Implementing 5S Methodology: The First

Step Toward Workplace Efficiency

By Luciana PauliseLast updated on Mar 8, 202211208177

Table of Contents
Why Use the 5S Methodology?
Before 5S Implementation
After 5S Implementation
5s Implementation Plan
Conclusion
5S is one of the first tools that can be applied in a company that is starting down the
path of the continuous improvement culture. A 5S implementation helps to define the
first rules to eliminate waste and maintain an efficient, safe, and clean work
environment. It was first popularized by Taiichi Ohno, who designed the Toyota
Production System and Shigeo Shingo, who also put forward the concept of poka-yoke.
The 5S methodology is easy for everyone to start using. It doesn’t require any technical
analysis and can be implemented globally in all types of companies, ranging from
manufacturing plants to offices, small businesses to large multinational organizations —
and in both private and public sectors. Its simplicity, practical applicability, and visual
nature make it an engaging aid for operators, directors, and customers alike.

In this article we will discuss the following topic in detail:

 Why use the 5S Methodology?

 Organisations before 5S Implementation

 Organisations after 5S Implementation

 5s Implementation Plan

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Why Use the 5S Methodology?

5S is the perfect tool to identify the first improvement projects in your company to
eliminate waste. Although sometimes viewed as a housekeeping technique, it is actually
an innovative management system that helps people think lean, paving the way for the
adoption of Lean principles in the organization. Understanding the 5S methodology is
one of the foundations of Six Sigma principles, and can be extremely beneficial for
organizations of all kinds.

And here’s the best part: implementing 5S is a breeze! With this logical, step-by-step
guide, you’ll learn what the big deal about 5S is, how to devise an action plan for 5S
implementation, and how best to wield this powerful tool for improved productivity,
elimination of wasteful processes, and all-round development!

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personal productivity, here’s an insightful article that investigates ways to enhance
performance using the principles of Six Sigma.

Before 5S Implementation

After 5S Implementation
5s Implementation Plan

Step 1: How Well is Your Business Doing?

Our cartoons above help illustrate how 5S can benefit your organization. Before you get
started, let’s perform a test. If you answer yes to any of the following questions, you
may find 5S really useful and effective:

 Do people in your workplace struggle to locate documents or files, whether in

physical or digital format?

 Are there loose, sagging electrical cables in the workplace?

 Are there files, drawers, and cabinets that are unlabeled, or do they contain
unmarked content that is hard to identify?

 Is valuable space taken up by useless items?

 Are there papers in your workplace that are not used and are gathering dust?

 Does everybody know how to keep the workplace organized and are fully aware of
their roles and responsibilities?

If you answered yes to any of these questions, 5S may be exactly what you need!

Step 2: The 5S Methodology: Broken Down

What Does 5S Stand For?

The name 5S refers to a set of five terms borrowed from Japanese, all beginning with
the letter S when transliterated. The equivalent terms in English also begin with an S. In
essence, these five terms represent the five steps toward operational and process
excellence:

 Sort:

Separate required tools, materials, and instructions from those that are not needed.
Remove everything that is not necessary from the work area.
 Store:

Sort and organize all tools, equipment, files, data, material, and resources for quick,
easy location, and use. Label all storage locations, tools, and equipment.
 Shine:
 Set new standards for cleanliness. Clean and remove all trash, grease, and dirt.
Everything must be clean, tidy, and neatly put in its appropriate place. Cleanliness
provides a safe workplace—and makes potential problems noticeable, e.g.,
equipment leaks, loose parts, missing guards, loose paperwork, or materials.
 Standardize:

Engage the workforce to systematically perform steps 1, 2, and 3 above daily, to

maintain the workplace in perfect condition as a standard process. Establish
schedules and set expectations for adherence.
 Sustain:

Make 5S part of your culture, and incorporate it into the corporate philosophy. Build
organizational commitment so that 5S becomes one of your organizational values so
that everyone develops 5S as a habit. Integrate the 5S methodology into the
performance management system.

Step 3: The Action Plan

You can start implementing 5S by providing training to your staff to understand the
system. This may be followed up with one-day sessions with each employee or team to
ensure they are on the same page as far as implementation is concerned.

In the first one-day session, employees should look be ready to meet the first three 5S
requirements:

1. Take a picture of the current status of your workplace.

2. Sort to separate anything that is needed and necessary from what is not needed.

3. Organize the things you need so that there is a place for everything and everything
has a place. You should be able to find anything in just a few seconds.
4. Clean the workplace and get rid of things that make it difficult to maintain cleanliness,
such as boxes on the floor that prevent you from being able to clean the entire
surface — label them store them in labeled drawers, instead.

5. Prepare an action plan for the items you aren’t able to deal with that day, but will be
able to in the near future. This could include selling items you no longer use,
donating them, recycling, or throwing them away.

6. Take a second picture after the entire day’s work, for review.

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Step 4: Standardize

During the second one-day session, two weeks later, employees should take the third
picture and compare it to the first two shots. Many organizations set up peer audits to
check how the 5S principles are being met as well as to ensure the plan is moving
forward. Work together to define ways to standardize the improvements over time:
organize cleaning schedules, define roles and responsibilities, and prepare written
procedures or diagrams to help everyone remember what to do.

Step 5: Sustain

During the third one-day session, two months later, check to see how your workplace
looks and schedule another peer review. This way, you can make sure the 5S are
sustained by ensuring defined schedules are being met and everyone is following the
procedures.

Conclusion

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