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.

5. 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.

6. 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.

7. 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

8. What is 5S
Importance of 5S
QUALITY
PRODUCTIVITY
SAFETY
EQUIPMENT
RELIABILITY
Prevent errors
Eliminate Wastes
Prevent accidents
Eliminate maintenance
breakdowns

9. The 5S
1S SORT - SEIRI
2S SYSTEMATIZED - SEITON
3S SWEEP - SEISO
4S SANITIZE - SEIKETSU
5S SELF-DISCIPLINE-SHITSUKE

10. Definition of
1S
SEIRI
(SORT)
• Is an ACTION to
identify and eliminate
all unnecessary items
from the workplace

11. 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

12. 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

13. 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

14. 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

15. Definition of
SEITON
2S
(SYSTEMATIZED)
SET IN ORDER
• Is an ACTION to put
every necessary items
in good order

16. 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.

17. 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.

18. Definition of 3S
3S
SEISO
(SWEEP/SHINE)
• Is an ACTION to clean
your work-place
thoroughly.

19. 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.

20. 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.

21. 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.

22. 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

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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”

29. 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.

30. 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’

31. 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

32. 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.

33. 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.

34. 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.

35. 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)

36. 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)

37. 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.

38. Thank
You!!!