5S Training Material English

5S training material english, VCMS-Q/VCM, Geert Devos (gdevos)

Page 1Issue date: 2011-12-07, Security Class: Proprietary

5S



Why 5S ?One basic requirement for working with efficiency and quality assurance is that the workplace have a good Order and Cleanliness

and a structured way of keeping the good standard, 5S is one of the tools for this.

Reduced risk for injury or accident.

Reduced or elimination of waste in form of: - Time to find things - Scrap - Space

It turns the workplace into a more pleasant place to work within if the team have common rules for Order and Cleanliness.



- Take a photo and document the present status

- The team have a clearly defined responsibility area which they have agreed about and were they are responsible for Order & Cleanliness

- The responsibility area and “red tag area” is documented and visualised on a layout

Things to do before you start with 5S



Rules connected to the responsibility area

• The area should be marked on layout (local layout program to be used)

• The area should include: the team’s Workplaces (i.e., surface around, walking areas, cabinets') and also other separate areas (not adjacent to the workplace e.g. conference rooms, copy-areas) for which the team is responsible.

• If there is a separate area, it could be described with an address or coordinate on the layout of the workplace (i.e. storage, common coffee area)

• The layout could also include responsibility areas outside the walls of the offices to the fence if there are any (this point is only connected to Support- or Management teams)

• (In a total office layout there should not be any area without designated responsibility)



Example of a detailed layout with responsibility areas



5S consist of five actions focusing on the team area and the equipment

Action Aim / Purpose

Step 1 Sort Take away unneeded material and tools from the work area

Step 2 Systematise To organise order and cleanliness. Indicate the needed material and put it on the marked places

Step 3 Sweep / Shine To tidy up. Clean the working place and equipment

Step 4 Standardize To train and get discipline. Create rules and agreements to improve 5S

Step 5 Sustain To follow up. Maintain the level and work with improvements.



5S Start-Up Checklist

When implementing 5S, use the 5S start-up checklist



I never find what I’m looking for!

Why can’t someone keep this place in

Order? It can’t be me that shall clean this

up, or?



In our workplace it’s easy for everyone to find things since everything is on the right place. It makes it easier to find and give pleasure to our work and we are more efficient.

In our team it’s our responsibility

to keep Order and Cleanliness on it’s right level.



1. Sort



Go through everything in the team area.Tools, equipment, material, binders, folders, packing material etc.Decide what you need, don’t need and where you are uncertain of the need. Use “red tag” method.

1. Sort



• Divide the common areas within the team area into responsibility areas.

• Look through everything; Tools, equipments, material, desks, shelf's, cabinets and common areas. Document how it looks as is, photos can be compared before and after completing 5S to see progress.

• Sort the material into:Necessary Personal Common Unnecessary (removed or scrapped)

• Document broken things that should be repaired

• Document issues that can be a hinder of order & cleanliness

• Look through, sort and clean your electronic archive.

1. Sort



1 Identify Red Tagging targets.

2 Identify Red Tagging criteria.

3 Obtain Red Tags.

4. Attach Red Tags to items.

5. Decide what to do with each item.

6. Store the Red Tagged items/material and inform.

Red Tagging

Use “red tag”, this is a method in order to mark material that is not needed with a “red tag”.



2. Systematise

“A place for everything and everything on its place”



Everything shall have a decided place.Mark where things shall be placed; boards, cabinet etc.Mark where tools and equipment shall be placed.

Think of: make it easy to find things you need but not so detailed that you need “time” to keep up to team standard every time you have a “small change”.

2. Systematise



• Everything must have a fixed place.

• Arrange the fixed place of material in relation to how frequently it is used (Frequently used placed closest)

• Common material should be put in common shelf’s and areas

• Mark necessary material, storage space and archives

• Create a systematic file structure to enable easy access and cleaning

2. Systematise



There is a clear distinction between individual and common materials/documentsand these are labelled and located in their designated places.

The tools and equipment belonging to the team are located in the places as agreedby the team.

Common

Personal

2. Systematise



Min 1 Max 2

Benefit: Clear visual STANDARDS – measurement of organisation DISCIPLINE. The process begins by COMMUNICATION to the people – THE ABNORMAL BECOMES CLEAR

Right amount of needed office materiel

Order more

Factors that influence the size of the storage:

- Consumption

- Risk, if office material is missing

- The amount in the order

- Min / Max limit and order point

2. Systematise



Has a systematic document/data structure been established? (W: drive, Lotus Notes etc.)

2. Systematise



Why tidy up?

•To create a safe working place.

•Reduce the risk of installation wear.

•To get better quality.

•To see hidden problems.

•To create a better work environment.

3. Sweep / Shine

This means a thorough cleaning from machines, installations, equipment, storages and the complete floor surface.



Clean and Inspect

Cleaning is as well inspection.Use all senses as help!

Listen See Feel Smell

Action: Document the cleaning and inspection process.

Do we have the correct tool set up to keep the area clean? When do we clean?Who?

Target:

• Eliminate all forms of dirt and lack of order & cleanliness.

• Find ways of working to keep the working place clean and safe.

• Use cleaning as a tool for inspection

• Introduce cleaning as a part of the daily work.

3. Sweep / Shine



Cleaning is inspection – Built in SAFETY, Built in QUALITY

Hang up cables, makes it easier to clean

Example

3. Sweep / Shine

NOK



• Tidy up your own work area

• Tidy up all common areas

• Avoid to put things on top of shelf's or cabinets

• Cleaning is a way of inspecting that everything within the work area is normal

Benefits: SAFE working environment that is MAINTAINED TO THE STANDARD,enabled by the team OWNERSHIP, ACCOUNTABILITY and RESPONSIBILITY

3. Sweep / Shine



Secure that the first 3 “S” (Sort – Systematise – Sweep/Shine) are kept on theright level.

Which is the wanted level of cleanliness? A good way of inform about the standard is to take a photo and visualize it.

Make it easy for all to understand the decided standard.Create instructions, what, how and when to clean.Create prerequisites to maintain and improve the order & cleanliness

4. Standardize

There are no improvements without STANDARDS



• Do not print if not necessary. Is it really needed to print in colour or could you use B/W instead?

• Fix things that has been noted as defect

• Find ways to enable the possibility to keep the order & cleanliness

• Make sure you know the rules of recycling

• Put time a side in your agenda to do everyday tasks, this will help keeping order & cleanliness

4. Standardize



Create possibilities to maintain and improve the obtained level.

• Review and update the responsibility area

• Create an instruction of when and how to tidy up, and agree on the level of order & cleanliness

• Make sure that all know the rules of document control such as archives, archive times

• Create a structure to store common and individual documents. This is in the form of files, disks, etc.

• The team has agreed a level of stores for all consumable supplies; when to order and the maximum level

• Standardise all your own good ideas

4. Standardize



In line with the work with 5S in office areas

I'm grateful for having this information before, but I have found out that I don’t need it anymore.

Best regards

INFO

•Stop all type of information flow that you do not need, e.g. certain e-mails, internal or external mail

4. Standardize



Prevent archives (why, who, how long time) - GIS

If somebody is sick, the process normally needs to be done anyway.

Good order minimise search time (lead-time) for team members material

Benefits: Performance STABILITY

4. Standardize



Is there a decided structure of how to store documents/data?

4. Standardize



It’s better to look for the reasons that creates the dirt and change thesituation in such a way that cleaning is not needed anymoreTake away the sources that create the dirtCreate good habits and follow the standards.Take away all the other failures and lack of order and cleanliness.Look for actions that improves the efficiency of Order & Cleanliness.

5. Sustain



Before AfterWe follow up our

Order&Cleanliness regularly by using

Confirmation process

5. Sustain



Now you have completed the implementation of 5S. For sustaining and improving purpose, use the 5S follow-up checklist.

5. Sustain



before

after

5S Training Material English

Documents

sweep shine

red tag

common areas

responsibility areas

responsibility area

geert devos

issue date

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