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Is a participative programme.

It is a very effective approach to improving our work,environment and total quality.

It becomes a base for continuous improvement in the organisation

5S---

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Summary 5s is a systematic approach to good

housekeeping.

It is today gaining strong support in most industries, especially in Japan and there are increasing number of companies which are implementing 5s with greater involvement of people within the organisation.

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Why is it becoming popular among companies in Japan? Simply because:

1. Workplace becomes clean and better organised 2. Shopfloor and office operations become easier and

safer3. Results are visible to everyone insiders and outsiders4. Visible results enhance generation of more new

ideas5. People are automatically disciplined6. People become proud of a clean and organised

workplace7. Resultant good company image generates more

business etc.

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Some significant benefits observed at companies practising 5s include:

1. Happier employees with high morale.2. Greater people involvement. 3. Low employee turnover.4. Increased number of suggestions.5. Better use of floor space.6. Less work-in-progress and inventories.7. Better flow of work.8. Low machine breakdown rates.9. Low accident rates.10. High yield of materials.11. High product quality.

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The assumption why 5S is becoming so popular in Japan in recent years and in other countries today is that it emphasizes a people-oriented and also practice-oriented approach.

5S expects everyone-indeed everyone-to participate in it.

It is based on the belief that every individual can contribute to improving his/her workplace where he/she spends one-third of his/her life.

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What is 5S? The concept of good housekeeping has been with the

Japanese for a very long time.At home and in school ,children are disciplined to adhere to good housekeeping practices.However, it was only in the early 1980s that good houskepping became a pertinent issue in Japanese industries as companies realised its powerful contribution to productivity and quality improvement.

The basis for good housekeeping in Japanese companies is a concept popularly known as 5S.This stands for the five good housekeeping concepts in Japanese.

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Why a “5-S”movement1. Human beings feel good if work place is clean and well

organised.2. Helps in reducing time a. For searching things b. For handling 3. Helps in reducing a. Waste, inconsistencies & strain b. Unnecessary items & reserve stock c. Space requirement d. Machine downtime e. Rejection / Rework f. Number of accidents Helps people a. In seeing things more clearly b. In changing mindsets-develop a proactive attitude

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Meaning of “5S” 1. Segregation (SEIRI)

2. Arrangement (SEITON)

3. Cleaning (SEISO)

4. Maintenance of standards (SEIKETSU)

5. Discipline (SHITSUKE)

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What is 5S??5S Original Japanese Meaning in English

1S SEIRI Sort out unnecessary items in the workplace and discard them

2S SEITON Arrange necessary items in good order so that they can be easily picked for useA place for everythingEverything in its place

3S SEISO Clean your workplace thoroughly so that there is no dust on floors,machines and equipments

4S SEIKETSU Maintain high standards of workplace at all times

5S SHITSUKE Train people to follow good housekeeping discipline automatically

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Segregation ---SEIRI It helps to segregate necessary and unnecessary items

and eliminate unnecessary items. It essentially means organising / putting things in order.

ACTIVITIES1. Go through what you have2. Segregate/identify what you need3. Categorise needed/not needed items4. Discard What Is Unnecessary

INDICATOR OF SUCCESS1. Decrease in unnecessary items and reserve stock2. Percentage of area / space saved

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Arrangement --- SEITON This step essentially means arranging items efficiently,for

easy accessibility and using them in best orderACTIVITIES1. Set things in order by creating a place for everything.2. Put everything in its place3. Keep accessibility as easy as possible.4. Use the principle of wide range and shallow depth for

storage.INDICATOR OF SUCCESS1. Time saved in searching2. Time saved in handling material

How to promote good order

Putting in order

Things needed Things not needed

Things usedConstantly

Things used occasionally

Seldom usedBut still needed

Place as closeas possible

Place a littlefurther

Enclose in a sepearateDesignated

Place

Potentially usefull

No potentialuse

Consider where usefull and move

to designated place

Disposal aftercareful analysis

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Cleaning ---SEISO

This step eliminates dirt, dust and other foreign matter to make workplace clean and polished.

ACTIVITIES1. Clean equipment, tools, furniture, records,etc.2. Keep the workplace spotless3. Sweeping, wiping, polishing, painting,etc.INDICATOR OF SUCCESS1. Reduction in machine downtime2. Increased life of the machine parts3. Reduction in number of accidents4. Reduction in rejection / rework

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Maintenance to standards ---SEIKETSU This Step is Combination of segregation (seiri),

arrangement (seiton) and cleaning (seiso). As as,an on-going programme to maintain a clean and well – organised workplace.

Activities1. Create standards and initiate steps to maintain them2. Devise ways to a. Expose hidden problems b. Surface abnormalities3. Create visual control systemsIndicator of success1. Number of areas / covers made transparent2. Number of new problems exposed and solved

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What is an Abnormality ? An abnormality is any gap between actual performance

and the appropriate standard

EXAMPLES

Defective goods Scrap Equipment Failure Over Production Lateness Waiting

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What is the visual control ? A visual control communicates required important

information to people who need it.It grabs one or more of our senses in order to : Alert us to an abnormality Help us monitor quickly Promote adherance and prevention Enable successful self management

Visual controls Reduce errors / waste by making problems visible Identify gap between standard and actual performance Help in early identification of problems Reduce supervision

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Visual control system A visual control system (VCS) is a series of visual

and other sensory devices integrated in order to achieve a particular outcome,ensure conformance and prevent waste

Example1. Illustration of correct manual operation

2. Part containers colour coded to match the parts

3. Red colour light above the line that goes on when help is needed

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Important Points for preparation of visual controls

1. Easy to see from distance

2. Easy to understand

3. Ensure correct location/ placement

4. Use colours for brightness/contrast

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Important areas of visual displays1. Instructions to people to avoid “OPERATION ERRORS”

2. Danger alerts/cautions

3. Direction/locations

4. Equipment Designations

5. Planned programmes

6. Preventive maintenance/Calibration displays

7. Appeals

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Discipline --- SHITSUKE This step is to ensure that everyone sticks to the

rules scrupulously and makes it a habit

ACTIVITIES Create general awareness about 4S Training to everyone Share success to get more enthusiasm

INDICATORS OF SUCCESS High employee morale Involvement of people in the movement

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The Elements of “5S”

O R G A N IS IN G /P U TTIN Gth in g s in o rd er s o rtin g

1 .R em ovin g w h a t is n o t n eed ed2 .K eep in g w h a t is n eed ed

C L E A N IN GK eep in g th in g s c lean an dp o lish ed ,N o trash o r d irt

an ywh ere in th e work p lace

A R R A N G E M E N TP lac in g th in g s so th a t p eop le

can eas ily reach w h at th eyn eed w h w n ever th ey n eed it

M A IN T.O F S TA N D A R D SM ain tin g c lean lin ess a fte r

o rg an isa tion ,a rran g em en tan d c lean in g an d es tab lish in g

D IS C IP L IN EA d h eran c e to s tan d ard s d eve lop ed

th rou g h 4 S s tep s b y a ll em p loyees o f th ew orkp lac e

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5 Levels of housekeepingLEVELS1. Horizontal surfaces/floor full of unwanted material.

2. Vertical surfaces / areas near walls having clutter.

3. Horizontal ,vertical surfaces clean and have no unwanted items.However,storage areas, record rooms disorganised.

4. Storage areas ,machines,offices are clean.All materials ,furtinuture,documents properly organised,labelled and numbered.

5. Factory/office is immaculate at all times.

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Level 1 of HousekeepingWork area is in level 1 of housekeeping if, Cigarette butts/Gutkha pouches Scraps of paper Tools (Used or Unused) Packing and clamping materials Support structures Left -over raw material Obsolete documents Bulky files Unused equipment,machine etc are scattered around all over the workplace.

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Corrective action for level 1 Look at all horizontal surfaces Examine the entire work floor.Eliminate all garbage and non- essential items on floor,shelves,tabletops etc Remove unnecessary papers from files Discard old files,stationery etc Make a definite place for all tools/documents,files and parts

that are lying on the floor tabletops

HINTS FOR IMPROVEMENT

Do not put anything directly on the floor As much as possible, throw/dispose off things that have no

clear foreseeable use.

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Level 2 of housekeeping Work area is in level 2 of housekeeping if there is no litter or

unused material on the floor/horizontal surface, but

Clutter is found by the walls

The passage ways are not clear

Unused items,documents,furniture etc are leaning against the walls or columns

Unused tools and equipment ,paper left beneath or beside the equipment

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Corrective action for level 2 Look at vertical surfaces

Examine walls and columns

Eliminate all garbage and non- essential items leaning against the walls/columns

Paint all walls and columns that can be reached by hand

Hint for improvement

Divide responsibilities (For area and walls)

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Level 3 of housekeeping Work area is in level 3 of housekeeping if the walkways are

clear and the factory/office is clean,but the tools,materials,papers and files are still disorganised in the storage areas,record rooms,drawers,filing racks etc.

Tools ,parts,clamps are all mixed together Gloves,shoes etc are thrown in with tools in the toolbox Drawers,shelves are disorganised All tools are in locked storage units Drawers,shelves are locked and keys are missing Unused and worthless items found inside closed cabinets

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Corrective action for level 3 Look inside the shelves and sort the papers,

material ,parts and tools

Get rid of locked cabinets

Make separate storages for tools,parts,clamps, documents etc.

Make the above area distinct and clear

HINT FOR IMPROVEMENT

Remove the back and sides of all the storage cabinets

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Level 4 of housekeeping At level 4,the work area will have,

Machines,equipment,furnitures spotlessly clean

Storage areas clearly marked and distinguished

Scrap material found in its designated scrap bin

Items placed in shelves are properly labelled/ tagged

Storage areas show many parallel lines and right angles for grid alignment

Tools/files are colour coded and numbered

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Further improvement at Level 4 Clean ,straighten and organise automatically Storage system designed for “First In First Out”

philosophy Develop other visual controls

Hints for improvement Scrap and chips should fall directly into waste

containers/dust bins Make a model line with super market type display

of parts and tools Well defined scrap & waste collection & disposal

system

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Level 5 of Housekeeping At level 5,the work place is immaculate at all times.It

witnesses,

Constant and continual cleaning by all employees Origins of rubbish are removed so that dirt,clutter and

garbage are eliminated at source Tools,items and materials can be found at a glance Inventory levels can be found visually Production runs smoothly High product quality achieved

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Workplace rating In third rate workplace ,people leave trash and

no one stops to pick it up

In second rate workplace, people leave trash but others pick it up

In first rate workplace, no one leaves trash,but people would pick it up, if they saw it.

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What does 5(S) require? Consciousness revolution through,1. Perseverance,determination2. Training3. Constant efforts

Abilities1. To see / judge what is important2. Attention to details

Continuous implementation through Total participation by all employees

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8 crucial points for successful implementation of 5S

PARTICIPATION BY ALL PEOPLE 5S programme should be participated by all People in the

organisation. One day should be set aside for the launching of the

programme. 6 objectives or why’s of 5S programme should be

understood by all people in the organisation,1. A clean workplace is high in PRODUCTIVITY2. A clean workplace has high QUALITY3. A clean workplace keeps COST down4. A clean workplace ensures DELIVERY on time5. A clean workplace is SAFE for people to work6. A clean workplace is high in MORALE

The programme would be more effective when it is included in the small group activities like Quality Circles.

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The programme requires top management commitment

The programme should be practised during working hours as an authorized programme,but should not be treated as casual or extra activity during overtime or off duty hours.

Everyone should be officially informed of the significance of the programme.

The CEO should personally make an official announcement of the launching of the programme at an information sharing meeting attended by all people of the organisation.

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The CEO should take leadership of the programme

The CEO himself should be keen and committed and have a vested interest in the programme.

The CEO should not delegate the leadership to other people.

The CEO should exercise his leadership in 5S steering committee.

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The programme should be supported by all

Such doubts “Why are the disposal notices posted for SEIRI ? ” “ Why is 5S improvement for shopfloor improvement?” should be eliminated.

Each committee member should keep everyone informed of the current progress of 5S implementation on a departmental level.

Each committee member should encourage and guide his people for involvement in 5S implementation activities.

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5S Programme should be self- sustaining Banners,slogans,posters and newsletters should be fully

utilized to draw attention of everyone to this programme An easy handbook or a pamphlet illustrating “Why 5S” “What

is 5S” and “How to implement 5S” should be printed and distributed to everyone.

Periodic 5S implementation review should be conducted by CEO or an external expert for comments and updating the status quo.

Basic in-house training and introduction to model companies that have successfully implemented 5S practices would not only provide the necessary skills but also give an insight into how other companies implement 5S.

After the company has attained a certain level of implementation,participation in “Inter- company 5S competition” should provide greater motivation for further improvement.

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The CEO should make a periodic factory tour in person

The CEO should tour the factory from time to time and point out strengths and weaknesses of 5S implementation in each workplace.

The CEO should advise 5S steering committee to take corrective action in the areas identified.

The CEO should check the progress of the implementation.

The CEO should give recognition to improved or better practice.

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The programme should generate sufficient impact at the initial stage

Slow implementation of decisions by the 5S steering committee should be avoided.

“Disposal notice” approach for SEIRI which is the first step to 5S should especially be implemented company-wide for a specified time before proceeding to SEITON which is the second step for 5S.

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Implementation of 5S should go hand –in –hand with other Kaizen programme

5S especially at SEITON requires certain Kaizen principles and skills which can be acquired via external or well organised in-house training programmes.

SEITON requires logical problem-solving approaches.In this sense,it can well be a good theme for Quality Circle activities.

SEITON also requires creative ideas from everyone.Therefore,it can be tied in with and employee suggestion scheme.

Successful implementation of 5S will,by itself,bring about various tangible results.It is also a necessary step for a company to go through before implementing advanced management technologies such as TQC,JIT and TPM because 5S buildsup a solid foundation for SHITSUKE.

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Tangible results expected from 5S practice

From People Employees will be disciplined to be more aware of untidy

workplace and motivated to improve the level of cleanliness.

Greater team spirit and co-operation can be built up through involvement of all within an organisation.

Employees will be disciplined to follow safer and better ways of work,resulting in lesser risks to accidents.

Employees would be more conscious of improvement which leads to greater efficiency and effectiveness.

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From Machines and Tools

Machine troubles can be detected at an earlier stage to prevent a major breakdown, when machines are cleaned daily by people operating them.

Daily cleaning of measuring instruments will ensure accuracy and reliability.

Life of machines and tools can be extended significantly when they are handled with care and placed in the designated locations.

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From materials and Work –in -Progress

Flow of materials and work-in-progress will become smoother.

Floor space will become organised and possible areas for improvement can be easily identified by quick observation.

Inventory of materials and work-in-progress will become clearly visible and easily handled.

Material yield ratios can be improved

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From Products and Customers

Clean workplace will ensure that final products will be free from dust.

Sales people will be eager to show customers the plant as a marketing tool.

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Housekeeping to Happiness Housekeeping means Orderliness

Orderliness leads to Cleanliness

Cleanliness leads to Quality

Quality leads to Productivity

Productivity leads to Prosperity

Prosperity means Happiness