5S IN OFFICE

ENVIRONMENT

Putting 5S To Work For You

1S – Sort (Seiri)
 Dictionary Definition
 To put things in order (or
organize them) according to a
specific rule or principle
 Industrial Definition
 To distinguish between necessary
things and unnecessary things,
and getting rid of what you do not
need.
Our Workplace is Messy

48-hour Rule: If it is not going to be used in the work area within 48 hours, it does not
belong there.
Red Tag Tactic
 Vital clearing up technique
 Too much inventory, obsolete, damaged
 Have been there more than 48 hours
 Anything out of its place
 As soon as unnecessary item
is identified
 Marked with a red tag
 Visible for anybody to see what
need to be
eliminated or moved
Sort – Basic Flow
Standards for Red Tag
 People common and natural reactions
 It’s wasteful to throw things away
 I spent so much time to make these things
 We might need it later
 How to decide on clear standards
 What is really needed?
 How much is really needed?
 What is not needed?
Action & Evaluation
 Clarify WHY red tag
have been DEFECTIVE ITEMS
attached Eliminat
 Decide what appropriate DEAD/OBSOLETE
e
STOCK
action to take TAGGED
SUPPLY/STOCK
 Tagged stock/supply SLEEPING/SLOW
Move to tagged item
storage area
 Equipment MOVING
STOCK
 Eliminate anything which LEFTOVER Distinguish between
interferes with MATERIAL
(WRITTEN OFF un- & necessary &
improvement activities ALREADY) disposition plan
Fixing Items
Open Storage System
 Closed Storage
System
 Cannot be
seen
 Open Storage
System
 Visible at a
glance
3S – Shine/Sweep (Seiso)
 Definition
 Eliminating trash, filth,
and foreign matters
for a cleaner
workplace. Cleaning
as a form of
inspection.
Shine/Sweep Key Words
Cleaning Responsibility
 Draw up a cleaning
responsibility map
 Divide into small
areas
 Create a cleaning
schedule
 Duty roaster
 Clearly display the map
and the schedule
4S – Standardize (Seiketsu)
 Definition
 Keeping things organized (seiri), neat
(seiton) and clean (seiso), even in
personal and environment aspect
 A tidy workplace at all times
 Institutionalizing everything that
was implemented
 The first 3S
 Everyone follow the best practices the
best way
 Define best practices?
Check Unnecessary Items First
 No unnecessary CHECKLIST FOR UNNECESSARY ITEMS AT THE
WORKPLACE
DEPT
CHECKER DATE

items remaining NO. CHECKPOINTS

CHECK
ACTION

after application of
YES NO (INC. DATELINE)
1
Are there any unused items in storage?
2 Is there anything in the aisles which is not in use?

red tag tactic 3

4
Are there any unnecessary equipments?
Are there any unnecessary items on or above the
shelves or cabinets?
Are there any unnecessary items around or under
 List items for 5

6
the equipments or furnitures?

scrap
7
8
9
10
Check Storage (Set in Order)
 Are all items properly DEPT

organized?
WORKPLACE CHECKLIST
CHECKER DATE
CHECK
ACTION
NO. CHECKPOINTS
YES NO (INC. DATELINE)
1 Is storage of supplies fully organized?
Have the 3 keys been applied to the storage of
2 supplies?
Have more than 80% of floor lines location been
3 drawn?
Are there any unnecessary items on or above the
4 shelves or cabinets?
5 Do supplies have an open storage system?
6 Van all stored items be seen at a glance?
7
8
9
10
Check for Dust & Dirt
DUST FREE/DIRT FREE CHECKLIST DEPT
 Running a finger CHECKER DATE

along a certain
CHECK
ACTION
NO. CHECKPOINTS

location can show just

YES NO (INC. DATELINE)
Are the items and shelves in storage/workplace is
1
free of dust?

how clean the 2 Are supplies and shelves free of dust?

workplace is 3

4
Are workplace free from dirt and dust?
Is the are around the workplace free from dirt and
dust?

5 Are all the aisles and floors clean?

6 Has a clean strategy been implemented?
7
8
9
10
5S Photo Display (Exhibition of
Success)
 Photos of before and
after
 Communicate to
everybody
 Keep display for
some time
The office must have changed a lot
since last taken picture.
5S Slogan
 Get everybody to
participate in 5s
 Make everybody submit
at least one idea
 Select the best slogan
 Put slogans on display

 Change slogans
frequently
Habitual 1S
 Continuously apply red tag
tactic
 Monthly red tag patrol team
 Red tag on unnecessary
stock/inventory
 Controlling quantity for
inbox/outbox
Habitual 2S
 Make it easy to use,
return and arrange things
 Oblique reference lines
 Shadow board
 Placement mark
 Color coding
 Creating working flow
Shadow Board
 See at a glance any
disorder from a
distance
 Color code
Placement Mark
 Outline the shape and
position of equipment,
furniture, dustbin, flower
pots, ashtray, etc
 Put names on placement even
nothing is present
 Remember the 3 Keys
Rewarding the Right Behavior
 Suggestion System
 Participation & Desire
 Contest or Quiz
 Build knowledge
 Penalizing the Wrong Behavior
6S Terminology
Sort  When in doubt, move it out
Set In Order  A place for everything and everything in its
Shine place
Standardize
 To clean and inspect
Sustain
 Make up the rules and follow them
Safety
 Make it part of everyday life
 No job is so important that we can not stop
to
do it safely