“5S” Plan in Office
1. “5S”- An Introduction
The 5S methodology (Sort, Store, Shine, Standardize, Sustain) was originated in Japan and was first implemented by The Toyota Motor Corporation. The methodology was developed to make just-in-time (JIT) manufacturing possible. The founder of 5S is a Japanese inventor Sakichi Toyoda. Implementation of 5s helps us to know the amount of a product that is needed when it is needed. Having an organized workplace for the smooth running of a business is very important.
5S is an important tools that can be applied in an organization. It results in a workplace that is clean, uncluttered, safe, and well organized to help reduce waste and optimize productivity. The 5s methodology is easy and understandable, and can be implemented in all types of companies- from manufacturing plants to offices, small businesses to large multinational organizations, and in both private and public sectors.
2. “5S”- Implementation plan
2.1. Step 1: How Well is Your Business Doing?
The below diagram helps us to illustrate how 5S can benefit any organization.
The below mentioned points can help in the self testing in any organization. If answer is yes to any of the following questions, it might be useful to implement 5S to benefit form its usefulness and effectiveness. So here are the checklist question:
a. Do people in workplace struggle to locate documents or files, whether in physical or digital format?
b. Are there loose, sagging electrical cables in the workplace?
c. Are there files, drawers, and cabinets that are unlabelled, or do they contain unmarked content that is hard to identify?
d. Does everybody know how to keep the workplace organized and are fully aware of their roles and responsibilities?
2.2. Step 2: The 5S Methodology: Broken Down
2.1. Sort (Siri)-
The first step is to sort this means that all the unwanted things should be removed from the workstation. Eliminate all duplicates, unnecessary equipment, infrequently used items, and trash. This saves time, space, and labor costs.
2.2. Store (Seiton)-
Now all the equipment that is needed assign a proper place for all equipment, work in progress, and raw materials, keeping ease of reach, identification, and proximity to work surface in mind as you do.
2.3. Shine (Seiso)-
Clean everything every day. Doing this keeps things ready to be used when needed. A clean workspace is a productive workspace, and Seiso means “to clean or shine.” Floor, walls, and equipment must be cleaned daily one must ensure that all items are restored to their designated place. One must make sure that his workplace is clean. This should be a part of your daily tasks and should not be postponed until it becomes a habit.
2.4. Standardize (Seiketsu)-
One must ensure the conditions of the work area do not return to the original, Make the above three 5’s part of your daily procedures each day. Implement them in your organization with the help of signs, banners, shadow boards, tool holders, etc. Make sure that all employees understand their roles and responsibilities and are empowered to perform all the tasks.
2.5. Sustain (Shitsuke)-
Make a habit of properly maintaining correct procedures to avoid backsliding. Implementing these steps is a continuous process. It is important to ensure that they are done each day to prevent going back into old habits. The previous 4 steps must be Continued over time.
2.3. Step 3: The Action Plan
5s implementation can be done by giving training to employees to understand the system.
Firstly, to start with the top three 5s Requirements.
1) Take a picture of the Current Status of workplace.
2) Now sort the things that are needed and that are not needed.
3) Things should be organized in a proper way so that there is a designated place for everything.
4) Prepare list of items that downt have any use in current scenario and need to be sorted. This could be any items that is of no longer use, and need to be sorted basis donating them, recycling, or throwing them away.
5) Take second picture after the entire day’s work, for review.
6) After two weeks employees should take the third picture and compare it with the previous ones. Organizations must set up audits to check how the 5S principles are being met as well as to ensure the plan is moving forward.
7) After two months, again check how workplace looks and schedule another peer review.
By following above means, any orhganisation can make sure that 5S is implemented successfully and everyone is following the procedure and contributing. This shall lead to a sence of responsibility to keep the place clean.
3. Reference
1) https://www.simplilearn.com/implementing-5s-methodology-to-achieve-workplace-efficiency-article
2) https://www.creativesafetysupply.com/content/education-research/5S/index.html#:~:text=The%205S%20system%20of%20visual%20management%20has%20improved%20organization%20and,good%20condition%20a%20visual%20process.
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