The document provides details about implementing a 5S system at Londontec City Campus in Nugegoda, Sri Lanka. It discusses how the campus implemented the 5S methodology over 5 steps (SEIRI, SEITON, SEISO, SEIKETSU, SHITSUKE) to organize their workspaces and processes. This resulted in benefits like improved efficiency, quality, safety, and customer satisfaction as well as increased employee morale.

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Implementation of 5S concept in Londontec City Campus
Nugegoda Branch

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Number of words: 2583
Table of Contents
1. Company Introduction………………………………………...4
2. Focus of the change and change effort………………………..6
2.1 explanation of the situation using the trap of success…….6
3. Implementation of the change………………………………....7
3.1 SEIRI…………………………………………………..…7
3.2 SEITON………………………………………………..…8
3.3 SEISO………………………………………………..…...9
3.4 SEIKETSU………………………………………...……..9
3.5 SHITSUKE……………………………………………..10
4. After the implementation of change ……………….……….10
4.1 benefits get from the change…………………….………11
5. Conclusion…………………………………………….……..12
6. References …………………………………………….……..13

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Company Introduction
Londontec City Campus established in 1989 and it has had a phenomenal growth from
being an institution providing courses on electronics to a campus offering world class
degrees and diplomas. Despite their growth they have been consistent with their founder’s
vision of providing education to satisfy the needs and wants of the society. Today they
can proudly claim that they offer the affordable and one of the most recognized British
degrees in Sri Lanka.
Their close liaison with world class education providers such as Teesside University
(University of the year 2009/2010) which is a public royal charted university of United
Kingdom, the Edexcel-UK (BTEC HND programmes), the chartered institute for IT
(British Computer Society), University of Cambridge Local Examination Syndicate, and
the Australian Computer Society, have made it possible for them to provide high quality
education programmes.
The Londontec Scholarship programme, unlike the dubious programmes offered by some
other institutes, is a genuine effort to give an opportunity to discrerning young children to
learn information technology.
Londontec under graduate courses are truly designed for the working professionals.
Institute has understood the need of balancing the work life, family life and academic life.
Thus they have designed their courses in such a way that professionals need to attend on
weekends.
Many students have part qualifications, such as Edexcel HND, Londontec HID, NCC
IAD, BCS Diploma, NIBM Higher Diploma, SLIT Diploma or equivalent academic
qualification for some reason have not pursued any further in their academic life. To such
people Londontec offer their Top-up degree programme which enables students to
complete their degree within one year. Today degree has become a bare necessity; as such
they urge students to consider this option which gives the opportunity to completetheir
partially commenced academic life.

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Being a socially committed campus, Londontec understand the pressures brought by
today’s economy. Therefore they have introduced the affordable British Degree
Qualification in Sri Lanka. Furthermore they allow students to pay monthly for your
degree up to the first two years of the programme. This gives ample opportunity to
unemployed youth to obtain employment after their second year and pay for the third year
by themselves. In addition, student payment for the first two years will be in rupees and
not in sterling pounds.
Their degrees offered Teesside University are not external degrees and have been
moderated by the Quality assurance Agency of the United Kingdom, which is the
foremost body in setting and monitoring standards for education in the United Kingdom.
Another proof to the high standards they maintain is their degree alumni. Their graduates
have a 100% employment rate. Most of their past students today serve at high managerial
positions in well-established organizations.
Londontec’s main branch is situated in Nugegoda and also it has three sub branches
which situated in Ampara, Matara,Klutara and Mathugama.

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Focus of the change and change effort.
As Londontec is an educational institute the documentation of inquiries from the students
and student registration process has to be done in an effective and efficient manner. But
the process consumed much time due to several reasons.
 Improper inquiry writing method
 Improper student registration system
 Miss placement of files
 Unpleasant surrounding
 Files were not in order
Explanation of the situation using the Trap of Success
Due to the system that was used in Londontec City Campus, unpleasant surrounding and
the untidiness of the branch most of the employees was not satisfied with their work life.
They were under stress as they have to lay much effort on maintaining the corrupted
systems and the employees resist learning that system.

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As a result inquires that Londontec get from the customers were not recorded. So they
were unable to give the necessary feed back to the customers and it harmed the reputation
of Londontec badly. It creates a bad image on customers mind and they were losing many
customers. Ultimately this situation led Londontec to decrease their performance.
So as a solution to this situation management of Londontec City Campus suggest
implementing 5S system within the organization to stream line the above systems and to
create a friendly working environment.
Implementation of the Change
Before get started to implement the 5S the management of Londontec has gathered ideas
from the employees as they are the people who deal with the matters. Then a plan was
created and leaders were appointed for each “S” in the 5S process.
SEIRI
SEIRI is the first step of the process. This step is about sorting, identifying the
unnecessary things within the work place.
First they held a “Big Cleaning Day” in the organization with the participation of all the
employees and the management. According to the first step it was to identify all the
unnecessary, unwanted things and throw them away. At first all the items were being
categorized in to three groups and labeled. Things which cannot be used being tagged in
Red, things which can be used after repairing was tagged in Yellow and the necessary
objects were tagged in Green.
SHITSUKE
SEIRI
SEITON
SEISO
SEIKETSU

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Due to this categorization they were able to monitor what they want and what are the
unnecessary items. Broken chairs and tables, used marker pens, newspapers, cupboards
etc. have being identified as the unwanted things. So they throw them out from the
Campus. Repairable things were sent to repair. As unnecessary things removed there was
much space to arrange the things in order.
SEITON
SEITON is about set the necessary things in order. This step is focus on creating efficient
and effective storage methods to arrange items so that they are easy to use and to label
them so that they are easy to find and put away.
In this step their major task was to prepare the items in an order. According to the plane
first they relocated the items. Computer labs were arranged according to a standard. The
files were labeled with the name tags. The inquiry and student registration books were
cover up with three colors. Books related to local courses were covered with blue colour,
the books related to Higher National Diplomas were covered with green and the books
related to the degree programmes were covered with red colour paper. Then they placed a
cupboard to arrange all the files and books which are used currently. Every key and key
hole was named. Almost all the items in the work place were tagged.

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SEISO
This is the third step in the 5S process. SEISO can easily define as shine and cleanliness
in the work place. Daily follow up and cleaning is necessary to sustain this improvement.
The cleaning must be done by everyone in the organization from employees to
management.
In Londontec City Campus every single person or group of people have been assign an
area to clean every day. Every employee was given a brush to clean their computers and
also a serviette to clean their sitting chair and table. No area should be left un cleaned. All
the members of the staff was informed to actively participate these activities and the
management requested from employees to see the work place through a visitors eyes and
to think if it is clean enough to make a good impression. Cleaning was performed in a set
time in every working day and typically lasts for about 15 minutes.
Londontec have established shine targets, assignments, methods to streamline the process.
The employees who archive the targets are awarded. So the employees were motivated to
do the cleaning work.
Weekly they outsource cleaning service again to maintain the standards and to clean up
more the work place.
SEIKETSU
This is the fourth step of the 5S process. Once the first three 5 S have been implemented,
this step is to standardize the best practices in the work area. Standardize the methods to
maintain the first three steps create a consistent with which tasks and procedures are
done.
First the employees in Londontec City Campus identified and categorized the work
conditions according to the standards. Then they inspired the needed ideas.
After that they selected some ideas and face them for some tests and take on them. After
doing the above mentioned things responsibilities were assigned to maintain the condition
of the work place.

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Then the agenda was standardized. After that they planned again and prepare a
standardize chart and get to know the issues in the process. Then they identified and also
attained some desired sort of conditions make all standards neat and clean. Finally they
monitor the flow of the process and improve the standards whenever needed.
SEITSUKE
This step is the last step of the 5S process. This refers to sustain and making a habit of
properly maintaining correct procedures, is often the most difficult S to implement and
achieve. Changing rooted behaviors is a much difficult thing and the tendency is often to
return to the same status quo and the comfort zone of the “old way” of doing things.
Without this step the achievements of the other steps will not last long. Once true
SHITSUKE achieved, personnel voluntary observe cleanliness and orderliness at all the
times without having to be reminded by management.
First the employees who work at Londontec City Campus change in consciousness a
readiness to follow rules and do what had been decided. Signs and posters were displayed
to inform how to maintain 5S within the work place. And also pocket manuals were
printed and distributed among the employees. Performance reviews and department tours
have being done to continue the process. They have a rewarding system to identify the
employees who are committed to maintain 5S system and give rewards to the employees
at the end of the each year. This system motivated the employees to main the 5S process
within the organization.
After the Implementation of the Change
The organization looked so neat, tidy and creates a productive working environment. Also
this 5S method encouraged the employees to improve their working conditions and
helped them to reduce waste and unplanned downtime. They commented that they feel
fresh to work with the new change which was implemented by the management. Inquires
which the Londontec City Campus get from the students and their customers are
documented on time and also the necessary feedbacks are generated by analyzing the
situations. Student’s registration process has been stream lined and the details of the
students can be easily entered and can be easily found because of the implementation of
the change, 5S method.

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Benefits get from the implementation of the change
 Efficiency Improvements
Efficiency improved due to the removal of clutter and highly organized ergonomic
workspace that is created through the application of 5S.
 Improved Quality performance
Quality improved due to standardized ways or working and basic maintenance of books,
tools and computers. The correct books and tools being in place means that the right
books are used for documentation, plus the ergonomic workplace reduces opportunities
for handling damage and the like.
 Increase work place safety
A cleaned well organized working environment reduces hazards and in turn creates a
safer work place for the employees and the students who came for the lectures at
Londontec City Campus.
 Reduce delays
Delays reduced due to more visible workspace organization,
 Effective cost control
Implementing the 5S system can have significant direct and indirect cost saving
advantages. For one thing, organization often reduces storage space requirements. For
another organization will not have to experience the increased inventory costs relating to
lost or misplaced inventory items.
 Increase customer satisfaction and employee morale.
Everything that goes on behind the scenes in a 5S system works to provide value to the
customers and, in turn, increase customer satisfaction. In addition commitment to 5S
requires significant employee participation, not only does this increase employee
engagement but it also create a more pleasant work environment in which employees take
greater pride in their jobs.

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Conclusion
In most of the organizations management go for a change science they required a change
in streamline a process or to enhance the quality, productivity, effectiveness and
efficiency in the system or implement a totally new process or system.
Changing an organization is critical because depend on time there can be advantages
(gain profits) and disadvantages (losses). Also nobody can predict that change will only
be beneficial. So changing the organization is a risk taking task.
In the above change (Implementation of 5S in Londontec City Campus) was a beneficial
one to the organization. Management has taken much risk in changing the organization
but the get a higher return. By implementing 5S organization could get a good reputation
among the customers and also employees love to work in that premises because of the
friendly working environment which reduces their stress in the work life.

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References
 Official web page of Londontec City Campus
http://www.londontec.biz/ [Accessed: 26th September 2014]
 Resource Person :Ms Chandima Witharana
Position : Lecture
Londontec City Campus
Nugegoda
Telephone No: 0771591196
0112821640
E-mail addresses: dinithi@londontec.net
info@londontec.net

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