5S HOUSEKEEPING GUIDELINES

5S SUMMARY

5S is a systematic approach to good housekeeping.  It is gaining a strong supporting most industries in Japan today, and there is an increasing number of companies which are implementing 5S with greater involvement of people within the organization.

Why is it becoming popular among companies in Japan? Simply because:

• Workplaces become clean and better organized.

• Shopfloor and office operation becomes easier and safer.

• Results are visible to everyone – Insider and outsider.

• Visible results enhance the generation of more and new ideas.

• People are automatically disciplined.

• People become proud of clean and organized workplace.

• Resultant good company Image generates more business, etc.

Some significant benefits observed at companies practicing 5S in Singapore include:

1. Happier people involvement

2. Greater people involvement.

3. Low employee turnover.

4. Increased number of suggestions.

5. Better use of floor space.

6. Less work-in-progress and inventories

7. Better flow of work

8. Low machine breakdown rates

9. Low accident rates

10. High yield of materials

11. High product quality


The assumption of why 5S is becoming so popular in Japan in recent years and now in other countries today is that it emphasizes a people-oriented and also practice-oriented approach.  5S expects everyone – indeed, everyone to participate in it.  It is based on the belief that every individual can contribute to improving his workplace where he spends one-third of his life.

The study and experience in Japan and Asian countries confirm that the 5S approach makes it happen.  Many companies in Asian countries – some openly and some quietly- are implementing the 5S concepts and practices in some way or the other.

WHAT IS 5S?

The concept of good housekeeping has been with the Japanese for a very long time.  At home and in school, children are disciplined to adhere to good housekeeping practices.  However, it was only in the early 1980’s that good housekeeping became a pertinent issue in Japanese industries as companies realized its powerful contribution to productivity and quality improvement.

The basic for good housekeeping in Japanese companies is a concept popularly known as 5S.  This stands for the five good housekeeping concepts in Japanese.


5S Original Japanese Meaning in English

IS SEIRI Sort of unnecessary items in the work-place and discard them

2S SEITON Arrange necessary items in good order so that they can be easily picked for use.  A place for everything & Everything in its place

3S SEISO Clean your work place completely so that there is no dust on floor, machine, and equipment.

4S SEIKETSU Maintain a high standard of housekeeping and work place organization at all times.

5S SHITSUKE Train people to follow good house keeping disciplines autonomously


GOOD HOUSEKEEPING PRACTICES THROUGH 5S

The 1st step to Continuous Productivity Improvement:

One of the easiest ways to determine a company’s attitude towards improvement is simply to walk around its premises and observe the housekeeping practices.  The reason is that good housekeeping is the first and essential step to continuous productivity and quality improvement.

If we are observant enough, housekeeping practices often tell us more about a company than any financial statement.  For example, one can judge the level of productivity.  Improvement activities from machines handled, work tables organized, inspection points indicated, factory floors swept, machines cleaned, personal items stored and so on.

In short, housekeeping practices reflect management’s general attitude towards work for eg: a manager who pays no attention to trash scattered around the factory would influence workers in a manner very different from one who makes sure that trash is picked up whenever it is found.  This seemingly trivia difference would eventually show up the as wide difference would eventually show up as wide differences in employee morale, amount of defective products, a number of machine breakdown, routing of materials flow and inventory level.

Once we recognize this link, we can then appreciate the needs for good housekeeping.  A company with good housekeeping practices will have a god foundation for higher productivity, higher quality, reduced cost, greater safety, higher quality, reduced cost, greater safety, higher employee morale, etc.  In contrast, poor housekeeping practices can lead to disastrous outcomes like industrial accidents, high labor turnover, high defect level and the eventual loss of clients.

5S IN RELATION TO OTHER PRODUCTIVITY APPROACHES:

A well planned 5S approach brings about many tangible benefits by itself.  It also provides a solid foundation and environment for introducing more advanced management technologies.  Such as QC circles, Basic industrial Engineering Just in Time productive maintenance and so on.  It's relationship with other approaches.

Currently, the major of Japanese companies are already practicing 5S, although they may call it by some other term.  The importance of 5S is so great in Japan that certain consultants refuse to render their service to companies that do not practice it.  Those who have visited companies practicing 5S have been convinced of the benefits and shown an interest in adopting the practices as well.  As 5S requires mainly the physical effort and discipline of employees and not any understanding of complex theories.  IT is one area that a company can embark on with full confidence of achieving success once a commitment has been made.  IT is a task that is everyone’ s responsibility.

Good Housekeeping for Practical Reasons:

5S practise in a company is done not merely for aesthetic reasons.  Underlying 5S practice at the office or Shopfloor is a practice or economic reason.  Achieving clean floor and organised racks is not an end in itself.  The Ultimate goal of housekeeping through 5S is to reduce the cost of the product by increasing productivity and contributing to total quality.

Take a few e.g.: In organizing dies, the chief aim is not to pile them up to achieve a need look.  Put the most frequently used dies closes to the machine and what we have achieved is an arrangement, which minimises handling and hence reduces time wastage.

Floor and machines are not cleaned simply for the sake of appearance either.  Clean surfaces expose problems such as oil leaks and cracks so that corrective actions can be taken as early as possible. Such early detection of problems helps to prevent catastrophes.  In addition, clean and oil-free floors are seldom tripped or slipped upon while clean machines do not break down as often as dirty ones.

The removal of clutter along passageways is also done for practical reasons.  It prevents obstruction to the smooth transportation of materials and work-in-progress.

In any factory, certain parts, tools, and machines are often used in our daily operations while others are not used at all.  Often, it is difficult to dispose of good that is unnecessary for production activities because there is the tendency to think that they may become useful in the future.  As a result, unused dies and parts may be stored in the factory even though they are obsolete or are for discontinued production items.  These goods should be viewed as waste materials that interfere with streamlined daily production activities.  They not only take us space but also cause unnecessary record keeping and transportation costs.

The storage of unnecessary goods hampers production activities by increasing transportation distances and by making it difficult to distinguish important items from unimportant ones.  Just as we take a bath shower to wash off dirt and sweat, our factory also needs a thorough cleaning periodically in order to get rid of accumulated wastes.

5S and Discipline in Manufacturing

5S is relevant for all industries, be it sales, service or manufacturing.  It is, however especially crucial for organizations in the manufacturing sector.  It is believed that good housekeeping and workplace organization are directly linked to achieving discipline in manufacturing.  If production control maintenance, quality assurance or layout is not properly done, for eg: the problems can usually be traced back to bad housekeeping and workplace organization.  In contrast good housekeeping and work place organisation will result in better compliance to schedules, fewer machine breakdowns, lower defect rates and prompt exposure of problem areas.

It is only when 5S practices are diligently implemented that a first-class manufacturing operation can be achieved.  Companies will find that it pays to make 5S part of their work culture, such that employees are willing to practice good housekeeping not only in their own work areas but in others as well.  With this foundation, they can proceed to take other measures in their pursuit of excellence.

TANGIBLE RESULTS EXPECTED FROM 5S PRACTICES

FROM PEOPLE

• Employees will be disciplined to be more aware of untidy workplaces and motivated to improve the level of cleanliness.

• Greater team spirit and cooperation can be built up through the involvement of all within an organization.

• Employees will be disciplined to follow safer and better ways to work, resulting in lesser risks to accidents.

• Employees would be more conscious of improvement, which leads to greater efficiency and effectiveness.

FROM MACHINES AND TOOLS

• Machine troubles can be detected at an earlier stage to prevent a major breakdown when machines are cleaned daily by people operating them.

• Daily cleaning of measuring instruments will ensure accuracy and reliability.

• Life of machines and tools can be extended significantly when they are handled with care and placed in the designated locations.

FROM MATERIALS AND WORK-IN-PROGRESS

• The flow of materials and work-in-progress will become smoother.

• Floor space will become organized and possible areas for improvement can be easily identified by quick observation.

• Inventory of materials and work-in-progress will become clearly visible and easily handled.

• Materials yield ratios can be improved.

• Reduced material handling will result.

FROM PRODUCTS AND CUSTOMERS

• The clean workplace will ensure that final products will be free from dust.

• Sales people will be eager to show customers the plant as a marketing tool


8 CRUCIAL POINTS FOR SUCCESSFUL IMPLEMENTATION OF 5S

POINT 1: PARTICIPATION BY ALL PEOPLE IN THE ORGANISATION

One day should be set aside for the launching of the programme.

6 objectives of whys of 5S programme should be understood by all people in the organization.

• A clean workplace is high in PRODUCTIVITY

• A clean workplace has high QUALITY

• A clean workplace keeps COST down

• A clean workplace ensures DELIVERY on time

• A clean workplace is SAFE for people to work

• A clean workplace is high in MORALE

The programme would be more effective when it is included in the small group activities like QC Circles.

POINT 2: THE PROGRAMME REQUIRES TOP MANAGEMENT’S COMMITMENT

• The programmes should be practiced during working hours as an authorized programme, but should not be treated as a casual or extra activity during overtime or off duty hours.

• Everyone should be officially informed of the significance of the programme.

• The CEO should personally make an official announcement of the launching of the programme at an information-sharing meeting attended by all people of the organization.

POINT 3: THE CEO SHOULD TAKE LEADERSHIP OF THE PROGRAMME

• The CEO himself should be keen and committed and have a vested interest in the programme.

• The CEO should not delegate the leadership to other people.

• The CEO should excise his leadership in the 5S Steering Committee.

POINT 4: THE PROGRAMME SHOULD BE SUPPORTED BY ALL

• Such doubts as “ why are the disposal notice posted for Seiri? Why is 5S important for shop floor improvement? should be eliminated.

• Each committee member should keep everyone informed of the current progress of 5S implementation on a departmental level.

• Each committee member should encourage and guide his people for involvement in 5S implementation activities.

POINT 5: PROGRAMME SHOULD BE SELF-SUSTAINING

• Banners, slogans posters, and newsletters should be fully utilized to draw the attention of everyone to this programme.

• As easy handbook or a pamphlet illustrating why 5S what is 5S and How to implement 5S should be printed and distributed to everyone.

• Periodic 5S implementation reviews should be conducted by CEO or an external expert for comments and upgrading the status Quo.

• Basic in-house training and introduction to model companies that have a successfully implemented 5S practice would not only provide the necessary skills but also give an insight into how other companies implement 5S.

• After the company has attained a certain level of implementation, participation in Inter company 5S competition should provide greater motivation for further improvement.

POINT 6: THE CEO SHOULD MAKE A PERIODIC FACTORY TOUR IN PERSON

• The CEO should tour factory from time to time and point out strengths and weaknesses of 5s implementation in each workplace.

• The CEO should advise 5S Steering Committee to take corrective actions in the areas identified.

• The CEO should check the progress of the implementation.

• The CEO should give recognition to improved or better practices.

POINT 7: THE PROGRAMME SHOULD GENERATE SUFFICIENT IMPACT AT THE INITIAL STAGE:

• Slow implementation of the decision by the %S Steering Committee should be avoided.

• “Disposal notice” approach for Seiri, which is the first step to 5S, should especially be implemented company-wide for a specified time before proceeding to Seiton which is the second step for 5S.

POINT 8: - IMPLEMENTATION OF 5S SHOULD GO HAND-IN-HAND WITH OTHER KAIZEN PROGRAMMES

• 5S, especially at Seiton, required certain Kaizen principles and skills, which can be acquired via external or well-organized in-house training programmes.

• Seiton requires logical problem-solving approaches. In this sense, it can well be a good theme for QC circle activities.

• Seiton also requires creative ideas from everyone. Therefore it can be tied in with an Employee Suggestion Scheme.

• Successful implementation of 5S will by itself, bring about various tangible results.

• It also is a necessary step for a company to go through before implementing advanced
management technologies such as QTC, JIT, and TPM because 5S will build up a solid foundation for an organized by well-disciplined people through Shitsuke.