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The 5S Method: Boost Work Efficiency with Structure and Order
Is it possible to achieve safer, faster and more cost-effective production? Following World War II, Japanese engineer Taiichi Ohno developed a strategy for Toyota that transformed not only the company but the entire manufacturing industry. Today, we can apply this approach to everything from large corporations to small-scale production - and even to organising a cluttered workbench! Discover how to understand and succeed with the 5S method, a powerful tool to streamline workflows and keep value flowing efficiently.
What does 5S stand for?
Seiri. Seiton. Seisō. Seiketsu. Shitsuke...
And if you're not fluent in Japanese, you can also use the English equivalents:
- Sort
- Set in Order
- Shine
- Standardise
- Self-Discipline
Each "s" stands for the first letter of the method's five steps.
The basic principles of the 5S method
Sort: Remove unnecessary things from the workplace
Identify and remove anything unnecessary from the workspace. This could be tools or equipment that are rarely, if ever, used and only take up valuable space or worn-out tools that should be replaced. Conducting an inventory helps cut down time spent searching for items and clears away distractions or obstacles that could lead to accidents.
Set in Order: Arrange things in a way that makes them easy to access and find.
Organise items in a logical, easily understandable system. This might include labeling shelves and trays for each tool or arranging workstations to support a smooth workflow. The goal is to eliminate wasted time spent searching for or waiting on equipment.
Shine: Clean the workplace regularly.
Maintain a clean workspace and equipment, considering what will be left for the next shift or person. Regular cleaning also helps spot issues early, like worn tools or broken machinery, ensuring everything stays in good condition.
Standardise: Create routines and schedules to keep the workplace organised and clean.
Assess outcomes using tools like templates, checklists, or flowcharts that help establish daily routines. This step is essential for achieving consistently strong results. During this evaluation, you may find that certain aspects of the system aren’t working as planned, allowing you to make necessary adjustments.
Self Discipline: Maintain and improve standards by continuously following previous steps.
Establish consistency. The aim is to create smooth, effective work processes across the workplace by ensuring that protocols and schedules are followed accurately. At this stage, you can identify what may be needed to improve flow, such as additional staff training, closer monitoring or more effective feedback.
How 5S Became a Tool for Continuous Improvement
The 5S method originated in Japan as part of the Toyota Production System (TPS). Taiichi Ohno, then head of production at Toyota, developed a strategy to eliminate waste in manufacturing. Grounded in efficiency and organisation, 5S focuses on achieving tangible results through continuous improvement and aligns seamlessly with Lean Management principles.
Lower Costs Without Compromising Quality
5S establishes routines that enhance efficiency across all levels of a business. By eliminating unnecessary elements, more time is available for what truly matters, resulting in a smoother workflow. The objective is to achieve consistently strong outcomes in both production and performance. However, it's important to note that the 5S method is a long-term strategy, so immediate maximum results should not be expected.
An effective way to eliminate risks
The 5S method is not just a valuable tool for creating order in the workplace; it also promotes safety. Clear markings, signs and organised storage contribute to a safer environment by reducing the need for unnecessary movement to retrieve missing items at workstations. Regular inspections of machines and tools can help identify faults or issues that could potentially lead to accidents.
An effective way to increase work productivity
Time spent searching for tools, retrieving items or waiting for your turn is considered waste. By examining the locations of frequently used tools, the amount of material utilised in production and the recycling options available in the workplace, you can quickly pinpoint areas that need improvement.
One effective method is to use a spaghetti map: team members mark their movements on a layout of the workplace. This analysis may reveal the need for more source sorting stations to reduce the time spent transporting materials or suggest placing machine cabinets and mobile tool boards in more strategic locations to streamline tool retrieval. Gather the entire team to discuss and evaluate ways to optimise both the workspace and the workflow.
An effective way to strengthen work morale
How the employees feel is a good indication of how well you succeed with the 5S method. In an unorganised environment, there are both safety risks and the risk of discord between employees. Someone has to wait to use a machine or is forced to look for a tool that someone else has lost. When the team explores opportunities together for increased productivity, both community and commitment are created.
Don’t Let 5S Become a Top-Down Initiative
For the 5S method to succeed, it requires not only strong leadership but also teamwork and mutual respect. When everyone understands the expectations, it can positively impact the overall business culture. Remember, it’s the on-site staff who have the best insights into what constitutes waste.
At its core, 5S is about creating an agreement between managers and employees, as well as among the employees themselves. No one wants to start their shift by cleaning up someone else’s mess or tackling a cluttered workbench. This task can be time-consuming, but it can easily be avoided if the workplace is maintained in a clean and organised state from the outset.
Step by step: implementing the 5S method
1. Conduct an Inventory - Evaluate each item by considering when it was last used, its purpose and how often it's used. Determine whether it should be kept or discarded. Get rid of unnecessary items by throwing them away, recycling, moving them to a different location or donating them. Reducing the number of items will help minimize confusion.
2. Organise for Easy Access - Arrange items so that they are easily accessible and clearly marked. Place the tools and materials you use most frequently closest to you. An organised system helps eliminate waiting times, unnecessary movement, and reaching for tools. Also, ensure that important information, such as order details and drawings, are readily accessible and stored in the correct location.
3. Clean and Maintain Regularly - Make cleaning a regular practice while also performing maintenance on machines and equipment. Document the desired appearance of the workplace when everything is organised and clean, such as by taking photos for reference.
4. Implement Checklists and Schedules - Use checklists, cleaning schedules and clear instructions to track what tasks need to be completed, when and by whom. It’s crucial for everyone to agree on and adhere to the new standards to achieve desired results. Regularly review the workflow and document what is working well and what may need adjustments.
5. Maintain, Monitor, and Enhance Routine - Continuously uphold, assess and improve routines as you identify issues. Consider establishing a collaborative long-term plan outlining your goals for the next one, two, or five years.
The sixth step of the 5S method
Sometimes a sixth "S" is added to stand for Security. This may include reviewing potential threats and risks or training staff in security procedures and using standardized checklists to do this regularly.
Applicable with other strategies
While the 5S method is especially popular in industrial production, it can be integrated into and applied across various working methods. It is just as effective for organising a desk as it is for enhancing overall business operations. Due to its simplicity, 5S can be implemented alongside other systems and strategies.
Summary
The 5S method consists of five key steps: Sort, Set in Order, Shine, Standardise, and Self-Discipline. Together, these steps enhance safety, order and efficiency in the workplace. Applicable to organisations of all sizes, 5S is an effective approach for improving both productivity and the work environment. Additionally, the method is compatible with other strategies and can be implemented gradually, step by step.
FAQ
The 5S method helps to reduce waste of resources, creates a cleaner and safer working environment, improves organisation, reduces stress and confusion and can lead to improved quality of the products or services the company provides.
To achieve success with the 5S method, it's essential to maintain discipline and ensure that all steps are followed consistently. Effective communication, strong leadership and a solid understanding of the process are crucial, as is adherence to established routines. These elements are fundamental for achieving noticeable results.
The 5S method originated in Japan, it was further developed at Toyota in the 20th century as part of their Lean Manufacturing strategy.
The 7 wastes include overproduction, waiting, transportation, excess/wasted movements, overprocessing, excess inventory and defective products.
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