5S, the foundation for Lean System

Characteristics of World Class

Customer-Value Focused People Based
System

Quality Cost Cost + Profit = Price

Radical Change – Kaikaku
Price – Profit = Target Cost
Delivery
Kaizen Workshops
Daily Improvements –
5S , foundation for Lean System Standard Work
- Visual Management

Lean System LEAN PRODUCTION SYSTEM

Lean Manufacturing System is the Standard Takt

Man Work
revolutionary super-efficient production Time

A
OK
JIT
system pioneered by Toyota Motor Company. 

JID
SWIP 1 piece
Material
The core focus of "Lean" is to vigorously Flow

eliminate Wastes. Operational Pull

Machine Availability system

Kaizen Methodology Level Production

5S / V i s u a l M a n a g e m e n t
Relentless removal of Waste
Relentless R e m o v a l o f W a s t e
 5S Definition

5S is a method for
organizing a workplace,
especially a shared
workplace (like a common
floor or an  office space),
and keeping it organized.
It’s sometimes referred to
as a housekeeping
methodology, however this
characterization can be
misleading, as workplace  
organization goes beyond
housekeeping.
 5S–SIMPLE HOUSEKEEPING

Outlines:
 5S as a Foundation of Lean
 5S Definition
 Seiri - Sort
 Seiton – Simplify
 Seiso – Sweep
 Seiketsu – Standardise
 Shitsuke – Self discipline
 Benefits of 5S as a Visual tool for continuous
improvement
 5S Definition

5S Represents 5 Japanese terminologies

Seiri,
Seiton,
Seiso,
Seiketsu &
Shitsuke

5S is a philosophy and a way of organizing and

managing the workplace towards an organized, clean,
high-performance environment with the intent to
improve efficiency by eliminating waste.
 Benefits of a 5S Environment?

 It gives Ability to understand the status of an area in 5

minutes or less by simple observation without use of
computers or speaking to anyone.”
5S
1st Seiri- Sort (Organize)
2nd Seiton- Simplify (Visibility)
3rd Seiso- Sweep (Cleanliness)
4th Seiketsu- Standardize (Adherence)
5th Shitsuke- Self-discipline (Sustain)
 3rd Class Workplace …

Necessary & Unnecessary items are mixed together in

the same workplace
 2nd Class Workplace …

Necessary & Unnecessary items had been seperated

within identified work area (including inventory)
 1st Class Workplace …

Only Necessary supplies, tools and items are

stored in the Work Environment.
Where are we today
Lets take a quick
look
 Why do 5S
5S are 5 necessary
disciplines for maintaining
a visual workplace.

What are the 5S ? (Activity)

1st S
2nd S
3rd S
4th S
5th S
 Benefits of 5’S
5S makes workplace more pleasant
5S helps in work efficiency
5S and safety go hand-in-hand

5S leads to better quality environment and higher

productivity
 1st Seiri (Sort)
 To take out unnecessary items either sort ,
red tag or dispose them

Unnecessary:
Unsafe
Necessary: Defective
Used for daily work Obselete or outdated
Used periodically Unused
I am the source Extra or duplicate
1st Seiri (Sort)
 5’S Red Tag
Red Tag Sample
5S Red Tags are used to
keep the process of
change going throughout
the 5S program while
remaining organized in the
process. These 5S Red
Tags are used for visual
management of a
workspace, clearly marking
items that need to be
moved creating workplace
organization.
 2nd Seiton (Simplify)
 To arrange necessary items in a proper order so
that they can be easily picked up for use

Consider:
• Visual aids are encouraged in order to help understanding
and minimize complexity.
• Labeling locations where necessary items are kept when not
in use, especially moveable items.
• Labeling drawers and notebooks to identify their contents.
 2nd Seiton (Simplify)

Label & shadow board

5S Map to decide location

"Anyone should be able to easily understand proper
arrangement and abnormalities."
 3rd Seiso (Sweep)
 To clean your workplace completely so that
there is no dust anywhere
 3rd Seiso (Sweep)

 Tools:
 5s Assignment Map
 5s schedule
 4th Seiketsu (Standardise)
 To maintain a high standard of housekeeping and workplace
organization at all times
 Visual checks to maintain the process
 S5th Shitsuke (Self Discipline)
 To train people to follow good housekeeping
discipline independently
 Why is 5's necessary and practiced
in a World Class Facility?

 Standards so management can evaluate

performance
 Necessary to enforce discipline
 Standards for diagnosis, self-evaluation, a
necessity to enforce discipline Buy in"
 With buy-in, “discipline” isn’t necessary
 10 Ways to Kill 5's
1. Make sure you drive transition from the bottom up
2. Assume 5's will take place itself without training and energy
3. Try to accomplish 5'S all at once
4. Try to accomplish 5'S implementation all by yourself
5. Wait until after you begin your 5'S training to establish metrics and
measurement techniques
6. Look for magic bullet solution
7. Allow existing methodologies to be viewed as “stand-alone”
8. Assume that all leaders will understand and lead the
transformation
9. Relegate responsibility for 5'S implementation to staff function
10.Study every 5'S issues exhaustively until you have the right
solution.

Let us do it together as a Team.

Team- Together Everyone Achieves More!
 Quality of a GOOD Leader
Must Not Must

Flex Blame the

Give up Muscles worker Think of at Go to the Kaizen your
Throw fits Blame the Measure least 7 ways Shop Floor Standard Work
to do better

Show Boat
Tamper with Empower the Team
Intimidate Lead by Example
Cover up the Measure

Hide in the Celebrate Success

Set goals Have a vision
Stress out office Throw People at Problems

Create smoke Communicate

Provide the Observe the process
screens Grovel Be clueless right tools Find the Waste direction
 Team leader checklist

BEFORE KAIZEN
1. Select the team members
2. Gather information necessary for the event
• Event objectives
• Layout, flow charts, process sheet
• Cycle time vs takt time charts
• Target
3. Prepare the area for the event
• Materials, Equipment & Support people

DURING KAIZEN EVENT

1. Keep update on what everyone is doing
2. Chart takt time and cycles time during time studies
3. Coordinate for final presentation

AFTER KAIZEN
1. Compile hard copy
2. Complete follow up checklist (Kaizen Newspaper)
Team members

Team work and support Kaizen

Train the team on Lean methodologies – 5s, quick
changeover, mistake-proofing, cell design and
kanban.
Arguments that need to be addressed

Good on paper d We ca
s tan n not
BUT…. r lower
nde han with
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We ette ody ng
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an
Kaiz That lousy ideas,
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It so
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 How to champion a 5S Kaizen
Step1,Training: 
What is 5S, and why do we want to do it?

Step2, Define target:

Define the schedule for performing the 5S project.

Step3, Implementation:
Hold meeting prior to each day’s activities to plan
and schedule what will be done (daily).
Take pictures: "Before" 5S on a day before Kaizen
Use appropriate Check list to documents results.
Conduct wrap-up meeting to review what was
accomplished (daily).
Review and document results (at conclusion of 5S project)
Celebrate conclusion of 5-s effort and results!
 5S LEVEL
Sorting Necessary and unnecessary items are mixed together in the work area
Le ve l 1

Simplifying Tools, supplies and materials are randomly located

Sweeping factory or office equipment is in poor repair. The work area is disorganized, unsafe and inefficient
Standardizing Work area and processes are not documented and work is completed as individuals not teams
Self-Discipline minimal attention is spent on the work environment in organization, cleanliness and neatness. There is no 5S awareness

Sorting Necessary and unnecessary items have been separated within the identified work area (including excess inventory)
Le ve l 2

Simplifying A designated location has been established and agreed to for items found necessary from sorting
Sweeping Physical and visual sweeping is being implemented to maintain and improve work area organization, cleanliness and neatness
Standardizing Sorting, simplifying, and sweeping documentation has begun and is readily available and visible to area users
Self-Discipline Area users understand the basic 5S principles and are attempting to follow and implement 5S. Teamwork has begun.

Sorting Only necessary supplies, tools and equipments are stored in the work environment
Visual controls are in place to keep the necessary organized. Work processes are being simplified for competently skilled
Simplifying employees
Work/break areas are physically and visually cleaned and inspected on a regular basis to ensure area safety, equipment
Le ve l 3

Sweeping functionality, supplies and work place organization is in a ready to use state
The work environment is standardized to an organizational level. Sorting, simplifying and sweeping activities have been
documented and are visual and easily understood. Work processes are discussed, standard work is being implemented and
Standardizing improved upon.
All 5S agreements and practices are part of daily management. Area users clearly keep the work environment neat & organized.
Self-Discipline Teamwork is evident.

A dependable, documented method has been established to maintain the work area free of unnecessary items and stocked with
Sorting what is necessary. Shop environments have established Lean Manufacturing Technology.
Simplifying A dependable, documented method has been established to maintain a visual control of all necessary items and processes
Le ve l 4

A dependable, documented method has been established for area users to follow, fix and review work, tools, equipment and the
Sweeping environment.
Work processes and work environments have been documented for peak efficiency. Improvements are shared with others as they
Standardizing occur.

Self-Discipline The area users understand and follow all 5S documentation. The team is striving to improve the work environment and processes.

Sorting Employees continually review the work environment to seek and improve what is necessary or unnecessary
Simplifying Employees continually review the work environment to seek and improve visual understanding and simplifying of processes
Le ve l 5

Sweeping Employees continually review the work environment to seek and improve ways to prevent cleaning and maintenance
Standardizing Employees continually review the work environment to seek and improve workplace organization and standard work processes
All 5S practices are followed by 100% of area users. All area users understand and continually seek to update and improve upon
Self-Discipline all 5S activities. Teaming is an inherent part of the work culture.
 5S Sample Clean Up Checklist
5S - 5-Point "Cleaned-Up Checklist"
Area: Page of
Date: Entered by:

No Process and Checkpoint Sort Simplify Sweep Total Previous Total % (+ / - )

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5

1 2 3 4 5 1 2 3 4 5 1 2 3 4 5
What is Kaizen?

KAIZEN = CONTINOUS IMPROVEMENT

In Japanese
KAI ZEN
IMPROVEMENT Change Good
WITHOUT
ENDING
KAI ZEN = Change for better

The small, gradual, incremental changes applied

over a long period can be add up for a major impact
on business in the future.
Question to ponder

Question. Why do a lot of schools use a system of ringing

bells to stop or start. Is it to ensure order?
Or is it to prepare the children for a profession which
requires clocking in and out?
Is it, in actuality, an acclimatization tool?
Was it’s original purpose to provide them with a means of
knowing when to be somewhere when watches were a
thing for the middle-classes and affluent adults? 

Surely we need change to move with the times by looking

at the building blocks of the system and addressing each
one analytically.
We are not suggesting that there is a need for a change to
complete removal of systems. We believe that children
need structure in order to learn.

We need to change for the better to adapt to meeting

current demanding needs at the same time not
compromising the future to meet their needs.
 KAIZEN at School
Schools are inundated by initiative after initiative
in education, each seemingly polarized and
disconnected- yet expected to somehow marry
a system designed for industrial revolution in a
digital renaissance.

Change, when it occurs, needs to be managed.

Teachers, are products of a previous education
system, mostly before the Digital
Revolution was introduced. We need to think
of how we prepare our children to become
lifelong learners in these fast pave
technological change era. 

By implementing the Kaizen Change needs to happen continually in small

philosophy we can attempt to evolutionary steps. Surely, too, there is need
bridge the educational for it in education.
dichotomy and link the
importance of structure with
the need for creativity.
 Why Kaizen?
To continuously eliminate waste without removing
the value added activities in the process

Waiting
Processing

Inventory
Transportation
Take all
FOUR
Movement I
nee
d
MUDA ON
E!
Over
Defects Production
How to Kaizen

Focus on doing

Gradual, unending improvement,

doing “little things” better every day,
setting – and achieving – ever higher
standards
The spirit of Kaizen

Improvement
has NO limits
Think how it
would work
Throw all
NOT won’t
your concrete
head

Don’t accept
excuses
Don’t seek for
perfection
10 people’s
ideas is
better than 1

Ask WHY 5
Correct the times Problem gives
Kaizen with mistake the your brain a
LESS COST moment you chance to work
or NO COST found
Recycling Kaizen using 5S’

 Start recycling

 Get the whole school inv

olved

 Keep it going

 Activity lesson plans

 1.Start Recycling
Recycling at school is an easy step
you can take to help the environment
in three main ways:

Reuse and Recycle-

 Less waste in landfill sites
Turning waste into new products! Less
rubbish- fewer landfill sites, free up more land.
 Save energy and raw materials
Recycling uses less energy than making items
from scratch, eg- aluminum can saves 95%
energy needed to make new.
 Help tackle climate change
Reducing Carbon dioxide is released into the
atmosphere
-cuts amounts of methane, a greenhouse gas
given off by biodegradable materials as they
rot under pressure
 How much does your school waste?
1st Seiri- Sort (Organize) to find out how much waste is produced
Waste Audit to determine
- where certain types of waste are produced
-enable you to position your recycling points effectively.
- it’s not just classrooms, all indoor/outdoor areas e.g.,-,-
to ensure the scheme is most effective.
 How much waste does your school produce?
- hard to visualize how much and the sources of it.
The average secondary- 22kg/pupil each academic year.
Primary schools higher - at 45kg/pupil.
 What types of waste are produced?
- by weight just two categories:
Paper and card
Food waste
Knowing how much of each material your school produces
will help you to prioritize
-which materials to recycle
-what size bins your school will need.
Information gain from the waste audit will help you work out
which recycling collection most effective for your school.
 Get your recycling collected
2nd Seiton- Simplify (Visibility)
 Local council - about recycling services for
schools in your area.
Many local authorities offer their own recycling
services to schools. Find out what your local authority
offers. Those that don’t recycling services should be
able to put you in touch with organizations who
will collect recycling from schools in your area.
 Further recycling services
Some local organizations offer recycling services
collection, such as printer cartridge, old mobile phone
or aluminum can recycling. These may offer money
saving opportunities or even generate a small income.
 Things to consider
Access – restrictions in terms of timings and access
to your school site?
Frequency ? – recycling collection
Storage ? – where to store materials for recycling 
Health and safety – issues with your school’s health
and safety representative.
Budget considerations – Recycling service cost?
offset against savings in Waste Collection?
How to set your Recycling bins
2nd Seiton- Simplify (Visibility)
Set up recycling points once you have sufficient
information on when, where and how Waste can be
collected.
 Bin locations
- as close to the source of waste as possible e.g. a paper
recycling bin next to photo copier/printer.
-Recycling points and rubbish bins side by side.
 Types of recycling points
-use the data from your waste audit to help you decide what
type, size and quantity of recycling bins to suit best.
Consider who will empty materials internally into external
facilities, how they will do it, what equipment they will need
and how often it will be done.
 Labeling recycling points
-label recycling points clearly, so that everyone knows
where they are and what should go in them.
You can use the easily recognisable ‘Recycle materials’ to
support your school’s recycling scheme, including
awareness posters and recycling point signage.
Visit other schools to see examples of how they manage
their recycling systems.
To make recycling as easy as possible:
 2Get the Whole school involved
3rd Seiso- Sweep (Cleanliness)
Involve everyone to contribute to make recycling a
success.
-For success implementation, Involve pupils and staff
across your school in setting up and running your recycling
scheme.
- If the school community has ownership of various tasks
and responsibilities, participation is likely to be higher and
contamination (throwing unsuitable materials into recycling
bins) is likely to be lower. Whole school involvement also
ensures recycling continues even if enthusiastic staff and
pupils move on.
 All pupils, Recycling monitors
 School Council, Eco Committee or Environment Te
am
 Designated Teacher or Recycling Co-ordinator
 Teachers and Teaching Assistants
 Senior Management team, Head Teacher,
 Cleaning Staff, Kitchen and Catering Staff
 Site Manager / Caretaker
 Office/Administration Staff
 Bursar, School Governors
 Parents / Parents associations
 3Keep it going
4th Seiketsu- Standardize (Adherence)
Designate Staff responsible for your recycling
scheme to keep the momentum going.
 Role
- monitor and improve the scheme, with the help of an eco
group
- oversee people and activities across the rest of the school.
Have a dedicated team and try to add something new each
year
- like printer cartridge or mobile phone recycling.
Show other schools around what can be done, makes
everyone in your school more keen to recycle more!
-Liaise with the recycling monitors, cleaners and site
manager/caretaker to monitor frequency of collection.
Understand how much your school recycles and whether it is
increasing or dropping.
 4Activity Lesson Plans
4th Seiketsu- Standardize (Adherence)

This activity can be used to help set

up a new recycling scheme, or to
identify ways to improve an existing
one.
A follow up activity to the waste audit,
pupils get to analyse real data from
the waste audit, identify waste 'hot
spots' in the school and brain/trystorm
solutions to reduce the most common
types of waste at school. They will
produce an action plan, identifying
tasks, responsibilities and time scales.
 Waste Audit
5th Shitsuke- Self-discipline
(Sustain)
Carry out a follow-up audit to help monitor the
progress of your school’s recycling efforts.
 Involves pupils working together to sort, measure and
document the different types of waste produced in
different areas. Use Data to create an action plan.
If recycling participation is dropping, try to focus on raising
awareness:
 Hold meetings and training sessions for staff.
 Organize recycling events, or make recycling a key part of
other school events.
 Incorporate recycling into lessons – why not try the activity
lesson plans for inspiration.
 Reward and praise recycling champions.
 Join national awards and competitions.  This promotes
recycling nationally and keeps up motivation within your
school.
 Liaise with the local press to share your success.
 Incorporating recycling into the school policy is also an
important way to maintain progress
Benefits of Kaizen
to the Organization

Eliminates hidden cost – 11 wastes

Improve value added – Quality, Cost & Delivery
to YOU
Improved work place – eliminate unnecessary
movement & delay with Visual Management
Improve the best methods

YOU HELP the ORGANISATION to meet QCD

Key roles for a Successful Kaizen
event
Upper Management
The initiation MUST come from Upper
Management

Build the culture of continuous

improvement

Kaizen is not about eliminating people

but eliminate waste for better work
place