5S training Presentation

1. 5S IN OFFICE
ENVIRONMENT
Putting 5S To Work For You
1

2. Nice Place?
You never get a second
chance to make the
FIRST impression.
2

3. What is 5S?
 Foundation for Continuous
Improvement
 When 5S is achieved everywhere is
visually managed
 Easy to distinguish normal and abnormal
condition at a glance
3

4. In Summary: What is 5S?
A method of creating a CLEAN and
ORDERLY workplace that exposes
WASTES and make
ABNORMALITIES immediately
VISIBLE
4

5. Life Without 5S
5

6. A Clean and Orderly Office….
 Is more conducive
 Is more organized
 Is more productive
 Is more safety
 Is not a shame!
6

7. What are 5S?
 Sort (Seiri) – only what is necessary
 Set in Order (Seiton) – a place for everything
 Shine (Seiso) – clean
 Standardize – Seiketsu
 Sustain - Shitsuke
7

8. 5S: Change of Mind Set
8

9. Preparation
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 Record present situation
before launching 5S activities
 Pictures around your workplace
 Useful for comparison purposes
 Checkpoints
 Position of each photos taken
 Date all photos and use high
resolution color photos

10. 1S – Sort (Seiri)
10
 Dictionary Definition
 A category of things or people with a
common feature (or organize them)
according to a specific rule or
principle
 Industrial Definition
 To distinguish between necessary
things and unnecessary things, and
getting rid of what you do not need.

11. Do These Places Look Familiar?
11

12. Our Workplace is Messy
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48-hour Rule: If it is not going to be used in the work area within 48 hours, it does
not belong there.

13. Do You Throw These Things
Away?
13
Not necessary
now, but maybe
in the future
It works!
It has a value!
It’s still new!
It’s usable!
It looks nice!

14. Red Tag Tactic – Visual Cleaning
Up
14
 Vital clearing up technique
 Too much files, stationary, data etc
 Have been there more than 48 hours
 Anything out of its place
 As soon as unnecessary item is
identified
 Mark with a red tag
 Visible for anybody to see what need to be
eliminated or moved
 Use of red tag is 5S survival
Everything that moves should have a tag!

15. Sort – Basic Flow
15

16. Procedures to Implement Red
Tag
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3. FIXING RED TAG STANDARDS
Clarify standards for unnecessary items: e.g. “NO TAG” for items to be used
within the next month. “TAG ON” for items not to be used within the next month.
2. DISTINGUISHING RED TAG ITEMS
Stock – Office Materials, Parts
Facilities – Machines, Furniture,
Spaces – Floor, Shelves, Storage
1. STARTING POINT
Participants – Management & staff
Period – 1 to 2 months
Key Point – Ensure nobody hides
unnecessary items

17. Procedures to Implement Red
Tag
17
6. DEALING WITH RED TAG ITEMS & EVALUATION
Stock – List unnecessary stock, by dividing into
dead or sleeping stocks
Equipment – Move or eject any items which
inhibit the implementation of 5S activities
5. ATTACHING TAGS
Listen to no excuse (be strict about it!
Attach tags to any doubtful items!
The no. of tags indicates efficiency
4. PRODUCTION OF RED TAGS
It’s important that everybody can see them at a
glance
A4 size red paper
Include name of items, quantity, reasons, etc.

18. What do we attach Red Tag to?
18
 Anything that is not needed
 Stock, part or supply
 Forms, Samples
 Documents
 File, cabinets, memos, reports, board,
stationeries
 Machine, furniture or equipment
 Copy/fax machine, shredder, flower pots, desk,
chairs
 But never red tag people, even if you are
tempted to
Everything that moves should have a tag!

19. Where to Sort: Examples of
Places
19
 Along walls, partitions, corners etc
 In designated room, staircase
 On top of all flat surfaces
 Under desks or workbenches
 Inside storage cabinets
 Information board or schedule board
 Computer
No Man’s Land: Land or area that is unowned, uninhabited, or

20. Standards for Red Tag
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 People common and natural reactions
 It’s wasteful to throw things away
 I spent so much time to make these things
 We might need it later
 How to decide on clear standards
 What is really needed?
 How much is really needed?
 What is not needed?

21. Examples of Standard – Pattern
A
21
1 Month 2 Months
Now
Needed Not Needed = Red Tag

22. Examples of Standard – Pattern
B
22
1 Week 2 Weeks
Now
Needed Not Needed = Red Tag

23. Examples of Standard – Pattern
C
23
1 Month
Now
Not Needed = Red Tag

24. Examples of Standard – Pattern
D
24
 No 5S Tag
 Used at least once every 2 days
 Do not remove from its place of
use
 5S Tag A
 Use about once a week
 Remove it from direct work area
but store it close
 5S Tag B
 Used once a month
 Store it somewhere accessible
in the facility
 5S Tag C
 Used once a year or less frequently
 Consider storing it outside or
moving it off-site
 5S Tag D
 No longer needed
 Remove: sell, scrap, return, donate

25. Red Tag Example
25

26. Attaching Red Tags
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 Checkpoints
 Person responsible
 Manager or members of staff not directly
responsible for that workstation
 Attachment period
 1 or 2 days if necessary (max. 1 week)
 Attitude
 Employees will believe everything is
necessary
 Look at situation with a very critical attitude
 Be a red tag devil

27. Action & Evaluation
27
 Clarify WHY red tag
have been attached
 Decide what appropriate
action to take
 Tagged stock/supply
 Equipment
 Eliminate anything which
interferes with
improvement activities
TAGGED
SUPPLY/STOCK
DEFECTIVE ITEMS
DEAD/OBSOLETE
STOCK
SLEEPING/SLOW
MOVING STOCK
LEFTOVER
MATERIAL
(WRITTEN OFF
ALREADY)
Eliminat
e
Move to tagged item
storage area
Distinguish between
un- & necessary &
disposition plan

28. Let’s Go Out And Play
28
 30min Exercise
 Designate Red Tag Area
for each team
 Bring the Red Tags with
you
 Take pictures of each items
or place tagged
 Compile the List
 Pile them up

29. 2S – Set in Order/Organize
(Seiton)
29
 Dictionary Definition
 Establishing a neat layout so that
you can always get just as much
of what you need and when you
need.
 Industrial Definition
 It is a way of eliminating search.

30. Cleaning Before Organizing
31
 Get the dirt off
 Organizing means
standardization, but
standardization cannot start
until everything is clean
 Eliminate unnecessary items
first
 Clean every dirty places and empty
spaces from which unnecessary items
have been removed

31. Cleaning Before Organizing
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 Do cleaning together
 Clean and paint

32. Set/Organize Key Words
33

33. What Do We Search In An
Office?
34
 Files, Documents & Forms
 Building, Level, Department, Desk &
Person
 Rooms – Meeting, Store, Toilet,
Cafeteria
 Power Source, Switches, LAN,
Lighting
Error proof the guide so that anyone can move around with less assistance

34. How Long Can You Wait?
35
 When you ask someone to
bring a file, how long can
you wait without getting
mad?
 How long is your Patience?
 5 min
 2 min
 5 sec

35. How Long Can You Wait?
36
What about searching file inside

36. Storage Proximity
37
 If item is used several times a day
 Store “in the workstation” if possible.
 If item is used at least once every 2 days
 Store in the work area.
 If the item is used about once a week
 Store close to the work area.
 If item is used once a month
 Store somewhere accessible in the facility.
Don’t be a Squirrel Warehouse

37. 3 Keys to Organizing
38
Standardizatio
n
Anybody
Immediately
Can See
Can Take Out
Can Return
Where?
What?
How
many?
Fix
Position
Fix Items
Fix
Quantity
3 KEYS

38. Open Storage System
39
 Closed Storage
System
 Cannot be seen
 Open Storage
System
 Visible at a glance

39. Let’s Go Out and Play
40
 30min
 Create an efficient
layout and less
search storage
system
 Map
 Label

40. 3S – Shine/Sweep (Seiso)
41
 Definition
 Eliminating trash, filth,
and foreign matters
for a cleaner
workplace. Cleaning
as a form of
inspection.

41. Cleaning Targets (What to
Clean?)
42
 Storage Areas
 Cabinets, Rooms, Shelves
 Office Equipments
 Fax/Copy Machines,
Aircond Blower, Fans
 Cubicles, tables, chairs
 Surrounding Workplace
 Aisles, windows, meeting
rooms, toilets, lights, etc

42. Cleaning Methods
43
 Decide how cleaning
should be done
 Identify tools needed
 Identify locations to be
cleaned
 Identify cleaning
procedures

43. Let’s Go Out and Play
44
 15min
 Take one area and
think of all the
cleaning needs
 Develop your duty
roster
 Develop your cleaning
methods

44. 4S – Standardize (Seiketsu)
45
 Definition
 Keeping things organized (seiri), neat
(seiton) and clean (seiso), even in
personal and environment aspect
 A tidy workplace at all times
 Institutionalizing everything that
was implemented
 The first 3S
 Everyone follow the best practices the
best way
 Define best practices?

45. Check Unnecessary Items First
46
 No unnecessary
items remaining
after application of
red tag tactic
 List items for scrap
DEPT
CHECKER DATE
YES NO
1 Are there any unused items in storage?
2 Is there anything in the aisles which is not in use?
3 Are there any unnecessary equipments?
4
Are there any unnecessary items on or above the
shelves or cabinets?
5
Are there any unnecessary items around or under
the equipments or furnitures?
6
7
8
9
10
CHECKLIST FOR UNNECESSARY ITEMS AT THE
WORKPLACE
ACTION
(INC. DATELINE)
CHECK
CHECKPOINTS
NO.

46. Check Storage (Set in Order)
47
 Are all items properly
organized? DEPT
CHECKER DATE
YES NO
1 Is storage of supplies fully organized?
2
Have the 3 keys been applied to the storage of
supplies?
3
Have more than 80% of floor lines location been
drawn?
4
Are there any unnecessary items on or above the
shelves or cabinets?
5 Do supplies have an open storage system?
6 Van all stored items be seen at a glance?
7
8
9
10
WORKPLACE CHECKLIST
ACTION
(INC. DATELINE)
CHECK
CHECKPOINTS
NO.

47. Check for Dust & Dirt
48
 Running a finger
along a certain
location can show just
how clean the
workplace is
DEPT
CHECKER DATE
YES NO
1
Are the items and shelves in storage/workplace is
free of dust?
2 Are supplies and shelves free of dust?
3 Are workplace free from dirt and dust?
4
Is the are around the workplace free from dirt and
dust?
5 Are all the aisles and floors clean?
6 Has a clean strategy been implemented?
7
8
9
10
DUST FREE/DIRT FREE CHECKLIST
ACTION
(INC. DATELINE)
CHECK
CHECKPOINTS
NO.

48. Let’s Come Out and Play
49
 20min
 Use Google to search
for checklist and
develop your own:
 Unnecessary checklist
 Organize checklist
 Cleaning checklist

49. 5S – Sustain (Shitsuke)
50
 Doing the right thing
as a matter of
course

50. 5S Terminology
51
Sort
Set In Order
Shine
Standardize
Sustain
 When in doubt, move it out
 A place for everything and everything in its
place
 To clean and inspect
 Make up the rules and follow them
 Make it part of everyday life

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