5S: A Lean Transformation Tool

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Zulfa Management Consulting
To get closer …
www.zulfadev.com
@zulfa.team @zulfateam
support@zulfadev.com+966 59 084 2622
Hussain Yasin Al-Ahmed
Management Consultant
@hussain_alahmed
@hyahmed
hussain@zulfadev.com

Imagine: A ﬁre ﬁghter with
a broken water hose!
2

… or a surgeon with
dirty instruments!
3

… or an
astronaut who
forgot the
hand tools on
earth!
4

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Image
It makes the place organized
and always ready for client
or executives visits
5S
Overview and Benefits
•  A method to improve and sustain workplace organization.
•  One of the basic stones for successful lean transformation.
•  It applies to every industry and every job function.
Time
It saves precious time looking
for material, tools, equipment
or information and increases
overall efficiency
Pride
It makes employees proud
of their workplace and
willing to show it to others
HSE
A clean and ergonomically
organized workplace is more
healthier and much safer for
employees and visitors
5

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5S
Workplace Organization
Sort
Clearly distinguish
what is needed,
what should be kept
and what should be
thrown out.
“When in doubt,
move it out”
Set in Order
Organize the
necessary things
making it easier for
anynone to find and
use them.
“A place for
everthing and
everthing in its
place”
Shine
Clean equipment
and workplace
requrlay. Paint them
as needed and
inspect them while
cleaning.
“A clean place is
safer and more
productive”
Standardize
Develop standards
for sorting, setting in
order and shining.
Enforce them and
follow up.
“The seceret of
success is
consistency of
purpose”
Sustain
Make it a daily habit
and a way of life
through discipline,
auditing and
recognition.
“Motivation is what
gets you started,
habit is what keeps
you going”
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Sort
Red tagging
Define a “Red Tag Team” and a leader
and train them on 5S
Seperate the unneeded items from the
needed ones
Attach a red tag to the uneeded items
Move them to a temporary holding area
Set the time to hold in temporary area
Review the items after the defined time
Give away, sell or throw the remaining
items
1
2
3
4
5
6
7
Red Tag Temporary Holding Areas
Red Tags
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How often is it used? What to do with it?
Never Give, sell or throw away
Once or twice a year Store in a distant place
Once a month Store near your work area
Once a week Store near the the workstation
Once a day or more Keep near you or your workstation
Sort
If in doubt, throw it out
No
Unused
X
No
Duplicates
X
No
Uncessary
!No
Just-in-Case
8

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Set in Order
A simple exercise
Focus
on the next slide for 5 seconds
9

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Set in Order
A simple exercise
Now
on the next slide, tell us
what was removed?
11

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Set in Order
A place for everything, and everything in its place
What’s missing from this tool kit?
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Set in Order
If it moves, it needs a home
Organize what’s left after sorting.
Physically reconfigure the area.
Make it visual and self explanatory.
Make everything easy to find and return.
Label and mark locations of movable items.
Color-code items based on location or use.
Build racks, shelves or shadow boards.
Try new ideas and be creative.
14

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Shine
A clean place is safer and more productive
Promotes Safety
Detecting and removing
sources of danger such as
liquid spills, tripping
hazards, and biological
infections.
Quality Inspection
Helps in checking for non
standard conditions such
as leaks, cracks and wear.
Reputation
Customers will trust people
who keep thier workplace
clean and organized more
than those who don’t.
Improves Moral
Team members become
happier in a clean workplace
and closer to managment
when managers are
involved in 5S.
15

Before 5S
Photo Credit: Hussain Al-Ahmed
16

After 5S
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Shine
Guidelines
Together clean
the entire area
Assign roles and
responsibilities
Repair leaks
Tag what you
can’t repair
Plan proper
collection method
Dispose correctly
Paint or retouch
Provide proper
cleaning tools
Think of ideas to
minimize dirt
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Standardize
The key to success is consistency of purpose
Sorting
Setting in
Order
Shining
Visual Management
Making the place self-explenatory through signs, labels, colors and marks.
Continuous Improvement
Keeping the ball of improvement rolling and keep changing for better.
Utilizing Talent
When there is a standard, it becomes easier to choose non critical things such as
colors, material, brand, etc.
Sustaining
Clear and simple instructions help making it easier for members to keep the place
organized and tidy.
Training
New members will learn faster and will get invloved immidately.
Best Practices
Recognition and knowledge sharing helps in finding best practices and adopting them.
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Check this …!
and this …
then that …!
CHECKLIST
1
2
3
Do this …!
and this …
then that …!
PROCEDURE
PROCESS
Which
Color?
What should be done and why?
When should it be done and how often?
How should it be done and who should do it?
Colors, fonts, sizes, shapes, templates, etc.
Develop checklists, procedures and processes.
Remember; the first idea may not be the best one.
Material, brand, model, etc.
Find the best practice and make it a standard.
Standardize
Be consistent but not constant
Try, experiment, explore and innovate.
20

Be consistent, not constant

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Sustain
How to keep the improvement ball rolling?
22
Promote 5S
Get people buy-in by getting them involved in shaping the improvement path and recognizing
individual efforts and rewarding for teamwork.
Focus
Management team must lead the 5S efforts, learn the techniques, and participate in practical
activities.
Simplify Wining
Celebrate simple improvements and avoid comparisons between individuals or teams.
Develop Metrics
Establish KPIs and visually display them to create pride through positive competition and a
sense of achievement.
Walk The Talk
Go to the workplace and observe what’s happening and help before giving constructive
feedback.
Conduct Audits and Reviews
Regularly conduct assessments for the current state and create and improvement plan.

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Sustain
Tools for sustaining: Metrics
23
You Can’t Manage
What You Can’t Measure
Focus on the important goals only.
Not all goals are as important.
Establish lead measures (KPIs) that
you can act on to achieve the goals.
Lead measures should be directly
related to the members of the team.
Have people develop their own lead
measures to create accountability.
Show the measures and the progress
publicly and present them visually.
Simplify or automate the measurement
and data collection process.

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Sustain
Tools for sustaining: Zone Charting
24
Divide the shop floor or office to areas
and assign people to them.
Clearly show photos of assigned
people in the area.
Members should audit their areas
regularly and allow others to do so.
Managers should plan to visit different
areas randomly and give feedback.
Show photos of good work publicly in
displays or meetings.
Don’t take disciplinary actions for bad
scores, but reward good ones.
Everyone is Accountable

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Sustain
Tools for sustaining: Recognition
25
Reward teams for small and continuous
improvements.
Simple and continuous recognitions
can boost motivation.
You don’t have to spend money. An
applause or a thank you note will do.
Supporting new ideas and allowing trial
and error is a form of recognition
Educate employees in new skills and
provide necessary resources.
Encourage friendly competition and
fun challenges.

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Sustain
Tools for sustaining: Visual Displays
26
Show progress visually. It can be manual
or digital.
Spend more time analyzing and planning
for improvements than collecting data.
You don’t have to spend money. A
simple white board and a marker will do.
Updating the display must be simple an
easy and done in at least in daily basis
Discuss accountabilities in short quick,
routine meetings next to the display.
Be flexible with the format. The team
should put what really matters to them.

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Sustain
Tools for sustaining: Auditing
27
Consistently review progress using
different audit tools.
Preform 5S self assessments and audits
at least weekly by different people.
Simplify audits and translate to local
languages.
Auditing should be an opportunity to
discuss barriers to improvement.
Visually present audit results and post
them in the Primary Visual Display (PVD)
Encourage knowledge sharing and
cooperation between teams.
0

1

2

3

4

5

Week 1

Week
2

Week
3

Week
4

Week
5

Week
6

Week
7

Week
8

Week
9

Week
10

5S Weekly Score

0
1
2
3
4
5
Sort
Set in Order
ShineStandardize
Sustain
Current 5S Audit Score
Sort 3.5
Set in
Order
2.5
Shine 3
Standardize 4
Sustain 2

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5S
Tips for successful implementation: Take photos
28
•  A picure worth a thousand words.
•  Before and afetr pictures help convey the message.
•  Great tool for reporting progress and training people.
Why Take Photos?
•  Get a good camera and learn how to use it.
•  Smartphones good for social media and quick sharing,
but not for quality photos.
•  Make sure it’s charged and memory is cleared.
•  Make a home for it. Remember “Set in Order”.
How To Take Photos?
•  Take before and after photos from the same angle and
use the same camera if possible.
•  Capture good practices and lessons learned.
•  Record activities and use them on event
•  Store the photos in a common place.
What To Capture?

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5S
Tips for successful implementation: Leverage teamwork
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•  It divides the work and doubles the success.
•  Helps generating different ideas.
•  Effective problem solving tool.
•  The whole is greater than the sum of the parts.
Why Teams?
•  Effective communication and collaboration.
•  Embracing and encouraging differences.
•  Doesn’t matter who gets the credit.
•  Understanding the stages of team development.
What is Teamwork?
•  A Group of people working together to achieve a
common goal in sports, life or at work.
•  It can be formal or informal.
What is a Team?
1. Forming
2. Storming
3. Norming
4. Performing

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5S
Can you recall them?
Sort
Set in OrderShineStandardize
Sustain
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“ Coming together is a beginning,
keeping together is progress,
working together is success ”
- Henry Ford

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@zulfa.team @zulfateam
support@zulfadev.com+966 59 084 2622
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5S: A Lean Transformation Tool

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