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5S The Practice of Good Housekeeping

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This was a presentation during one of the City Accounting Office of the Local Government Unit of Valencia City Province of Bukidnon Philippines, employees meeting which was one of the main goal of the office for the year 2011.
Presented by Venus Morales the Administrative Officer of the office. The presentation was a product of a thorough research, a compilation of ideas from various experts and authors of 5S.

Published in: Government & Nonprofit
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5S The Practice of Good Housekeeping

  1. 1. BACKGROUND 5S is originally developed By HIROYUKI HIRANO for manufacturing companies in Japan, the principles of 5S translate well to any work environment like corporate or government office. 5S is a system , a culture much within a framework of Japanese philosophy of change for the better.
  2. 2. What is 5S The 5S process, or simply “5S”, is a structured program to systematically achieve total organization, cleanliness, and standardization in the workplace. A well-organized workplace results in a safer, more efficient, and more productive operation. It boosts the morale of the workers, promoting a sense of pride in the their work and ownership of their responsibilities.
  3. 3. What is 5S 5S is a systematized approach to organized work areas, keep rules and standards and maintain the discipline needed to do a good job
  4. 4. What is 5S Importance of 5S QUALITY PRODUCTIVITY SAFETY EQUIPMENT RELIABILITY Prevent errors Eliminate Wastes Prevent accidents Eliminate maintenance breakdowns
  5. 5. The 5S 1S SORT - SEIRI 2S SYSTEMATIZED - SEITON 3S SWEEP - SEISO 4S SANITIZE - SEIKETSU 5S SELF-DISCIPLINE-SHITSUKE
  6. 6. Definition of 1S SEIRI (SORT) • Is an ACTION to identify and eliminate all unnecessary items from the workplace
  7. 7. SORTING POLICIES • Eliminating obstacles to make work easy • Eliminate the need to take care of unnecessary items • Provide no chance of being disturbed with unnecessary items • Prevent accumulation of unnecessary items
  8. 8. Apply stratification Management/Sorting and Evaluation Criteria SORTING CRITERIA Things not used in the past years Things used only once in the past 6- 12 months Things used only once in the past 2-6 month Things used more than once a month Things used once a week Things used every day Things used every hour LOW USE AVERAGE USE HIGH USE Dispose properly Store at a distance Store in a central place Store near work site or carried by person
  9. 9. Filing Categorization Ready access storage Transfer previous year documents Remote storage Documents File Folder Storage of current year documents Storage of previous year documents Storage of two –year old documents
  10. 10. SORTING PRACTICES 1. Apply stratification Management / Sorting and evaluation criteria 2. Use disposal tags or Red tags 3. Designate storage area 4. Define disposal procedure 5. Prepare a Material List
  11. 11. Definition of SEITON 2S (SYSTEMATIZED) SET IN ORDER • Is an ACTION to put every necessary items in good order
  12. 12. SET IN ORDER Begin the next phase of 5S only when the Sort phase is complete. The set in order phase will be useless if there is unnecessary clutter in the workplace. Set in order is the process of putting everything in an assigned place so that it can be accessed or retrieved and returned on the same place quickly. Everything should have a home and it should be clearly marked so that anyone could easily find its place.
  13. 13. SYSTEMATIZE PRACTICES 1. Store files for first-in-first-out retrieval. 2. Label files and their location systematically. 3. Separate tools from common ones. 4. Put frequently used files nearer. 5. “Only feet on the floor” -Avoid storing anything directly on the floor, which creates an impediment to cleaning and one more thing to trip over.
  14. 14. Definition of 3S 3S SEISO (SWEEP/SHINE) • Is an ACTION to clean your work-place thoroughly.
  15. 15. SWEEP POLICIES  Do not wait until things get dirty. Clean your workplace, including machines and equipment, tools and furniture regularly so that they do not have a chance to get dirty. Everyone should see the workplace through the eyes of a visitor- always thinking if it is clean enough to make a good impression.
  16. 16. SHINE PRACTICES  Consists of cleaning up the workplace and giving it a shine, must be done by every one in the office, every one is a janitor where the janitor’s responsibility is to tackle the daily large scale jobs, the detailed cleaning will be done by the employees. It must be a culture that is followed by the CEO down to the apprentice from the operators to managers.
  17. 17. SHINE PRACTICES  The goal of shine is to keep everything in great working condition to ensure that it doesn’t breakdown and it lasts for as long as possible.  Check periodically computers and other office equipment, they need to be DEFRAGMENTED AND DUSTED to keep them in prime running order.  Assign 15 minutes before starting to work everyday as shine time, cleaning and organizing according to checklist and 15 minutes before going out of the office.
  18. 18. Definition of the 5S 4S SEIKETSU (SANITIZE/STANDARDIZE) • Is a CONDITION where high standard of good housekeeping is maintained so that there is no dust and rust anywhere
  19. 19. SANITIZE PRACTICES  Encompasses both personal and environmental cleanliness personnel must practice seiketsu starting with their personal tidiness.  Develop a routine for sorting, setting in order and shining on a daily basis  We all have our own way of doing things. This kind of individuality is great in our personal lives because it makes life much more interesting and fun but non-conformity can be unproductive in the workplace.
  20. 20. SANITIZE PRACTICES  When we started to doing things in our own way, things will start to get missed and conditions will slowly start to deteriorate.  The standardize pillar of 5s process seeks to create a set of schedules and checklists that can be easily followed so that each step is performed exactly the same way everyday. Each employee knows what he needs to do, when he needs to do it and exactly how to do it. There is no room for uncertainty.
  21. 21. SANITIZE PRACTICES 1. Color coding 2. Fool-proofing (poka-yoke) 3. Responsibility labels 4. Wire management 5. Inspection marks 6. Prevention of dusts, dirt, noise and vibration 7. “I-can-do-it-blindfolded” 8. One-point-lessons 9. Visual controls signs.
  22. 22. Definition of the 5S 5S SHITSUKE (SELF-DISCIPLINE/ SUSTAIN) • Is a CONDITION where all members practice the 4S’s spontaneously and willingly as a way of life, -a culture.
  23. 23. SELF-DISCIPLINE  Denotes commitment to maintain orderliness and to practice 5S daily making it a way of life.  The final pillar of the 5s system and its chief objective is to give the employee the commitment and motivation to follow each step day in and day out.  The emphasis of shitsuke is elimination of bad habits and constant practice of good ones.
  24. 24. SELF-DISCIPLINE PRACTICES 1. “CLAYGO” Clean as you go 2. Eat and smoke at designated areas 3. Keep workplace always clean and tidy 4. Wear clean uniform and shoes 5. Follow safety rules 6. Put things back in their proper place after use 7. Work according to standards 8. 30-second Rule 9. “Only feet on the floor”
  25. 25. 5S SUMMARY TABLE 5S PRINCIPLES POOR FAIR EXCELLENT 1.SORT (SEIRI) Take out necessary items & dispose. 1 A lot of unnecessary things are at the workplace. 3 Unnecessary items are disposed, but not right away. 5 Unnecessary things not found at any time. 2.SYSTEMATIZE/SET IN ORDER (SEITON) Arrange necessary items in good order for use 1 Employee often spend time looking for necessary things. 3 Necessary things are arranged but not in systematic order (not easy to retrieve and use). 5 Necessary things are always arranged in order for quick use. 3. SHINE/ SWEEP (SEISO) Clean your workplace completely. 1 Workplace as well as the machines are dirty and untidy. Many things are scattered around. 3 Workplace and machines are partially cleaned (Center and surface only) 5 Workplace and machines are completely cleaned. Area is free of dust. 4. SANITIZE/STANDARDIZE (SEIKETSU) Maintain high standard of housekeeping 1 No attention is given to keep workplace neat and tidy. 3 Workplace is tidy but not completely clean 5 Dust and dirt are completely shut out. 5. SELF-DISCIPLINE /SUSTAIN (SHITSUKE) Do things simultaneously without being told or ordered 1 No work discipline. People do what they like. 3 People follow rules. But just to start work on time, without enough preparation for the work 5 Prepares for work. Comes early to check machine condition. Cleans work area before and after work.
  26. 26. 5S EVALUATION SHEET Term English Equivalent Meaning in Japanese Context SEIRI Tidiness Throw away all rubbish and unrelated materials in the workplace SEITON Orderliness Set everything in proper place for quick retrieval and storage SEISO Cleanliness Clean the workplace; everyone should be a janitor SEIKETSU Standardization Standardize the way of maintaining cleanliness SHITSUKE Discipline Practice ‘Five S’ daily – make it a way of life; this also means commitment’
  27. 27. AREA Audit # Date Last Audit Score Audit AUDITING/FISCAL EXAMINATION DIVISION by: Next Audit: SORT SET IN ORDER SHINE STANDARDIZE SUSTAIN TOTAL 0 NO EFFORT TOTAL SCORE # OF QUESTIONS AVERAGE SCORE 1 SLIGHT EFFORT 2 MODERATE EFFORT 3 MINIMUM ACCEPTABLE LEVEL 35 (4) ABOVE AVERAGE RESULTS 4.5 (5) OUTSTANDING RESULTS 5S AUDIT CHECKLIST
  28. 28. SORT ACTIVITY DESCRIPTIONS SORT ACTIVITY DESCRIPTIONS SCORE 1. Only the required paper works is present at the workstation. Out-dated or unnecessary files or documents are removed from the workplace. 2. Only the required equipment is present at the workstation. All obsolete, broken or unnecessary equipment, tools, etc. are removed from the workplace. 3. Only the required furniture is present at the workstation. All broken unnecessary chairs, shelves, etc. not required for a current work to be done are removed from the workplace. 4. Tripping dangers such as electrical wires, cartoons and unnecessary files under the table are removed from the workplace. 5. Only the necessary data file organizer present at the workstation all unnecessary folders, data file organizers unnecessary table decors are removed from the workplace.
  29. 29. SET IN ORDER ACTIVITY DESCRIPTIONS SET IN ORDER ACTIVITY DESCRIPTIONS SCORE 1. Location for files or filing cabinets are properly labeled and can be easily identified if absent. 2. Paperwork's is properly labeled, clearly defined location that is visible to the operator and away from work surfaces. 3. Filing cabinets or file storage follows the uniform or the agreed file storage system of the office.
  30. 30. SHINE ACTIVITY DESCRIPTIONS SHINE ACTIVITY DESCRIPTIONS SCORE 1. File data organizers, trays, boxes, bins etc. are clean and not cracked torn or otherwise damage. They are neatly stacked. 2. Paperwork’s is not torn, kept clean and protected from dirt. 3. Floors are free from dirt, empty boxes, files and other materials. 4. Office tables, computers, calculators and other office equipments are properly clean and dusted. 5. Computers are defragmented according to schedule and were done regularly.
  31. 31. STANDARDISE ACTIVITY DESCRIPTIONS STANDARDIZE ACTIVITY DESCRIPTIONS SCORE 1. tools, equipment, paperwork’s, furniture etc. Are store neatly in designated areas and are returned immediately after each use. 2. Documents or files are clearly labeled and arranged in uniform order. 3. Preventive measures have been implemented to ensure the workplace meets the 5S guidelines (e.g. not allow waste to accumulate)
  32. 32. V. SUSTAIN ACTIVITY DESCRIPTIONS V. SUSTAIN ACTIVITY DESCRIPTIONS SCORE 1. The employee has participated in the 5S activity such as the audit activity. 2. Time and resources are allocated to 5S activities (e.g. designated daily, weekly clean-up and equipment maintenance)
  33. 33. 5S SCORING GUIDELINES SCORE CATEGORY DESCRIPTION 0 Zero Effort There has been no 5S activity in the work area related to this criteria 1 Slight Effort Any 5S effort is probably the work of 1-2 people. There is no organized effort and plenty of opportunity for improvement. 2 Moderate Effort Some attempts have been made to implement 5S, but efforts are temporary and/or superficial. 3 Minimum Acceptable level The entire team is working on improving their 5S implementation. Previous improvements are becoming world class. 3.5 Above average results The level of 5S in the work is excellent. Although there is still room for improvement 4 Sustained above average results (3 audits After 3 consecutive scores of 3.5 a score of 4 maybe awarded 4.5 Outstanding Results The level of 5S in the work area is a world class, a showcase for the industry, 5S is fully institutionalized in the workplace. 5 Sustained outstanding results (6 audits) After 6 consecutive scores of 4.5 a score of 5 maybe awarded.
  34. 34. Thank You!!!

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