A brief introduction to 5-S:
The 5-S practice is a well-recognised methodology used by the Japanese to improve the work environment. A well-recognised methodology to improve work environment, the concept is fast catching up in many western countries. It has now evolved into a formal technique, which the Japanese believe is useful not just for improving the physical environment, but also for improving Total Quality Management (TQM) processes as well. Many everyday problems could be solved through adoption of this practice. It is also seen that many companies have included a few aspects of the 5-S in their routine processes without being aware of its existence as a formal technique. In fact, the 5-S can be applied to activities in all walks of life.
What does 5-S stand for?
The term 5-S represents five words in Japanese namely, Seiri, Seiton, Seiso, Seiketsu and Shitsuke. The English equivalents for these are Structurise, Systemise, Sanitise, Standardise and Self-Discipline. In other words, these 5-S terms mean Organisation, Neatness, Cleaning, Standardisation and Discipline.
Organisation (Seiri)
Organisation is about sorting items (like tools, parts and materials), which are essential for a job from those that are not. Efforts should be made to select only the vital few and place them at convenient locations. The essence of organisation is defined by:
Discard unwanted things
Organise the storage of parts, files and other items
Deal with the causes of defects, noise and leaks
Treat defects, leaks and breakages
Aim for the policy of one is best ---one-location file, one-stop service for customers etc.,
Neatness (Seiton)
Neatness determines the rate at which things can be located or placed. It eliminates the time wasted in locating and placing things in an organisation. In simple terms, it emphasises on:
Clearly designated names and places
Functional placement of parts, tools and materials
Quick (30-second) and easy retrieval of documents, parts and tools
Neat and easy-to-read notice boards (with special attention to removal of old and obsolete boards)
Filing standards and controls
Zoning and placement marks
Arrangement for first-in, first out
Cleaning (Seiso)
In any organisation, cleaning involves delegating individual areas of responsibility. Every individual should be thoroughly aware of his duties and responsibilities. In doing this, it is important that all assignments be absolutely clear and that there are no undefined, unallocated, or grey areas. This can be done by:
Assigning individual cleaning responsibilities
Adopting simple methods for cleaning and inspection
Regular cleaning activities
Cleaning even the less-noticed places
Standardisation (Seiketsu)
This emphasises strict and continual maintenance of organisation, cleanliness and neatness. It includes personal and environmental cleanliness. It also implies standardising the principles of 5-S practice. By maintaining standardised conditions using visual management, employees are motivated to act fast in any circumstance. This necessitates:
Certification of inspections using labels, tags, etc.,
Danger warning marks and signs
Colour coding of files, pipes and containers
Responsibility labels
Preventing noise and vibrations
Directional markings on pipes and gangways
Discipline (Shitsuke)
Discipline involves instilling the ability of doing things as per the defined rules and regulations. This helps in building good habits like framing and following rules. Discipline, an integral part of industrial safety emphasises on:
Following safety rules
Wearing safety helmets, gloves, shoes while at work
Executing individual responsibilities
Good communication practices
Practicing dealing with emergencies
Checking and following 5-S practices always
Many successful organisations found that by developing a high quality work environment and instilling discipline in the form of procedures and work instructions, the employees devoted more energy and time to achieve results. The 5-S practice has now become a highly appreciated technique in business, which not only helps to impress the customers but also to establish effective quality processes for good services and products.