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5S

 

5S - it is a housekeeping or a workplace organization method to ensure order and cleanliness. 5S stands for

1. Seiri (Sort) - remove the unwanted, keep the wanted
2. Seiton (Straighten) - keep things in their designated places for ease of reach whenever they are required
3. Seiso (Shine) - keep the things clean or no trash or waste in the workplace
4. Seiketsu (Standardize) - maintain the cleanliness
5. Shitsuke (Sustain) - commitment to continue doing the above 4 consistently

 

An application oriented question on the topic along with responses can be seen below. The best answer was provided by Venugopal R on 12th September 2017. 

 

 

Question

Q6. There is enough information on how and why 5S is effective in manufacturing. While everyone may agree that 5S makes sense in workplace organization even in services, the question is - Does 5S actually save enough money when implemented outside manufacturing? If yes, how? 

 

 

Note for website visitors - Two questions are asked every week on this platform. One on Tuesday and the other on Friday.

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5S is an orderly discipline applicable to any process in life, even though they have been popularized from a manufacturing background and most of us tend to relate accordingly.

 

The below table gives a brief description of how it could apply for different non-manufacturing situations, viz. Pharmacy, Dentist, Fast food restaurant, Airplane boarding, Training. All of us will certainly realize that good practices such as these and more are being applied in situations as below and many other, whether they are being recognized as "5S" or not. In all these situations, it is obvious that the efforts are towards improving the efficiency and effectiveness, which translate to dollar savings in terms of revenue maximization and Quality of delivery.

 

image.png.e54edc18588c1e47542119798eb6d85a.png

 

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Yes.. 5S actually save enough money when implemented outside manufacturing. For example in service industry like Hotels, Hospitals, Banks etc... Following are the tangible and

intangible cost benefits.

 

1. It improves safety of the work place.
2. Moral of employee become better, hence higher productivity.
3. Less chance of error.
4. Inventory well managed.
5. Reduction in waste.
6. Response time to customer improves, hence turn around become faster.
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There is enough information on how and why 5S is effective in manufacturing. While everyone may agree that 5S makes sense in workplace organization even in services, the question is - Does 5S actually save enough money when implemented outside manufacturing? If yes, how? 

(The 5 S)

There are five 5S phases: They can be translated from the Japanese as "sort", "set in order", "shine", "standardize", and "sustain" and 2 extended S . Let’s have a detailed view on each S, which will help us to relate with other industries -

1. Sort (Seiri)

  • Make work easier by eliminating obstacles.
  • Reduce chances of being disturbed with unnecessary items.
  • Prevent accumulation of unnecessary items.
  • Evaluate necessary items with regard to cost or other factors.
  • Remove all parts or tools that are not in use.
  • Segregate unwanted material from the workplace.
  • Define Red-Tag area to place unnecessary items that cannot immediately be disposed of. Dispose of these items when possible.
  • Need fully skilled supervisor for checking on a regular basis.
  • Waste removal.
  • Make clear all working floor except using material.
  • Sort bad and good things.

2. Straitening or Set In Order or Stabilizing (Seiton)

  • Arrange all necessary items so that they can be easily selected for use.
  • Prevent loss and waste of time by arranging work station in such a way that all tooling / equipment is in close proximity.
  • Make it easy to find and pick up necessary items.
  • Ensure first-in-first-out FIFO basis.
  • Make workflow smooth and easy.
  • All of the above work should be done on a regular basis.
  • Place components according to their uses, with the frequently used components being nearest to the work place.

3. Sanitation/ Sweeping/Shining/Cleanliness/Systematic Cleanliness (Seiso)

  • Clean your workplace on daily basis completely or set cleaning frequency time to time
  • Use cleaning as inspection.
  • Prevent machinery and equipment deterioration.
  • Keep workplace safe and easy to work.
  • Keep workplace clean and pleasing to work in.
  • When in place, anyone not familiar to the environment must be able to detect any problems within 50 feet

4. Standardize (Seiketsu)

  • Standardize the best practices in the work area.
  • Maintain high standards in workplace organization at all times.
  • Everything in its right place.
  • Every process has a standard.
  • Standardize color coding of usable items

5. Sustain/ Sustaining the Discipline or Self Discipline (Shitsuke)

  • Not harmful to anyone.
  • Also translates as "do without being told".
  • Perform regular audits.
  • Training and discipline.
  • Training is goal-oriented process. Its resulting feedback is necessary monthly.
  • Self-discipline
  • To maintain proper order
  • Ensure all defined standards are being implemented.
  • Follow the process, but also be open to improvement
  •  

Two Extended ‘S’ are –

6. Safety & 7. Security

 

Variety Industries with 5S Applications:

Industry

Sort (Seiri)

Straitening or Set In Order or Stabilizing (Seiton)

Sanitation/ Sweeping/ Shining/ Cleanliness/ Systematic Cleanliness (Seiso)

Standardize (Seiketsu)

Sustain/ Sustaining the Discipline or Self Discipline (Shitsuke)

Health Care [Delivers health care services]

Helps for searching for medicine or for operation tools or other needed things

Helps to maintain a relational order say for operation first knife then splitter then cutter then stitching tools

Cleaning in proper way so that no germ will be there

To set a process how to do when to do a certain thing like operation sugar level/pressure level should under control

After operation maintain the situation so that patient improves

Education[Delivers Educations]

Sort all those material what are the thing to be in syllabus

Order those material in related order or chapter wise

Maintain cleanliness and a clean environment for study

Maintain standard for teacher /study material/students

Maintain a good environment for study and a good track record of student which will glorify your institute name

Government[Delivers work/services to society]

Sort out priorities to work on

Order those priorities for implementation, Example: road work

Maintain a clean audit book Example: road cost/deadline etc

Set a benchmark to achieve. Example: road – durability  

Maintain the implemented state as much as possible. Example: maintain pothole free rode

Information Technology[Delivers services/applications]

Sort out priorities to work on as per client’s need

Order those so that it can comply with client’s need

Maintain a clean code base/clean service

Set a benchmark of code/ service/ product to deliver

Maintain the product/service such a way so that it continues to deliver as estimated

 

Here, I just gave few example of industries where 5S can be applied, actually 5S can be applied with most industries [which is related with any kind of DELIVERY] with little tweak as per the industry needs like ceramic industry etc .

 

Courtesy: Wikipedia and Google 

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One of the most simple and effective tools in the world of Lean framework is the 5S mode of functioning. If we focus on the English version of these five attitudes, they will be labeled as SORT, SET IN ORDER, SHINE, STANDARDIZE and SUSTAIN.

When we channel our energies on Quality service ( planning, control and improvement) and Time management ( SMED, VSM …), Costs of activities and managing a process gets more efficient.

 

If we consider the banking sector and the possible advantages that these setups have if adopted 5S - well, here they are

 

What

Personal

Virtual

Sort

Better counters for various needs of the customer and categories defined by the bank

Better web space for various offering by the bank, categorization and customization

Set in Order

Define the necessary proceedings for each counter, keeping the customer in loop on the time taken for each activity

May be a simulator , a tour explaining the functioning of each page. User friendly Apps for better cust experience.

Shine

Better bank premises and faces.

Look and feel to match the bank’s culture. Better responsiveness of the site.

Standardize

Guidelines to the employees. Customer made aware of the change management.

Guidelines to the customer on the timelines, on certain security compliance.

Sustain

Feedback portals to challenge the status quo. Regular meet and greet of the bank with its customer for continuous improvement.

Maintain the customer experience by reaching out for feedback, calls made to the customer as to assess the scope of improvement.

 

Below is how we can expect 5S to help us out away from the manufacturing floor.

 

What

How

Cost

Quality

Time

Sort

Distinguishing the necessary, the needed and the important

Helps to know the priority before investing

Conformance to the goal set in mind

Helps in determining  - Important against Urgent factors

Set in Order

Assigned responsibilities for humans and locations for things

Job descriptions to define roles and error management.

Quality the first time as things and people maintain an order

Place for everything and everything in its place saves time

Shine

Cleaning the mind and the surroundings.

Cleaning helps you to get free from latency and savings from accidents

Better accessibility and presentation fetches customer satisfaction.

Time spent on presentation is far lesser than spent on clarification

Standardize

Guidelines and accountabilities to drive the above three

Replicating the best practices across functions hence reducing costs

Better corrective and preventive actions.

Variations in time are monitored. Deviations are analyzed.

Sustain

Follow the standard and promote awareness

Sustaining the best practices and challenging the status quo for improved savings

Identifying the common causes and the special causes in the process for Quality improvement

Identify roles which are underutilized and increase the man hours (Skill enhancement).

 

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The below illustrations of cost saving, cost avoidance that can be achieved via 5S are agnostic to industries. And therefore applies to all industries, equally as to manufacturing.

 

Cost saving through 5S:

Direct cost saving through: 

1. Efficient use of input resources >> Thereby, less wastage of input resources >> Lower direct cost.

2. Better productivity of human resources, machinery >> Lower direct cost

 

Indirect cost saving through 5S: 

1. Efficient maintenance of fixed assets >> Better life of assets >> Better depreciation costs >> Lower overhead, fixed costs

 

Cost avoidance through 5S:

1. Avoid procurement, hire of redundant resources >> Direct, indirect cost avoidance

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 Though the concept of 5S was developed in Japan and was identified as one of the techniques that enabled “Just in Time manufacturing, The application of the concept is relevant beyond manufacturing processes also. The image below helps to depicts the definition/Classification of the 5S, before we deliberate on further impacts of the 5 S.

Definition/ Classification of 5S:

< Please refer to attached png -5S at Workplace >

 

In today’s competitive era, wherein the customer is the king in true sense, with all the options that he desires, It is a quest for all businesses / service providers to provide the customer with value for spend. One of the most impactful influencers of perception of value is the cost of the product / service.

Keeping this in mind , the service industry is compelled to control internal cost , so that maximum value can be passed on to the customer and continue to kindle the customer’s interest in their services.

How does the 5S Help to Save Money/ Costs in a Quick Service Restaurant:

For most it is a known fact that for most operational activities,ONLY A SMALL PORTION of the total time and effort actually add value for the customer- about 90% of the time and effort withholds to elimination and reduction and the remaining odd 10% contributes to perceived Value addition.By clearly defining the value as perceived by the customer, All non value adding activities or resources can be targeted for removal through the 5S methodology.

Hence the 5S methodology helps to save cost in the following way

Sort (Seiri):

Sorting helps to get rid of all unessential stuff we end up collecting over time, and holding for no purpose.- things which are rejected,or incomplete.

It gives us the option to free space and use effectively, thus improving the productivity of real estate value.

Things that are not required at all- can be used for other departments – Saves costs

Certain unused material can be scrapped at WDV, thus bringing in revenue.

Set in Order (Seiton):

There is a dictum “A world class office is expected to locate any paper in less than a Minute” – An absolute hit on the value of saving time- TIME IS MONEY- for every stakeholder including the customer. Keeping required resources well aligned for usage, thus making it easy to find when required.

 

Sanitation/ Shine (Seiso):

It is all about keeping your machines, equipments. surroundings clean, infact, not only cleaning but also inspecting and simple repairs and preventive maintenance, which help to improve the life of the machines and thus save on repetitive or undue investments for machines / equipments. It also focuses on FIFO methodology in inventory control & reimplishment of stock effectively to cut down on wastage and thus save costs through wastage/expiration

Standardise (Seiketsu) & Sustain (Shitsuke):

To ensure that the efforts to sort > Set in order > Shine is standardised and sustained- We must encourage ,all involved , to measure the results regularly and update all, with focus on continuous improvement.

 

 

Application in QSR

Methodology

Impact for Cost saving

Sections of impact

Value add to Customer

Sort (Seiri)

 

Optimisation of Real estate value- Warehousing/ Inventory control costs are reduced.

Across the premise- All space is occupied to contribute to customer experience

Gets an easier to use restaurant layout and maximum utilities

Set in Order (Seiton)

 

Optimization of time

Production and Service is efficient and fast

Quicker response and overall TAT- saves time

Sanitation/ Shine (Seiso)

 

Lesser defects, accidents,wastage,Rejections

Service area and Seating/ Waiting area

A feeling of safety and hygiene

Standardise (Seiketsu) & Sustain (Shitsuke)

 

Helps to replicate the processes across various sites and scale up the business with lesser cost

Across the premise

Confidence of expectations of Quality, Service & Cleanliness of being met each time- every time.

 

 In Conclusion- the following benefits are visible due to  5S, ;

1)    Improve process and product quality (less defects)

2)    Develop control through better visibility

3)    Identify problems quickly as there is lesser arrangements to keep an eye on

4)    Improve safety

5)    Decrease downtimes and improve TAT

6)    Establish convenient work place and work practices

7)    Employee morale is high due to better performance and results.

Thus, it is evident that there is a lot of cost saving through space saved, reduction of scrap/ wastage, reduction of breakdown of Equipments, reduction of cost for safety,cost , cost of rejections, improvement of productivity and most importantly, It keeps the cost of retaining customers down by enticing them for repeat business.

 

5s at workplace.png

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What is 5S?

5S is a philosophy and a way of organizing and managing the workspace workflow

with the intent to improve efficiency by:

1. eliminating waste

2. improving flow

              3. reducing process-unreasonableness

 

Let’s see 5S –

Sort (Seiri): Remove those items from the workplace that are not essential to enable the work activity to be carried out. ‘Decide what is needed (right now) and what is not’

 

Set in Order (Seiton): The orderly organization of those items that are necessary to complete the work activity, in a way that ensures safe and efficient operations, which can be repeated with minimal waste. ‘A Place for everything and everything in its place’

 

Shine (Seiso): Clean and check (or shine), is used to ensure that items are clean and ready to be used. Regular - ideally daily - ‘clean and check’ activities are carried out to maintain the 5S standards for cleanliness and workplace organization. ‘Keep things clean and in good working order’

 

Standardize (Seiketsu): Revisit the first three of the 5S’s on a regular and frequent basis and consolidate with Standard Procedures. ‘Make it Standard, make it easy’

 

Sustain (Shitsuke): Ensuring consistent adoption and use of 5S by all personnel who are either involved directly with the workplace or who interact with the workplace. Consistent application, training and everyday routine’

 

Yes, definitely implementation of 5S would saves money outside manufacturing sector as well. As stated above – by carefully improving flow and eliminating waste from the process would save money if not directly but at least indirectly. Below examples are testimonies on the cost saved by implementation of 5S.

 

Example:

– collecting trashes from passenger couple of minutes before landing would actually eliminate or reduces parking charges. This eventually saves couple of thousands of dollars for the Airline operator.

 

– maintaining files with proper folder structure and eliminating duplicate files maintained in multiple drives or folder will increase file transfer speed and reduces slowness of the system, which is indirect savings to the company.

 

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What is 5S ?

5S is a workplace organisation method. It consists of 5 Japanese words listed below along with their English equivalent:

Seiri (Sort)

Seiton (Straighten/Set in Order)

Seiso (Shine)

Seiketsu (Standardize)

Shitsuke (Sustain)

 

5S methodology helps a workplace to

-           remove unnecessary items (Sort) ,

-           organise items to get maximum efficiency and flow (Straighten/Set in Order),

-           clean the work area so that additional problems can be easily found out (Shine),

-           lay down colour coding and labels so as to be consistent with the other areas (Standardize)

-          create an environment that makes the workplace organized in the longer run (Sustain) .

 While the usage of 5S in manufacturing industry is very much prevalent, as it had its origin through the manufacturing industry, it is very much useful in other industries.  

 

Let us see some examples as where 5S can be used:

Healthcare:

5S can play a quick critical role in Hospitals.  Let us quickly see how Zambara hospital was there before 5S was applied and how it got transformed after 5S was transformed.

Before 5S:

After the physician left visiting his/her, the disposable items were not sorted out and put into the different type of waste bins available.  Moreover whenever the in-patients needed new patient robes or new bedsheets, they were not able to get them on time as ward attenders searched for those items to retrieve. Also when the nurses were finding it difficult to get the right medicinal items in the stock room as the items were in total disarray more often than not. As a result, the nurses were struggling to know how much quantity of gloves, drips tubes, Syringe bottles etc.., are there as a stock. Also Sterilization was not done in the in-patient wards section and even there was no pleasant environment. Some of the In-patients insisted that they be given new medicinal dose as they felt uncomfortable after seeing the medicinal items that they were to be given. These things were a key factor in terms of the safety aspect.   

 

Now let us see how each stage of 5S was done.

 

Sort:  All disposable items were removed out quickly, after the physician did his/her work. This means that unnecessary items did not occupy space. This improved the free movement of materials/people movement.

 

Set In Order:  Ward section where in-patients are housed at, had set of gloves, drips tubes, syringe bottles which were all placed in one bin. The other bin had patients’ robes, bedsheets. The ward had specific signs, labelling, pictures related to each of the bins so that the ward attenders/sisters (nurses) or any one authorised to take can retrieve the items quickly. The bins conveyed clearly as what are the items and how much are there in each items. Because it portrayed the correct picture, it eliminated the need for excessive stock and thereby the reduced cost in buying/purchasing items.As timely retrieval of items happened, they were provided to the patients at a faster pace, resulting in quality service and high customer care as well.

 

Shine:

Cleaning is very important in hospitals. So Sterilization was done throughout the hospital right from operating theatre to the in-patient room and in the waiting hall for out-patients.    The hospital eliminated the non-sterilized medical equipments.. Working Environment had a pleasant odour.

 

Standardize:

The hospital setup some standard procedures (Protocols) to maintain and also monitor on the 3 steps of Sort, Set in Order and Shine. The protocols would tell actions (to do these 3 steps on a routine basis) to be done by whom, by when and by how.

 

Sustain:

The hospital provided an effective and efficient working environment through the continuous focus on the above mentioned 4 steps.

 

Conclusion: As we can see the above example, because its organised and space effective and also it maintains only necessary stock, 5S methodology can lessen your maintenance cost, reduce your cost of quality as you streamline your processes, reduce your purchasing cost because you will eliminate unnecessary stock and so on..

 

We can also do 5S in Retail, Hospitality , in Information and Technology and so on..

 So we can conclude by saying that 5S can save money even for industries other than manufacturing.

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The benefits of 5S in services can also be measured in terms of Money not immediately though, but over  a period of time. In a software or a service organization for example, it is the retention of existing customers that give a steady flow of income to the organization than chasing new customers. Here  individual creativity, out of the box thinking and experimentation are the keys to success in providing solutions and retaining the customers.. I would find that 5S would be a great way to position and frame a problem. It would help the team to categorize and classify both the problem and the solution. The cost involved in the problem (if we lose the customer) is directly related to the cost in solving the problem (retaining the customer). Added to that, a satisfied customer will always act as an ambassador providing valuable inputs to the future prospects.. Therefore, I would conclude that 5S is to be used as a tool to solve a problem and not to try and justify it with money as the returns are priceless !

 

 

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Does 5S actually save enough money when implemented outside manufacturing? If yes, how? 

 

Obviously the answer is yes, typically the 5S refers to Sort, Set in order, Shine, Standardise and Sustain.

 

These terms not only applies to manufacturing facilities but to service field also.

 

S.No

5S

Application

Result

1.

Sort

Sorting the necessary process steps or required documents in a particular process (required and not required)

Required steps to execute the process gives better results

2.

Set in order

After identifying only, the required steps, arranging them in proper order.

Promotes efficient work flow.

3.

Shine

Remove the unwanted data and unwanted stuff in the process with proper approvals

Creates clean and understandable work flow

4.

Standardize

Set standards for the rearranged process

Standardization leads to maintaining the process flow consistently.

5.

Sustain

Maintain the proper work flow after applying the above steps

Good customer satisfaction without delays

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5S is the name of a workplace organization method that uses a list of five Japanese words: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke.

 

5S is a simple tool rather a process for organizing the workplace in a clean, efficient and safe manner to enhance productivity, visual management and to ensure the introduction of standardized working.

 

The real aim of 5S is the need to introduce Standard Operational Practices ( SOPs) to ensure efficient, repeatable, safe ways of working which makes problems immediately obvious.

 

5S traditionally known to be successful in manufacturing companies, where direct benefits in shop-floor are realized and appreciated.

 

In services companies, it could be difficult to engage white-collared workers who are made to believe that 5S is a merely a house-keeping tool so it should be done by the house-keeping staff.

 

Whereas implementing 5S within a service business could potential deliver the following benefits:

  • Reduces process lead times
  • Facilitates workplace organization
  • Standardizes operating procedures
  • Improves customer response times
  • Contributes to cost efficiency
  • Helps to identify wastes
  • Builds a culture of continual improvement

With the above benefits,  services sectors like Information Technology, Investment banking, Healthcare, Hospitality, Government, Retail banking or Education can gain such  great benefits with 5S. 

 

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Q6. There is enough information on how and why 5S is effective in manufacturing. While everyone may agree that 5S makes sense in workplace organization even in services, the question is - Does 5S actually save enough money when implemented outside manufacturing? If yes, how? 

 

5's is a lean terminology which stands for Sort, Straighten, Shine, Standardize, Sustain. While it is true that the methodology is very effective in manufacturing none the less the same if effective outside manufacturing too. 

 

The simplest example is our everyday life.

 

Organizing our workplace using the 5's policy would help remove clutter and also at the same time would make it easier for us to find the documentswe are looking for especially when you have a lot of files to work on.

 

Desktop management is another example of 5's. If you follow 5's to manage data available on your computer, it would yield great results since data extraction and retrieval would be much faster.

 

Hence, as evident from the above, 5s technique can be used outside manufacturing too and even can be implemented in our daily lives.

5s.JPG

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5s in services brings in the culture of optimizing the ways of working and work place itself. It helps to sort things which makes productive utilization of the effort of people,  simplifying roles and responsibilities.       5s also brings in culture of sustaining the efforts towards systematic management of work.  Also helps to build strong standard operating procedure to help achieve consistency in the operations.  With all these streamlined ways of working 5S will bring in considerable benefit in services also.  5S should not be seen just as a house keeping tool.  It contributes way beyond and helps streamline the operation and pay back in long term as the culture of standardization sets in. 
 

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5S

 

5S is an approach for workplace organizations to make it more efficient and productive improvement. Based on a simple set of principles, it not only helps to identify wastes in the workplace but also creates an environment wherein teams get involved in improvements. It is a movement to make sure that all the elements of a "workplace system" function in harmony in order to allow teams to deliver an optimum level of performance.

Except the traditional 5 S which we follow for Manufacturing (Sort, Shine, Set in Order, Standardize & Sustain). We have added 1 more S as “Safety” to the 5S to make it 6S.

Implementing 5S/6S within a service business can deliver the following benefits:

  • Reduces process lead times
  • Facilitate workplace organization
  • Standardizes operating procedures/process
  • Improves customer query times
  • Installs policies / guidelines that drive workplace
  • Contributes to cost efficiency
  • Helps to identify wastes
  • Builds a culture of continual improvement
  • Removes workplace clutter
  • Reduces waste in the workplace
  • Improves look-and-feel
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5S is a workplace organization method that can help improve efficiency and management of operations. A process is impacted by environment, as is the ability of personnel to respond to process change. Improvements in general state of work place, including access to hand tools and so on are an aid to process control. Especially critical here are the cleanliness, lightening, and general housekeeping status of any area where measurements are conducted since process control data are filtered through the measurement system. For Example: A work bench cluttered with the tools and accessories wastes the valuable time of skilled workers and causes distraction from work resulting in poor quality. Similarly an office table covered with disorganized files and papers can cause clerical errors and delays in processing. 

5S is one of the first tools to apply in the path to achieving lean enterprise organizations.

   The sequence for 5S is:

SORT: Remove unneeded items. Be it in the office or home, we tend to collect items that are rarely needed or not needed at all.. Over a period of time these items accumulate into a mess and make it less efficient to search for needed items and sometimes even cause safety issues. The first step of sorting through the items as required and cleaning up the work area. Never used items should be discarded immediately.

 

SET-IN-ORDER: Arrange the required and rarely- required items for ease of accessibility. The items that are required more often like drawings, instructions, tools, safety goggles and so on are replaced in designated and marked locations so that they cannot be placed elsewhere. In short, a place for everything and everything in its place. The rarely- required items like machine manuals, shop floor layout plans, and so on can be kept out of the way.

 

SHINE: This involves cleaning the work area and equipment. Many quality issues are uncovered through effective cleaning of the work area. Example: Cleaning of the inspection surface plate provides better measurement results, cleaning of the equipment work table provides for better movement, cleaning of the floor prevents accidents. For some industries, like semiconductor manufacturing, cleanliness is mandatory and is measured in particle count.

 

STANDARDIZE: This involves developing checklists, standards, and work instructions to keep the work area clean and orderly condition.

 

SUSTAIN: This is the most difficult sequence in 5S. Most organizations are initially successful in the first four steps but sustaining the efforts and continuing them require support from management and empowerment of employees. Management needs to realize that time is well spent and be willing to invest in the time. the time invested in 5S improves productivity and overall efficiency and reduce accidents. Management should also empower the employees by allowing them to take ownership of their work areas.

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5S is a system for organizing spaces so work can be performed efficiently, effectively, and safely. This system focuses on putting everything where it belongs and keeping the workplace clean, which makes it easier for people to do their jobs without wasting time or risking injury.

The term 5S comes from five Japanese words:

  • Seiri (Sort)
  • Seiton(Set in Order)
  • Seiso(Shine)
  • Seiketsu(Standardize)
  • Shitsuke(Sustain)

Each S represents one part of a five-step process that can improve the overall function of a business. 5S involves assessing everything present in a space, removing what's unnecessary, organizing things logically, performing housekeeping tasks, and keeping this cycle going. Organize, clean, repeat. This system, often referred to as Lean manufacturing, aims to increase the value of products or services for customers. This is often accomplished by finding and eliminating waste from production processes. 5S is considered an important aspect of manufacturing because until the workplace is in a clean, organized state, achieving consistently good results is difficult. A messy, cluttered space can lead to mistakes, slowdowns in production, and even accidents, all of which interrupt operations and negatively impact a company. By having a systematically organized facility, a company increases the likelihood that production will occur exactly as it should.

Over time, the 5S methodology leads to many benefits, including:

·         Reduced costs

·         Higher quality

·         Increased productivity

·         Greater employee satisfaction

·         A safer work environment

The basic steps of 5S can be applied to any workplace. An office can use 5S to keep supplies organized, as can hospitals and medical clinics. 5S can even be used in a kitchen to keep the fridge from filling up with expired food. Everything we do, use in our day to day life can be brought under 5S. Like for example, security system, parking space, space we eat, space we work, space we meet in conference room, the way we organize meeting, mails, contacts and so on.. 5S can also be used in the IT industry where a lot of things are outsourced for e.g email is outsourced. Using 5S many of the accounts that are stale and had email provisioned, with a corresponding monthly charge can be weeded out resulting in huge Savings for the Company.

 

It's really just a matter of determining what workspaces and work processes will benefit most from improved workplace organization.

Business leaders considering using 5S may wonder if 5S is expensive to implement. Generally, it's not. There may be an up-front investment in tools like floor marking tape and labels, and some time does need to be spent on training and on 5S activities, which takes up employees' time. In the long run, though, 5S makes processes run more smoothly and prevents mishaps, and those things usually save businesses money.

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Dated – 11th Sept 2017

Q6. There is enough information on how and why 5S is effective in manufacturing. While everyone may agree that 5S makes sense in workplace organization even in services, the question is - Does 5S actually save enough money when implemented outside manufacturing? If yes, how? 

 

5S is another Japanese principle it also helps build a quality work environment. The 5S principle are applied in any work area. The elements of 5S are as follows:-

  • Sort—Sort work area / processes in such a way that whatever is not required may eliminate the same

  • Straighten—Organize whatever remains after sorting

  • Shine—Clean the work area, keep it neat

  • Standardize—Schedule regular cleaning and maintenance or keep a check by proper  controls and regular reviews / audits

  • Sustain—Make 5S a way of life.

     

    5S will help save money when implemented outside manufacturing by ensuring following benefits for any industry:

  • When we sort our workplace / processes, we tend to reduce waste in the process and ensure we have a Lean process due to which it will save processing time of any activity by either clubbing the process steps, automation and eventually high chances of reducing manpower.
  •  When 5S is implemented there are opportunities for reducing defect rates in any process which will help reducing cost and saving money.  
  • When there are processes are lean and without defects there are high chances of increased customer services / delight.
  • With 5S there are opportunity for improvement employee morale due to which the employee with ensure their activity / process is carried out without any hurdles ensuring higher customer satisfaction, which will result in more customers subscribing to their brand, hence increase in revenue . This will also help enhance image of an organization & management
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What is 5S?


Sorting: Eliminate all unnecessary tools, parts, and instructions. Anything that is not required for the current work should be stored in a designated area or discarded.


Stabilizing / Straightening: Everything should have a place. The location for each item should be clearly labeled. Most used equipment should be most accessible. Equipment should be kept close to where it is used.


Sweeping / Shining: Keep the workspace and equipmnt clean, tidy, and organized. Cleaning should happen on a regular (daily) basis, if not more frequently in a "Clean as You Go" approach.


Standardizing: All work stations for a particular job should be identical. All employees doing the same job should be able to work in any station with the same tools that are in the same location in every station.


Sustaining: Main focus on the previous 4 S's.

 

When implementing 5S there are possibilities to cut costs. Additional 10%, 20%, or even 30% in administrative cost reductions, severance aside.


Some specific examples more relevant to office work:


Sorting: How many hours are wasted trying to track down files in network folders which are labeled poorly or otherwise unsorted? What about looking for information on intranet sites? A lack of proper information organization at the electronic level is a HUGE source of waste for most companies and increases exponentially with size and company lifetime.


Stabilizing / Straightening: Someone else mentioned a stapler. How much time gets wasted looking for supplies? Where do you find the department digital camera? How about replacement supplies? What if you have to ask someone else to help, now you've set two people looking? What about walking across the office to pick up things you printed 10 times a day?


Sweeping / Shining: It is hard to accomplish the above two with any physical items without keeping things cleaned up. Piles of papers, reports, parts, toys, etc on a desk invite more stuff to accumulate. This causes a buildup of STUFF on/in desks and makes it even harder to answer "now where is file XXXX?" or "where did I put the stapler?" types of questions. This doesn't necessarily mean 100% polished, but means you avoid having piles of unrelated and outdated stuff cluttering the workspace and causing inefficiencies in finding things/etc.


Standardizing: Consider the time required for new/transfer employees or visitors to figure out where stuff is and how things work. If you have a completely different file system electronically than a different facility in the same company (assuming you even have a coherent system to begin with...), anyone transferring is going to spend much time trying to understand how it works. Asking regular employees, etc. All this is complete wasted time - no value is gained in relearning a file system (this is in effect difficult to really realize this savings because almost all companies have completely broken file systems, network drives, etc). Same with office layouts and even job responsibilities to some extent. 


Sustaining: None of this is easy to retroactively implement within office environments. Unfortunately, most of these inefficiencies are taken as part of the job. However, if the same level of inefficiency was ever allowed on a production floor - where 5S is more commonly implemented - heads would be rolling and there would be significant outcry.

 

Does 5S actually save enough money when implemented outside manufacturing?? YES 

 

"Reduce spending on department management.
               Most administrative departments (particularly those with more than 20 employees) use as much as 20% of their budgets to supervise and coordinate their own activities. Those parts probably don’t need the level of supervision they once did. 

 * Gain control of “miscellaneous” spending.
* Contribute in controlling costs and reduce waste associated with excess inventory and expired items.
* 5S in an organization provides a safe environment
* optimal utilization of space and leads to improved quality
* Increase in coordination between employees and improvement of staff productivity.
*It reduces the service time and increase customer satisfaction.

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 ‘5S’ is a lean management concept which stands for 5 Japanese words beginning with the letter S. these are:

  1. Seiri (organizing or arranging things):  Sort
  2. Seiton (putting things in order): Set in Order
  3. Seiso (cleaning): Shine
  4. Seiketsu (standardization): Standardize
  5. Shitsuke (discipline): Sustain

It basically emphasises good house keeping techniques to enhance productivity and reduce wastage of Time, Material, Money and resources , thus, enabling cost saving.

 

The 3Ms of waste in Lean Manufacturing:

 

MUDA – Waiting, Overproduction, Rejects (defects), Motion, Over-Processing, Inventory, Transport and Resource, Talent

MURA  -  waste of Unevenness or Inconsistency. MURA drives MUDA. Inconsistency leads to other wastes- defects, over production and so on.

MURI -  cause Overburden, i.e. to give unnecessary stress to employees and processes. This is caused by Mura and a host of other failures such as

  • lack of training,
  •  unclear or no defined ways of working,
  • the wrong tools
  •  ill thought out measures of performance. This in turn causes MUDA.

These Wastes are not only found in manufacturing, but are prevalent in Service sector, as well.

 

Lean is about removing the 3 Ms. Concentrating on solving Mura and Muri can prevent the creation of Muda.

Just in Time (JIT) principles with Heijunka, Kanban and other techniques enable production smoothing and flow; removing inconsistency i.e. the causes of MURA, unevenness.

Lean tools such as 5S and TPM help to remove MUDA other causes of overburden removing MURI.

 

For Example: In Technological services sector implementing 5S techniques could have various benefits like

  • Matching right work force (correct skill set) with the right work (project)
  • Planning on the correct and required training.
  • Setting up SOP (Standard Operating Procedures) to avoid confusions
  • Evaluating and implementing proper performance indicators.(KPI and performance appraisals)
  • Reducing Paper work, errors in filled in forms, Inventory of supplies of unused forms.
  • Increasing productivity

This would result in significant reduction of MURI and MUDA and increase savings.

 

For Example: In Hospitality Sector implementing 5S techniques could result in :

  •  Increased room occupancy
  • Reduction in customer wait time
  • Floor space saving
  • Increase in service line efficiency
  • Improvement in customer satisfaction with efficient workforce having high morale.

 

Thus, with a disciplined 5S approach I feel there could be significant money saving, even in the non- manufacturing sector.

 

 

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5S is an approach for workplace organizations; it drives workplace efficiency and productivity improvement. Based on a simple set of principles, it not only helps to identify wastes in the workplace but also creates an environment wherein teams get involved in improvements. It is a movement to make sure that all the elements of a "workplace system" function in harmony in order to allow teams to deliver an optimum level of performance.

 

Implementing 5S within a service business delivers the following benefits:

  • Reduces process lead times
  • Facilitates workplace organization
  • Standardizes operating procedures
  • Improves customer response times
  • Installs policies / guidelines that drive workplace
  • Contributes to cost efficiency
  • Helps to identify wastes
  • Builds a culture of continual improvement
  • Reduces waste in the workplace

When the above elements are achieved, 5S actually will save money when implemented outside manufacturing industry.

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5S  was developed in Japan by Toyota for work place organization. It is one of the first tool that can be applied by a company to fit into lean culture. It's right that 5S makes sense in workplace even in service sector but it doesn't really help us save money in service sector since it's a lean tool and if we try to see financial impact of lean tool the return is very poor but one can't really drive continuous improvement with this approach . But if we try to see the financial impact of the system as a whole the return is priceless. It's less like maths and more like chemistry where  1 bowl NaCl + 1 beaker H2SO4 is not equal to 1 bowl NaCl and 1 beaker H2SO4. It's all together a new product. Similar way the return / Saving of 5S is not cost saving in service industry but will lead to qualitative work, increased productivity, reduction in time, elimination of Muda and a Kaizen culture which will not further effect our bottom line in long run. 

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5S is a Japanese methodology.

1s- seiri (sort)

2s- seiton (set in order)

3s- seiso( shine)

4s- seiketsu ( standardize)

5s- shitsuke (sustain)

 

Lets come directly to the question whether it really helps if applied outside manufacturing?

The answer is definitely yes. This methodology is not limited to only manufacturing industries. There is a vast application for 5S in all types of industries and in day to day life too

It can be an IT sector where computer and official files and documents are major tools. If files maintained in a computer is not proper there may be a chance of loosing data which may effect time , energy and money. Similary if files are not maintained in a proper 5S way it will consume more time for searching a particular hard copy. Which in terms is another Japanese term call MUDA ie. Wastage of time . Wasting of time means in a long run it will effect performance and money. In a same way implementation of 5S  in any sector is a boon with no extra cost.

Lets take another eg. for day to day life.

"An Almirah of a BOY" (* just for understanding*)

A boy's almirah will never attain 5s. For which he suffers a lot in maintaining proper work like not able to decide what to wear, after taking decision he may not find the relavant shirt to wear. In a hurry he has to come out whatever available. Secondly he suffers torture from other family members for not maintaining proper 5s.

 

So to avoid all this situations if he maintains properly like all shirts at one place, all jeans at another separate area. Scrap the clothes which are not in use. Make the inside almirah environment clean and fresh and sustain whatever he is  doing. It will save a lot of time and effort in every way. 

 

So it is clear that maintaining 5s not only Benifits manufacturing org. rather it is helpful and benificial everywhere and every organization.

 

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5S Definition Benefits
Sort Going through all the tools, materials, etc., in the work area and keeping only the essential items. Everything else is stored or discarded. Finance team use to generate a report which had data from 2010 till date. Team only required data for last 1 year to do analysis. Logic used to pull information was modified and this has reduced report generation time.
Set in Order Focuses on efficiency, by arranging the tools, equipment, visual dashboards and parts in a manner that promotes work flow. For everything there should be place and everything should be in its place. Team needed data in a particular order while performing analysis and hence team had set all the columns in that particular order. It saved analysis time.
Shine Systematic Cleaning or the need to keep the workplace clean as well as neat. At the end of each shift, the work area is cleaned up and everything is restored to its place. The entire report was cleaned. Cells and data columns those were not required were removed. This speeded up the report generation time.
Standardize Standardized work practices or operating in a consistent and standardized fashion. Everyone knows exactly what his or her responsibilities are to keep above 3S's. Earlier report was run during the day and it used to take lot of productivity time of the employee and machine. Now a standardize process has been created around the time of report generation. Every morning before the shift starts one person will run the report for 10 minutes.
Sustain Refers to maintaining and reviewing standards. Once the previous 4S's have been established, they become the new way to operate. All the activities described above are sustained for last 3 months and now it is business as usual for the team.
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The brilliance of 5S is that it can be adopted by all throughout any organization. 5S stands for:

 

1) Sort (Seiri)

2) Straighten or Systematically Arrange (Seiton)

3) Shine or Spic and Span (Seiso)

4) Standardize (Seiketsu)

5) Sustain or Self-Discipline (Shitsuke)

 

5S is a set of practices that needs to be practiced every day until it becomes a habit.

 

Implementing 5S within a service business delivers the following benefits:

·         Reduces process lead times

·         Facilitates workplace organization

·         Standardizes operating procedures

·         Improves customer response times

·         Installs policies / guidelines that drive workplace

·         Contributes to cost efficiency

·         Helps to identify wastes

·         Builds a culture of continual improvement

·         Removes workplace clutter

·         Reduces waste in the workplace

·         Improves look-and-feel

Let us have a look at an example that will showcase how 5S implemented in a setup out of manufacturing:

a.       Sort: office materials, maintenance materials or other tools fundamental for delivery and quality, for instance, sorting - emails, files and archives

b.      Straighten: tools used in services should be arranged in standard locations for consistent and easy access, for instance - data bases, references, operating procedures, reports

c.       Scrub: maintaining service tools in a neat and clean condition

d.      Systemize: at all levels, as part of staff regulation routine, employees should go through the work environment and maintain

 e.   Standardize: ensuring the work place and institute processes are maintained in a standard manner.

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