5S Guides Table of Contents

IMPLEMENTATION GUIDES

Rev. -

Date ______

5S Guides Table of Contents

Contents / Pages
/ How to use the 5S Guides / 2
/ 5S Implementation Checklist / 3
/ Develop a 5S Implementation Plan / 4-6
/ Take Area Photographs / 7
/ Finalize a 5S Map / 8
/ Perform Area Evaluation / 9
/ 5S Check sheet / 10
/ 5S Levels of Excellence / 11
/ SORT - Tagging Technique / 12
/ SORT - Auction / 13
/ Prepare for SIMPLIFYING / 14
/ SIMPLIFY - Outlining Technique / 15
/ SIMPLIFY - Labeling Technique / 16
/ SIMPLIFY - Shadow Board Technique / 17
/ Perform SWEEPING / 18
/ Perform STANDARDIZING / 19
/ Perform Team SELF-DISCIPLINE / 20
/ Perform Individual SELF-DISCIPLINE / 21
/ Measure Results / 22
/ 5S Guides Feedback Form / 23

How to Use the 5S Guides

The 5S Guides are designed to be used as a roadmap to prepare for and perform 5S activities. The guides are based on lessons learned and the experience of early pilots. They are not all-inclusive.

To maximize success, 5S implementation leaders are encouraged to contact their Lean Implementation point of contact for training (if needed) and/or to answer questions.

The format is the same for each guide:

Title of the task.
Purpose of the task.
When the task is expected to occur.
Materials needed to perform the task.
Key steps involved in the task.
Notes, information, tables, and further explanation of steps, where applicable.
Criteria to let you know when the task has been accomplished.

To use the guides, follow the steps outlined for each task. Refer to the “Notes” section for further explanation, if applicable.

Results will vary. Step can be modified according to individual situations. It is recommended that users apply Plan-Do-Study-Act throughout their 5S implementation activities.

5S Implementation Checklist

Purpose

The purpose of this checklist is to provide reliable steps to preparing for and performing 5S activities in the work area. Included in this checklist is a preferred sequence of events and corresponding “how to” guides for each step.

Page #1

Task

1. Develop your implementation plan

Create a 5S documentation system
Determine pace of implementation
Draft “straw man” 5S Map
Determine “before 5S” photo logistics
Establish visible ways to communicate 5S activities
Coordinate and schedule services required from support organizations
Make a list of internal arrangements to be made
Draft time line
Communicate your plan to upper management

2. Photograph the work area

3. Educate work group (5S Overview)

4. Finalize 5S Map

5. Perform Work Area Evaluation

6. Perform 5S:

a)Perform Sorting

b)Perform Simplifying

c)Perform Sweeping

d)Perform Standardizing

e)Perform Self-Discipline

7. Measure Results

8. Repeat from Task #6: “Perform 5S” per your work group’s plan

5S Guide

“Develop Implementation Plan”

“Take Area Photograph”

5S Overview - Lean Training Module

“Finalize 5S Map”

“Perform Area Evaluation”

“Perform Tagging Technique”

“Conduct Sorting Auction”

“Prepare for Simplifying”

“Using Labeling Technique”
“Using Outlining Technique”
“Using Shadow Board Technique”

“Perform Sweeping”

“Perform Standardizing”

“Perform Team Self-Discipline”

“Perform Individual Self-Discipline”

“Measure Results”

Page #1

Develop a 5S Implementation Plan
Purpose
When
Materials / To help work-group leaders plan for 5S implementation in their areas.
Prior to beginning implementation.

Paper
Pen or pencil
This 5S Guide

Steps
1. Create a 5S documentation system to organize and store pertinent data.
a. Determine type of file.
b. Determine file location.
c. Inform work group of location. / Notes

Purpose: To have one location, accessible to all, for organizing miscellaneous 5S materials.
Pertinent data may include, but is not limited to:

This plan
5S map
Area check sheets
Historical Action Item Lists
5S agreements
Measures, goals and progress against them

Examples: 3-ring binder, file folder, etc.

Location should be accessible to team members.

2. Determine the pace of implementation /

Purpose: To help you understand the impacts of implementation and determine the pace that best supports your needs; clarify expectations.
Consider the following questions:

How much time can we allocate? (Be innovative and realistic.)
Where will we begin - which area, group, etc.? (Be sensitive to personal work areas versus common work areas.)
How many shifts are involved?
How will we coordinate cross-shift activities?
What will make sense for us? (Pilot small area; use lessons learned to proceed?)
Develop 5S Implementation Plan
(continued)
Steps
3. Draft “straw man” 5S map.
a. Obtain approved layout of entire work area. Verify all relevant dimensions.
b. Coordinate area boundaries.
c. Divide the map into workable sections.
d. Determine the number of people per team (1 team per section). / Notes

Purpose: To take a proposed map to the work group for finalizing after you have coordinated the external boundaries with adjacent organizations. The map will be used throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into bite-size pieces.
This 5S map will be finalized with the work group following the 5S Overview.

Communicate with organizations adjacent to your assigned areas to ensure agreement on boundaries.
Define who is responsible for common aisle-ways, stairways, etc.
Sizes of sections should require equal amounts of effort to organize and maintain.
Label each section (a,b,c,d, etc.)
Be sensitive to ownership of files and personal work spaces in office areas, when considering boundaries and team assignments.
Optimum team size: 4-5 people.

Assess the size of your work group.
Divide the total number of employees by the number of sections of the 5S map.
4. Determine “before 5S” photograph logistics (who, how, and when). /

Purpose: To prepare yourself and your group for whom, how and when photos will be taken, considering time and budget.
Based on your implementation pace (see step #2 above):

Consider TIME:

Consider BUDGET:

Communicate your plans to the work group, especially if you are taking photographs prior to the 5S Overview, so they will understand and feel comfortable with the process.

5. Establish visible ways to communicate 5S activities. /

Purpose: To serve as a communication tool.

Examples: Consider having enough room to post:
- Bulletin Board - 5S Map
- Visibility Wall - Area Photographs
- Notebook/binder - Work group 5S Action Item Log
- Area evaluation, etc.
Develop 5S Implementation Plan
(continued)
Steps
6. Coordinate and schedule services required from support organization(s). / Notes

Purpose: To build collaborative relationships within and across functional lines, and to help ensure a smooth implementation with no surprises.
Consider cross-shift schedules.
Acquaint yourself with procedures of support organizations.
Establish a contact person in each support organization to let them know IN ADVANCE:

What you are doing
When
How they might be affected
What you need from them

Find out what the support organization needs from you.

Examples of support organizations (include, but are not limited to): Surplus, Material, Tool Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc.
7. Make a list of internal arrangements to be made. /

Purpose: To identify all the arrangements needed to proceed with 5S implementation, and to help ensure that nothing slips through the cracks
Read the “Sorting” 5S Guides: “Tagging Technique” and “Auction”.
Your list of arrangements includes, but is not limited to:

Research, obtain, and review any documentation about facility standards, filing guidelines, etc.
Determine date for your work group’s initial Sorting Activity.
Schedule 5S Overview with your group.
Order materials for 5S Overview.
Practice 5S Overview delivery.
Schedule upper-level manager to conduct auction, if appropriate.
Designate a holding area for items to be auctioned.
Determine which organizations you might be sending surplus items to (for example, Tool Rooms, Material, Office Supply, Salvage, etc.).
Consult with Facilities/Maintenance/Housekeeping to help determine (and provide) types of containers needed to transport unnecessary items (for example, boxes, dollies, tub skids, etc.).
8. Draft a time line for 5S planning and implementation activities. /

Purpose: To schedule all planning and implementation activities, and notify all those involved (internally and externally) so everyone can be prepared.
Include estimated dates for completing all planning activities.
Include estimated dates for performing all other 5S activities.
Post in 5S communication.

9. Communicate your plan to upper management. /

Purpose: To get buy-in and support from your management.
Solicit feedback.
Gain agreement.

10. Check your work. /

You will know you have completed this task when:

A 5S documentation system has been created, storage location determined, and the team notified of its location.
The pace of 5S implementation plan for the work area has been determined.
You have determined who, how, and when photos will be taken, and have communicated this to your group.
A “straw man” 5S map has been drafted.
A visible method for communicating 5S activities has been established.
All services required from support organizations have been coordinated and scheduled.
All necessary internal arrangements have been made.
A time line for 5S planning and implementation activities has been created and posted.
You have communicated your plan to upper management.
Take Area Photographs
Purpose
When
Materials / To provide team with a photographic record of their work area serving as a baseline to measure improvements from.
Do this per group’s previously determined implementation plan
(see 5S Guide; “Develop 5S Implementation Plan” - Step #4) before you begin Sorting.

5S Implementation Plan
“Straw man” 5S map
Camera, camera permit and photographer from work group, or approved arrangements made with Photography.
This 5S Guide.

Steps
1. Visually survey the work area. / Notes

Work group/individuals have agreed, and are aware their area is being photographed.

2. Determine best photo angle for each section. /

Try to show as much of each section as possible - widest angle.

3. Mark agreed- upon photo angles on the 5S map. /

You will be taking your “after 5S” photos from the same angle.

4. Have photos taken. /

Open doors of cabinets, desks, etc.

5. Have photos developed.
6. Post in 5S communication area.
7. Check your work. /

You will know this task is complete when:

Photos have been taken for each section according to angles identified on the 5S map.
Photos are posted in 5S communication area.
Finalize a 5S Map
Purpose
When
Materials / To assist work group and 5S Leader in laying out boundaries and determining team responsibilities for 5S activities.
Do this immediately following the 5S Overview.

“Straw man” 5S Map
Flip chart stand/pad, if applicable
Pen or pencil
This 5S Guide

Steps
1. Assemble / Notes
2. Post “straw man” 5S map to view. /

For example: Flip chart, wall, or white board.

3. Agree on how the work area is divided. /

5S leader explains how the sections were determined.
The group provides input - discussing any suggestions.
Any changes are agreed upon by team.

4. Identify a place on 5S map to write in the names of members for each team. /

Leave enough room for all team members.
Office operations might consider limiting team activities to common work areas like conference rooms, coffee areas, etc.
Areas can be identified for individual activities, (cubes, desks, files, etc.).

5. Record team members’ names for each section on 5S map. /

Team members volunteer and/or are assigned to a section of the map.
Ensure at least 1 person assigned to each section works in that section.
It is helpful to have a fresh pair of eyes (someone not normally working in that area). Sometimes we can’t see the forest for the trees.

6. Post 5S map in communication area.
7. Check your work. /

You will know you have completed this task when:

Team members for each section have been identified and recorded.
At least 1 person that works in each section is on the team for that section.
Finalized 5S map has been posted in communication area.
Perform Area Evaluation
Purpose
When
Materials / To assist work group in assessing their work area’s current condition.
Do this after 5S Overview and immediately before Sorting.

Blank “Area Check sheet” - (1 per team)
Pen or pencil - 1 per team
Blank “Levels of Excellence” form (1 per work area)
5S Map
Flip chart stand or pad, if applicable
This 5S Guide

Steps
1. Review “Area Check sheet” for additions and/or deletions needed for team’s work area. / Notes
2. Assemble in work area.
3. Complete “Area Check sheet” /

Give 1 blank “Area Check sheet” to each team.
Each team selects a scribe to read check sheet and place check marks in appropriate boxes.
Team members go to area assigned (see 5S map).
“Area Check sheet” is completed per instructions on form.
Team returns to meeting area when done.

After each area has completed an “Area Check sheet” and reassembled in the meeting area, continue with Step #3, below.
4. Determine “Levels of Excellence” for work area. /

Post the blank “Levels of Excellence” form on flip chart stand.
Discuss Area Check sheets completed by each team to help determine the “Levels of Excellence” for work area.
Fill out “Levels of Excellence” form for the entire area.

5. File Area Check sheets in 5S document system.
6. Post “Levels of Excellence” in 5S communication area.
7. Check your work. /

You will know this task is complete when:

Area Check sheets are completed per instructions for each section.
Work area “Levels of Excellence” form is completed and posted in 5S communication area.

5S Area Check sheet

Instructions:

1. Scribe reads each statement out loud and records team member’s response in appropriate box. A consensus of the team members is needed for each response.

2. If team members respond “yes” place a check mark in the “yes” column for that statement.

3. Team members respond “no” place a check mark in the “no” column for that statement.

NOTE: The team can add or delete items from the checklist as appropriate for their area.

Sorting / Yes / No
Do employees know why these 5S activities are taking place?
Has criteria been established to distinguish necessary from unnecessary items?
Have all unnecessary items been removed from the area?
Examples: Excess materials, infrequently used tools, defective
materials, personal items, outdated information, etc.
Do employees understand the procedure for disposing of unnecessary items?
Do employees understand the benefits to be achieved from these activities?
Has a reliable method been developed to prevent unnecessary items from accumulating?
Is there a process for employees to pursue and implement further improvements?
Simplifying / Yes / No
Is there a visually marked specified place for everything?
Is everything in its specified place?
Is storage well organized and items easily retrievable?
Are items like tools, materials, and supplies conveniently located?
Do employees know where items belong?
Has a process been developed to determine what quantities of each item belongs in the area?
Is it easy to see (with visual sweep) if items are where they are supposed to be?
Are visual aids in use? (For example: signboards, color-coding or outlining).
Sweeping / Yes / No
Are work/break areas, offices and conference rooms clean and orderly?
Are floors/carpets swept and free of oil, grease and debris?
Are tools, machinery, and office equipment clean and in good repair?
Is trash removed on a timely basis?
Are manuals, labels, and tags in good condition?
Are demarcation lines clean and unbroken?
Are cleaning materials easily accessible?
Are cleaning guidelines and schedules visible?
Do employees understand expectations?
Standardizing / Yes / No
Are current processes documented?
Do employees have access to information they require?
Is there a method in place to remove outdated material?
Do employees understand the processes that pertain to them?
Does a process exist that enables employees the opportunity to improve existing processes?
Self-Discipline (Sustaining) / Yes / No
Are safety and housekeeping policies followed?
Is safety data posted in appropriate locations?
Are safety risk areas identified?
Are employees wearing appropriate safety apparel?
Are fire extinguishers and hoses in working order?
Is general cleanliness evident?
Are break areas cleaned after use?
Do employees know and observe standard procedures?
Do employees have the training and tools that are necessary to make this program work?
Is there a confident understanding of and adherence to the 5S's?

5S Levels of Excellence

Instructions:

1. Team discusses results of “5S Area Check sheet”(s) completed for all sections of the work area.

2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S categories. There is no one-to-one correspondence between the number of marks in the “yes” column on the check sheet(s) and the level of excellence. The check sheet(s) provides additional information on which to base the team’s subjective opinion.

3. As levels are determined, write the date in the appropriate column for that level (one level per category).

NOTE: The “Levels of Excellence” form pertains to the entire work area. Work area sections are probably

at different levels. When this happens, the entire work area defers to the lowest level. This applies to the area’s overall rating also.

Level / Sorting / Date
1 / Necessary and unnecessary items are mixed together in the work area.
2 / Necessary and unnecessary items separated (includes excess inventory).
3 / All unnecessary items have been removed from work area.
4 / Method has been established to maintain work area free of unnecessary items.
5 / Employees continually seeking improvement opportunities.
Level / Simplifying / Date
1 / Tools, supplies and materials randomly located.
2 / Designated location established for all items.
3 / Designated locations are marked to make organization more visible. (For example: color coding or outlining)
4 / Method has been established to recognize; with a visual sweep, if items are out of place or exceed quantity limits.