5S

THE PRACTICE OF
Welcome
GOOD !
WORKPLACE
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to Sustain 5S

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Benefits of 5S

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Importance of 5S

5S: The Practice of Good Housekeeping

What is 5S?

Objectives
 OBJECTIVE
 To disseminate information about 5S.
 To inform the importance of 5S to the
personnel.
 To teach the personnel on how to
practice 5S properly and effectively.
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M Key Points

D
to Sustain 5S

A
Benefits of 5S

O
R
Importance of 5S

5S: The Practice of Good Housekeeping

What is 5S?

Objectives of 5S
WHAT IS 5S?

5S is a systematized
approach to organized
work areas, keep rules
and standards, and
maintain the discipline
needed to do an
excellent job.
 P
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M Key Points

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to Sustain 5S

A
Benefits of 5S

O
R
Importance of 5S

5S: The Practice of Good Housekeeping

What is 5S?

Objectives of 5S
5S
5S
English Pilipino Visayan Japanese

SORT MAG-URI MANGUKAY SEIRI

STABILIZE MAG-AYOS MAMAHIG SEITON

SHINE MAGLINIS MANGLIMPYO SEISO

STANDARDIZ
MAGPANA-TILI MAG-SIGE SEIKETSU
E

MAGKAROON NG MAGDISIPLINA
SUSTAIN SARILING DISIPLINA SA KAUGALINGON
SHITSUKE
First S
 SEIRI – Sorting Out
• Definition
– Distinguishing or sorting out between wanted and
unwanted items in a place
– Removal of the unwanted

• Examples :
– Unwanted items like broken pens, unused note
books, outdated training materials, etc
 SEIRI - Process

• Major House cleaning by involving all employees

• Throwing out everything you do not need

• Cut down on non-essential inventory

• Check for duplicate storage of files and delete/

destroy the same.
 Why SEIRI is difficult to Practice?
• Saving for the “ rainy day “

• Keeping duplicate copies – Just In case syndrome

• Keeping personal copy – lack of trust.

Second S
 SEITON – Systematic Arrangement
• Arrange necessary things in a good manner
• so that it is

• EASY FOR PICKING / RETRIEVAL

• A PLACE FOR EVERY THING IS ENSURED

• EVERY THING IN ITS PLACE IS MAINTAINED

• With focus on easy retrieval and reducing storage space

• Example :
– Keeping the frequently used files/things nearer to you
 SEITON – Basic Rules
• Three rules to be followed for this are :
– Decide where things need to be placed
– Keep things in that place
– Always follow them

• In a nut shell
• “ A place for everything, and everything in its place”
 SEITON - Process
• Get rid of unnecessary things

• Critically evaluate and assign storage areas

• Decide on the place for everything based on the

frequency of usage

• Identify the location thro’ markings, color codes, etc

• Keep the things/files at the identified place

Third S
 SEISO - Shine
• CLEANING – Means Inspection

• CLEANING – Way of eliminating causes of problems one

by one.

• CLEANING – A philosophy and commitment to keep

facilities/machines in best condition.
 SEISO – Shine Process
• Divide the storage locations (drives/directories-soft files,
shelf/rack-hard files) according to streams/
department/sections/ month /year etc and make each
person handling that area responsible for cleaning up.

• Make cleaning one’s own area or directory more

frequently
Fourth S
 SEIKETSU - Standardise
• Definition
– It calls for systematising the practices
• i.e. they are to be made as regular routine system

• It calls for periodic checking to ensure the other 3 S are

maintained.

• Some of the systems that can be used to maintain this

are Visual control, standardisation procedure, periodic
checking, etc.
 Standardisation Process
• Formulation of standardisation guidelines (both hard file and soft file
maintenance)

• Formulation of guideline on maintenance of old records/things which

need to be archived

• Training all employees and keep sending awareness info on 5S

• Checking the implementation of 5S periodically

• Standardising the storage symbols & locations for phone, cup, water
bottles, etc
Fifth S
 SHITSUKE - Sustain
• This final step means ensuring the standards set up
becomes a discipline and way of life for everyone.

• Practicing Five S should become a second nature to us.

• Shitsuke means discipline in following the system. It

calls for changing from unsystematic way of adherence
to set procedures, systems function to an orderly
manner.
 Sustain - Process
• Meticulously follow standardisation guidelines/procedures - No
short-cuts nor deviations

• Do a periodic 5S may be start of the wk/fortnight…..build the team

spirit

• Use vivid illustrations in visuals

• Follow the standards

• Do not encourage any deviations

• Do a 5 min checking on soft file maintenance till things get practiced

regularly
 Sustain - Norms
• Periodic checking of files

• Appropriate escalation if not done

• Discourage deviations

• 5S as HABIT
 Audit Check points
General 5S Check Points
No unw anted furniture/eqpt/files/carton boxes lying near the w ork stations
Draw ers and Work Place kept neatly
Check Identification labels for things kept near the w ork place like coffee mugs,
telephone, dust bins, w ater bottles, personal belongings.
Systems and Telephone Cables are shoved inside the cable hole
Chairs shoved under w orking desk w hen not in use
Pin up board are updated, neatly arranged and w ith the current data.
There should be no accumulation of printed material in and around the printers and
fax m/cs

5S Awareness
Check for the attendance proof for 5S training given to all employees including the
new ly joined/transferred employees in the department by 5S or training co-
ordinators
Check for 5S aw areness / understanding w ithin the team members
Check for the evidence of monthly internal audit report, review ed and signed by the
Manager for the last three months
 Audit Check points
Hard File
Check for the availability of Hard file Standardization guideline w hich should include
File naming, File Maintenance and File Archival guide lines and needs Manager
approval. If deviation exists , include it in the guideline
Check for the deviations from the Stdn. Guideline for file naming, archival, etc
(Personal Names, Unw anted files)
Check identification label for all files as per the GIS guidelines
Master list of Files available w ith File no. and Location ref. and the same needs to be
signed by the Manager and maintained in 5S file
All Storage Racks needs to be identified as per Stdn guidelines of GIS provided by
IC and storage contents are listed and pasted on it (Managers sign not required)

Record list has to be maintained for the Records stored at Record Room and the
same should match w ith the list available w ith the Record Room Coordinator
A 5S File has to be maintained w ith Departments standardization guideline, File list
signed by Manager, Internal 5S Audit report approved by Manager and any other 5S
related records
 Audit Check points
Soft File
Check for the availability of Soft file Standardization guideline w hich should include
File naming, File Maintanence(official and Transient) and File Archival and needs
Manager approval.
Check for loose files outside the folder in W drive
Check files & folders w ith Personal Names and Unw anted files)
Check for unnamed folder, files and folders w ithout files
Check for duplicate files / folders
Randomly Check Folder / File naming done as per naming guideline.
Check for the existence of folder tree w ith Managers approval that matches w ith
the current folders and GIS Matrix.
Check for the existence of common folders for maintaining the PST files of all
Generic ID's if any
Check w hether all the files that are created in Official/Transient folder is less than
period mentioned in the GIS Matrix/Stdn. Guideline
UN NAMED FILES
UN NAMED FILES
UNNAMED FOLDER
DUPLICATE COPIES
LOOSE FILES
 Audit Check points
Management Points
Fire & Safety - Muster list updated and available in all departments
Check for existence of updated Basic control file as per FM 89:50:10
Individual Objectives needs to be updated and displayed in the respective
w orkstation(SG1 to LL6)
Check for availability of updated TGW for the respective areas
Check for availability of updated CCAR for the respective areas
Check for the Image Capturing Device / Data Transfer Device
Check for updated access levels in EMAL for new ly joined employee/transferred
emp/Exit emp (EMAL report should match the dept current emp list)
 P
A
M Key Points

D
to Sustain 5S

A
Benefits of 5S

O Importance of 5S

R 5S: The Practice of Good Housekeeping

What is 5S?

Objectives of 5S
 Importance
• Reflects Attitude towards the work

• A clean work place impresses everyone and creates

confidence on the quality of the output and record
maintenance

• It brings the habit of proper handling of documents

• It brings a culture of self-discipline

• Spacious, bright and unobstructed workplace by keeping

things in a proper way will give us a sense to observe
traffic regulations faithfully.
 P
A
M Key Points

D
to Sustain 5S

A
Benefits of 5S

O
R
Importance of 5S

5S: The Practice of Good Housekeeping

What is 5S?

Objectives of 5S
 Overall Benefits
• Easy Retrieval of things

• Structured way of storing things

• Effective usage of available space

• Providing a feel good atmosphere

• GIS Compliance

• Organised Folders/Files

• Timely deletion of unwanted files

 P
A
M Key Points

D
to Sustain 5S

A
Benefits of 5S

O
R
Importance of 5S

5S: The Practice of Good Housekeeping

What is 5S?

Objectives of 5S
KEY POINTS TO SUSTAIN 5S

5S campaign, posters,
Inform people what you want
Communication Achieve
5S videos, share/
benchmark practices

Education Teach people how to apply 5S Orientation & Training

Reward individually &

Recognize people for their
Reward Effort
group certificates or
other
5 min before going home
Time Allow time to clean work area
cleaning work area
Identify what needs to be
Deputize Tag team,
done by whom, & ensure
Structure schedule is updated & visible
Sweep team,
5S Committee
to all
Who wants to try it !

Thank U