5S Guide

Learn how a simple organizational strategy can transform

your business
 Introduction

If your company is like most organizations, you’re searching for a competitive edge.
Something that will reduce costs, increase sales, and make you more agile in a
changing business environment.

You’ve found it.

Simply put, 5S is a systematic approach to workplace organization.

But it’s also much more than that. 5S is about efficiency, competitiveness, and
survival. It is a deceptively simple system that creates an organized and productive
workplace.

It’s not just about cleaning up and eliminating toolboxes. 5S creates a workplace
environment that can adapt and succeed.

Chaos and unproductivity are your enemies; organization and efficiency are your allies.

If implemented correctly and followed diligently, 5S will lead to:

• Lower costs
• Better quality
• Improved safety
• Increased productivity
• Higher employee satisfaction

From the offices of upper management to the workstations in the factory, the power of
this system will quickly reveal itself in your bottom line.

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 The Five Pillars

Originally developed by Hiroyuki Hirano for manufacturing companies in Japan,

the principles of 5S translate well to the laboratory, the repair facility, and even the
corporate office. Almost any work environment will benefit from the structure and
efficiency this model provides.

5S is sometimes called the five pillars because just like the physical pillars that hold
up a structure, 5S has five elements that support the effectiveness of the system.

And just like the pillars of a building, if one was to weaken or fail, the entire structure
would fall.

The five steps/pillars of 5S are:

1 Sort 4 Standardize

2 Set in Order 5 Sustain

3 Shine

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 Sort
Sort is the process of removing all Original Japanese word:
the items not needed for current
Seiri
production from the workspace.

5S begins with the Sort step. Sort is the cornerstone of 5S and will help get rid
of problems such as:

• Tools and materials impeding workflow

• Wasted time looking for parts, tools, and products
• Stockpiling unnecessary and expensive inventory
• Safety hazards resulting from clutter

The goal of Sort is to eliminate all the unneeded tools and materials and create
a space free of clutter. This allows for a workflow free from distraction.

A good rule of thumb is: “If you do not use it on a daily basis, throw it out.”
Leave only the things you absolutely need to get your job done. This includes
tools, materials, and machinery.

When executing the Sort step, you must be vigilant and ruthless. Doing this
first step correctly will lay the groundwork for 5S and ensure a successful
implementation of the 5S model.

Identifying unneeded parts and tools is not always an easy task. Employees and
managers get so used to the chaos that they don’t even see it anymore.

5S has an effective tool that will help you with your sort process: red tags.

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 Red Tags

Red tags help you identify objects that need to be

removed from the workplace.

When you see something you think may need to be

removed, you put a red tag on it. This lets everyone
know this item needs to be evaluated.

On the red tag, indicate what action should be taken:

1. Leave the item where it is

2. Relocate the item
3. Dispose of the item
4. Recycle the item
5. Place in “Red Tag Holding Area”

The Red Tag Holding Area is a location where items

are placed until you determine their value.

For example, say you have a tool you haven’t seen

anyone use in a long time, but you aren’t sure you
should get rid of it. Place it in the red tag holding area
with a date on it, perhaps for a month from now. If
that date passes and no one has used the tool, you
can safely assume it’s not needed and remove it from
the workplace.

On the other hand, if you determine an item is still

needed, remove the red tag and find an appropriate
location to store it.

Shop Red Tags:

 www.creativesafetysupply.com/5s-Red-Tags/

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 Set in Order
Set in Order is the process of putting
everything in a place that is easy to Original Japanese word:
get to. All items should be clearly Seiton
marked so anyone can easily find its
proper home.

Begin the Set in Order phase of 5S only when the Sort phase is complete. This phase
will be useless if there is unnecessary clutter in the workspace.

The goal of Set in Order is to create a standardized and consistent way to store and
retrieve tools and materials. The key here is standardization. The user must develop this
system based on how often the tools and materials are accessed and the process that
uses them.

Some guidelines to consider:

 If items are used together, store them together.

 Put frequently used items closest to the user.

 If possible, devise a let-go system in which tools are attached to a

retractable cord and automatically go back to the stored position.

 Place items so the user doesn't need to bend or twist much to

access them.

 Arrange tools and materials in order of use.

The Set in Order step utilizes several strategies to accomplish its goals.

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 Labels and Signs

A key component of any organizational program,

labeling is the easiest way to quickly and visually
identify proper placement of tools, materials, and
equipment.

For example, drawers of tool chests can be labeled

with their contents so employees can easily find what
they need. The floor can even be labeled indicating
where trash cans, machinery, and other equipment
should be placed so these things always find their
way back to where they belong.

This type of labeling makes it easy for even people

unfamiliar with your system to locate items and return
them to the right places. It also helps with sustaining
organizational processes because once everything
is properly labeled, it’s easier for employees to keep
5S in focus on a daily basis. If they ever forget the
location of something, the answer is right in front of
them.

In addition, larger signs, banners, and posters can be

used to convey messages of organization or safety,
including reminders of the 5S process. Large signs
can be posted above storage areas, for example, to
facilitate clean-up at the end of shifts.

Together, these tools create a great backbone for any

visual organization program.

Shop Labels, Signs, and Label Printers:

 www.creativesafetysupply.com

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 Labels for everything.™
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 Line Marking

Painted or taped lines are often associated with safety

(pedestrian paths, forklift and equipment paths, etc.),
but they are also very useful for marking work areas,
as well as locations for pallets, raw materials, finished
goods, shipping, and other static locations.

By marking the boundaries of these areas, you’ll make

it easier for employees and visitors to make sense of
space.

Industrial floor tapes are preferred to painted lines

as they are more resistant to foot and forklift traffic
and don’t require long dry times. They are also easy
to clean and require little upkeep. These tapes come
in many colors and sizes so you can create a marking
system that makes sense for your facility.

Often, companies also use thinner vinyl tapes (0.25”

to 2” width) of different colors to mark workbenches
and work cells. These tapes can create visual cues or
indicate the locations of tools/equipment that shouldn’t
move. This helps keep work areas clear of clutter and
keeps these static items in their optimal positions.

These techniques can be used for work cells of any

kind. They will improve workflow and result in improved
productivity. Additionally, misplaced items and
equipment are easy to spot.

Shop Floor Marking:

 www.creativesafetysupply.com/floor-marking-tapes

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 Floor Marking Color Guidelines

Yellow Aisleways & Traffic Lanes; Paths of Egress; Work Cells

Production; Racks, Machines, Carts, Benches,

White & Other Equipment

Red Defect/Scrap Area; Red Tag Area

Orange Material or Product Inspection; Energized Equipment

Green Materials & Manufacturing: Finished Goods

Blue Materials & Manufacturing: Raw Materials

Black Materials & Manufacturing: Works in Progress

Areas which present physical or health risks

Black & Yellow to employees

Red & White Areas to be kept clear for safety reasons

Black & White Areas to be kept clear for operational purposes

These color code recommendations are widely accepted and comply with any
interpretation of OSHA or American National Standards Institute (ANSI) codes.

This scheme isn’t set by any specific law, so it can be modified to fit the needs of
specific facilities. It is a useful starting point for most applications.

If modified, post a color guide in a conspicuous location.

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 Tool Foam

For tool drawers, you can use customizable foam to

create a tool organization system to prevent tools
from going missing. This foam can also help protect
your toolbox and tools from damage.

This customizable foam is usually available as part

of a kit, which means you will receive two pieces of
foam in contrasting colors. The brighter color foam
is placed in the bottom of the drawer. You trace
the outlines of your tools on the second piece of
foam and cut them out using a foam-cutting knife.
Then when you place that layer of foam into your
drawer, the brighter color beneath will show through,
highlighting any missing tools.

Shop Foam Products:

 www.creativesafetysupply.com/foam-organizers

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 Shadow Board / Tool Outlining

Tool outlining means creating a visual outline

of your tool so you can quickly return it to its
proper home.

For pegboards and other hanging tool systems,

this is done by placing painted or vinyl cutouts of
your tools behind those tools. Vinyl tool outlines
work well since they are easy to apply and
require no maintenance. This method is called
shadow boarding.

These methods of organizing tools are simple

but effective. They make organization more
visual, which makes it easier for people to
follow your organizational protocols without too
much thought.

Shop Tool Outline Vinyl:

 www.creativesafetysupply.com/tool-organization

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 Shine
Shine means removing all the dirt Original Japanese word:
and grime and keeping the workplace
Seiso
clean on daily basis. You want to get it
clean and keep it clean.

You eliminated clutter with Sort and you organized with Set in Order. Now it’s time to
sanitize with Shine.

When you implement this step, two things will happen. First, your employees will
like coming to work in a clean environment. Second, because you are keeping the
equipment and your surroundings in great shape, you will have fewer injuries and
fewer equipment breakdowns. That means greater productivity and fewer costs.

In the 5S system, cleaning is everyone’s responsibility. Although you may still use
a janitorial staff to tackle large jobs, the detailed cleaning will be done by your
employees. You must train your staff to view dirt and chaos as an intolerable situation.

This must be a culture that is followed from the CEO down to the apprentice.

Standardize your cleaning program for best results. Train your employees to do it
correctly. Make sure they know what they are responsible for and give them the tools
to do the job. Utilize checklists and diagrams for consistency.

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 Inspection and Maintenance

Cleaning is not the only facet of Shine. The daily Shine ritual should also include
inspection and routine maintenance.

As your employees are doing their daily cleaning routine, they should be inspecting
tools and machinery for damage as well. Include this in the daily checklist to make
sure it gets done.

Periodic routine maintenance should also be done at this time. Some examples are
checking the oil level in machinery, tightening up belts, hoses, nuts, and bolts, or
checking if tools need sharpening.

The goal for Shine is to keep everything in great working order

so it lasts as long as possible and doesn’t break down.

Clean and properly maintained tools and machines also increase safety in the
workplace. Fewer injuries and less downtime equate to higher morale and higher
productivity.

What if an employee sees a pool of oil that wasn’t there before or notices a safety
hazard?

If it’s a quick fix, put a maintenance tag on it and notify your supervisor. If something
needs further evaluation, there should be a maintenance log you can fill out that will
ensure further action.

And don’t forget your computers and other office equipment! They need to be
defragmented (PCs) and air-dusted periodically to keep them in good condition.

Everything is coming together. The groundwork has been set for a successful 5S
implementation. Now we move on to the pillar that will be the glue that keeps it all
together: Standardize.

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 Standardize
Standardize creates a system of tasks Original Japanese word:
and procedures that will ensure the
Seiketsu
principles of 5S are performed on a
daily basis.

We all have our own way of doing things. This kind of individuality is great in our
personal lives because it makes life more interesting.

But non-conformity can be unproductive in the workplace. If your employees start

doing things their own way, then things will start to get missed and conditions will
slowly begin to deteriorate.

The Standardize pillar utilizes a set of schedules and checklists that can be easily
followed so each step of 5S is performed exactly the same way every day.

This way, each employee knows what he needs to do, when he needs to do it, and
exactly how to do it.

There is no room for uncertainty.

Standardize uses three steps to make sure that the 5S pillars are getting done
consistently and correctly:

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 1) Make sure each employee knows their responsibilities.

If employees don’t know exactly what is expected of them, then how can they do it?

They should have a clear understanding of their daily and weekly Sort, Set to Order, and
Shine tasks. Their responsibilities should be clearly written out on a checklist or a chart
so they can be easily accessed throughout the day.

2) Make it a part of their daily routine.

If you train your employees correctly, they will execute the steps of 5S without even
thinking about it.

"That wrench is out of place. Its home is here." -or- "I know the next tool I need is the
screwdriver because my tools are stored in the order that I use them."

No extra thought is needed; employees flow through their daily routine because they
can see that it makes sense.

3) Periodic evaluation.

Once the steps are in place, you can evaluate performance at regular intervals.

You can either form a committee made up of employees from different departments
or assign evaluation to department supervisors. Either way, you will need a system to
ensure tasks are consistently getting done.

Standardize is essential to the success of your 5S implementation. If your staff has

procedures to follow to complete the steps, you will ensure long-term success and
reap all of the rewards of 5S.

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Whiteboards for 5S and other Lean Methods

Whiteboards are the perfect choice for projects that involve standardizing new or
existing processes. With a whiteboard, all the necessary information employees need
can be contained in one place. This eliminates the risk of conflicting information,
therefore keeping everyone on track for success.

These tools are excellent for:

• Scheduling

• Maintenance work

• Basic organization

• Kanban

• Lean manufacturing

• 5S

The above are only a handful of examples where whiteboards can be used. Not only
are these visual tools flexible in terms of what they can be used for, but whiteboards
can be easily changed or repurposed for another type of organizational effort.
 Sustain
Sustain gives your staff the Original Japanese word:
commitment and motivation to follow
Shitsuke
each step, day in and day out.

Once you start the 5S method at your business, you will see improvements very
quickly. But the key to long-term success is simple: diligence.

Have you ever gone on a diet to lose a few pounds? In the beginning, you really keep at
it. You stay away from those French fries, eat more fruits and veggies, and may even
go for a jog a couple days a week. You lose six pounds in two weeks.

But inevitably, you start to slip. You’re out with friends and you indulge in dessert. Or
you hit your favorite fried chicken joint. It’s only this one time, you say. Before you
know it, you’re back to your old bad habits and have gained all of your weight back.

That’s just human nature. If there is nothing to keep you motivated, you will start to cut
corners and slip. The fifth pillar, Sustain, is designed to keep your staff motivated and
on track.

Take concrete steps to make sure 5S doesn't fall by the wayside. The five suggestions
on the next page can help Sustain 5S and keep your program functioning well. Assign
the time to do it.

Give your staff the time to do the steps correctly. For example, designate the fifteen
minutes before lunch and shift end as Shine time. During this time, their main focus is
cleaning and organizing according to their checklists.

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 Start from the top.

Your whole organization must be on board if 5S is going to work in the long run. If
your employees see that management is not following the steps, do you think they will
continue to do it?

Create a reward system.

Have friendly competitions between departments each month and reward the winner.
Buy them lunch, let them go early one day, or give them priority parking. It doesn’t have
to break the bank; you just want to show them your appreciation for a job well done.

Get everyone involved.

Form a committee made up of employees and supervisors of different departments.

Their job will be to oversee the implementation of 5S for a fixed period, maybe six
months. Then you can rotate in new members.

Let them see it.

Posters, banners, and newsletters can be

a constant reminder of the importance of 5S.

Shop 5S posters:
 www.creativesafetysupply.com/5S-Posters/

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 Safety
Safety is an ongoing process supported by nearly all pillars of the
5S system. It is often considered a “6th S”. Companies that include
this step refer to the system as 6S.

Traditionally there are only 5 pillars or steps in the 5S system, but many companies
and organizations opt to add a sixth pillar: Safety. This system is then usually referred
to as “6S”.

Safety plays a critical role in any company and goes hand in hand with proper
organization, so it makes sense to highlight it at the same time as 5S. In fact,
implementing the 5S model is a huge first step to creating a safe environment for you
and your staff.

What are some other things you can do?

• Make sure your employees have the correct equipment for their jobs. Hardhats,
coveralls, gloves, and steel toe shoes are some typical items required in a
warehouse or manufacturing complex.

• Train your staff to use the equipment correctly. Heavy equipment, electronics,
forklifts, and power tools are all dangerous to those who use them incorrectly.

• Easy-to-understand labels, signs, and other markings contribute to creating a safe,

visual workplace.

• Train your staff on exactly what to do in an emergency. From small incidents like
cuts and bruises to larger ones like injuries and fire, each employee should know
what they need to do or who they need to notify.

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 Summary

5S is a system, a philosophy, and a culture.

The true power of 5S reveals itself when your whole organization embraces its ideals
and your employees see that your business is transforming itself.

The 5S model for workplace efficiency and organization is both powerful and simple.
It has the potential to transform your company into a safe and productive warehouse,
manufacturing facility, or office.

One of 5S’s most powerful attributes is that it’s a visual model. Each tool has an
outlined home and each pathway is marked with lines. Vision is our dominant
sense, and because 5S uses colors, lines, and labels to organize, following the steps
becomes second nature very easily.

Remove the clutter with Sort, organize with Set to Order, clean with Shine, set your
routine with Standardize, and motivate with Sustain.

It’s that easy.

Questions about 5S or Lean?

Call us at 1-866-777-1360

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 Additional Resources

Creative Safety Supply carries a wide selection tools that will help create a successful

and sustainable 5S program. Visual communication is our specialty, and it also happens

to be a large part of any 5S program for improving safety and efficiency within the

workplace. For example, red tags are a staple for sorting items in an area. Floor marking

materials, labels, foam tool organizers, and tool outline vinyl are all useful when thinking

about the Set in Order step of 5S.

All of these items have the capability to give you a much tidier and more organized

workspace, which is a core value in the 5S method. To make things even easier in getting

started with your 5S program, you may want to think about obtaining your own industrial

label printer. You will save on costs by choosing to print your own signs and labels rather

than suffering long lead times and cost of labor for another company to print out the

labels you need. Check out this 5S Revealed training DVD to get your employees on board

with this fantastic Lean method. We are here to help you with your 5S journey!

5S sample labels just a click away.

Ready to start a 5S program where you work? Click the link

below to get LabelTac® label samples. We'll send a selection of
durable 5S related labels that can improve communication and
organization within your facility.

What’s included:
- A selection of LabelTac® printed 5S labels
- SafetyTac® shape samples for floor marking
- A comprehensive installation guide

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CREATE A
SAFER,
SMARTER
FACILITY.

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