5S & Visual Controls for Workplace Organization

Your Gateway to
Operational Excellence
© PSL 2009 All Rights Reserved
5S & Visual Controls
for
High Performance
Workplace
Course Code: 5SVC01

Your Gateway to
Let’s Try Again…
This document is a partial preview. Full document download can be found on Flevy:
https://flevy.com/browse/document/5s-and-visual-controls-for-workplace-organization-1023

Your Gateway to
Can you Keep It That Way?

Your Gateway to
Who am I?
• Vishnu Rayapeddi - Principal Consultant & Director of
Productivity Solutions Limited
(www.solutions4productivity.com);
• Bachelor of Pharmaceutical Engineering; MBA (Operations
Management); Certified in Basics of Supply Chain
Management; Registered Workplace assessor;
• Registered Training Provider of Competenz;
• Approved Consultant of NZ Trade & Enterprise;
• An Associate of CMI Consortium (www.cmi.org.nz);
• NZ Associate of Rath & Strong Intl. Mgmt. Consultants;
• Advisory Board Member of Value Mantra Biz. Solutions;
• Over 21 years of Manufacturing & Supply Chain Experience
+ 2.5 years Consulting, Training & Coaching;
• Industry Sectors – Pharmaceuticals, Cosmetics,
Nutraceuticals, Poultry, FMCG, Electronics, Engineering,
Plastics, Packaging, Food, Printing, Biotech etc.

Your Gateway to
Why 5S?
• Creates an environment supporting the implementation of
other best practices;
• Establishes a culture of discipline & order;
• Improves productivity & effectiveness;
• Contributes to productive maintenance;
• Creates a safer workplace (6S?);
• Improves quality and reliability;
• Improves pride among staff & their morale;
• Frees up inventory and significant extra space.

Your Gateway to
Traditional versus Lean
Traditional
Companies
0 X
Lean
Companies
0 Y
Lead Time Order to Delivery

Your Gateway to
The 8 Wastes Refresher
World-Class Companies
Waste < 40%
40%
Value Added
Activities
60%
Defects
Over Production
Waiting
Non-Effective Use of
Resources
Transportation
Inventory
Motion
Excessive Processing
Traditional Companies
Waste
96%
Value Added
Activities
4%

Your Gateway to
What is 5S?
• A systematic way of
creating a safe,
efficient, and highly
visible workspace
for employees.
•
• 5S is one of the
pillars of Lean
Manufacturing, and
provides a starting
point for continuous
improvement.

Your Gateway to
Origins of 5S
• 5S concepts originated in
the supermarkets and have
been transferred to other
industries

Your Gateway to

Your Gateway to
The 5S’s
• The 4th ‘S’
• English – STANDARDISE
• Japanese – Seiketsu
• Meaning – “Standard Practice - Common Methods”
• Action required – Colour is used in conjunction with visual
management techniques to give the process ‘a voice’. The
colours and design will evolve to become a perceived ‘best
practice’ method, which all adopt as the ‘Standard’ for the
company.This document is a partial preview. Full document download can be found on Flevy:

Your Gateway to
Activity - 5S Assessment
On a scale of 0-4 rate your company performance at 5S
0 1 2 3 4
Sort
Set in Order
Shine
Standardise
Sustain
Average =

Your Gateway to
Sort: Self-Assessment
0 1 2 3 4
1
All unneeded items and unsafe items are
removed from the work area. Eg, on work
benches, in side the cabinets, under
equipment and machinery, in storage areas
etc.
2
Is there any scrap and waste lying around in
the work area?
3
Are items that are not needed been removed
from the work area, eg, tools, jigs,
stationery, extra items etc?
4
Items that are not used on a regular basis
are kept away from the work area and can
be easily located
5
Check if materials, parts, and supplies in the
work area are currently needed for
operations. Only items that are required for
operations in the next 2 hours are in the
work place.
Total Out of 20
1 Sort
Score
Scoring Criteria: 0 = No activity undertaken; 1 = Reviewed once a year; 2 = Reviewed once in 6 months; 3 = Reviewed every 4 to 8 weeks; 4 = Reviewed continuously
When?
Tick When
Completed
Action Required Who?

Your Gateway to
Activity: Self-Assessment
0 1 2 3 4
1
All unneeded items and unsafe items are
removed from the work area. Eg, on work
benches, in side the cabinets, under
equipment and machinery, in storage areas
etc.
2
Is there any scrap and waste lying around in
the work area?
3
Are items that are not needed been removed
from the work area, eg, tools, jigs,
stationery, extra items etc?
4
Items that are not used on a regular basis
are kept away from the work area and can
be easily located
5
Check if materials, parts, and supplies in the
work area are currently needed for
operations. Only items that are required for
operations in the next 2 hours are in the
work place.
Total Out of 20
5S Assessment Work Area: Date:
Productivity Solutions Limited Your Gateway to Operational Excellence
By When?
Tick When
Completed
Sort
Score
Action Required By Who?
0 1 2 3 4
1
Materials, boxes, storage containers, and
other items are stored in the appropriate
place and well oriented for operations. Also,
they are secured safely.
2
Tool, jigs, attachments and fixtures are
organised so that they are in easy reach of
the operator. This also applies to any go/no-
go and measuring devices.
3
The use of visual controls, colour coding and
other visual aids are widely implemented.
Eg, labelling, marking etc
4
There is good work-flow to enable efficient
operations. Eg, unilateral flow is followed
and operators need not have to go in
different directions to perform their work.
5
There is a place for evrything and everything
is in it's place. All items, tools etc can be
retrieved easily.
Total Out of 20
Set-in-Order
Score
Action Required By Who? By When?
Tick When
Completed
0 1 2 3 4
1
The work plcae including floors, work
benches etc are neat and clean. Cleaning
schedules are in place. No stains are rubbish
can be found.
2
Fixtures, tools and attachements are kept in
clean areas and no risk of damage exists.
3
Workplace operations / processes are
streamlines to reduce wasted time in storage
and retrieval, processing and changeovers.
4
Spary shields and physical guards are in
active use to keep items and liquids getting
on the floor. All critical areas are maked to
protect staff.
5
All staff take active part in continuous
improvement activities.
Total Out of 20
Shine
Score
Action Required By Who? By When?
Tick When
Completed

Your Gateway to
Preparing for 5S
• Define a project;
• Setup a project board (Story
Board);
• Set the boundaries of 5S area;
• Identify the key people (form a
team);
• Gather the resources needed for
5S;
• Photograph the 5S area;
• Do an initial audit of the 5S area;
• Prepare a plan for carrying out 5S.

Your Gateway to
Time for Action - SORT
Let’s put to practice what we
have learnt!
List down the items you would
red tag in your work area.

Your Gateway to
Importance of Set-in-Order
• Types of waste that can be
avoided
– Motion Waste;
– Searching Waste;
– The Waste of Human Energy;
– The Waste of Excess
Inventory;
– The Waste of Defective
Products;
– The Waste of Unsafe
Condition.This document is a partial preview. Full document download can be found on Flevy:

Your Gateway to
Workflow Diagrams (5S Map)
• A workflow diagram is a
visual record of the
workflow.
It describes:
– The position of all
items (tools,
equipment,
materials), and
– How people, material,
and products move
through the work
area

Your Gateway to
Use of Visual Controls
• Visual controls ensure
that the status of work
is immediately visible.
It can include such
things as:
– Job boards
– Shadow boards
– Floor lines

Your Gateway to
How about 5S in Offices?
Red tagged items
Removed from
Offices

Your Gateway to
Problems that can be avoided by Shining
• If windows are dirty, very little
sunlight filters through. This leads
to poor morale and inefficient
work.
• Defects are less obvious in dark,
messy factories.
• Puddles of oil and water can
cause slipping and injuries.
• Machines do not receive sufficient
check-up and tend to break-down
often. This leads to less
productivity and late deliveries.
• Insufficient maintenance also
tend to operate incorrectly, which
can produce defective parts and
also be hazardous.
• Filthy work environment can
lower morale.

Your Gateway to
Time for Review
• What did you plan to do?
• How do you do it?
• What are some of
the Learning's?

Your Gateway to
Another Example

Your Gateway to
Tools for assigning 3S responsibilities…
• 1. 5S Map – is a tool that can be
used to evaluate current location of
parts, jigs, tools, dies, equipment,
and machinery, and to decide best
locations. Use two maps to show
‘before’ and ‘after’ locations.
• 2. 5S Schedules – This shows in
detail who is responsible for
cleaning which areas on which days
and times of the day. The 5S
schedule should be posted in the
work area.
• 3. 5S Job Cycle Charts, which list
the 5S jobs to be done in each
area, and set a frequency cycle for
each job.

Your Gateway to
The Unbreakable Standardisation
• The Concept of Prevention
– Prevent having to Sort
– Prevent having to Set-in-Order
– The 5 Whys and 1 How (5W1H)
approach
• Begin by asking “why?” until
we identify the underlying
causes – for every answer we
get we must ask “why” again.
Usually we ask “why” at least
5 times to get to the root
cause of the problem. When
we do find the underlying
cause, we ask “how” we can
fix it.

Your Gateway to
Check List for Standardisation
• Are SOP’s for Sorting, Setting in
Place and Shining established?
• Are standard labels in use?
• Are cleaning schedules in place?
• Are cleaning roles assigned to
staff?
• Are the shining procedures /
schedules marked and visible?
• Are check lists available for
recording cleaning duties?This document is a partial preview. Full document download can be found on Flevy:

Your Gateway to
Examples of what could happen when commitment to the
5 S’s is NOT sustained
• Unneeded items begin piling up;
• Tools and jigs do not get
returned to their designated
places after use;
• Equipments start accumulating
dirt;
• Items are left protruding in to
walkways, causing people to trip;
• Dirty machines start to produce
defective products;
• Dark, dirty, disorganised
workplaces lower staff morale.
Do we want
to go back to
the old habits
and old ways
of doing
things?

Your Gateway to
Conditions that are most useful
• Awareness (importance of
5S);
• Time allocation;
• Structure (how and when);
• Support
(acknowledgement,
leadership & resources);
• Rewards and Recognition;
• Satisfaction and Excitement
– make it fun.

Your Gateway to
Activity
• In groups of 2, write down at least 3 ideas to
promote 5S

Your Gateway to
Everyday Visual Management
A picture is worth a 1000 words

Your Gateway to
Hazard Identification Labelling

Your Gateway to
Floor Markings

Your Gateway to
Visual Controls
Communicate information so that activities are
performed according to standards and help
monitor and control. Some of the examples of
visual controls are:
• Standard Operating Procedures
• Statistical Control Charts
• Process Control Specifications
• Workmanship Standards
• Control PlansThis document is a partial preview. Full document download can be found on Flevy:

Your Gateway to
Kanban Systems
• Here a card printed on
both sides is inserted at
the storage location.
• When a critical stock
quantity is dropped
below, the card is
turned over. New
supplies are ordered
and the back of the card
is marked with
"ordered“ and the date.
• Using different colours
very quickly tells you if
the stock level is OK or
too low.

Your Gateway to
Visual Management
• Why ?
– To establish a system of visual communication and control
throughout the plant. In fact, the visual factory operates at the
highest level of the 5S concept, visual control.
• Who?
– A cross-functional team drives the project, with help from
target area team throughout the plant.
• What?
– Standardises the 5S system throughout the plant
– Standardises visual metrics throughout the plant
– Standardises visual displays throughout the plant
– Standardises visual controls throughout the plant

Your Gateway to
5S Team Board
6. Emma
2. David
3. Tracey
4. Michelle
5. Heather
Team Members Photos - Before 5S Event Photos - After 5S Event
1. Joanne
Team Photo Area: Office 5S Progress Chart
5S Project Board
5S-Radar Chart
15
12
1010
8
0
5
10
15
20
Sort
Se-in-Order
ShineStandardise
Sustain
Score World-Class
0 1 2 3 4
1
Allunneededitemsandunsafeitemsare
removedfromtheworkarea.Eg,onwork
benches,insidethecabinets,under
equipmentandmachinery,instorageareas
etc.
2
Isthereanyscrapandwastelyingaroundin
theworkarea?
3
Areitemsthatarenotneededbeenremoved
fromtheworkarea,eg,tools,jigs,
stationery,extraitemsetc?
4
Itemsthatarenotusedonaregularbasis
arekeptawayfromtheworkareaandcan
beeasilylocated
5
Checkifmaterials,parts,andsuppliesinthe
workareaarecurrentlyneededfor
operations.Onlyitemsthatarerequiredfor
operationsinthenext2hoursareinthe
workplace.
TotalOutof20
ActionRequired ByWho?ByWhen?
TickWhen
CompletedSort
Score
0 1 2 3 4
1
Materials, boxes, storage containers, and
other items are stored in the appropriate
place and well orientedfor operations. Also,
they are secured safely.
2
Tool, jigs, attachments andfixtures are
organised sothat they are in easy reach of
the operator. This also applies toany go/no-
goand measuring devices.
3
The use of visual controls, colour codingand
other visual aids are widely implemented.
Eg, labelling, marking etc
4
There is good work-flowtoenable efficient
operations. Eg, unilateral flowis followed
andoperators need not have to goin
different directions toperformtheir work.
5
There is a place for evrything andeverything
is in it's place. All items, tools etc can be
retrieved easily.
Total Out of 20
Set-in-Order
Score
ActionRequired ByWho? ByWhen?
TickWhen
Completed
0 1 2 3 4
1
Theworkplcaeincludingfloors, work
benchesetcareneat andclean. Cleaning
schedulesareinplace. Nostainsarerubbish
canbe found.
2
Fixtures,toolsandattachementsarekept in
cleanareasandnorisk of damageexists.
3
Workplaceoperations/processesare
streamlinestoreducewastedtime instorage
andretrieval, processingandchangeovers.
4
Sparyshieldsandphysical guardsarein
activeusetokeepitemsandliquidsgetting
onthefloor. All critical areasaremakedto
protect staff.
5
All staff takeactivepart incontinuous
improvement activities.
Total Outof 20
Shine
Score
ActionRequired ByWho? ByWhen?
TickWhen
Completed

1
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