5S Implementation Guidebook: 8 Steps of 5S Implementation

© Operational Excellence Consulting. All rights reserved.© Operational Excellence Consulting. All rights reserved.
The 5S Implementation Guidebook explains the 5S concept in a
simplified format so as to serve as a quick 5S implementation
reference. It provides practical guidelines on how to implement 5S
in your work areas and how to integrate the 5S system into your
organizational culture.
Implementation
Guidebook5S

© Operational Excellence Consulting. All rights reserved. 2
About the 5S Implementation Guidebook
 The 5S Implementation guidebook explains the 5S
concept in a simplified, step-by-step format so as to
serve as a quick 5S implementation reference.
 This guidebook provides you with practical guidelines on
how to implement 5S in your organization. It includes key
steps such as planning, communication, training,
selecting pilots, evaluation and management review.
 This guidebook offers you detailed information on how
organizations could integrate each ‘S’ into their work
processes and systems so as to build a culture of
continuous improvement.

Learning Objectives
Acquire
knowledge on the
5S management
concept and
principles
Learn practical
tips and strategies
to sustain 5S
Learn the step-by-
step approach to
5S planning and
implementation
NOTE: This is a PARTIAL PREVIEW. To
download the complete presentation, please
visit: http://www.oeconsulting.com.sg

Contents
1
2
3
5S Management Techniques
5S: Step-by-Step Implementation
Keys to 5S Success

What Is 5S?
STANDARDIZE SUSTAINSHINESET IN ORDERSORT
Establish
standards and
guidelines to
maintain a clean
workplace
Make 5S a habit
and teach others
to adhere to
established
standards
Keep things
clean and tidy;
no trash or dirt
in the workplace
Arrange
essential items
in order for easy
access
Remove what is
not needed and
keep what is
needed

What 5S Is NOT
 A thorough spring cleaning
 Applies only to manufacturing companies
 A program to impress visitors and customers
 5S is another “extra-curricula activities”
 A way to make people work harder and faster

Benefits of 5S Implementation
 Cleaner and better organized
workplace
 Safer shopfloor and office
operations
 Visible results enhance the
generation of more and better ideas
 Improved morale
 Higher productivity and quality
 Higher customer satisfaction

1st S – Sort
 Principle
– Stratification management
– Dealing with the causes
 Meaning
– Distinguish between the necessary and
unnecessary
– Get rid of what you do not need
– “When in doubt, move it out”
SORT
Remove
what is not
needed and
keep what is
needed

1st S – Sort
 Only keep materials, equipment, tooling, and
supplies that are needed; learn when they are
needed and the quantities needed
 Eliminate excess/obsolete equipment and
inventory
 Improve inefficient space utilization
 Eliminate space taken up by unneeded items
 Remove outdated papers and files
 Reduce cabinets, shelving and lockers
containing supplies
SORT
Remove
what is not
needed and
keep what is
needed

2nd S – Set In Order
 EVERY item must have a place – we must be
able to see immediately if anything is missing,
and be able to return anything to its correct
place
 LAYOUT – to minimize motion and transport
 Put everything in a useable place
 Make every item visible, reachable and
available when needed
 Locate missing tools, documents, instructions,
keys and inventory
SET IN ORDER
Arrange
essential
items in
order for
easy access

4th S – Standardize
 Post up procedures for how storage areas,
equipment and cleaning is to be done
– WHAT has to be ordered/cleaned
– WHO will order it/clean it
– WHEN will the ordering/cleaning occur
– HOW will materials and equipment be ordered/
cleaned
 Create visual ‘standards’
– It should be obvious if items are missing OR out of
place
– Each item should be labeled and so should the area
it lives so it is obvious where things belong
STANDARDIZE
Establish
standards and
guidelines to
maintain a
clean
workplace

The 8 Steps of 5S Implementation
Establish a 5S
Steering
Committee
Define a 5S
Implementation
Plan
Launch
Communications
Campaign
Provide 5S
Training &
Education
Start
5S Pilots
Mass Rollout
Conduct
5S Audits
Review &
Improve
5S
IMPLEMENTATION
PROCESS
1
2
3
4
5
6
7
8

Structuring the 5S Steering Committee
 For 5S implementation to be effective, the 5S Steering
Committee (a.k.a. 5S Council) should be structured
along the same vertical lines as the implementing
organization
 The 5S Steering Committee should have the top
management at the top and should work down through
QC Circles or other similar problem solving teams at the
bottom
 The head of each workplace should be the head of that
workplace’s implementing organization
 In effect, it should mirror your management structure

Forming the 5S Steering Committee
 Once you have worked out the structure, the next step is
to form the 5S Steering Committee with the people
responsible for promoting the 5S activities (e.g. the
production heads)
 The 5S Steering Committee should be the highest
policy-making body for 5S activities and should be
charged with:
– Planning and implementation
– Setting goals
– Creating structures (e.g. sub-committees) needed to make
everyone 5S-minded
– All other work of promoting 5S activities

Forming the 5S Steering Committee
Leader: Factory manager
Production Level
Leader: Division manager
Implementation
Level
ILLUSTRATIVEExample of a 5S Steering Committee Structure
5S Steering
Committee
Division A
Department
C
Team C1
Team C2
Department
D
Team D1
Team D2
Department
E
Team E1
Team E2
Division B
Department
F
Team F1
Team F2
Department
G
Team G1
Team G2
Department
H
Team H1
Team H2
Evaluation &
Certification
5S Planning
Office
Kaizen
Projects

5S Evaluation & Certification
 The evaluation and certification
people are central to the
operation’s management
 Because it is essential that this
evaluation or audit be done with
authority, everyone should
know who is doing the
evaluation and certification and
they should be broadly
acknowledged as the most
capable people available

Management’s Role
 The top-management personnel should be involved at
each level and should head the 5S effort at that level
 These people need to talk with everyone on what they
want and need to create a 5S vision that everyone can
adhere to
 It is a good idea to have meetings once or twice a month
to follow up and to discuss what kinds of support are
needed for attaining priority goals
 Management should take their role very seriously as
everything they do will have an impact on the 5S
activities’ success or failure

Develop a 5S Implementation Roadmap
Create
Awareness
Build
Capability
Operations
Management
&
Improvement
5S Training
for Leadership
Team
5S Training
for Pilot Areas
Build 5S Activity
Boards
Kaizen #1:
5S
Kaizen #2:
Waste
Elimination
Information Sessions
for Whole Organization
Senior
Management
Awareness
Kaizen #3:
Standardization
Month 1
Lean Methods &
Tools Training
Month 3Month 2
Daily Management Meeting
5S Update in
Monthly
Newsletter &
Intranet
5S Training for
Pilot Areas
5S Training for
Other
Employees
ILLUSTRATIVEExample of a Simple 5S Implementation Roadmap

Planning Considerations
 The plans should consider the
following:
– Definition of zones and
responsibilities
– Implementation timelines and
phases
– Goals and objectives
– Promotional activities such as
creating awareness and
communication sessions
– Training and education for the
various levels of employees

Understanding Communication
 Given these human frailties,
how can you ensure that you
do communicate and that
everything is understood? The
only way is to talk things over:
– to make sure there is two-way
communication
– and to make sure that what
was said was understood right
then before mistakes crop up
(see next slide)

5S Communication Using 5W & 1H
 Communication starts with the introduction of why and
what of the 5S initiative within the organization
 Then as the 5S effort reaches the specific areas
(where), communication should focus on the when,
who, and how of the 5S effort
 Begin with short, frequent and focused communication
held by members of the 5S Steering Committee
 Meetings should focus on one or two aspects of the 5S
initiative – communicating the 5W & 1H

Selecting Candidates for 5S Pilots
Critical Mass Direction of Enrollment
Middle
Enrollers
Late
Enrollers
Early
Enrollers
Initiators
Slugs
Die
Hards
5% 15% 30% 30% 15% 5%
Source: The Atlanta Consulting Group, Inc.
Enrollment Curve
It is key to understand and leverage is the rate and pace at which
people adapt to change
It is key to understand and leverage is the rate and pace at which
people adapt to change
Enrollment Curve Target at these
areas or zones
for the mass
rollout
Select 5S pilots
from these areas
or zones

Establish Best Practices
 Establish a database to archive
and retrieve best practices
– Steal ideas from other work areas
and adapt creatively!
 Define best practices sharing
platforms to formally share
lessons learned
– Fight “N.I.H.” (Not Invented Here)
syndrome

Conduct 5S Audits
 The Evaluation & Certification
office should define the 5S audit
schedule, audit criteria and
audit checklist
 Audits may use a simple Pass/
Fail or a 5-point scoring system
 Whichever type of scoring
system is used, it is important
that the auditee organization
understands the evaluation
criteria

Audit Criteria
ILLUSTRATIVEExample of 5S Audit Checklist & Results

Role of 5S Auditors
 It is only when the audit is strict and fair will the people
being graded have a true sense of accomplishment
when they do pass

Review & Improve
 Renew and improve the 5S
Steering Committee and the
supporting structures
– Recognize 5S Steering
Committee success
– Identify and select new members
for the 5S Steering Committee
– Train and educate new members
– Recognize outgoing members
for their participation

Keys to 5S Success
 Strong and visible management
support
 Commitment, participation and
involvement of everyone
 Visit to 5S model areas and/or
organizations
 5S promotion and
communication campaign
 Training and education on 5S
practices

About Operational Excellence Consulting
 Operational Excellence Consulting is a management training and
consulting firm that assists organizations in improving business
performance and effectiveness.
 One of our unique strengths is going beyond a tools-focused
approach to seamlessly integrate people, processes, technology
and continuous improvement initiatives to suit the specific needs
and situations of our clients.
 We provide corporate learning programs and management advisory
services to assist our clients to achieve breakthrough in business
performance and effectiveness. Our aim is to support our clients in
designing, managing and executing lasting beneficial change.

5S Implementation Guidebook: 8 Steps of 5S Implementation

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