The fifth and final step in a 5S System is Sustain. In this step you will instill the self-discipline and culture that will sustain the program. Over time a 5S System may become less effective due to complacency. To sustain a 5S System you must change the culture of employees and sometimes the company.
Self-Discipline
To instill the self-discipline needed to sustain a 5S System is to get everyone to understand that 5S is here to stay. By nature people are resistant to change. After a while they may fall out of the habits of 5S. Consider 5S to be part of the required work. If needed use disciplinary actions to make sure it is done.
Reinforce the 5S System by holding regular meetings and keeping employees updated on improvements. Solicit their involvement for suggestions or ideas to improve the 5S System. Many employees will appreciate a cleaner and safer work environment and will be willing to make the extra effort.
Evaluate the 5S System
As part of the continuous improvement of your 5S System you should regularly evaluate it. When you started the program you had a goal. Has that goal been reached? Are you getting all of the benefits of a 5S System? If not you need to examine why and put changes in place to achieve the desired results.
Kaizen is a philosophy of which continuous improvement is a major part. You should look at Kaizen methods to improve your 5S System. Use Plan, Do, Check, and Act (PDCA) cycles to make sure improvements are properly added to the 5S System. Examine each step in the process and determine if the step is needed, can it be improved upon or should it be removed.
The fourth step in a 5S System is to Standardize. In this step you will set in place the rules and policies that support the first three steps, Sort, Straighten and Shine. A 5S System will only work if it is followed.
To carry out the first three steps you should already have a support system in place. Such as designated areas, proper marking of areas, a log of what goes where and other parts of a support structure mentioned in the first three steps. These should all be standardized so that it is clear to everyone what the support system is.
Schedule 5S Activities
By scheduling regular 5S activities you will make it part of the work routine. The goal is to make 5S a habit for your employees. It may take a few reminders, but before long employees will be starting their 5S steps without supervision. You should always participate and follow-up to make sure everyone is doing their part.
Seiso is the third step in a 5S System. Translated it means to shine or scrub. Now that you have completed the Sort Step and Straighten Step, the workplace should be free of debris and all areas in need of cleaning should be exposed.
In this step you will clean the entire work environment. Everything should be cleaned including floors, workspaces, walls and equipment. If any area needs painting consider adding the extra time to do this.
Before you begin the shine step, be sure you have all of the cleaning tools and supplies you will need. Brooms, mops, dust pans, lots of rags, trash bags and a variety of cleaning fluids. Be careful that you match the cleaning fluid to what is being cleaned. You can damage equipment by using the wrong cleaner.
From the Japanese word Seiton we get the next step in the 5S System, straighten. Now that you have completed the first step sort, the workspace should be free from clutter and unnecessary items.
Key parts of the straighten step include:
- Everything has a place and everything goes in its place
- Limits are set on the about of work in progress and parts kept in the workspace
- Improve the workflow to reduce waste and improve efficiency
- Work to be done, parts and supplies needed should be near the workspace
- All areas of the work place should be sectioned off and clearly labeled
- All storage areas should be clearly labeled or marked off
- An electronic version map or log that can be printed and distributed or posted should indicate the location of everything for easy reference
- Straighten is about improving organization, workflow, productivity and morale
From the Japanese word is ‘Seiri’, the first step in the 5S system is sort. The concept of the sort step is to classify items in the workspace between necessary and unnecessary. You organize what is necessary and dispose of or put in place what is not. Take pictures of workspaces before and after the sort so you can post them. The pictures can be used to reinforce the 5S system as examples.
This is the first of at least 6 articles that will give you some basic information on how to implement a 5S system in your workplace. One of the keys to the success of a 5S system is to have the full support of the management of your company. While a 5S system is low cost to implement, it will require changes to the work habits of employees and needs the support and reinforcement of management.
The first thing you need to do is educate yourself on 5S. Purchase books, (see our Amazon Store ASTORE for suggestions) and do some research online. Write an overview of what the 5S system is and how it will be implemented in your company. Present your proposal to management for their approval. You may meet resistance since old habits are hard to break. Explain how the 5S system is a useful tool that can improve productivity, promote safety and lower costs. Explain how the 5S system will make the workplace cleaner, safer and more pleasant for the employees. Emphasize the low cost involved to implement and the potential savings of a successful 5S system. Management loves to hear of low cost ways to save the company money!
People make improvements in their lives every day. They improve their home, their health, their car and everything around them that can make their life better. Why not apply this same principle in the workplace? Why not improve the environment you work in 40 hours or more a week? Why not setup a system that helps you work smarter, not harder?
