PART 2: METHODOLOGIES, PRINCIPLES AND TOOLS

4 Chapter 4: 5S for Workplace Organization

Introduction

The 5S methodology is a foundational tool in Lean Six Sigma.  Its emphasis is on workplace organization and standardization. Originating in Japan, 5S stands for five Japanese words: Seiri (Sort), Seiton (Set in Order), Seiso (Shine), Seiketsu (Standardize), and Shitsuke (Sustain). Implementing 5S enhances efficiency, reduces waste, and fosters a safer and more productive workplace. Respect for people within an organization is also a cornerstone of Lean. According to the Lean philosophy, it is vital to include input from employees to improve safety measures and enhance the work environment.

This chapter explores each step of the 5S methodology. It provides guidelines for implementation and evaluates the impact of 5S on operational excellence.

Watch this brief video, “Free 5S Introduction” [1]Scroll to Online Video Courses – (9 minutes):

https://www.gembaacademy.com/resources/gemba-glossary/5s

Circular image showing the 5S methodology: 1. Sort, 2. Set in order, 3. Shine, 4 Standardize. 5 Sustain, is in the middle of the circle

 1. Sort (Seiri)

Definition

Sorting involves identifying and removing unnecessary items from the workplace. The goal is to keep only what is essential for current operations.

 Implementation Steps

  1. Assessment: Evaluate all items in the workspace, including tools, equipment, and materials.
  2. Categorization: Classify items into three categories: necessary, unnecessary, and questionable.
  3. Action: Remove unnecessary items and set aside questionable items for further evaluation.
  4. Red Tagging: Use red tags to mark items that are not immediately needed but might be useful later. Store these items separately and review them periodically.

Benefits

  • Reduces clutter and frees up space
  • Minimizes distractions and facilitates easier navigation
  • Enhances safety by reducing tripping hazards

Case Study

A manufacturing company implemented the Sort step in their assembly line, resulting in a 30% reduction in inventory and 15% increase in floor space that was subsequently repurposed for more efficient workflow.

 2. Set in Order (Seiton)

Definition

Setting in order means arranging necessary items so that they are easy to access and return to their designated places. It emphasizes efficiency and orderliness.

 Implementation Steps

  1. Identify Storage Locations: Determine the best locations for tools and materials.  Base these locations on frequency of use. (Create a during this step.)
  2. Labeling: Clearly label all storage locations and items.
  3. Visual Management: Use visual cues such as color coding, shadow boards, and floor markings to guide placement.
  4. Accessibility: Ensure that frequently used items are within easy reach and infrequently used items are stored out of the way, but still accessible.

Benefits

  • Reduces time spent searching for items
  • Improves workflow efficiency and productivity
  • Creates a more organized and visually appealing workspace

Case Study

A hospital introduced Set in Order in its emergency department.  This reduced the time needed to locate critical supplies by 40% and generated quicker response times and improved patient care. Another example is the standard layout of emergency carts in all locations.

 3. Shine (Seiso)

Definition

Shining involves cleaning the workplace and maintaining its appearance. It ensures a safe and pleasant environment.

 Implementation Steps

  1. Initial Clean-up: Conduct a thorough cleaning of the entire workspace, removing dirt, dust, and grime.
  2. Assign Responsibilities: Designate cleaning responsibilities to team members.
  3. Cleaning Schedules: Establish regular cleaning schedules to maintain cleanliness.
  4. Inspection: Implement routine inspections to ensure cleanliness standards are upheld.

Benefits

  • Prevents equipment deterioration and reduces maintenance costs
  • Enhances workplace safety and morale
  • Creates a positive impression for visitors and employees

Case Study

An electronics company implemented Shine in their production area. This resulted in a 20% reduction in equipment downtime and a notable increase in employee satisfaction.

 4. Standardize (Seiketsu)

Definition

Standardizing establishes consistent practices and procedures to maintain the first three steps (Sort, Set in Order, and Shine).

 Implementation Steps

  1. Develop Standards: Create clear, written procedures for all tasks related to sorting, ordering, and cleaning.
  2. Visual Aids: Use visual aids such as checklists, charts, and standard operating procedures (SOPs) to guide employees.
  3. Training: Provide regular training to ensure all employees understand and follow the standards.
  4. Monitoring: Continuously monitor adherence to standards and make adjustments as necessary.

Benefits

  • Ensures consistency and reliability in processes
  • Simplifies training for new employees
  • Facilitates continuous improvement by providing a baseline for performance measurement

Case Study

A logistics company standardized their warehouse operations.  This led to a 25% improvement in order accuracy and a significant reduction in training time for new employees.

 5. Sustain (Shitsuke)

Definition

Sustaining involves ingraining the 5S methodology into the organizational culture to ensure long-term adherence and continuous improvement.

Implementation Steps

  1. Commitment: Secure management commitment and support for the 5S initiative.
  2. Employee Involvement: Engage employees at all levels to foster ownership and accountability.
  3. Regular Audits: Conduct regular 5S audits to evaluate adherence and identify areas for improvement.
  4. Recognition: Recognize and reward employees and teams for maintaining the 5S standards and achieving improvements.

Benefits

  • Promotes a culture of continuous improvement
  • Enhances employee morale and engagement
  • Ensures long-term sustainability of 5S practices

Case Study

A pharmaceutical company embedded 5S into its corporate culture. This resulted in sustained improvements in efficiency and a 15% increase in overall productivity over three years.

Implementing 5S for Operational Excellence

 Strategic Planning

  1. Assessment: Conduct a thorough assessment of the current workplace organization and identify areas for improvement.
  2. Roadmap: Develop a clear roadmap with timelines and milestones for 5S implementation.
  3. Resource Allocation: Allocate necessary resources, including time, budget, and personnel.

 Execution

  1. Pilot Program: Start with a pilot program in a specific area to test and refine the 5S process.
  2. Scaling Up: Gradually expand the 5S implementation to other areas based on lessons learned from the pilot.
  3. Continuous Improvement: Establish a feedback loop based on employee feedback and performance metrics to improve 5S practices on a continuous basis.

 Measuring Impact

  1. Key Performance Indicators (KPIs): Define KPIs to measure the impact of 5S.  These include reductions in waste, improvements in productivity, and employee satisfaction.
  2. Regular Reviews: Conduct regular reviews of performance data to evaluate 5S effectiveness.
  3. Adjustments: Make necessary adjustments to the 5S program based on performance data and feedback.

 Challenges and Solutions

  1. Resistance to Change: Address resistance through effective communication, training, and involving all employees in the process.
  2. Sustaining Momentum: Maintain momentum through regular audits, ongoing training, and visible management support.
  3. Resource Constraints: Overcome resource constraints by prioritizing areas with the highest impact and demonstrating quick wins to secure further investment.

Video overview of the 5S process[2] (5 minutes)

Study Questions

  • Watch to determine the reasons for implementing 5S.  What are its benefits?
  • A tool is missing. How can you tell?

Note: The video uses the term, “5S diagram,” but it is commonly called a “spaghetti diagram.”

The Spaghetti Diagram

A spaghetti diagram is a visual representation tool.  It is used to map out the flow and movement of people, materials, or information within a process or workspace.  The spaghetti diagram gets its name from its overlapping lines resembling a plate of spaghetti.   Spaghetti diagrams are valuable for identifying inefficiencies, redundancies, and opportunities for improvement in processes.

Why Spaghetti Diagrams are Valuable:

  1. Visualize Process Flow: Spaghetti diagrams provide a clear visual representation of the movement patterns within a process.  They make it easier to identify bottlenecks, unnecessary movements, and areas for optimization.
  2. Identify Waste: By mapping out the movement of people, materials, and/or information, spaghetti diagrams identify sources of waste, such as excessive transportation, motion, or wait times.
  3. Improve Layout and Workflow: Spaghetti diagrams can assist in optimizing the layout of a workspace or production line, as they reveal inefficient movement patterns and suggest better arrangements.
  4. Enhance Communication: The visual nature of the spaghetti diagram makes it easier to communicate process issues and improvement opportunities to team members and stakeholders.

How to Create a Spaghetti Diagram:

  1. Obtain a layout or blueprint of the workspace or area for analysis.
  2. Observe and track the movement of people, materials, and/or information through the process. Use different colored lines or symbols to represent the different entities or activities.
  3. Draw the movement paths on the layout to create a visual representation of the flow.
  4. Analyze the diagram to identify areas with excessive movement, intersections, bottlenecks, or inefficiencies.
  5. Develop and implement improvements based on the insights gained from the spaghetti diagram.

Example:

Imagine a manufacturing facility in which workers need to move among workstations to assemble a product.  A spaghetti diagram could map the layout of the facility and track the movement of workers as they gather materials, transport components, and move among stations.  The resulting diagram might reveal excessive back-and-forth movement, inefficient material handling, or opportunities to rearrange the workstations for a smoother workflow.

Watch this video on creating the spaghetti diagram[3] (4 minutes).

Study Questions

  • Watch the steps in the video. What is the first step?
  • How did the video reduce the steps of the technician? Is this the waste of transportation or motion?

Conclusion

The 5S methodology is a powerful tool for enhancing workplace organization, cleanliness, and efficiency.  By systematically implementing the five steps—Sort, Set in Order, Shine, Standardize, and Sustain—organizations can create a more efficient, safe, and productive work environment.  The successful implementation of 5S not only drives operational excellence, but also fosters a culture of continuous improvement.  Such a culture leads to long-term benefits for the organization and its employees.

Optional alternative video on 5S Process[4] (5 minutes)

Study Questions

  • Watch the video. When do you use a red tag?
  • When do you use floor tape?
  • Does 5S improve morale?

Chapter Summary

This chapter delves into the 5S methodology – Sort, Set in Order, Shine, Standardize, and Sustain. It covers the steps for implementing 5S in the workplace to improve organization, cleanliness, and efficiency, and evaluates the impact of 5S on achieving operational excellence.

References

Bicheno, J., & Holweg, M. (2016). The Lean Toolbox: a handbook for Lean transformation. PICSIE Books.

Hirano, H. (1995). 5 Pillars of the Visual Workplace: the sourcebook for 5S implementation. Productivity Press.

Imai, M. (1997). Gemba Kaizen: a commonsense, low-cost approach to management. McGraw-Hill.

Liker, J. K. (2004). The Toyota Way: 14 management principles from the world’s greatest manufacturer. McGraw-Hill.

Productivity Press Development Team. (1996). 5S for Operators: 5 pillars of the visual workplace. Productivity Press.

Spaghetti Diagram References:

4Industry. (n.d.). Spaghetti Diagrams Explained. https://4industry.com/manufacturing-glossary/spaghetti-diagram/

AllAboutLean.com. (2015, August 25). All About Spaghetti Diagrams. https://www.allaboutlean.com/spaghetti-diagrams/

Boardmix. (2022, December 5). Spaghetti Diagram: Definition & Benefits & Examples. https://boardmix.com/tips/spaghetti-diagram/

PlanetTogether. (2020, August). Benefits of Spaghetti Diagrams (Six Sigma). https://www.planettogether.com/blog/benefits-of-spaghetti-diagrams-six-sigma

Six Sigma Study Guide. (n.d.). Spaghetti Diagram. https://sixsigmastudyguide.com/spaghetti-diagram/


  1. Video Source: gembaacademy.com. “Free 5S Introduction Video” by Gemba Academy, https://www.gembaacademy.com/resources/gemba-glossary/5s (Accessed November 8, 2024)
  2. Video Source: YouTube.com 1, “How to Value Stream Map [Step by Step]” by Adriana Girdler, https://youtu.be/7wD7R6x3Pv4?si=9HQqcjHAzRdnxwGqURL (Accessed November 8, 2024)
  3. Video Source: YouTube.com 1, “Lean Simplified – Spaghetti Diagramming – Hospital Lab” by knowwareman, https://youtu.be/UmLrDjT5g8o?si=y8_N2fXtE5UFTzA0 (Accessed November 8, 2024)
  4. Video Source: YouTube.com, “5S Explained: Whiteboard Animation” by Creative Safety Supply, https://youtu.be/52qJ-AcdkdA?si=sEhg382TQBsv8Bte (Accessed November 8, 2024)

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