Why 5S? Workplace organization required when: Safety risks due to physical obstacles and hidden hazards Product defects and equipment breakdowns resulting from a dirty environment Lost productive time searching for information, material & tools Poor customer responsiveness and incorrect work Difficulty in distinguishing between what is needed/ unneeded

What is 5S ? 5S is a method of creating a clean and orderly workplace that exposes safety risk. It’s important to realize that 5S is far more than a just a housekeeping initiative….

History of 5S Clean up Arranging Neatness Discipline Ongoing Improvement Henry Ford’s CANDO program was an obvious precursor to what we call 5S today. The Japanese studied Ford’s methods to develop the Toyota Production System.

5S are action verbs ! Sort Sustain Shine Straighten Standardize Safety When 5S is implemented and sustained significant improvements can be obtained within any environment.

One Piece Flow Reduced Lead time Cell Team Working Need for 5S One Piece Flow Reduced Lead time Cell Team Working

How do we Apply 5S ? SAFETY FIRST! Identify and remove unnecessary items from the work area that can contribute to slips trips and falls. Sort - Eliminate what is not needed. Straighten - Establish a place for everything based on usage and keep everything in its place. Shine - Clean, inspect, and look for ways to keep everything clean. Standardize - Maintain (organize) and monitor the first 3 S’s. Sustain- Make 5S a way of life.

Safety First Get rid of the clutter! To help prevent slips, trips and falls…..identify and remove unnecessary items from the workplace that are not needed.

Step 1 - SORT

Why Sort ? By clearing out equipment and materials that are no longer required to perform work: available space can be freed up clutter that contributes to slip, trip, and fall hazards and/or items falling off of shelves can be greatly reduced. Additionally sorting can also improve workflow since there is less clutter in the way. If implemented correctly, sorting can also increase productivity.

Steps in Sorting 1. Identify an area to sort 2. Identify equipment needed 3. Identify what is not needed 4. Yellow tag event 5. Dispose of unwanted items The steps are used to identify, tag and disposition what is not needed in a work area and to clear out unnecessary items.

1. Identify the area to sort The first step of sorting will identify the targeted area where the tag activity will be performed. It’s extremely important to define the area in which the team plans to perform the event and only stay within that area. When the area is completely sorted the team can move into another location. This step basically challenges the team to focus on unnecessary items and clutter within a specified location.

2. Identify equipment needs The second step of sorting is to define the red/ yellow tag criteria, which should be based on frequency of use and equipment location etc. Establishing advanced criteria will help the team objectively determine if an item should be tagged or not. A common criterion is to base decisions on what’ll be needed for a specified production timeframe. 1 Week Rule If an item is not going to be used in the immediate work area within 1 week, move to a different location.

2. Identify equipment needs cont… When reviewing the work area, the team should consider equipment, tools, excess materials, supplies and paperwork etc. It is also a good time to determine if something that should be in the work area is missing and to evaluate the proper quantities of items kept in the work area. Equipment Tools Materials Supplies Paperwork What is Missing? Correct Quantities?

3. Define what is not needed Apply the 1 Week Rule Supplies and materials that are not used weekly Tools and equipment that is not used frequently Old paperwork such as old files and obsolete postings After the team has identified what should be in the area, the team should now focus on what doesn't need to be in the area. If an item is not needed to immediately repair the component, or support the operation of the equipment, then for safety reasons do not leave it in the direct work area.

4. Tag Event The fourth step of sorting is to conduct the tag event. The 5S team should visually sweep the sorting area and apply tags per the previously determined criteria. Note: Tagging must be performed by a team comprised of people who work in the immediate area. The team’s goals are to accomplish the following: Identify equipment to be removed and assign proper locations for the remaining items. Find storage locations for all supplies that are needed but not used every day. Place tagged items in a designated temporary hold area. Establish a time frame (five days), to move the tagged item(s) to a centralized storage area for further review and disposition.

Red/ Yellow Tag Tags should be numbered with a specific serial numbers to aid in tracking each item’s status. Tagged items should be staged in a designated ‘tag’ hold area (for short and long term disposition). Items should be dispositioned when guidelines /expiration dates have been met.

Kept At Another Location √ Log Sheet Tag Log Sheet Date In Tag # Item Description Supervisor Tagged-In Target Date Supervisor Removed From What Area Remove/Dispose Kept At Another Location √ Sold √ Scrap √   A log sheet must be completed and maintained during and after disposition to track equipment.

5. Dispose of unwanted items The fifth step of sorting is used to evaluate the tagged item(s) against previously established criteria. The remaining tagged items should be moved into a centralized tagged holding area (30 days or longer) that can provide visibility to other stakeholders in the organization.

A: Used about once a week B: Used once a month Examples - of Disposition Guidelines A: Used about once a week Store it close to the work area B: Used once a month Store it somewhere accessible in the facility C: Used once a year or less frequently Consider storing outside (determine what type of protection is needed) D: No longer needed Consider moving it off-site These are frequency of use guidelines to help teams disposition equipment.

Disposition Area Identify a temporary local holding area. After the specified time has lapsed, the item should be dispositioned in accordance with established criteria. The holding area should be accessible to other stakeholders for review and consideration of the item.

Sort - Summary When sorting, consider everything in the work area… Sorting will effectively accomplish the identify and remove process of waste, gains needed space, ensure a safer work environment and remove clutter that contributes to slips, trips and falls. Sorting process: Start in one area and sort through everything. Divide items into two categories: Necessary Unnecessary Categorize necessary items: Rarely used Occasionally used or shared Frequently used Discard unnecessary items: Discuss removal of items with all persons involved Items that cannot be removed immediately should be tagged

Step 2 - STRAIGHTEN

Why Straighten ? The purpose of straightening is to arrange necessary items in such a way as to safely maximize movement (avoid slips, trips and falls, etc.). In other words we should place the items we use most, close to where the work is performed and in a clearly identifiable designated location.

Step 2 - Straighten Draw a layout for each work area: Designate a specific place for everything needed to complete the assigned task at that station. Establish Point of Use rules supporting work being performed. 1 2 Bounds of the work area Tire & Repair Process equipment Storage “on” the equipment Assembly Storage in the work area Storage close to the work area Everything in the work area should have a place and everything should be in it’s place – eliminate the need to have to search for tools, supplies, parts, devices, and equipment.

Step 2 - Straighten Three ‘F’ Standards In order to properly store things it is recommended that the following points be considered: Fixed location: Items have a dedicated location Fixed item: A place for everything, and everything in its place Fixed quantity: Only a pre-determined amount of items can be stored

Step 2 - Straighten Designate use and storage locations based on factors such as frequency of use, sequence of use, and the bulk or cubic feet occupied by the item being stored. Select the best types of storage systems for the items being set in order (examples: cabinets, shelves, carts, benches, etc). Use signs and labels to identify what is to be stored where. When it is determined what should be left in the work area, identify a specific location for everything.

Put supplies, tools and parts in “build / use” sequence Visual Controls Put supplies, tools and parts in “build / use” sequence Having a designated location for everything enables workers to utilize visual control in their operations. At a glance they are able to notice if things are in-place or out-of-place and if they need to order more materials, supplies, tools etc.

Visual Controls 5S and visual workplace are complementary A visual workplace is when anyone can walk in and visually understand the current situation Workplace organization The work process When there is an abnormality We create the visual workplace with visual controls (signs, labels, etc.)

Designated Space TIPS: Outline the space with cut-outs, colored tape or paint. Colors of paint or tape should stand out. Use different colors for different types of storage.

Waste Containers - Tips Trash cans Waste carts Recycle bins (paper) Cardboard scrap Large material to be recycled (boxes) Space in the work area should be dedicated for trash cans, waste carts, recycle bins, etc. The designated locations for these items must be convenient to the work area but must not be in the way.

Straighten – Summary When you straighten, you are arranging all your necessary items. “A place for everything and everything in it’s place.” Straightening Process: Determine location of needed items Keep items that you use together, located together Use labels, tape, floor markings, signs and shadow outlines Shared items should be kept at central locations to eliminate excess Straightening Benefits: Visually shows what is required or out of place More efficient to find items or documents Saves time not having to search for items Shorter travel distances

Step 3 - SHINE

Why Shine ? The primary benefit of shine is that it improves safety by reducing slips, trips and falls. Shine or sweep means to clean in such as way as to identify and remove sources of contamination. Thereby making defects and potential failures more visible.

Implement a plan to systematically clean the designated work area. Step 3 - Shine Implement a plan to systematically clean the designated work area. Eliminate all forms of contamination, including dirt, dust, fluids, etc. Inspect equipment and look for abnormal wear or conditions that might lead to equipment failure. Establish a plan /standard to maintain workspace cleanliness. Develop preventative measures to keep the workspace clean.

Step 3 - Shine The first step is to assign areas of responsibility. Everyone should be assigned a zone within the area and be responsible for keeping it in order. The second step is to establish ‘sweep’ standards, by doing this we can find equipment breakdowns and establish ways to improve. 3. The third step is to ‘keep to the clock’, be sure to establish an allotted time to perform daily activities regarding 5S. 4. The fourth step is to start at the same time. This makes it easy to see if proper work assignments are being accomplished and completed related to daily maintenance.

Shine - Summary When you shine, you are keeping your area clean on a continuing basis. Shining Process: Sweep and vacuum Dust and mop Polish and paint Cleaning becomes a form of inspection Shining Benefits: A clean workplace is indicative of a quality product and process Dust and dirt cause potential health hazards

Step 4 - STANDARDIZE

Why Standardize ? In the context of 5S, standardize is simply the result of doing the first three steps properly: sort, straighten and sweep. A chief proponent of the 5S program said, “Where there is no standard there can be no improvement.” In other words, if there is no consistency in the way work is done how can we ever improve on it?

Examples of Standardize

Examples of Standardize

Examples of Standardize

Examples of Standardize

Standardize - Summary When you standardize, you are maintaining your guidelines for sorting, straightening and shining. Standardizing Process: Develop checklists Develop schedules to perform the tasks Evaluate the area using the 5S evaluation sheet Continually improve the area’s appearance and efficiency Standardizing Benefits: Prevents regression to an unclean or disorganized environment Eliminates the need for special clean-up efforts Integrates 5S duties into regular work duties

Step 5 - SUSTAIN

What is Sustain? In the context of 5S, sustain means to have the commitment and self discipline to maintain the previous steps. Use approved communication methods to help sustain 5S efforts. Conduct audits to maintain focus on 5S initiatives.

Step 5 - Sustain Incorporating 5S involves an organizational culture change. To achieve this kind of a change it must be supported by everyone at all levels. (Note the labels …)

Step 5 - Sustain Implementing and supporting 5S must become ingrained in the culture of the organization. Incorporating 5S involves an organizational culture change. To achieve this kind of a change it must be supported by everyone at all levels.

Organization Understanding 5S Audit Form 5S Audit Form Sort Straighten Shine Standardize Sustain Level 5 Habit Needed items can be retrieved in 30 seconds or less. Obsolete materials are routinely removed from the area. Preventative measures are in place to keep unnecessary items, reports etc. from entering the area. Anyone can walk into the work area and easily locate work by priority. Corrective measures are in place to address abnormal conditions. Work area housekeeping is a routine way of life. Corrective action measures are in place to address cleanliness issues. Team is adhering to standards work methods, visuals and work area controls. A system of improving work methods and work area controls is clearly being utilized Information on the area information board is meaningful and influences the daily decisions of the work area. Root causes of problems are eliminated and actions focus on preventative methods. Level 4 Commitment All work material has been sorted according to what will be worked today, this week. Materials, tooling, files and reports are routinely reviewed for necessity. Team members can easily determine what items are currently in-use and their priority. Visual controls are in place to indicate normal / abnormal work conditions. Work area housekeeping responsibilities are established and being followed on a daily basis. Cleaning materials are stored and readily available. Team is utilizing standard work methods and work area controls on a daily basis. Possible for visitors to tell what work is performed and where in most cases. Team routinely checks area to maintain the 5S's. Information on the area information board is meaningful to the work area. Source and frequency of problems are documented and corrective actions taken. Planning occurs to reach next 5S levels. Level 3 Organization Understanding Only documents and tools necessary to the work area are stored at the workstations and are stored in an orderly manner. A priority system has been established to highlight the order in which jobs will be performed. All tooling, gages, hand tools have designated locations. Cleanliness problems have been identified and preventative measures are documented and in place. Team has documented needed items, work methods, and work area controls and has made them available in the work area. Possible for visitors to tell what work is performed and where in some cases. 5S presentation has been made to all Team members and a general understanding for the need and direction exists. Area information board is present, visible, and maintained. Level 2 Awareness of Need Needed and unneeded items have been identified and unneeded items have been removed from the area. Nothing is placed on top of machines, cabinets, etc. Needed items have been organized according to use, including production tooling, hard tools and work procedures. Initial cleaning has been performed. All machines and equipment are neatly painted. Workbenches and desks are free of unnecessary objects. Team has agreed on needed items, work methods, and work area controls. Hard for visitors to tell what type of work is performed and where, but employees generally know. Team members have knowledge of and are employing some aspects of 5S. Level 1 Initial Effort Team has identified needed items for the work area. All needed items are present in the work area. It is not difficult to determine Area cleaning is performed on a random basis. Work methods are documented in some cases. Some 5S awareness exists among Team members in the area. Overall Score (Sum of Totals divided by 5) _____ 5 = Total = The factory 5S evaluation form (explain how it is used to the audience).

5S Rating Form

Sustain - Summary When you sustain, you are maintaining a discipline. We need to practice and repeat the process until it becomes a way of life. Sustaining Process: Training everyone is vital Involvement from all is necessary Commitment and discipline toward housekeeping is essential in taking the first step in being world class Sustaining Benefits: Builds housekeeping into the every day process Correct procedures become a habit

What is 5S all About? #1 Sort 2. Shine Make it inspection ready Keep what is needed 2. Shine Make it inspection ready 3. Straighten Assign a location #1 4. Standardize Repeat the process 5. Sustain Establish discipline

5S in Your Office