5S_Implementation_Guide

5S Implementation Guide –
By
K Selvakumar
5S
IMPLEMENTATION GUIDES
By
K SELVAKUMAR
OPERATION / TECHNICAL HEAD

Page #1
5S Guides Table of Contents
Contents Pages
1. How to use the 5S Guides 2
2. 5S Implementation Checklist 3
3. Develop a 5S Implementation Plan 4-6
4. Take Area Photographs 7
5. Finalize a 5S Map 8
6. Perform Area Evaluation 9
7. 5S Check sheet 10
8. 5S Levels of Excellence 11
9. SORT - Tagging Technique 12
10. SORT - Auction 13
11. Prepare for SIMPLIFYING 14
12. SIMPLIFY - Outlining Technique 15
13. SIMPLIFY - Labeling Technique 16
14. SIMPLIFY - Shadow Board Technique 17
15. Perform SWEEPING 18
16. Perform STANDARDIZING 19
17. Perform Team SELF-DISCIPLINE 20
18. Perform Individual SELF-DISCIPLINE 21
19. Measure Results 22
20. 5S Guides Feedback Form 23

Page #2
How to Use the 5S Guides
The 5S Guides are designed to be used as a roadmap to prepare for and perform
5S activities. The guides are based on lessons learned and the experience of early
pilots. They are not all-inclusive.
To maximize success, 5S implementation leaders are encouraged to contact their
Lean Implementation point of contact for training (if needed) and/or to answer
questions.
The format is the same for each guide:
1. Title of the task.
2. Purpose of the task.
3. When the task is expected to occur.
4. Materials needed to perform the task.
5. Key steps involved in the task.
6. Notes, information, tables, and further explanation of steps, where
applicable.
7. Criteria to let you know when the task has been accomplished.
To use the guides, follow the steps outlined for each task. Refer to the “Notes”
section for further explanation, if applicable.
Results will vary. Step can be modified according to individual situations. It is
recommended that users apply Plan-Do-Study-Act throughout their 5S
implementation activities.
Improvement
Cycle
Plan - identify
issue & develop
resolution plan
Do - implement
plan
Study - Evaluate
the results of “Do”
Act - determine course
of action based on
“Study”; institutionalize
or reevaluate factors
and go to “Plan”

Page #3
5S Implementation Checklist
Purpose
The purpose of this checklist is to provide reliable steps to preparing for and
performing 5S activities in the work area. Included in this checklist is a preferred
sequence of events and corresponding “how to” guides for each step.
Task
1. Develop your implementation plan
 Create a 5S documentation system
 Determine pace of implementation
 Draft “straw man” 5S Map
 Determine “before 5S” photo logistics
 Establish visible ways to communicate
5S activities
 Coordinate and schedule services
required from support organizations
 Make a list of internal arrangements to
be made
 Draft time line
 Communicate your plan to upper
management
2. Photograph the work area
3. Educate work group (5S Overview)
4. Finalize 5S Map
5. Perform Work Area Evaluation
6. Perform 5S:
a) Perform Sorting
b) Perform Simplifying
c) Perform Sweeping
d) Perform Standardizing
e) Perform Self-Discipline
7. Measure Results
8. Repeat from Task #6: “Perform 5S” per your
work group’s plan
5S Guide
“Develop Implementation Plan”
“Take Area Photograph”
5S Overview - Lean Training Module
“Finalize 5S Map”
“Perform Area Evaluation”
“Perform Tagging Technique”
“Conduct Sorting Auction”
“Prepare for Simplifying”
 “Using Labeling Technique”
 “Using Outlining Technique”
 “Using Shadow Board Technique”
“Perform Sweeping”
“Perform Standardizing”
“Perform Team Self-Discipline”
“Perform Individual Self-Discipline”
“Measure Results”

Page #4
Develop a 5S Implementation Plan
Purpose
When
Materials
To help work-group leaders plan for 5S implementation in their areas.
Prior to beginning implementation.
 Paper
 Pen or pencil
 This 5S Guide
Steps
1. Create a 5S
documentation
system to
organize and
store pertinent
data.
a. Determine
type of file.
b. Determine
file location.
c. Inform work
group of
location.
Notes
 Purpose: To have one location, accessible to all, for organizing miscellaneous 5S materials.
 Pertinent data may include, but is not limited to:
 This plan
 5S map
 Area check sheets
 Historical Action Item Lists
 5S agreements
 Measures, goals and progress against them
 Examples: 3-ring binder, file folder, etc.
 Location should be accessible to team members.
2. Determine
the pace of
implementation
 Purpose: To help you understand the impacts of implementation and determine the pace
that best supports your needs; clarify expectations.
 Consider the following questions:
 How much time can we allocate? (Be innovative and realistic.)
 Where will we begin - which area, group, etc.? (Be sensitive to personal work areas
versus common work areas.)
 How many shifts are involved?
 How will we coordinate cross-shift activities?
 What will make sense for us? (Pilot small area; use lessons learned to proceed?)
If: Then:
You allocate a full day for
implementation.
Schedule an entire day to conduct 5S overview and initiate 5S
activities.
Continue on a weekly or monthly basis until 5S methods
become the norm.
You desire
implementation through
team meetings.
Schedule one team meeting to conduct the 5S overview, then
proceed with implementation in subsequent team meetings
until 5S methods become the norm.
You desire an all-shift kick
off implementation
meeting.
Schedule 5S overview meeting for employees from all shifts.
Deliver 5S overview
Finalize 5S map.
Conduct work area evaluation.
Then proceed with implementation in shifts until 5S methods
become the norm.

Page #5
Develop 5S Implementation Plan
(continued)
Steps
3. Draft “straw
man” 5S map.
a. Obtain
approved
layout of
entire work
area. Verify
all relevant
dimensions.
b. Coordinate
area
boundaries.
c. Divide the
map into
workable
sections.
d. Determine
the number
of people
per team (1
team per
section).
Notes
 Purpose: To take a proposed map to the work group for finalizing after you have
coordinated the external boundaries with adjacent organizations. The map will be used
throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into
bite-size pieces.
 This 5S map will be finalized with the work group following the 5S Overview.
If: Then:
2nd-level manager has
prepared a 5S map.
Use the boundaries identified.
5S map has not been
prepared.
Obtain area map from Facilities or draw a map (get boundary
approval from your 2nd-level manager).
 Communicate with organizations adjacent to your assigned areas to ensure agreement on
boundaries.
 Define who is responsible for common aisle-ways, stairways, etc.
 Sizes of sections should require equal amounts of effort to organize and maintain.
 Label each section (a,b,c,d, etc.)
 Be sensitive to ownership of files and personal work spaces in office areas, when
considering boundaries and team assignments.
 Optimum team size: 4-5 people.
 Assess the size of your work group.
 Divide the total number of employees by the number of sections of the 5S map.
4. Determine
“before 5S”
photograph
logistics (who,
how, and when).
 Purpose: To prepare yourself and your group for whom, how and when photos will be
taken, considering time and budget.
 Based on your implementation pace (see step #2 above):
Consider TIME:
If you are planning: And: Then:
A full day of
implementation.
Have photos taken before conducting 5S
overview.
Implementation in
steps.
You want to have the
team present.
Wait until after 5S overview, and before initial
Sorting activities.
Consider BUDGET:
If you are planning: Then:
Arrange for support from
Photography.
Contact Photographer at least two (2)
days prior to date needed.
Have the team take
photographs.
Obtain a camera. Obtain a camera permit
(available from Security).
 Communicate your plans to the work group, especially if you are taking photographs prior
to the 5S Overview, so they will understand and feel comfortable with the process.
5. Establish
visible ways to
communicate 5S
activities.
 Purpose: To serve as a communication tool.
Examples: Consider having enough room to post:
- Bulletin Board - 5S Map
- Visibility Wall - Area Photographs
- Notebook/binder - Work group 5S Action Item Log
- Area evaluation, etc.

Page #6
Develop 5S Implementation Plan
(continued)
Steps
6. Coordinate
and schedule
services
required from
support
organization(s).
Notes
 Purpose: To build collaborative relationships within and across functional lines, and to help
ensure a smooth implementation with no surprises.
 Consider cross-shift schedules.
 Acquaint yourself with procedures of support organizations.
 Establish a contact person in each support organization to let them know IN ADVANCE:
 What you are doing
 When
 How they might be affected
 What you need from them
 Find out what the support organization needs from you.
Examples of support organizations (include, but are not limited to): Surplus, Material, Tool
Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc.
7. Make a list of
internal
arrangements to
be made.
 Purpose: To identify all the arrangements needed to proceed with 5S implementation, and
to help ensure that nothing slips through the cracks
 Read the “Sorting” 5S Guides: “Tagging Technique” and “Auction”.
 Your list of arrangements includes, but is not limited to:
 Research, obtain, and review any documentation about facility standards, filing
guidelines, etc.
 Determine date for your work group’s initial Sorting Activity.
 Schedule 5S Overview with your group.
 Order materials for 5S Overview.
 Practice 5S Overview delivery.
 Schedule upper-level manager to conduct auction, if appropriate.
 Designate a holding area for items to be auctioned.
 Determine which organizations you might be sending surplus items to (for example,
Tool Rooms, Material, Office Supply, Salvage, etc.).
 Consult with Facilities/Maintenance/Housekeeping to help determine (and provide)
types of containers needed to transport unnecessary items (for example, boxes,
dollies, tub skids, etc.).
8. Draft a time
line for 5S
planning and
implementation
activities.
 Purpose: To schedule all planning and implementation activities, and notify all those
involved (internally and externally) so everyone can be prepared.
 Include estimated dates for completing all planning activities.
 Include estimated dates for performing all other 5S activities.
 Post in 5S communication.
9. Communicate
your plan to
upper
management.
 Purpose: To get buy-in and support from your management.
 Solicit feedback.
 Gain agreement.
10. Check your
work.
 You will know you have completed this task when:
 A 5S documentation system has been created, storage location determined, and the
team notified of its location.
 The pace of 5S implementation plan for the work area has been determined.
 You have determined who, how, and when photos will be taken, and have
communicated this to your group.
 A “straw man” 5S map has been drafted.
 A visible method for communicating 5S activities has been established.
 All services required from support organizations have been coordinated and
scheduled.
 All necessary internal arrangements have been made.
 A time line for 5S planning and implementation activities has been created and posted.
 You have communicated your plan to upper management.

Page #7
Take Area Photographs
Purpose
When
Materials
To provide team with a photographic record of their work area serving as a baseline to measure
improvements from.
Do this per group’s previously determined implementation plan
(see 5S Guide; “Develop 5S Implementation Plan” - Step #4) before you begin Sorting.
 5S Implementation Plan
 “Straw man” 5S map
 Camera, camera permit and photographer from work group, or approved arrangements
made with Photography.
 This 5S Guide.
Steps
1. Visually
survey the work
area.
Notes
 Work group/individuals have agreed, and are aware their area is being photographed.
2. Determine
best photo angle
for each section.
 Try to show as much of each section as possible - widest angle.
3. Mark agreed-
upon photo
angles on the 5S
map.
 You will be taking your “after 5S” photos from the same angle.
4. Have photos
taken.
 Open doors of cabinets, desks, etc.
5. Have photos
developed.
6. Post in 5S
communication
area.
7. Check your
work.
 You will know this task is complete when:
 Photos have been taken for each section according to angles identified on the 5S
map.
 Photos are posted in 5S communication area.

Page #8
Finalize a 5S Map
Purpose
When
Materials
To assist work group and 5S Leader in laying out boundaries and determining team
responsibilities for 5S activities.
Do this immediately following the 5S Overview.
 “Straw man” 5S Map
 Flip chart stand/pad, if applicable
 Pen or pencil
 This 5S Guide
Steps
1. Assemble
Notes
2. Post “straw
man” 5S map to
view.
 For example: Flip chart, wall, or white board.
3. Agree on how
the work area is
divided.
 5S leader explains how the sections were determined.
 The group provides input - discussing any suggestions.
 Any changes are agreed upon by team.
4. Identify a
place on 5S map
to write in the
names of
members for
each team.
 Leave enough room for all team members.
 Office operations might consider limiting team activities to common work areas like
conference rooms, coffee areas, etc.
 Areas can be identified for individual activities, (cubes, desks, files, etc.).
5. Record team
members’
names for each
section on 5S
map.
 Team members volunteer and/or are assigned to a section of the map.
 Ensure at least 1 person assigned to each section works in that section.
 It is helpful to have a fresh pair of eyes (someone not normally working in that area).
Sometimes we can’t see the forest for the trees.
6. Post 5S map
in
communication
area.
7. Check your
work.
 Team members for each section have been identified and recorded.
 At least 1 person that works in each section is on the team for that section.
 Finalized 5S map has been posted in communication area.

Page #9
Perform Area Evaluation
Purpose
When
Materials
To assist work group in assessing their work area’s current condition.
Do this after 5S Overview and immediately before Sorting.
 Blank “Area Check sheet” - (1 per team)
 Pen or pencil - 1 per team
 Blank “Levels of Excellence” form (1 per work area)
 5S Map
 Flip chart stand or pad, if applicable
 This 5S Guide
Steps
1. Review “Area
Check sheet” for
additions and/or
deletions needed
for team’s work
area.
Notes
2. Assemble in
work area.
3. Complete
“Area Check
sheet”
 Give 1 blank “Area Check sheet” to each team.
 Each team selects a scribe to read check sheet and place check marks in appropriate
boxes.
 Team members go to area assigned (see 5S map).
 “Area Check sheet” is completed per instructions on form.
 Team returns to meeting area when done.
After each area has completed an “Area Check sheet” and reassembled in the meeting area,
continue with Step #3, below.
4. Determine
“Levels of
Excellence” for
work area.
 Post the blank “Levels of Excellence” form on flip chart stand.
 Discuss Area Check sheets completed by each team to help determine the “Levels of
Excellence” for work area.
 Fill out “Levels of Excellence” form for the entire area.
5. File Area
Check sheets in
5S document
system.
6. Post “Levels
of Excellence” in
5S
communication
area.
7. Check your
work.
 You will know this task is complete when:
 Area Check sheets are completed per instructions for each section.
 Work area “Levels of Excellence” form is completed and posted in 5S communication
area.

Page #10
5S Area Check sheet
Instructions:
1. Scribe reads each statement out loud and records team member’s response in appropriate box. A
consensus of the team members is needed for each response.
2. If team members respond “yes” place a check mark in the “yes” column for that statement.
3. Team members respond “no” place a check mark in the “no” column for that statement.
NOTE: The team can add or delete items from the checklist as appropriate for their area.
Sorting Yes No
Do employees know why these 5S activities are taking place?
Has criteria been established to distinguish necessary from unnecessary items?
Have all unnecessary items been removed from the area?
Examples: Excess materials, infrequently used tools, defective
materials, personal items, outdated information, etc.
Do employees understand the procedure for disposing of unnecessary items?
Do employees understand the benefits to be achieved from these activities?
Has a reliable method been developed to prevent unnecessary items from accumulating?
Is there a process for employees to pursue and implement further improvements?
Simplifying Yes No
Is there a visually marked specified place for everything?
Is everything in its specified place?
Is storage well organized and items easily retrievable?
Are items like tools, materials, and supplies conveniently located?
Do employees know where items belong?
Has a process been developed to determine what quantities of each item belongs in the area?
Is it easy to see (with visual sweep) if items are where they are supposed to be?
Are visual aids in use? (For example: signboards, color-coding or outlining).
Sweeping Yes No
Are work/break areas, offices and conference rooms clean and orderly?
Are floors/carpets swept and free of oil, grease and debris?
Are tools, machinery, and office equipment clean and in good repair?
Is trash removed on a timely basis?
Are manuals, labels, and tags in good condition?
Are demarcation lines clean and unbroken?
Are cleaning materials easily accessible?
Are cleaning guidelines and schedules visible?
Do employees understand expectations?
Standardizing Yes No
Are current processes documented?
Do employees have access to information they require?
Is there a method in place to remove outdated material?
Do employees understand the processes that pertain to them?
Does a process exist that enables employees the opportunity to improve existing processes?
Self-Discipline (Sustaining) Yes No
Are safety and housekeeping policies followed?
Is safety data posted in appropriate locations?
Are safety risk areas identified?
Are employees wearing appropriate safety apparel?
Are fire extinguishers and hoses in working order?
Is general cleanliness evident?
Are break areas cleaned after use?
Do employees know and observe standard procedures?
Do employees have the training and tools that are necessary to make this program work?
Is there a confident understanding of and adherence to the 5S's?

Page #11
5S Levels of Excellence
Instructions:
1. Team discusses results of “5S Area Check sheet”(s) completed for all sections of the work area.
2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S
categories. There is no one-to-one correspondence between the number of marks in the “yes” column
on the check sheet(s) and the level of excellence. The check sheet(s) provides additional information on
which to base the team’s subjective opinion.
3. As levels are determined, write the date in the appropriate column for that level (one level per category).
NOTE: The “Levels of Excellence” form pertains to the entire work area. Work area sections are probably
at different levels. When this happens, the entire work area defers to the lowest level. This
applies to the area’s overall rating also.
Level Sorting Date
1 Necessary and unnecessary items are mixed together in the work area.
2 Necessary and unnecessary items separated (includes excess
inventory).
3 All unnecessary items have been removed from work area.
4 Method has been established to maintain work area free of unnecessary
items.
5 Employees continually seeking improvement opportunities.
Level Simplifying Date
1 Tools, supplies and materials randomly located.
2 Designated location established for all items.
3 Designated locations are marked to make organization more visible.
(For example: color coding or outlining)
4 Method has been established to recognize; with a visual sweep, if items
are out of place or exceed quantity limits.
5 Process in place to provide continual evaluation and to implement
improvements.
Level Sweeping Date
1 Factory/Offices and machinery/office equipment are dirty and/or
disorganized.
2 Work/break areas are cleaned on a regular scheduled basis.
3 Work/break areas, machinery and office equipment are cleaned daily.
4 Housekeeping tasks are understood and practiced continually.
5 Area employees have devised a method of preventative cleaning and
maintenance.
Level Standardizing Date
1 No attempt is being made to document or improve current processes.
2 Methods are being improved but changes haven’t been documented.
3 Changes are being incorporated and documented.
4 Information on process improvements and reliable methods is shared
with employees.
5 Employees are continually seeking the elimination of waste with all
changes documented and information shared with all.
Level Self-Discipline (Sustaining) Date
1 Minimal attention is spent on housekeeping and safety and standard
procedures are not consistently followed.
2 A recognizable effort has been made to improve the condition of the
work environment.
3 Housekeeping, safety policies, and standard procedures have been
developed and are utilized.
4 Follow-through of housekeeping, safety policies, and standard
procedures is evident.
5 General appearance of confident understanding and adherence to the
5S program

Page #12
Sorting Activity -
TAGGING Technique
Purpose
When
Materials
To assist work group in identifying unnecessary items in the work area.
Do this after area evaluation and before you conduct the Sorting Auction.
 5S map
 Pen or pencil
 Post-It notes or other method for tagging item
 This 5S Guide
 Paper for listing auction items (optional)
Steps
1. Assemble in
work area.
Notes
 Clarify criteria for tagging. Refer to table in step #2 and expand if necessary.
2. Team
members
individually
identify
unnecessary
items in the
assigned work
area.
Caution: Focus
on Company-
owned versus
personal
property.
 Every individual walks through assigned area and physically touches everything. As each
item is touched, do the following:
If: Then:
Item has a defined purpose and is
used often enough to be considered
necessary.
Do not tag item.
Item has no definite purpose or is not
needed.
Tag item for discussion at "Sorting
Auction."
Item is determined unsafe and
needed.
Tag item to be repaired or replaced.
Item is unsafe and not needed.
Tag item to be removed from the
work area.
Unsure about item's purpose.
Tag item for discussion at "Sorting
Auction."
3. Remove all
tagged items to
designated
holding area for
auction.
If: And: Then:
Single Shift
Auction can take place immediately following
tagging activity according to team's plan.
Tagged item is too large
for team to move.
Determine appropriate process for disposition of
item during auction walk-through.
Multiple Shifts
Hold tagged item for predetermined period prior
to conducting auction.
List all tagged items and post list in
communication area for all shifts to preview prior
to auction.
Tagged item is too large
for team to move.
Determine appropriate process for disposition of
item during auction walk-through.
4. Check your
work.
 All items determined to be unnecessary or unsafe are tagged.
 Provisions have been made for cross-shift viewing of tagged items, if applicable.
 All easily removed, tagged items have been taken to the designated holding area.
 Plan for disposition of all other tagged items has been determined.

Page #13
Sorting Activity -
Sorting Auction
Purpose
When
Materials
To assist auctioneer in conducting Sorting Auction to dispose of tagged items.
Do this after “Perform Tagging Technique”.
 Blank Surplus Items Form (attachment at end of this guide)
 Work Group 5S Action Item Log (attachment at end of this guide)
 All tagged items
 This 5S Guide
Steps
1. Assemble in
auction area.
Notes
2. Designate 2
scribes.
 1 scribe to document surplus items.
 1 scribe to document action items.
3. Distribute
blank surplus
form and action
item log.
 To designated scribes.
4. Hold up each
item for auction.
 One item is handled at a time.
5. Ask criteria
questions for
each item.
Examples:
- Who needs it? - What is it used for?
- How often do you use it? - How much of it do you need?
- Is it safe?
6. Dispose of
each tagged
item.
If item is: And: Then follow these steps:
Claimed
Claimant determines a location for the item.
Scribe records action taken on the 5S Action Item Log.
Is still useable.
Record the unnecessary item on the surplus form and place
in appropriate container for removal.
Unclaimed
Unusable by
anyone.
Discard immediately.
Do not record on form.
Item(s) is to
large for team
to move.
Conduct a walk-through of area and develop plan for
disposition of large tagged items.
Scribe records action to be taken on the 5 Action Item Log.
7. Collect Action
Item Log
 Post in 5S communication area to be followed up during next 5S meeting.
8. Distribute
copies of surplus
form as
appropriate.
 Others may have need for your surpluses items.
 Note on the surplus form the date items will be removed from the work area.
9. Remove all
unnecessary
items from the
work area.
 On date determined.
10. Check your
work.
You will know you have completed this task when:
 All tagged items have been dispositioned.
 Surplus form is routed to other organizations which may have use/need for listed items.
 Unnecessary items are prepared for return to appropriate organizations (Tool Rooms,
Office Supply, etc.).

Page #14
Simplifying Activity -
Prepare for Simplifying
Purpose
When
Materials
To assist the work group in preparing to organize the work area.
Do this after all unnecessary items have been removed from the workplace.
 Work group 5S Action Item Log.
 Pen or pencil.
 5S Guides: “Outlining Techniques,” “Labeling Techniques,” and “Shadow Board
Technique” (1 set per team).
 This 5S Guide.
Steps
1. Assemble in
work area.
Notes
2. Review
section
boundaries.
 Refer to 5S Map
3. Review
Simplifying
criteria
 Consider the following criteria:
 Items used daily, store close at hand.
 Apply 45 degree rule, minimize at hand.
 Use strike zone rule, store items above the knees and below the chest.
 One is best, reduce number of duplicated items and storage locations whenever
possible.
4. Distribute 5S
Guides for
performing
Labeling,
Outlining and
Shadow boards.
 1 set per section team.
 Review techniques outlined in the guides.
5. Designate a
coordinator to
order required
labels for the
entire work
group.
 Labeling is one of the most common techniques. It is generally best to have one label
coordinator for the entire work group.
6. Teams are
prepared to go
to assigned
sections.
 Refer to 5S map.
 Use 5S Guides where appropriate.
7. Check your
work.
 You have reviewed assigned sections on 5S map.
 You have reviewed Simplifying guidelines.
 You have reviewed Simplifying techniques.
 A label order coordinator has been designated.
 Each section team has a set of “Simplifying” 5S Guides.
 Section teams are prepared to go to assigned areas.

Page #15
Using Outlining Technique
Purpose
When
Materials
To assist work group in outlining all appropriate items/areas in the workplace.
Do this after locations for all items have been designated according to their use.
 Floor tape or masking tape
 Marking pen
 This 5S Guide
Steps
1. Assemble in
work area.
Notes
2. Identify and
agree on the
items or areas
that require
outlining.
 Examples: (may not be appropriate in all areas)
 External work area boundaries.
 Moveable carts
 Positioning of overhead projectors on tables
 Location of garbage cans
 Walkways
 Stationary items in cabinets.
 Designated receiving area.
3. Outline the
items or areas
identified.
 Use masking tape for outlining.
 If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of
approved materials.
4. Label each
item or outlined
area.
 Legibly print the name of the outlined item or area on the tape.
5. Check your
work.
 You will know that you have completed this task when:
 All items and areas identified by team are outlined to show specific location.
 All appropriate outlined items and areas are labeled.

Page #16
Using LABELING Technique
Purpose
When
Materials
To assist work group in labeling all appropriate items in the workplace.
Do this after locations for all items have been designated according to their use (see “Outlining
Techniques” guide.
- Masking tape for temporary labels - Marking pens
- Computer-generated labels (as needed) - Work group 5S Action Item Log
- Label machine, if available - This 5S guide
- Blank notebook paper and pen or pencil
Steps
1. Assemble
in work area
and designate
scribe.
Notes
2. Apply
temporary
labels to ALL
items and
locations
deemed
necessary.
 Use masking tape as temporary label to identify ALL items determined to be necessary for
the work area (may not be appropriate in all areas).
Examples: Contents of: Used for, quantity, proper order, etc.:
- File cabinets - Files - Garbage cans - Books - Chairs
- Drawers - Shelves - Computers - Supplies
- Tools - Boxes - Stationery - Cleaning Supplies
3. Mark each
label
 Print legibly:
 The name of the item.
 The minimum/maximum number of items (only applicable to multiple items).
4. Identify
items that
require
restocking.
 Record on label when item should be reordered (by date or by item count)
5. Prepare a
list for ordering
permanent
labels.
 Print each label legibly and exactly as it should read.
6. Add order
labels to work
group 5S
Action Item
Log.
 Add to Action Item Log.
7. Forward list
of label names
to label
coordinator.
 One person coordinates label generation and/or ordering for entire work area.
8. Check your
work.
 All appropriate items have visible labels.
 A list for ordering labels has been prepared.
 Label list has been forwarded to label coordinator.
 Action item has been recorded on 5S Action Item Log.

Page #17
Using SHADOW BOARD Technique
Purpose
When
Materials
To assist work group in making a shadow board for organizing supplies and tools in the
workplace. This technique may not be applicable to all areas.
Do this after locations for all items have been designated according to their use.
Possible construction materials you might need:
- Pegboard - Styrofoam - Hooks - Label maker
- Plywood - Cardboard - Form board - Markers for outlining
- Plexiglas case - Hangers - Masking tape - This 5S Guide
Steps
1. Assemble in
work area.
Notes
2. Identify what
supplies/tools
require a
shadow board.
 Examples: (may not be appropriate in all areas)
 Small hand tools
 Copier supplies
 Desk supplies
3. Have team
draft on paper
the design of the
shadow board.
 Include in your design:
 An outline of the supplies/tools to be put in the display.
 The layout of how they are to be organized.
 What materials will be required to build the display.
 Where the display will be located when complete.
4. Post the
mock-up of the
design in
communication
area for
everyone to see.
 Leave design posted for predetermined period (two days is generally sufficient) to allow
viewing by all shifts.
 Provide name and phone number of a contact person to receive feedback on mockup.
5. Gather
materials to build
board.
6. Lay out all
supplies and
tools on the
board per the
design.
7. Outline
supplies and
tools as they will
be placed on the
board.
 Use pencil to outline initial placement of item on board.
 Use a more permanent marker when satisfied.
8. Label each
outlined item
and its location
with its names.
 Use masking tape for the labels.
 Write the item name legibly on tape.
 Use the same name for the item and its location on the board.
 Make/order permanent labels (see “Labeling Techniques”).
9. Place shadow
board in work
area.
 Refer to design for pre-determined location.
10. Check your
work.
 All items to be displayed on the board are arranged per the design.
 All supplies and tools have been outlined.
 All displayed supplies and tools and their locations are labeled.

Page #18
Sweeping Activities -
Perform SWEEPING
Purpose
When
Materials
To assist work group in developing daily visual and physical sweeping activities to assess and
maintain the work area.
Do this after the Simplifying activities have been completed.
 Tape
 Paper and pencil
 This 5S Guide
Steps
1. Assemble in
meeting area
and designate a
scribe.
Notes
2. Prepare a list
of “Visual
Sweeping”
activities that
need to occur in
the work area.
 List shows frequency and responsibility for individual and common areas.
 Activities on list should support “Visual Sweeping” of work area.
 Examples of what to check:
- Items are orderly and safe - Equipment is in designated location
- Supplies/tools are in designated locations - Supplies/tools are in stock
- Labels - Item location outline(s) - Shadow board
3. Post the
finished “Visual
Sweeping” list in
the 5S
communication
area.
 Identify list as “Visual Sweeping” list
4. Prepare a list
of “Physical
Sweeping”
activities.
 List shows frequency and responsibility for individual and common areas.
 Activities on list should support “Physical Sweeping” of the work area to maintain
cleanliness and order of the work environment.
 Examples:
- Dust cabinets - Clean computer - Empty hole punch
- Clean tools - Clean trash can - Sweep floor
5. Post finished
“Physical
Sweeping” list in
communication
area.
 Identify list as “Physical Sweeping” list.
6. Check your
work.
 A list of “Visual Sweeping” activities and responsibilities is posted for both individual
and common areas.
 A list of “Physical Sweeping” activities and responsibilities is posted for both individual
and common areas.

Page #19
Standardizing Activity -
Perform STANDARDIZING Activity
Purpose
When
Materials
To assist work group in documenting agreements made during 5S activities and to develop a
plan for periodic repetition of 5S activities.
Do this after Sweeping Activities.
 Paper or pen
 Visual and Physical Sweeping Lists from Sweeping activity.
 This 5S Guide.
Steps
1. Assemble in
meeting area
and designate a
scribe.
Notes
2. Review and
document
Sorting activity.
Do the following:
 Ask, “What criteria did we establish for sorting?”
 Write down on paper the criteria identified.
 Ask, “Are the criteria acceptable?”
If: Then follow these steps:
Yes Do nothing - no change required.
No Document changes in criteria.
Place agreement in 5S file.
 Examples to consider:
 “Is there an area designated as ‘holding’?”
 “Do we tag items and hold in area until auction?”
 “Do we bring”Surplus Items” list to crew meetings weekly for disposition?”
 Document process and place agreement in 5S file.
3. Review and
document
Simplifying
activity.
Do the following:
 Document agreements (including, but not limited to) those made for:
 Labeling
 Outlining
 Shadow boards
 Storage and stock quantities of supplies and tools
 Safety
4. Review and
file Sweeping
activity lists.
 Do the following:
 Obtain Visual and Physical Sweeping lists
 Ask, “Are the activity lists rigorous enough to maintain a safe, clean, and orderly work
area?”
Yes Do nothing - no change required.
No
Ask, "What improvements are needed?"
Document changes in criteria.
Place agreement(s) in 5S file.
5. Establish a
schedule for
periodic
repetition of 5S
activities.
 Document agreed-upon schedule on note-paper.
 Post in 5S communication area.
6. Check your
work.
 Documented agreements have been placed in 5S file.
 Schedule is in place for periodic repetition of 5S activities.

Page #20
Self-Discipline Activity -
TEAM
Purpose
When
Materials
To assist work group in following through on all 5S agreements made for the work area.
Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a
regular basis.
 Paper and pen
 Work group 5S Activity Item Log
 Documented 5S agreements
 Individual Self-Discipline 5S Guide
 This 5S Guide
Steps
1. Assemble in
work area for
visual
assessment and
designate a
scribe.
Notes
2. Determine if
the 5S
agreements are
being followed in
the work area.
 Ask, “Are we following the agreements we put in place as a result of our 5S activities?”
Yes Acknowledge and congratulate.
No
List those agreements not being followed.
Ask, "Why not?"
Ask, "How can we fix it?"
Document agreed-upon solutions.
Place agreement(s) in 5S file."
3. Develop a
plan to address
needed
improvements.
 Be specific.
 Identify responsibilities.
 Record on 5S Action Item Log.
 Post in communication area.
4. Review
Individual Self-
Discipline 5S
Guide.
 Point out its location.
 Review purpose.
5. Check your
work.
 A group assessment has been performed on what has and what has not been followed
through in the work area.
 A written plan has been prepared detailing issues that need to be addressed.
 Any action items have been added to the 5S Action Item Log.

Page #21
Self-Discipline Activity -
INDIVIDUAL
Purpose
When
Materials
To assist individuals in applying 5S agreements to personal work area.
Do this after Standardizing Activity has been completed in your area.
 Paper and pen
 This 5S Guide
 5S agreement(s)
Steps
1. Go to your
work area.
Notes
 The immediate area where you perform most of your daily activities, i.e. cubicle, bench, etc.
2. Determine
the effectiveness
of your individual
organizing
methods in
support of the
5S agreement.
 Considering your own personal work style, ask yourself:
 “Am I following the guidelines put in place as a result of 5S efforts?”
 “Is my work area safe?”
 “Is it neat and organized?”
 Examples (add/delete as appropriate):
 Notebooks neatly stacked and labeled?
 In basket cleaned daily?
 Posted items neat and organized on wall?
 Method for planning/prioritizing work assignments?
 Routine use of proper tools and methods?
 Daily schedule posted?
 Use of in-out boards in the area?
 Method for responding to phone messages?
 Respond to the following:
IF: THEN:
You are following 5S
agreements.
Ask, "How will I maintain and
improve?"
You are not following 5S
agreements.
Ask, "What steps can I take to
improve?"
3. Prepare a
personal 5S
plan.
 This is your own personal plan.
 Be realistic as you decide what improvements you want to make.
 Revisit this plan frequently and make adjustments accordingly.
4. Check your
work.
 A self-assessment has been performed on what is and what is not being followed.
 You have prepared a written plan to improve your area using 5S methods.

Page #22
Measure Results
Purpose
When
Materials
To assist team in measuring improvements resulting from Implementation of 5S methods.
Do this after each completed repetition of 5S activities.
 “Before 5S” photographs
 “Before” Area Check sheets
 “Levels of Excellence”
 Surplus list
 5S Guides: “Take Area Photographs” and “Perform Area Evaluation”
 Pen or pencil
 This 5S Guide
Steps
1. Take “after
5S”
photographs.
Notes
 Follow all steps in 5S Guide, “Take Area Photographs.”
2. Complete
“after 5S” area
evaluation.
 Follow all steps in 5S Guide, “Perform Area Evaluation”
Following the development of “after 5S” photographs and completion of “after 5S” area
evaluation, reassemble work group in communication area and continue with Step #3 below.
3. Analyze
results following
evaluation.
a) Review
“before” and
“after”
photos.
b) Review
“before” and
“after”
evaluations.
c) Review list
of surplus
items.
 Observe improvements (such as organization, cleanliness).
 Compare “before 5S” and “after 5S” evaluations.
 Estimate value of surplus inventory items. Additional measures to consider.
 Safety (number of injuries/time away from the job).
 Cycle time.
 Reduced inventory.
 Increased usable floor space.
4. Acknowledge
improvements in
your area.
5. Establish
your next “Levels
of Excellence”
Goal.
 Use the above analysis and the plan established during Team Self-Discipline.
 Refer to “Levels of Excellence” and write down the agreed-upon next Levels of Excellence
Goal.
6. Post your
goal in
communication
area.
7. Communicate
results with
upper
management.
8. Check your
work.
 “After 5S” photos are posted in communication area.
 “After 5S” evaluation is posted in communication area.
 Improvement results have been analyzed and communicated to upper management.
 You have established your next “Levels of Excellence” Goal.

Page #23
5S Guides Feedback
Please take a moment to help improve the 5S Guides. As you work with them, tell us what was helpful and
what we could work on to improve them.
5S Guide Section Title:________________________________________________Date:_______________
5S Guide Content: (Were the steps clear? Were the instructions clear? Was there enough information?
Too much information? Were you able to apply this guide to your situation as written? If not, was it easy to
make modifications to the steps?)
What worked: Work on: (Be specific)
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
5S Guide Design: (Was this guide easy to follow? Was the information in the note section helpful? Was
something missing that could have helped you?, etc.)
What worked: Work on: (Be specific)
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
Comments:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Please return this form to 5S Feedback, Thanks! May we call you for clarification on a response, if
needed? If so, please add name and phone number:
Name: K Selvakumar
Phone: 09412656264 / 09791476947

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