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5S Implementation Guide
5S Implementation Guide
IMPLEMENTATION GUIDES
Rev. -
Date __________
Page #0
5S Guides Table of Contents
Contents Pages
1. How to use the 5S Guides 2
2. 5S Implementation Checklist 3
3. Develop a 5S Implementation Plan 4-6
4. Take Area Photographs 7
5. Finalize a 5S Map 8
6. Perform Area Evaluation 9
7. 5S Check sheet 10
8. 5S Levels of Excellence 11
9. SORT - Tagging Technique 12
10. SORT - Auction 13
11. Prepare for SIMPLIFYING 14
12. SIMPLIFY - Outlining Technique 15
13. SIMPLIFY - Labeling Technique 16
14. SIMPLIFY - Shadow Board Technique 17
15. Perform SWEEPING 18
16. Perform STANDARDIZING 19
17. Perform Team SELF-DISCIPLINE 20
18. Perform Individual SELF-DISCIPLINE 21
19. Measure Results 22
20. 5S Guides Feedback Form 23
Page #1
How to Use the 5S Guides
The 5S Guides are designed to be used as a roadmap to prepare for and perform 5S
activities. The guides are based on lessons learned and the experience of early
pilots. They are not all-inclusive.
To use the guides, follow the steps outlined for each task. Refer to the “Notes”
section for further explanation, if applicable.
Page #2
5S Implementation Checklist
Purpose
The purpose of this checklist is to provide reliable steps to preparing for and
performing 5S activities in the work area. Included in this checklist is a preferred
sequence of events and corresponding “how to” guides for each step.
Task 5S Guide
1. Develop your implementation plan “Develop Implementation Plan”
Create a 5S documentation system
Determine pace of implementation
Draft “straw man” 5S Map
Determine “before 5S” photo logistics
Establish visible ways to communicate
5S activities
Coordinate and schedule services
required from support organizations
Make a list of internal arrangements to
be made
Draft time line
Communicate your plan to upper
management “Take Area Photograph”
2. Photograph the work area
5S Overview - Lean Training Module
3. Educate work group (5S Overview)
“Finalize 5S Map”
4. Finalize 5S Map
“Perform Area Evaluation”
5. Perform Work Area Evaluation
6. Perform 5S:
“Perform Tagging Technique”
a) Perform Sorting “Conduct Sorting Auction”
“Prepare for Simplifying”
b) Perform Simplifying
“Using Labeling Technique”
“Using Outlining Technique”
“Using Shadow Board Technique”
c) Perform Sweeping “Perform Sweeping”
d) Perform Standardizing “Perform Standardizing”
e) Perform Self-Discipline “Perform Team Self-Discipline”
“Perform Individual Self-Discipline”
Page #3
Develop a 5S Implementation Plan
Purpose To help work-group leaders plan for 5S implementation in their areas.
Materials Paper
Pen or pencil
This 5S Guide
Steps Notes
1. Create a 5S Purpose: To have one location, accessible to all, for organizing miscellaneous 5S
documentation materials.
system to Pertinent data may include, but is not limited to:
organize and This plan
store pertinent 5S map
data. Area check sheets
Historical Action Item Lists
a. Determine 5S agreements
type of file. Measures, goals and progress against them
b. Determine
file location. Examples: 3-ring binder, file folder, etc.
c. Inform work
group of Location should be accessible to team members.
location.
2. Determine Purpose: To help you understand the impacts of implementation and determine the pace
the pace of that best supports your needs; clarify expectations.
implementation Consider the following questions:
How much time can we allocate? (Be innovative and realistic.)
Where will we begin - which area, group, etc.? (Be sensitive to personal work
areas versus common work areas.)
How many shifts are involved?
How will we coordinate cross-shift activities?
What will make sense for us? (Pilot small area; use lessons learned to proceed?)
If: Then:
You allocate a full day for Schedule an entire day to conduct 5S overview and initiate
implementation. 5S activities.
Continue on a weekly or monthly basis until 5S methods
become the norm.
You desire Schedule one team meeting to conduct the 5S overview,
implementation through then proceed with implementation in subsequent team
team meetings. meetings until 5S methods become the norm.
You desire an all-shift Schedule 5S overview meeting for employees from all shifts.
kick off implementation Deliver 5S overview
meeting. Finalize 5S map.
Conduct work area evaluation.
Then proceed with implementation in shifts until 5S methods
become the norm.
Page #4
Develop 5S Implementation Plan
(continued)
Steps Notes
3. Draft “straw Purpose: To take a proposed map to the work group for finalizing after you have
man” 5S map. coordinated the external boundaries with adjacent organizations. The map will be used
throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into
a. Obtain bite-size pieces.
approved This 5S map will be finalized with the work group following the 5S Overview.
layout of If: Then:
entire work
area. Verify 2nd-level manager has Use the boundaries identified.
all relevant prepared a 5S map.
dimensions. 5S map has not been Obtain area map from Facilities or draw a map (get boundary
b. Coordinate prepared. approval from your 2nd-level manager).
area Communicate with organizations adjacent to your assigned areas to ensure agreement on
boundaries. boundaries.
c. Divide the Define who is responsible for common aisle-ways, stairways, etc.
map into Sizes of sections should require equal amounts of effort to organize and maintain.
workable
Label each section (a,b,c,d, etc.)
sections.
d. Determine Be sensitive to ownership of files and personal work spaces in office areas, when
the number considering boundaries and team assignments.
of people Optimum team size: 4-5 people.
per team (1 Assess the size of your work group.
team per Divide the total number of employees by the number of sections of the 5S map.
section).
4. Determine Purpose: To prepare yourself and your group for whom, how and when photos will be
“before 5S” taken, considering time and budget.
photograph Based on your implementation pace (see step #2 above):
logistics (who, Consider TIME:
how, and when). If you are planning: And: Then:
A full day of Have photos taken before conducting 5S
implementation. overview.
Implementation in You want to have the Wait until after 5S overview, and before
steps. team present. initial Sorting activities.
Consider BUDGET:
If you are planning: Then:
Arrange for support from Contact Photographer at least two (2)
Photography. days prior to date needed.
Have the team take Obtain a camera. Obtain a camera
photographs. permit (available from Security).
Communicate your plans to the work group, especially if you are taking photographs prior
to the 5S Overview, so they will understand and feel comfortable with the process.
5. Establish Purpose: To serve as a communication tool.
visible ways to Examples: Consider having enough room to post:
communicate 5S - Bulletin Board - 5S Map
activities. - Visibility Wall - Area Photographs
- Notebook/binder - Work group 5S Action Item Log
- Area evaluation, etc.
Page #5
Develop 5S Implementation Plan
(continued)
Steps Notes
6. Coordinate Purpose: To build collaborative relationships within and across functional lines, and to
and schedule help ensure a smooth implementation with no surprises.
services Consider cross-shift schedules.
required from Acquaint yourself with procedures of support organizations.
support Establish a contact person in each support organization to let them know IN ADVANCE:
organization(s). What you are doing
When
How they might be affected
What you need from them
Find out what the support organization needs from you.
Examples of support organizations (include, but are not limited to): Surplus, Material, Tool
Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc.
7. Make a list of Purpose: To identify all the arrangements needed to proceed with 5S implementation, and
internal to help ensure that nothing slips through the cracks
arrangements to Read the “Sorting” 5S Guides: “Tagging Technique” and “Auction”.
be made. Your list of arrangements includes, but is not limited to:
Research, obtain, and review any documentation about facility standards, filing
guidelines, etc.
Determine date for your work group’s initial Sorting Activity.
Schedule 5S Overview with your group.
Order materials for 5S Overview.
Practice 5S Overview delivery.
Schedule upper-level manager to conduct auction, if appropriate.
Designate a holding area for items to be auctioned.
Determine which organizations you might be sending surplus items to (for example,
Tool Rooms, Material, Office Supply, Salvage, etc.).
Consult with Facilities/Maintenance/Housekeeping to help determine (and provide)
types of containers needed to transport unnecessary items (for example, boxes,
dollies, tub skids, etc.).
8. Draft a time Purpose: To schedule all planning and implementation activities, and notify all those
line for 5S involved (internally and externally) so everyone can be prepared.
planning and Include estimated dates for completing all planning activities.
implementation Include estimated dates for performing all other 5S activities.
activities. Post in 5S communication.
9. Purpose: To get buy-in and support from your management.
Communicate Solicit feedback.
your plan to Gain agreement.
upper
management.
10. Check your You will know you have completed this task when:
work. A 5S documentation system has been created, storage location determined, and the
team notified of its location.
The pace of 5S implementation plan for the work area has been determined.
You have determined who, how, and when photos will be taken, and have
communicated this to your group.
A “straw man” 5S map has been drafted.
A visible method for communicating 5S activities has been established.
All services required from support organizations have been coordinated and
scheduled.
All necessary internal arrangements have been made.
A time line for 5S planning and implementation activities has been created and
posted.
You have communicated your plan to upper management.
Page #6
Take Area Photographs
Purpose To provide team with a photographic record of their work area serving as a baseline to
measure improvements from.
Page #7
Finalize a 5S Map
Purpose To assist work group and 5S Leader in laying out boundaries and determining team
responsibilities for 5S activities.
Page #8
Perform Area Evaluation
Purpose To assist work group in assessing their work area’s current condition.
Page #9
5S Area Check sheet
Instructions:
1. Scribe reads each statement out loud and records team member’s response in appropriate box. A consensus of
the team members is needed for each response.
2. If team members respond “yes” place a check mark in the “yes” column for that statement.
3. Team members respond “no” place a check mark in the “no” column for that statement.
NOTE: The team can add or delete items from the checklist as appropriate for their area.
Sorting Yes No
Do employees know why these 5S activities are taking place?
Has criteria been established to distinguish necessary from unnecessary items?
Have all unnecessary items been removed from the area?
Examples: Excess materials, infrequently used tools, defective
materials, personal items, outdated information, etc.
Do employees understand the procedure for disposing of unnecessary items?
Do employees understand the benefits to be achieved from these activities?
Has a reliable method been developed to prevent unnecessary items from accumulating?
Is there a process for employees to pursue and implement further improvements?
Simplifying Yes No
Is there a visually marked specified place for everything?
Is everything in its specified place?
Is storage well organized and items easily retrievable?
Are items like tools, materials, and supplies conveniently located?
Do employees know where items belong?
Has a process been developed to determine what quantities of each item belongs in the area?
Is it easy to see (with visual sweep) if items are where they are supposed to be?
Are visual aids in use? (For example: signboards, color-coding or outlining).
Sweeping Yes No
Are work/break areas, offices and conference rooms clean and orderly?
Are floors/carpets swept and free of oil, grease and debris?
Are tools, machinery, and office equipment clean and in good repair?
Is trash removed on a timely basis?
Are manuals, labels, and tags in good condition?
Are demarcation lines clean and unbroken?
Are cleaning materials easily accessible?
Are cleaning guidelines and schedules visible?
Do employees understand expectations?
Standardizing Yes No
Are current processes documented?
Do employees have access to information they require?
Is there a method in place to remove outdated material?
Do employees understand the processes that pertain to them?
Does a process exist that enables employees the opportunity to improve existing processes?
Self-Discipline (Sustaining) Yes No
Are safety and housekeeping policies followed?
Is safety data posted in appropriate locations?
Are safety risk areas identified?
Are employees wearing appropriate safety apparel?
Are fire extinguishers and hoses in working order?
Is general cleanliness evident?
Are break areas cleaned after use?
Do employees know and observe standard procedures?
Do employees have the training and tools that are necessary to make this program work?
Is there a confident understanding of and adherence to the 5S's?
Page #10
5S Levels of Excellence
Instructions:
1. Team discusses results of “5S Area Check sheet”(s) completed for all sections of the work area.
2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S categories.
There is no one-to-one correspondence between the number of marks in the “yes” column on the check sheet(s)
and the level of excellence. The check sheet(s) provides additional information on which to base the team’s
subjective opinion.
3. As levels are determined, write the date in the appropriate column for that level (one level per category).
NOTE: The “Levels of Excellence” form pertains to the entire work area. Work area sections are probably
at different levels. When this happens, the entire work area defers to the lowest level. This applies to
the area’s overall rating also.
Page #11
Sorting Activity -
TAGGING Technique
Purpose To assist work group in identifying unnecessary items in the work area.
When Do this after area evaluation and before you conduct the Sorting Auction.
Materials 5S map
Pen or pencil
Post-It notes or other method for tagging item
This 5S Guide
Paper for listing auction items (optional)
Steps Notes
1. Assemble in Clarify criteria for tagging. Refer to table in step #2 and expand if necessary.
work area.
2. Team Every individual walks through assigned area and physically touches everything. As each
members item is touched, do the following:
individually
identify If: Then:
unnecessary
items in the Item has a defined purpose and is
assigned work used often enough to be considered Do not tag item.
area. necessary.
Caution: Focus Item has no definite purpose or is Tag item for discussion at "Sorting
on Company-
not needed. Auction."
owned versus
personal Item is determined unsafe and
Tag item to be repaired or replaced.
property. needed.
Tag item to be removed from the
Item is unsafe and not needed.
work area.
Tag item for discussion at "Sorting
Unsure about item's purpose.
Auction."
4. Check your You will know you have completed this task when:
work. All items determined to be unnecessary or unsafe are tagged.
Provisions have been made for cross-shift viewing of tagged items, if applicable.
All easily removed, tagged items have been taken to the designated holding
area.
Plan for disposition of all other tagged items has been determined.
Page #12
Sorting Activity -
Sorting Auction
Purpose To assist auctioneer in conducting Sorting Auction to dispose of tagged items.
Page #13
Simplifying Activity -
Prepare for Simplifying
Purpose To assist the work group in preparing to organize the work area.
When Do this after all unnecessary items have been removed from the workplace.
Page #14
Simplifying Activity -
Using Outlining Technique
Purpose To assist work group in outlining all appropriate items/areas in the workplace.
When Do this after locations for all items have been designated according to their use.
Steps Notes
1. Assemble in
work area.
2. Identify and Examples: (may not be appropriate in all areas)
agree on the External work area boundaries.
items or areas Moveable carts
that require Positioning of overhead projectors on tables
outlining. Location of garbage cans
Walkways
Stationary items in cabinets.
Designated receiving area.
3. Outline the Use masking tape for outlining.
items or areas If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of
identified. approved materials.
4. Label each Legibly print the name of the outlined item or area on the tape.
item or outlined
area.
5. Check your You will know that you have completed this task when:
work. All items and areas identified by team are outlined to show specific location.
All appropriate outlined items and areas are labeled.
Page #15
Simplifying Activity -
Using LABELING Technique
Purpose To assist work group in labeling all appropriate items in the workplace.
When Do this after locations for all items have been designated according to their use (see “Outlining
Techniques” guide.
Page #16
Simplifying Activity -
Using SHADOW BOARD Technique
Purpose To assist work group in making a shadow board for organizing supplies and tools in the
workplace. This technique may not be applicable to all areas.
When Do this after locations for all items have been designated according to their use.
Page #17
Sweeping Activities -
Perform SWEEPING
Purpose To assist work group in developing daily visual and physical sweeping activities to assess and
maintain the work area.
Materials Tape
Paper and pencil
This 5S Guide
Steps Notes
1. Assemble in
meeting area
and designate a
scribe.
2. Prepare a list List shows frequency and responsibility for individual and common areas.
of “Visual Activities on list should support “Visual Sweeping” of work area.
Sweeping” Examples of what to check:
activities that - Items are orderly and safe - Equipment is in designated location
need to occur in - Supplies/tools are in designated locations - Supplies/tools are in stock
the work area. - Labels - Item location outline(s) - Shadow board
3. Post the Identify list as “Visual Sweeping” list
finished “Visual
Sweeping” list in
the 5S
communication
area.
4. Prepare a list List shows frequency and responsibility for individual and common areas.
of “Physical Activities on list should support “Physical Sweeping” of the work area to maintain
Sweeping” cleanliness and order of the work environment.
activities. Examples:
- Dust cabinets - Clean computer - Empty hole punch
- Clean tools - Clean trash can - Sweep floor
5. Post finished Identify list as “Physical Sweeping” list.
“Physical
Sweeping” list in
communication
area.
6. Check your You will know you have completed this task when:
work. A list of “Visual Sweeping” activities and responsibilities is posted for both individual
and common areas.
A list of “Physical Sweeping” activities and responsibilities is posted for both
individual and common areas.
Page #18
Standardizing Activity -
Perform STANDARDIZING Activity
Purpose To assist work group in documenting agreements made during 5S activities and to develop a
plan for periodic repetition of 5S activities.
Page #19
Self-Discipline Activity -
TEAM
Purpose To assist work group in following through on all 5S agreements made for the work area.
When Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a
regular basis.
3. Develop a Be specific.
plan to address Identify responsibilities.
needed Record on 5S Action Item Log.
improvements. Post in communication area.
4. Review Point out its location.
Individual Self- Review purpose.
Discipline 5S
Guide.
5. Check your You will know you have completed this task when:
work. A group assessment has been performed on what has and what has not been
followed through in the work area.
A written plan has been prepared detailing issues that need to be addressed.
Any action items have been added to the 5S Action Item Log.
Page #20
Self-Discipline Activity -
INDIVIDUAL
Purpose To assist individuals in applying 5S agreements to personal work area.
When Do this after Standardizing Activity has been completed in your area.
Page #21
Measure Results
Purpose To assist team in measuring improvements resulting from Implementation of 5S methods.
Page #22
5S Guides Feedback
Please take a moment to help improve the 5S Guides. As you work with them, tell us what was helpful and what we
could work on to improve them.
5S Guide Content: (Were the steps clear? Were the instructions clear? Was there enough information? Too much
information? Were you able to apply this guide to your situation as written? If not, was it easy to make modifications
to the steps?)
Comments:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Please return this form to 5S Feedback, Thanks! May we call you for clarification on a response, if needed? If so,
please add name and phone number:
Name: _______________________________________ Phone: ____________________________
Page #23