The 5S System: A Lean Approach to Organisational Excellence

When workspaces are cluttered, employees spend a significant amount of time searching for the tools, materials, or documents they need. This wasted time leads to reduced productivity and delays in completing tasks. And if you haven't heard of the 5S concept, find out how it can make your work efficient!  

 

Proper workplace organisation does more than uplift morale and productivity. It transforms the physical environment into a functional space. This kind of visual management adds value to daily tasks and ensures super efficiency. 

To achieve this, you can implement the popular 5S system. Pioneering Japanese manufacturers like Toyota and renowned Western companies such as Harley-Davidson and Boeing still use it. Best of all, this system is not limited to any industry, profession, or lifestyle, even though it is a huge part of any conceptual based quality management course. Everyone can adopt it. 

What is 5S?

5S is a workplace organisation method of decluttering the surrounding visual space to prevent confusion and increase efficiency. In both Japanese and English, 5S denotes the acronym of the five steps starting with the letter S. Seiri (Sort), Seiton (Set in Order), Seiso (Shine), Seiketsu (Standardise), and Shitsuke (Sustain). 

Decoding the 5S Steps with Examples 

See the examples under each 5S step. 

Sort (Seiri)

The first step involves sorting through all the items in the workspace and identifying what is necessary and what is not. This process helps eliminate clutter, waste, and unnecessary items that can hinder productivity and efficiency.

Example of Seiri or Sort in 5S: In a manufacturing plant, workers may sort through their workstations and remove any obsolete tools, broken equipment, or excess inventory that is no longer needed. This creates more space and eliminates potential safety hazards caused by clutter.

Set in Order (Seiton)

After sorting, the next step is to organise and arrange the remaining essential items to promote efficiency and easy access. Items should be labelled and stored in designated locations. That makes it easy to find and return them when needed.

Example of Seiton or Set in Order in 5S: In a hospital setting, nurses may organise medical supplies and equipment logically based on frequency of use or type of procedure. Frequently used items are placed within easy reach, while less frequently used items are stored in designated areas. Clear labelling and visual cues help ensure that everything has a proper place.

Shine (Seiso) 

The third step, Seiso, focuses on keeping the workspace clean, organised, and well-maintained. Regular cleaning and inspection processes are established to ensure that the workspace remains in optimal condition.

Example of Seiso or Shine in 5S: In an office environment, employees may be responsible for cleaning their desks and shared spaces regularly. This includes dusting, wiping surfaces, and properly disposing trash. Maintenance checks can also be performed on equipment and furniture to identify potential issues.

Standardise (Seiketsu)

Standardise or Seiketsu involves establishing standardised procedures and visual cues to ensure that the first three S's (Sort, Set in Order, and Shine) are consistently maintained. This could include creating checklists, colour-coding systems, or visual aids like floor markings or shadow boards.

Example of Seitsuku or Standardise in 5S: In a warehouse setting, standardised procedures could include guidelines for properly storing and stacking inventory, colour-coded zones for different product categories, and visual floor markings indicating where equipment should be parked or stored.

Sustain (Shitsuke)

The final step is about sustaining the 5S system and ensuring that it becomes a habit and part of the organisational culture. This involves continuous training, audits, and reinforcement to maintain the gains achieved through the previous steps.

Example of Shitsuke or Sustain in 5S: In a manufacturing facility, regular 5S audits could be conducted to assess compliance with the established standards. Employees may receive ongoing training and awareness campaigns to reinforce the importance of the 5S principles. Additionally, recognition and incentive programs could be implemented to encourage and reward 5S adherence.

Benefits of 5S

Implementing the 5S methodology in the work area offers numerous benefits for organisations.

Improved productivity and efficiency 

By eliminating clutter and organising the workspace, employees can find tools and materials quickly, reducing time spent searching and improving overall productivity.

Enhanced safety measures

A clean and organised workspace reduces the risk of accidents, injuries, and potential hazards, improving workplace safety.

Waste reduction and cost savings

By eliminating unnecessary items and optimizing space utilisation, organisations can reduce waste and associated costs.

History of 5S Methodology: From Japan to the West and the World

Toyota’s executives learned from the strengths and weaknesses of Ford and Piggly Wiggly's manufacturing units to organise its own workspace in the 1960s. The company noticed that waste increased inventory costs, labour costs, and production time. 

Just-in-Time expert, Hiroyoki Hirano, as well as production experts, Takashi Osada, and Shigeo Shingo, each contributed to developing a system that could reduce inventory waste and processes that add no value. Hirano is largely associated with the 5S methodology that we know today. Scholars say that his 5S framework is an extension of his principles of JIT (Just-in-Time), that ultimately formed the backbone of the Toyota Production System. 

You may get a broad perspective on the 5S concept, when taking the Toyota Production System (TPS) - Integrated Socio-Technical Model course on Alison. 

The key to this 5S system is the empowerment of each individual. Each individual has the responsibility to improve their surrounding workplace habits, which leads to their efficiency. 

By the 1980s, the 5S methodology became a staple workplace organisation method when concepts such as lean manufacturing were introduced. Even companies in sectors such as healthcare, education, and service industries embraced 5S to improve their workspaces and processes. 

The methodology was integrated into broader principles of lean management and continuous improvement initiatives. It simply became a fundamental tool for organisations seeking to enhance their operations.

How can the wastes in Lean manufacturing be reduced with 5S system?

Here are some Lean wastes and how the 5S System can help. 

• Defects: Organised workspaces and clear labelling will help in preventing mistakes and even mix-ups that create quality issues.
• Over/Under Production: Generally, visual management tools and organised inventory spaces make it easier to see and maintain optimal production levels.
• Waiting: Well-organized tools and materials mean workers spend less time searching and more time working. This might remind you of the Scientific Management Theory, as it was concerned with factory worker conditions.
• Not Utilising Talent: When everything has a place, employees can focus on improvement ideas instead of dealing with workplace chaos.
• Transportation: Efficient workspace layout and clear pathways reduce unnecessary movement of materials and products.
• Inventory: Organised storage areas make it obvious when you have too much or too little stock on hand.
• Motion: Strategic placement of tools and materials minimizes unnecessary reaching, bending, and walking.
• Extra Processing: Standardised workstations and visual controls help eliminate redundant steps and unnecessary handling. 

To get a better idea, you can also check out the free Alison course on The 5S System - Lean Methodology on Workplace Optimization and Housekeeping 

Comparing 5S Implementation in Japan vs West

5S is applicable in a variety of industries today, but the approach has some differences between Japan and the West. Researchers, Rodney Peter Gapp et al., mention approaching this 5S system between the two in the following way.  

Aspect	Japanese Approach	Western (UK and US) Approach
Philosophy vs. Tool/Technique	5S is embraced as a philosophy, deeply rooted in societal values and ethics.	5S is commonly implemented as a technique or tool for improving workplace efficiency and cleanliness.
Total Participation	Total participation is crucial, with a focus on developing an organisational culture centred around 5S.	The importance of total participation is not fully understood, and it is not a primary focus.
Perception of Purpose	The purpose of 5S is seen as improvement in management and production, with an emphasis on machine maintenance.	5S is associated more with lean manufacturing practices.
Work Environment vs. Work-Related Concept	5S is interpreted as an application of life wisdom to business situations, extending beyond work-related aspects.	The perception of 5S is limited to a work-related concept.
Understanding of 5S	5S is seen as a platform for change, development, and learning.	5S is understood as a process, system, or tool without a defined philosophy or purpose of use.

By implementing the 5S principles, you'll not only streamline your operations but also reduce waste, improve productivity, and enhance workplace safety. Your employees will feel empowered and engaged, contributing to a positive and productive work culture.