5S TECHNIQUE

Operational Excellence Toolkit

5S - One page lesson

Description: Workplace Organisation (5S) is a management philosophy for creating and maintaining a highly effective, high-performance

workplace. It is often used as an enabling mechanism for continuous improvement.

Benefit: Streamlined workplace, increased efficiency, improved skills transfer and minimised waste. Serves as a simple technique to quickly

identify opportunities in any area independent of formal projects or improvement efforts. The 5s technique can be applied to both physical

work areas and electronic work spaces (email, folders, shared drives etc.)

• Clear out cupboards, desks and

shared spaces

• Archive rarely used items

• “Red Tag” unwanted items

• Recycle where possible

• Retain only what is needed

1 Sort

• Put frequently used items close

at hand

• Ensure storage is appropriately

sized

• Replace broken items

• Arrange desks

• Label and organise cupboards

2 Straighten

• Thoroughly clean the workplace

including shared spaces

• Dispose of unwanted “Red Tag”

items

3 Shine

• Create record of the new

workplace standard

• Use visual indicators

• Improve signage

• Colour coding to delineate work

4 Standardise4 Standardise

• Define roles and responsibilities

• Create a schedule to test

workplace against the 5S

standard

• Encourage further improvement

5 Sustain

5S - “How to”

To ensure that teams have the

equipment and resources close

to hand that enable them to work

as effectively as possible

Purpose

• As part of the deployment of

Operational Management

• To ensure that teams

minimise the amount of time

wasted searching for

equipment, documents or

information

• When space is at a premium

and there is a need to

maximise utilisation and

minimise waste of resources

When To Use

Output

• A safer, more professional,

better organised work

environment.

• A more pleasant environment

for employees

• More effective and flexible

utilisation of space

Steps

1. Make an initial assessment of the workplace and identify

opportunities

2. Talk to managers and staff to gauge their appetite for

change, needs and concerns

3. Brief the team on the 5S principles and approach

4. Take team members and managers to see other

environments that have adopted 5S principles (e.g. Library)

5. Organise an initial day to sort the work environment – make

the day as fun and interactive as possible and encourage

everyone to join in (especially senior managers)

6. Think about both the physical workplace and electronic

storage

7. Create a “red tag” area to store items that are not required

8. Engage with facilities to ensure that there are adequate bins

and recycling facilities - try to recycle and reuse as much as

possible

9. Work with the team to define new standards for the

workplace

10. Create visual reminders to help the team remember what

has been agreed

11. Encourage everyone to address issues when they see them

and not wait to be told

12. Document the standard and create a checklist

13. Conduct periodic reviews to highlight opportunities for

improvement

14. Ask the team to think about other applications (e.g. email

inboxes) and improvements

15. Encourage senior managers to role model the new

behaviours and standards

5S - examples

Shared areas tidied ….

Cluttered desks organised …. Storage freed up ….

Corridors cleared ….

5S example : Desk Visual Standard

All pending work

in desk trays

Clear desk at end

of working day

Up to 2 personal

photo’s

Nothing above the baffle board

Stationery and

personal effects

stored in Pedestal

Up to 5 small

ornaments

Nothing stored

under desk

Team defined and agreed Desk Standard – Professional but personal

5S example: Sustain Checklist

Department Date

Reviewer

Check Y/N Comments / Actions

Is the name / function of the team clearly displayed?

Is team performance clearly visible and up to date?

Is pending work clearly labelled and organised?

Is a clear desk observed at the end of the day?

Are confidential items locked away?

Is the Desk Standard documented and visible?

Do team members desks follow the standard

Is all equipment in a good working state?

Are the contents of cupboards clearly labelled?

Are the interiors of cupboards tidy?

Is the space used appropriately?

Are the tops of cupboards / window cills free from clutter

Are print areas tidy?

Is the equipment working?

Is stock managed appropriately?

Are the corridors and passageways free from rubbish?

Is it easy to identify the Manager / Supervisors?

Are carpets are furnishings clean?

Are lights / heating working correctly

Are there sufficient bins and recylcing facilities?

Is the equipment in good working order

Are there sufficienct chairs?

Are meeting rooms free from clutter

Health,

Safety &

Environment

Meeting

space

Work

WORKPLACE ORGANISATION CHECKLIST

Desks

Storage

Print areas

The team’s purpose, work and performance

is clearly visible. Confidential items are

locked away

Desks follow an agreed standard and team

members have the equipment they need to

work effectively

There is sufficient storage and it is used

appropriately

Print rooms are tidy and equipment is fully

functional

The work space is clean, free of safety

hazards and comfortable

Meeting rooms are tidy and have fully

working equipment

5S - Best practice tips1

Team should create a statement

of aims before commencing the

exercise

Nominate a champion for each

team involved

2 full days of activity

Set aside a “Room of non

requirements” to place unwanted

items

Engage cleaning staff to borrow

equipment

Engage with Estates to make

sure any rubbish is uplifted

quickly

Multiple teams working together

is a bonding experience

Workspace is very personal and

some people need time to adjust

Need to be mindful of people

who’s workspace has been

adjusted by Occupational Health

Look at ways to reduce amount

of paper generated in the first

place

Look at centralising stationary

storage and ordering

Look at reducing the number of

printers

1From Library 5S exercise June 2014