This document provides guidance on implementing the 5S methodology in the workplace. It begins with an introduction to the 5 key elements of 5S: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. It then outlines the benefits of 5S, such as improved productivity, safety, and teamwork. The document dedicates several sections to practical 5S tools and methods for each element, like card tagging, labeling, and creating a 5S corner. It concludes with step-by-step instructions for conducting a situation analysis and drafting an action plan to implement 5S in a workplace, including identifying issues, goals, objectives, pilot areas, and timeframes.

1. WMSU
How to Implement
5S in the Workplace
COLLEGE OF ENGINEERING
ISO ORIENTATION
JUNE 27, 2018

2. Aren’t you frustrated in your
workplace?
I cannot remember
what/how to next…
Why I am making
mistakes again and
again
Oh, this position
makes me tired
!
Where is that
document ?
I cannot find it
!
Oh time is not enough
to complete this
work!
Why we cannot
communicate
properly?

3. 3

4. 4

5. 5

6. What are the 5S’s?
Japanese
5S’s
English Translation American 5S Standard
Seiri Put Things in Order Sort
Seiton Proper Arrangement Straighten
Set in Order, Simplify
Seiso Clean Shine
Scrub, Sweep
Seiketsu Purity Standardize
Shitsuke Commitment Sustain
Discipline

7. What can 5S do?
13

8. 14
Team work improvement through
everyone’s participation

9. 15
Identify Abnormalities

10. 16
Identify wastes and reduce the wastes

11. 11

12. Improve productivities
18

13. 19
Improve safety

14. If no 5S activities….
Hesitate what to do
Looking for necessary
items
Remember what /
how to do Making mistake

15. STANDARDIZE and SUSTAIN
Standardize and Sustain involves the improvement
process to maintaining order and cleanliness. The most
common complaint about 5S is “we couldn’t sustain it.”
The two major causes of this failure are
• Employees are not involved in every step of the
process
• Management naively assumes that employees will
instantly understand the value of 5S and will practice it.
15

16. Those tools are usually used for practice of S1
(Sort), S2 (Set) and S4 (Standardize). 5S tools
can be combined for sorting, setting and
standardizing practices.
All tools require an agreed set of rules. The rules
have to be known by all staff and everyone must
follow the rules.
16
Practical Tools and
Methods in 5S Activities

17. 1. Card Tagging: RED TAG
The first of the 5 S’s is often
called red-tagging because it
calls for a simple red tag to be
placed on items that are not
needed for work.
This is a two-part process in
which employees identify what is
not needed, and managers and
supervisors then take
responsibility for disposition of
those items.
17

18. Have consensus among
co-workers on where and
how to organize
necessary items
Think not only “beautification.
Need to consider workflow
and arrange items
•Needed items
•Items often use
(with current work process)
Arrange them properly based
on “Can see, Can take-out, Can
return” Philosophy
Use 5S tools for
proper Organization of
items such as
• Labeling
• Color coding
• Numbering
• Zoning etc.

19. 2. Card Tagging: YELLOW TAG
Yellow Card is used to
note an Improvement
Opportunity.
The card contains an
abbreviated checklist for S1-
S3, but also provides room
for a personal comment
noting the area for
improvement and providing
encouragement. This card is
placed in the area observed
and is noted for follow-up to
check on progress. When
the problem has been
eliminated, the yellow card is
removed. 19

20. S3: Shining Activities
• Clean floor, windows and walls.
• Clean and Maintain office automation
machines, medical equipment and tools,
office furniture
• Develop and follow regular cleaning and
Maintenance schedule

21. The Blue Card (5S
Achievement Card) is
left in an area where
exceptional workplace
organization exists.
Space for a personal
thank you is provided.
This card remains for a
short period, perhaps a
week. To support
employees with 5S
21
3. Card Tagging: BLUE TAG

22. Desktop Arrangement
22

23. 2. Filing Technique
Alignment /Numbering / Alphabetical Coding
This is used for “Set” activities to organize files, equipment,
materials and other things in order to improve orderliness.
This is to organize files and other items by
numbers/alphabets. It helps users to find necessary things or
information quickly and easily. It is very useful for practice of
“Can See, Can Take Out and Can Return” principle.
It requires an agreed set of rules, or a central coordinator to
maintain system.
23

24. Before
5S
ADMINISTRATION
BASELINE
PHOTOGRAPHS
OCTOBER
PROCESS
After
5S
DECEMBER
30

25. Steps in Effective Filling System
25

26. 3. Labeling
This is used for identification of each item and proper
organization. It is important to note that the location
where a switch is hidden (even if one) and a label to
direct its location must be put on the wall to guide the
staff working on that area or new entrants.
26

27. Labeling
27

28. 4. Safety Signs
This tool is used for “Set” and
“Standardize” activities. This is used to
warn visitors and workers to pay attentions
on hazardous items. It is recommended to
use common safety signs. If you may not
find or have access to common safety
signs, you may develop your own safety
design.
28

29. 29

30. 5. Color Coding
This tool is used for “Standardize” activities. It is useful to
make facility users to understand the meaning of objects
by using different colours. It is often used for collection of
garbage, waste, and files by type. It can also be used for
categorization of areas/zones, containers (full/empty),
aesthetic, branding etc…
30

31. 38

32. 6. Signboards and Mapping
This tool is use for “Set” and “Standardize” activities.
This is used for identifying the location of places and
guiding facility users to the place where they want to
visit. Use common languages that are understood by all;
in this case English or mother tongue are acceptable.
32

33. Office Process
33

34. 7. Symbols
• This tool is used for “Set” and “Standardize”
activities. This is used for making everyone
understand the meaning of something by
marks/symbols without or minimum explanation.
34

35. 8. X-Y Axis
This tool is used for “Set” activities. Especially used for
display and poster display. It is important to remove
old/outdated posters from notice boards regularly to
keep it tidy. Pictures below give examples of well-
arranged notice boards following X-Y Axis (and
Labelling)
35

36. 9. Zoning
This tool is used for “Set” and “Standardize” activities.
This is used to identify or recognize the proper
location or storage of items. This helps people to
understand “Where it is supposed to be”
36

37. 10. 5S CORNER
This is effective for “Sustain” activities especially to
give and share information on 5S activities. Utilize
existing notice board or establish new notice board
apart from existing notice board. There are three
type of 5S corner as followings.
Type 1: 5S corner for all unit staff at administration
block
Type 2: 5S corner for visitors at waiting area, corridor
and near entrance
Type3:5S corner for all departments staff at each
department
37

38. 5S CORNER Information Displayed
- 5S posters (e.g. Univ. Lib., Records, )
- Pictorial progress report, Good Practice Sheet
- Implementation progress chart/table
- Monitoring and Evaluation information (target
areas, schedule and method)
- Training information (target personnel,
schedule, venue and topics)
- Meeting information (schedule, venue and
agenda)
- Mission statement on quality improvement
- Information on colour coding for waste
management and type of wast 38

39. 39

40. 40

41. STEP 1: Situation Analysis
Purpose is to understand baseline status before 5S
implementation by results of the check sheet and interview
and photos.
1) Procedures of the analysis
i) Select members for the analysis (after the
exposure seminar)
ii) Explain how to use the check sheet
iii) Make sub-groups for unit inspection
iv) Set routes and time allocation for each sub group
v) Go by the sub groups with the check sheet
vi) Collect the check sheet
vii) Summarize the results of the check sheet,
interviews, photos etc
viii) Feedback the results
41

42. Situation Analysis
2) Points for checking current status of working environment
- Condition of physical facility: ceilings, walls, floors, windows
- Unnecessary items
- Damaged items / Broken items
- Orderliness of furniture, equipment, files, machines and so on
- Clutters / Dust / Rust / Corrosion
- Markings / Scribbling / Old posters / Wall paints
3) Photo taking
During situation analysis, one of the members in the sub
group must equip with a digital camera, and photographs of
work place must be taken to record current situation prior to
5S implementation. These are useful for comparing and
measuring the progress (Before-After) of 5S activities.
42

43. STEP 2: Drafting Action Plan
The focal person and members shall prepare
action plan for 5S implementation and the
plan should be authorized by direct head
under the unit. The action plan is the first
draft (Version 0) for the unit and the plan
should be revised and be elaborated in
implementation phase.
43

44. Contents of Action Plan
(1) Issues and challenges of the Unit
- Basic information of the facility/section/department
- Issues that a facility/section/department are facing
- Challenges that a facility/section/department will tackle
(2) Institutional analysis (Overall situation of the facility)
Problems that members have recognized currently and service users’
needs/expectations need to be described concretely. Through discussing those
matters, “Gap” between current situation and ideal situation are identified.
(3) Problem statement
Necessity to implement 5S activities in the unit should be described.
A well-defined problem statement should be “short and precise words”, “clear
words” and “measurable” ideally.
(4) Goal should be achievable and consistent with the existing QM policy and
organizational goal. 44

45. (5) Objectives
Objectives means “achievements after implementation of the action plan” and shall
be described into three contents, “Outputs”, “Indicators” and “Means of verification”
- Outputs: statements or products for achieving objectives
- Indicators: measures for evaluation of achievement
- Means of verification: Methods or tools for evaluating the indicators
-
(6) Pilot area(s) for implementation of 5S
Number of pilot areas is two or three as initiation and selected pilot areas will be
“Showcase” of 5S activities.
(7) Action plan timeframe
Detailed activities in each phase for 5S implementation shall be described. Also
followings are described on each activity.
- Target (Targeted person/committee)
- Resources input (Necessary items/resources)
- Time frame (Time to conduct)
- Responsibility (Responsible person/committee)
- Means of verification: Methods or tools for evaluating the activity
45

46. Monitoring and Evaluation under
Supportive Supervision
1) “Monitoring” refers to an on-going activities to track the
progress in implementation of activities, against planned
tasks. Data are systematically collected, analyzed and used
to provide information to policy makers,
directors, in-charges, members and others (including
stakeholders), for use in reviewing the achievement and
adjustment of the activities if necessary.
2) “Evaluation” represents a set of procedures and analytical
tools to examine how interventions or activities are
implemented; their level of performance; and whether they
have the impact they were intended to have. Evaluation helps
to assess the effectiveness, relevance and impact of an
intervention/activities towards achievement of the set goals.
46

47. 5S Sustainability Action Points
1. Recommended Person (UDC and 5S)
2. Tasking (Action Plan)
3. Contest Criteria
4. Contest Proper (3W’s)
5. Awarding
47

48. ISO 9001:2015 Clause Reference
8.1 Operational Planning and Control
8.2.1 Customer Communication
8.5.2 Identification and traceability
9.1 Monitoring, measurement, analysis and
evaluation
10.3 Continual Improvement
48