International In-house Counsel Journal Vol. 5, No. 18, Winter 2012, 1 International In-house Counsel Journal ISSN 1754-0607 print/ISSN 1754-0607 online FIVE KEYS known as 5S - a way of Total Quality Environment PROF R BALAKRISHNAN Professor, Symbiosis Institute of Business Management, India 1. 5S – an introduction 5S is a Japanese concept which seeks to keep the workplace and even the home in an orderly and systematic manner so that at any point everything could be located with least difficulty or effort. This article is dwelling upon the concept of 5S, its meaning as well as applicability in work place, maintaining the importance documents. In short we could say that 5S is -: Sort -Set in Order – Shine – Standardize and finally Sustain. 2. There is a space for everything and everything has its own place Practicing 5S helps not only in a working place in an organization but even at home, in our professional service offices, shops, office – at any place since it is based on the concept, that “there is a space for everything” and everything has its own place”. The whole idea of this concept is that, everything, let it be a document, instrument, important articles – anything could be located within few seconds without wasting time for searching which is seen in most of the places including in our own house. The practice of 5S helps in improving our efficiency in doing the things in a better way and also in a speedy manner. 3. Maintenance of place spic and span / neat and clean Besides the above, the place – let it be office place, shop floor, home kitchen is kept spic and span – neat and clean and everyone would love to work in such an environment. The 5S concept works on visual management with a result, even anyone who is connected with the with the concerned work place/department – i.e., outsider would be able to locate the things very easily without wasting any time on searching and this is one of the greatest advantage of 5S. Every organization’s pursuit of quality improvement must begin with the basics, namely, – a campaign dedicated, to organizing the workplace, data maintenance room, keeping it neat and clean, maintaining the standardized conditions & discipline needed and to have a better and to have a better and efficient working conditions. 4. Let us understand 5S The name ‘5S’ derived from the first letters of the Japanese terms for: - Japanese term English equivalent Meaning in Japanese context Seiri Tidiness Throw away all rubbish, unrelated and unwanted materials in the workplace. Seiton Orderliness Set everything in proper place This would facilitate for quick retrieval and storage when needed. Seiso Cleanliness Clean the workplace – ‘everyone should be a janitor’. Seiketsu Standardization Standardize the way of maintaining cleanliness by setting procedure. Shitsuke Discipline Practice ‘Five S’ daily - make it a way of life / habit - this also means ‘commitment’.
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International In-house Counsel Journal
Vol. 5, No. 18, Winter 2012, 1
International In-house Counsel Journal ISSN 1754-0607 print/ISSN 1754-0607 online
FIVE KEYS known as 5S - a way of Total Quality Environment
PROF R BALAKRISHNAN
Professor, Symbiosis Institute of Business Management, India
1. 5S – an introduction
5S is a Japanese concept which seeks to keep the workplace and even the home in an
orderly and systematic manner so that at any point everything could be located with least
difficulty or effort. This article is dwelling upon the concept of 5S, its meaning as well as
applicability in work place, maintaining the importance documents. In short we could say
that 5S is -: Sort -Set in Order – Shine – Standardize and finally Sustain.
2. There is a space for everything and everything has its own place
Practicing 5S helps not only in a working place in an organization but even at home, in
our professional service offices, shops, office – at any place since it is based on the
concept, that “there is a space for everything” and everything has its own place”. The
whole idea of this concept is that, everything, let it be a document, instrument, important
articles – anything could be located within few seconds without wasting time for
searching which is seen in most of the places including in our own house. The practice of
5S helps in improving our efficiency in doing the things in a better way and also in a
speedy manner.
3. Maintenance of place spic and span / neat and clean
Besides the above, the place – let it be office place, shop floor, home kitchen is kept spic
and span – neat and clean and everyone would love to work in such an environment. The
5S concept works on visual management with a result, even anyone who is connected
with the with the concerned work place/department – i.e., outsider would be able to
locate the things very easily without wasting any time on searching and this is one of the
greatest advantage of 5S. Every organization’s pursuit of quality improvement must
begin with the basics, namely, – a campaign dedicated, to organizing the workplace, data
maintenance room, keeping it neat and clean, maintaining the standardized conditions &
discipline needed and to have a better and to have a better and efficient working
conditions.
4. Let us understand 5S
The name ‘5S’ derived from the first letters of the Japanese terms for:-
Japanese term English equivalent Meaning in Japanese context
Seiri Tidiness Throw away all rubbish, unrelated and unwanted materials in the workplace.
Seiton Orderliness Set everything in proper place
This would facilitate for quick retrieval
and storage when needed.
Seiso Cleanliness Clean the workplace – ‘everyone should be a janitor’.
Seiketsu Standardization Standardize the way of maintaining cleanliness by
setting procedure.
Shitsuke Discipline Practice ‘Five S’ daily - make it a way of life / habit -
this also means ‘commitment’.
2 Prof R Balakrishnan
5. Is 5S concept new to international community?
The concept of 5S is not new to international community. Infact almost all organizations
across the world have been practicing in one way or other the 5S principles without
knowing or noticing that this is 5S. To cite some examples, many organizations have
performed housekeeping activities and cleanup activities to remove extra inventories,
personal items, tools etc., from the working areas. Also, many organizations have already
organized their working areas so as to keep efficiency high and cost down. Many
organizations have been organizing the proper record keeping methods by using
“compactors” for easy access of the documents. This concept is not a new one but has
been in practice without knowing to the people that they have been practicing 5S one way
or other.
6. 5S – Method of organizing
5S is a method for organizing a workplace, especially a shared workplace – example - a
shop floor where manufacturing takes place or an office space where commercial
activities are carried out and keeping it well organized – pick and span/neat and clean –
tidy neat place.
Though, one may say that this is a way of housekeeping methodology – the 5S goes
beyond housekeeping and this can be evident by looking at the section of “Seiton” –
which is systematic management. The key targets of 5S are based on three concepts i.e.
i. workplace morale,
ii. safety and
iii. efficiency. The assertion of 5S is, by assigning everything a
location, time is not wasted by looking for things. Additionally, it is
quickly obvious when something is missing from its designated
location.
Advocates of 5S believe the benefits of this methodology come from deciding:-
what should be kept,
where it should be kept, and
how it should be stored.
This decision making process usually comes from a dialog about standardization which
builds a clear understanding, between employees, of how work should be done. It also
instills ownership of the process in each employee in the organization.
In addition to the above, another key distinction between 5S and “standardized cleanup”
is Seiton. Seiton is often misunderstood, perhaps due to efforts to translate into an English
word beginning with “S” (such as “sort” or “straighten”). The key concept here is to
order items or activities in a manner to promote work flow. For example, tools should be
kept at the point of use, workers should not have to repetitively bend to access materials,
flow paths can be altered to improve efficiency, etc. Similarly, the documents, records
which are required day to day working to be kept in such a way that one is able to access
it very easily whenever required.
Let us look at the 5S Japanese concept in brief to have a better understanding:-
7. Seiri (Tidiness)
The very first step of the 5S process is Seiri which refers to the act of identifying and
throwing the unwanted, unnecessary and unrelated materials in the workplace which are
Total Quality Environment 3
stored. The employees of the organization should not feel sorry about having to throw
away things since the idea is to ensure that everything must be kept to be absolute bare
minimum – what is needed. Even the number of necessary items in the workplace must
be kept to its absolute bare minimum. One has to do the sorting: Going through all the
tools, materials, etc., in the plant and work area, running a check in the office for only the
needed documents and records and keeping only the essential items. Everything else is to
be discarded. This is essential since Seiri, requires simplification of tasks, effective use of
space and careful purchase of items follow.
8. Seiton (orderliness)
Straighten or set in order or even orderliness is all about efficiency. This step focuses on
putting everything in an assigned place so that it can be accessed or retrieved quickly
when needed, as well as retuned to that same place quickly. If every employee of the
organization has quick access to an item or materials, work flow becomes much efficient
and the employee becomes more productive. The correct place, position, or holder for
every tool, item, or material must be chosen carefully in relation to how the work will be
performed and who will use them. Every single item must be allocated to its own place
for safe keeping, and each location must be labeled for easy identification of what it’s for.
Although the translation of Seiton to English reads “Straighten or Set in Order”, it sounds
like more sorting or sweeping, but the intent is to arrange the tools, equipment and parts
in a manner that promotes work flow. For example, tools and equipment should be kept
where they will be used (i.e. straighten the flow path), and the process should be set in an
order that maximizes efficiency. For everything there should be place and everything
should be in its place. (demarcation and labeling of place).
In today’s world of information technology, everything is stored in the computer or
laptop in soft form. Assigning separate folder for important documents and putting them
in the particular folder and ensuring that they are accessible quickly within no time is the
one which is expected under this concept “seiton”.
9. Seiso (cleanliness)
Seiso consists of Sweeping or Shining or Cleanliness and giving it a “shine”. Seiso in fact
says that “everyone is a Janitor”. Systematic Cleaning or the need to keep the workplace
clean as well as neat is the basic requirements. At the end of each shift, the work area is
cleaned up and everything is restored to its place. This makes it easy to know what goes
where and have confidence that everything is where it should be. The key point is that
maintaining cleanliness should be part of the daily work - not an occasional activity
initiated when things get too messy. No area should be left un-cleaned. Every employee
of the organization should see the ‘workplace’ through the eyes of a visitor from outside -
always thinking if it is clean enough to make a good impression
10. Seiketsu (standardization)
The next and the fourth step of “5S”, or seiketsu, more or less translate to ‘standardized
clean-up’. It consists of defining the standards by which personnel must measure and
maintain ‘cleanliness’. Seiketsu encompasses both personal and environmental
cleanliness. Personnel must therefore practice ‘seiketsu’ starting with their personal
tidiness. Visual management is an important ingredient of seiketsu. Color coding and
standardized coloration of surroundings are used for easier visual identification of
anomalies in the surroundings. Personnel are trained to detect abnormalities using their
five senses and to correct such abnormalities immediately. Standardized work practices
or operating in a consistent and standardized fashion. Everyone knows exactly what his
or her responsibilities are to keep above 3Ss.
4 Prof R Balakrishnan
11. Shitsuke (discipline)
The last step of “5S”, Shitsuke, means sustaining the ‘Discipline.’ It denotes commitment
to maintain orderliness and to practice the first 4S as a way of life. The emphasis of
shitsuke is elimination of bad habits and constant practice of good ones. Once true
shitsuke is achieved, personnel voluntarily observe cleanliness and orderliness at all
times, without having to be reminded by management. Once the previous 4Ss have been
established, they become the new way of operating, and do not allow gradual decline
back the old ways of operating. However, when an issue arises, such as a suggested
improvement, a new way of working, a new tool or a new output requirement, then a
review of the first 4S is appropriate.
12. Safety added as Sixth phase
A sixth phase “Safety” is sometimes added. Purists, however, argue that adding it is
unnecessary since following 5S correctly will result in a safe work environment. There
will have to be continuous education about maintaining standards. When there are
changes that will affect the 5S programme – such as new equipment, new products or
new work rules – it is essential to make changes in the standards and provide training. A
good way to continue educating employees and maintaining standards is to use 5S posters
and signs. The above are the five integrated parts of good House Keeping or work place
management. The adoption of these five Ss –organization-wide can bring tremendous
results in the longer run and the major ones are listed below: -
a) Preventing accidents
b) Reducing the downtime
c) Enhancing operational control of processes
d) Creating healthier organizational climate.
13. 5S – history – the period when started
According to Mr. Takashi Osada – author of the Five ‘S” – “they have been there from a
very long time though people were not much aware of these concepts. If one could look
around the place – whether it is home or one’s work area, office place, one can always
find lots of room for improvement.”
14. Benefits of 5S practice
By practicing ‘5S’, the following are the major benefits the organization could derive
which would be forever in the long run.
A CLEAR WORK PLACE
high in productivity
high in quality
helps in Cost Reduction
ensures Delivery on Time
Safe for people to work
high Morale
Total Quality Environment 5
15. 5S Implementation – moving forward
Mr. Hiroyuki Hirano – an expert in “5S” suggests the following three step method for
implementing the 5S in any organization.
Step What to do Remarks
1 Tidy up first Active 5S
2 Making a habit of Five “S” Live with 5S
3 Taking Five “S” to higher level Preventive 5S
15.1 Implementing Step one
Following steps are involved for implementing 5S what is known as preparatory work
before one goes ahead on implementation.
Step-1
Recording the current situation which is prevailing in the organization.
Process 1 Eliminating unnecessary items which are no longer required.
Process 2 Fixing storage place for each of the item.
Process 3 Consolidating daily cleaning procedures – a time table.
Process 4 Maintaining spotless workplace
Process 5 Visual control in the workplace
Once the first step is through, one can see the improvements
immediately at the end of the first step itself!
Picture showing the visual arrangement of required books in an office
6 Prof R Balakrishnan
15.2 Implementing Step two
Step 2
Process 1 Controlling the stock level.
Process 2 Making it easy to use and return things which are not required.
Process 3 Making cleaning and checking habitual.
Process 4 Maintaining spotless workplace.
Process 5 Maintaining standards throughout the organization.
Once, this step is completed and the standardization is practiced, then it becomes
the habit and finally the 5S becomes the way of life and habit.
15.3 Implementing Step three
Step 3
This step is nothing but evaluating the organization where the 5S has become habitual.
and the following processes are involved in this step.
Process 1 – Avoiding unnecessary/unwanted items.
Process 2 – Avoiding disorganization.
Process 3 Regularly carrying out cleaning without getting dirty again.
Process 4 Prevents degradation of the Environment
Once, the step is completed and the standardization is practiced,
then it becomes the habit and finally the
5S becomes the way of life and habit.
16. PRACTICING FIVE “5S” IN THE OFFICE
The five “S” could be and should be implemented in every office/organization and as
well as at home. Modern offices are easy place for implementation of five “S”. However,
one could still face problem as people have own individuality and their own working
style in their functioning. Due to the above, at times the standardization becomes a bit
difficult – but one could overcome on this. Again quoting from Mr. Takashi Osada –
author of the Five ‘S” – he suggests ‘ONE’ as best campaign – i.e. one location at a time
for keeping things. As per his suggestion, the following could be done.
One day processing
One hour meeting
One minute phone call
One copy filing etc
Organize periodical audit and evaluation performance
Fix targets
Arrange competition at various levels ( Inter and Intra)
Have proper knowledgeable evaluations
Collect statistical data
Create museum room
Ensure continuous improvement
Total Quality Environment 7
17. Effective working of five “S” (how to make it)
The effective working of five “S” can only be done if the top management of the
organization supports the five “S” processes and its implementation, without which the
five “S” can never be successful. However, it is not necessary whatever the top
management accepts would be supported and one has to create a conviction – rather
courage of conviction.
One would think the way one has to move forward on this. First of all, there has to be a
planning stage involving the following:
To have a budget for five “S”
Giving wider publicity about five “S”
Announce a date for five “S” launch
Ensure all the materials needed is available
At the initial stage – take up one area/location
Ensure that it does not lead to problem
Then carry out the first step “SEIRI
Send away the unwanted things
Second step is finding out the reason
Clean up and create tidy place
Once through with the above, then the next step follows which is nothing but maintaining
the place in the same way that is now being organized. Everyone in the organization
needs to ensure that the location/place is maintained that way and at times, this may call
for change for the layout. Once the second step is through, then review the things and
finally as a last step in the process carry out micro level improvement.
18 Implementation stage
Then move effectively for the implementation stage. First and foremost is to form a five
“S” council and decide the co-ordination and prepare the working system which should
include the Following
evaluation process
criteria for evaluation
awards/certification etc.
Now again take photograph before carrying out changes. There could be some problem
areas which need to be identified and looked into with special attention for the specific
problem.
19. Potential benefits of 5S
The organizations which are implementing 5S would get benefited as under:-
To reduce waste hidden in the plant
Improve the levels of quality and safety
Reduce the lead time and cost, and thus
Increases the organization’s profit
8 Prof R Balakrishnan
The potential benefits of 5S could be summarized by five English “S” or by the group of