid foundation so Team Building
Lean yields better results.
Implementation of 5S begins with the creation of an internal
committee of 5S team leaders. This group is assigned to
A Cycle of Efficiency actively manage and support the system from Sort through
5S is comprised of five easy-to-remember steps, as described Sustain. Depending on a facility’s size, a team may be
in the flowchart below. Each step plays an integral role in as small as a single individual or include a broad cross
helping facilities successfully implement and sustain the section of managers and workers with diverse facility roles.
system. Once each step has been implemented, 5S should Individuals with strong leadership skills should be considered
function indefinitely. To achieve this level of sustained as top candidates for this team.
success, managers and workers must embrace the system.
They do so by integrating 5S methods and techniques into Once the team has been organized, they can move forward
their daily work routines. by developing a formal 5S plan. All facility employees are
encouraged to actively participate in 5S. This requires
Keep in mind, reaching the system’s final step only proper training and education so employees understand how
concludes implementation. 5S should continue to cycle implementation will improve the workplace. Eventually, each
through previous steps, as appropriate, so a facility remains employee’s role in 5S will be well-defined so it seamlessly
organized for maximum efficiency. Before moving forward on integrates with normal work routines.
1. SORT
4. STANDARDIZE 3. SHINE
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5S OVERVIEW
Benefits
For facility managers, one of the main benefits of in-turn, will increase production by reducing sick-leave. The
implementing 5S is the resulting data team leaders will list of long-term benefits can be quite extensive, but also
collect and refer to. Data collection is an integral part of unique to individual facilities.
5S and can be used to track and correct many workplace
inefficiencies. Management can use this data to make Unforeseen Benefits
appropriate changes so goals are achieved and all-around
facility efficiency is improved. Of course, collecting good data A national truck trailer manufacturer credits 5S for
requires good record keeping. Each work area should be reducing workplace accidents and related sick leave. The
documented with “before-and-after” photographs. Individual manufacturer said in a 2003 article by Rick Weber of
duty task-times, among other record keeping, should be Trailer-BodyBuilders.com that 5S helped reduce the OSHA
recorded to ensure accuracy. recordable incident rate by 44 percent—bringing it well below
the industry average. The drop also resulted in a 50 percent
reduction in the manufacturer’s days-away-from-work.
Keep Detailed Records
Data collection should focus on routine work area duties. Statistics like these may seem unachievable at your facility.
As collection progresses, inefficiencies will become more Nonetheless, facilities around the world are experiencing
apparent so corrections in work routines are accurately dramatic results from a properly implemented and sustained
made. 5S team leaders will use this documentation to 5S system.
promote 5S and even advocate increased application once
implementation is complete. Make sure to share before-and-
after data and photographs with workers so they see the
fruits of their labor.
TYPICAL
5S
Over the life of 5S, both short-term and long-term goals can Decreases
be achieved. Along the way, many unforeseen benefits are
likely to appear. Some may not be immediately apparent, but • Injuries
over a period of months or even years they become evident.
For example, workplace injuries are often reduced over time. • Production costs
This, in turn, may positively influence other elements of a
facility. Safer work routines may lower health care costs. This, BENEFITS • Downtime
• Defects
• Supplier mistakes
• Underutilized workers
Increases
• Inefficient transportation
• Safety and
morale • Training/orientation time
• Product quality • Tools/inventory searches
• Equipment life • Inventory storage costs
• Inefficient work routines
• Underutilized floor space
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5S OVERVIEW
Visual Communication
Visual communication is one of the most effective ways appear to be a significant problem. A 2008 survey by
to improve a facility’s organization and efficiency. In 5S, Microsoft® found workers waste an average of more than two
it’s used to bring organization to the system and help hours per-day.
guide workers through the various steps. Everything from
procedural labels to wayfinding arrows can be displayed at Why is this phenomenon occurring and what can be done
strategic facility locations to help workers independently to change it? Often, reasons can be traced back to a lack
follow the 5S system. of proper visual communication. In many facilities, workers
are unable to complete simple tasks because necessary
information is unavailable. When this occurs, work
Effective Signage completion is unpredictable and production suffers.
Facilities use visual communication (signs, labels, and other In most cases, workers have varying levels of knowledge
devices) to give workers clear and accurate identification of about a facility and rely on written directions to complete
locations, procedures, hazards, inventories, equipment, and tasks. Visually communicating the contents of inventory and
tools. Ultimately, this results in greater efficiency and lower tool storage is especially beneficial in reducing delays in
costs. work.
Visual communication is the key to 5S success and plays
a leading role in helping turn a traditional manufacturing Consistent Visual Style
system into a Lean one. This technique will be introduced in Developing a workplace where inventories, materials, tools,
the second step of the system, or Set in Order. and equipment are all clearly and consistently identified
effectively reduces wasted time. The impact of proper visual
Labels and signs are known to be especially effective communication can often be far-reaching and is known to
efficiency tools and are ideal for helping to correct many boost productivity, quality levels, customer satisfaction, while
common process issues. Inefficiencies in the workplace reducing workplace injuries.
Use 5S to improve workplace efficiency, organization, and cleanliness through visual communication.
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STEP ONE: SORT
In 5S, Sort is the first step in implementation. The goal is to evaluate all facility inventories and tools so needless items,
redundancies and hazards can be sorted from the work area. Workers will need to be trained for red-tagging. Sort’s value to the
workplace and entire facility must be explained so Sort becomes an integral part of work routines.
Red-Tagging
An item’s frequency of use provides excellent criteria for Limit item storage time to no longer than five days in work
determining its value to a work area. By recording usage area red-tag zones. This allows items to be retrieved, should
dates, each item’s true value can be established. As one they be found to be essential. After the time period expires,
would expect, regularly used items are kept, while items items should be moved to a central red-tag zone. Work area
rarely used receive greater consideration for removal. personnel may still retrieve items from this final stop, but
again, for only a limited time.
Items found to meet the criteria for removal are marked
using a visual communication method known as red-tagging.
Nonessential items are identified with a preprinted red tag.
Items marked for removal must then be logged into a record
book. Red tags should provide space to briefly describe
proper sorting actions, document an item’s removal date,
and log a number for tracking. Actions are generally displayed
on red tags as a checklist and describe whether an item
should be returned, moved, or discarded.
Once work area red-tag zones are created, divide them into
two sections. Dedicate one section to unused items and the Printed red tags make it easy to identify unnecessary items for removal,
other to infrequently used items. This helps organize red- tracking, and to provide additional information.
tagged items by value. Hazardous materials may require a
separate zone so they can be safely stored.
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STEP ONE: SORT
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STEP ONE: SORT
A. Dedicate a space for work area red-tag zone A. Dedicate a space for central red-tag zone
B. Ensure space is adequate and easily accessible B. Ensure space is adequate and easily accessible
C. Clearly mark with signs and floor tape to eliminate confusion C. Clearly mark with signs and floor tape
D. Set storage expirations, so items rotate out regularly D. Set storage expirations, so items rotate out regularly
E. Divide into “infrequently” and “unused” sections E. Divide work area red-tag zones by type
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STEP TWO: SET IN ORDER
Once Sort is complete, 5S team leaders can begin to move forward on a more comprehensive system of organization. Known as
Set in Order, this step is dedicated to helping a facility find permanent storage locations for every item and visually identifying
their locations.
A Place for Everything locations a combination of signage and auditory devices may
be beneficial. Auditory devices are especially useful when
From hammers to forklifts, every necessary item inside and
storage locations contain hazards.
around a facility requires a dedicated place for storage.
This way workers easily find items and wasteful searching Throughout Set in Order, be sure to track storage locations
is eliminated. Items stored at unreasonable distances from with a logbook. Keeping a written record prevents lost or
work areas should be relocated to closer proximities. Having misplaced storage. Educate workers to recognize locations
close access to tools and supplies decreases wasted time where labels and signs would be beneficial. When found,
and reduces workplace injuries. In some cases, installing workers should be encouraged to notify 5S team leaders.
modular shelving and cabinets provides a solution. Well Respond to workers’ requests as soon as possible to foster
organized storage makes it easy to identify, find and move continued 5S participation.
contents.
Procedures/Inspections
Review Storage
• Label electrical equipment for fast recognition.
In this step, team leaders must evaluate existing facility
visual communication to ensure new storage locations • Describe equipment operation with signage.
are properly labeled and accurately display their contents. • Keep labels consistent across your facility.
If in-house label and sign standards do not already exist,
• Consider electronic visual and auditory alerts, where
team leaders should establish them. The goal is to provide
beneficial.
uniformity and proper visibility so workers immediately find
what they’re looking for. Make sure to research existing ANSI
and OSHA design standards before developing in-house Inventory & Material
standards. Knowing national safety sign design standards • Adhere HazCom 2012 labels onto hazardous storage
in advance will help eliminate conflicts. Common design containers.
standards are described in OSHA’s 29 CFR §1910.145 and
ANSI Z535. Standards for new and very different designs • Install modular shelving/cabinets to improve organization
can then be created for all non-hazard facility labels and and visibility.
signs. Present sample colors, and designs to workers so • Use flexible storage so changes are easy.
they may test legibility and provide feedback. Sign size,
• Mark warehouse floors to show storage boundaries.
graphics, colors and text should all be standardized by useful
categories to ensure uniformity. Each standard can then be • Clearly identify contents of pipes, valves, tanks and storage
tailored to meet a facility’s individual needs. cylinders.
• Identify new storage locations for tools and inventory.
In-House Standards • Tag utilities and related gauges with proper identification
and procedures.
Once in-house visual communication standards are
established, ensure existing signs and labels comply. In • Ensure safety issues and hazards are properly marked.
some cases, this will mean removing and replacing existing • Label safety stations with instructions.
labels and signs to create facility-wide compliance. At some
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by Graphic Products
SET IN ORDER - REFERENCE FORM 2 Goal: Dedicate storage areas for all workplace items
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STEP THREE: SHINE
This step refers to the critical cleaning and basic maintenance duties workers incorporate into their daily routines. Once in place,
Shine becomes an invaluable organizational step integrated into daily work routines.
Clean It Up
A poorly kept workplace is a clear sign of inefficiency. Workers this list within each work area. Desks, equipment, tools,
and machines operating in dirty environments don’t function inventories, storage areas, floors, and lighting are all common
at peak performance, and issues like leaks, squeaks, and work area items requiring regular cleaning as part of Shine.
vibrations often go overlooked. Ultimately, the result is
losses in production and money. The ripple effect from these Help workers embrace Shine by providing well-defined
inefficiencies can be far reaching and negatively influence an cleaning periods with published schedules. Make Shine a
entire facility. By eliminating these issues, workers are more routine so workers quickly grow to accept these duties and
productive and remain safer on the job. are regularly reminded of their importance.
True facility cleaning requires more than just simple Where possible, assign cleaning responsibilities to workers
sweeping and dusting. All debris or contaminants that do in each work area. When charged with maintaining the tools
not belong in the workplace must be eliminated. Dust, dirt, and equipment they use, workers will have greater pride
and fluids all fall into this category and require containment in their work and surroundings. Workers should be held
or removal. accountable for issues arising in their work areas. Encourage
them to continually monitor the cleanliness of their work
Workers must have access to the right cleaning supplies to areas as well as neighboring spaces. This aids in identifying
put Shine into action. These are supplies for use in specific even the tiniest abnormalities and pre-failure conditions
work areas and on specific equipment. Workers will need sooner.
a detailed cleaning checklist describing Shine duties. Post
Beyond Clean
Maintaining Shine in the workplace goes well beyond basic
cleaning. Workers should participate in making basic repairs
to all visible surfaces during scheduled cleaning times. This
may include repainting equipment, walls, floors, or any other
visible work area surfaces.
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STEP THREE: SHINE
Poka-Yoke
There are a number of mistake-proofing methods managers
can use to trace and resolve reoccurring issues. These
methods are useful tools in 5S. Two of the more popular
methods include poka-yoke (Mistake-Proofing) and Root-
Cause-Analysis (RCA). Poka-yoke is a well-known Japanese
method, designed to permanently eliminate reoccurring
errors from the workplace. Like 5S, leaders follow simple
steps to achieve desired goals. Poka-yoke, however, is usually
implemented as the result of an individual error and not
proactively applied facility wide.
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STEP THREE: SHINE
SHINE - REFERENCE FORM 3 Goal: Maintain a clean and safe work environment
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STEP FOUR: STANDARDIZE
The backbone of the 5S System is “Standardize.” This step helps facilities program previous steps into routine tasks.
Standardizing steps also helps create uniformity in the workplace so 5S duties are seamlessly integrated into daily, weekly, and
monthly work schedules.
Formulate Standards
Regular 5S team leader meetings should be used to
formulate facility-wide 5S standards. Managers should
consult workers for input during Standardize. Unnecessary or
obsolete duties can then be pared from the list.
Color-Coding
Colors help rapidly convey information to workers and Red color-coded signs and floor marking allow workers to quickly identify
others. Create a standardized color scheme in which colors firefighting equipment.
are associated with hazard or safety categories, then
communicate this scheme to employees so that all visual
communication follows these standards. Post a printed Continual Application
legend for 5S visual communication at strategic facility
locations. Make sure to follow all governing codes and All steps in the 5S System should be continually applied
standards. Reserve colors already established by OSHA/ANSI to achieve total Standardization. Even though work
for their respective safety issues. This will reduce confusion environments will change over the life of a facility, each
and help increase recognition. step must continue to function and be adapted to change.
5S team leaders should help the system evolve by involving
Workers must be encouraged to familiarize themselves with workers in 5S meetings and seeking ideas to continually
these new 5S label and sign standards. Adhere to them improve 5S standards. The net result is a system that
whenever new labels and signs are printed. Foster facility- remains relevant and is always helping a facility be the most
wide acceptance by rarely changing color standards. efficient and safest workplace possible.
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STEP FOUR: STANDARDIZE
Equipment & Inventory Machines, inventory lines & signs, inspection points,
Blue notices, OSHA compliance
This is a suggested color scheme for color-coding your facility. Other colors may be used. It is not a substitute for review of applicable standards.
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©2006, 2017 Graphic Products, Inc. All rights reserved.
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STEP FOUR: STANDARDIZE
STORE Ensure all work-area items are in proper storage locations NICK 11:15pm
SWEEP Sweep and dust workplace from top to bottom JEFF 11:30pm
EMPTY GARBAGE Properly dispose of work-area garbage collected in cans ROBIN 11:45pm
RESTOCK Ready inventory, tools, and equipment for next shift PHIL 11:50pm
MEET Team Leaders and workers resolve issues and share successes LINDA Mon/4pm
REPAIR Direct workers in painting visible surfaces where necessary ROBERT Wed/5pm
REVIEW Worker daily duty schedule, adjusted where necessary LYNN Thur/4pm
REFILL Ensure workers have proper cleaning supplies for work areas ROBERT Fri/4pm
REVIEW Hold progress evaluation to discuss and resolve issues LYNN 3rd Tue/4pm
SHARE Inform workers of new implementations and seek feedback LINDA 3rd Thur/11pm
IMPLEMENT Seek management approval on changes and implement LINDA 3rd Fri/4pm
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STEP FOUR: STANDARDIZE
% Complete
60
4. Involve internal system leaders, such as ISO
managers, in 5S to reduce system redundancies and 50
improve support. 40
5. Update documentation to reflect system changes. 30
Ensure 5S labels and signs describe new processes
20
and methods.
10
0
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STEP FOUR: STANDARDIZE
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STEP FIVE: SUSTAIN
Sustaining 5S is the final step in implementation and helps maintain the system for the life of the facility. Previous steps should
now be embedded into daily operations. Sustaining them keeps 5S functioning efficiently and providing maximum facility
organization and efficiency.
Dedicate to Sustain Workers will eventually complete duties based on how points
are awarded or deducted. Always explain why points were
Workers should now be expected to routinely complete
deducted so a worker knows where to improve.
assigned 5S duties with little supervision. 5S duty schedules
and posted procedures must be maintained to help promote
continued self-management and reduce confusion. Integrate Point System
5S education into existing new worker training programs.
Workers will be expected to understand 5S from their first day Remember to be fair when awarding and deducting points.
on the job. Although 5S now functions autonomously, team Workers will continue to support the 5S system so long as
leaders should never let their guard down and assertively they feel scoring accurately reflects their performance. To
monitor the system for issues. 5S leaders must work to eliminate doubt, workers should always see how co-workers
set examples by following through on scheduled work-area are rated. This can be accomplished by posting scores within
inspections. Team leaders and other facility managers should work areas after each inspection. Monthly totals and yearly
have access to 5S calendars, listing meeting dates and goals can be included.
times. A dedication to sustaining the system will become
a catalyst for continued 5S success and inspire workers to
Revisit Steps
embrace the 5S System.
Now that the final step in implementation is nearing
completion, go back and photograph the conditions of all
Progress Evaluations work areas and re-record worker routine-task times. Make
Monthly work-area progress evaluations are another sure to collect current figures for production, profit, injury,
important element of Sustain. These evaluations provide and expenditures. Where possible, organize this data by work
5S team leaders and other managers an avenue to gauge area and begin transferring ratings to spreadsheets. Use
successes. A custom rating system will help provide workers graphs and charts to provide workers and managers easy-to-
with the feedback they need to make improvements where understand visual progress reports.
necessary.
RESTOCKING Are inventory, tools and equipment restocked for next shift?
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STEP FIVE: SUSTAIN
SET IN ORDER
STANDARDIZE
and even banners are all excellent devices to recognize
achievements. Once workers feel good about their
SUSTAIN
contributions, they will be motivated to sustain 5S and
SHINE
suggest improvements. SORT
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STEP FIVE: SUSTAIN
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