The 5S System: Workplace Organization and Standardization Training Package

Citation

Narasimhan, K. (2003), "The 5S System: Workplace Organization and Standardization Training Package", The TQM Magazine, Vol. 15 No. 6, pp. 425-426. https://doi.org/10.1108/09544780310502769

Workplace organization and standardization method is based on the 5S system developed by Mr Hiroyuki Hirano of JIT Management Laboratory Company Ltd., Tokyo. In his book, first published in Japanese in 1990, he explained his approach for eliminating waste, ensuring product and service quality, and safety of workers. Bruce Talbot translated this book into English, in 1995, and the Productivity Press, Inc. published it as 5 Pillars of the Visual Workplace: The Source Book for 5S Implementation. Hundreds of companies in the USA pursuing just‐in‐time production, total quality management and total production maintenance have found this system to be useful to transform themselves. The producers (Tel‐A‐Train) of the video package emphasize that it was created for instructional purposes only and the scenes do not reflect the exceptional safety and health environments of the plants depicted.

The training package includes seven videotapes, one 5S for Safety Implementation Toolkit Facilitator Guide (268 pages), and one Participant's Guide (122 pages). A CD‐ROM is included in the Facilitator Guide. The CD‐ROM contains Power Point presentations (110 slides) and 38 forms (in PDF); Acrobat software is also included. The Participant Guide follows the same structure as that of the Facilitator Guide and comprises eight chapters. The first is an introductory chapter, which is followed by seven chapters each dealing with, in detail, the seven steps of implementing 5S for safety. Extra copies of the guides are available for purchase: the Facilitator Guide ($150) and the Participant's Guide ($19.95). Free demo tapes are also available. However, the free demo tapes were not found to be very informative. Two key advantages of the videotapes are that they provide visual displays (seeing and hearing is better than hearing alone) and can be used repeatedly to match individual needs and used as and when in a just‐in‐time fashion.

The videotapes are 10 to 13 minutes long in duration. The first introductory tape provides an overview of the 5S system for safety: sort, set in order, shine, standardize, and sustain. It shows how effective implementation can help create a safe place to work, promote flow of work, reduce inventory and unplanned downtime and improve quality. Also included are the requirement for implementation, for example the importance of employee involvement and teamwork. This tape is ideal for creating awareness in managers.

The next tape, entitled “Workplace scan”, deals with methods of targeting the area for improvement, studying and recording the present situation using a diagnostic check list, area maps and arrow diagrams, taking photos and displaying them on a display board. Also covered are issues involved in formation of teams, creating a team charter, and holding meetings. The following five tapes deal in depth with the 5Ss. The tape dealing with “Sort” explains how to sort through everything, and move them to a holding area for further action, thus releasing space used for non‐value added activities that add to cost. Also explained is how to prepare “Red tags”, attach them to unwanted items, and unsafe machinery, etc.

The videotape on “Set in order” explains how to use visual techniques (lines, labels, and signboards) to make it easy to find, use, and identify when something is out of place or missing. Bringing order where disorder prevails aids reduce time wasted in searching, which can be both expensive and frustrating. The tape on “Shine” explains that cleaning is a method of spotting problems early and keeping equipment and areas in top operating condition by cleaning everything inside and out, inspecting while cleaning, and preventing the occurrence of dirt, grime and contamination. The next tape is devoted to explaining how to maintain the acceptable state established by the first three Ss by clearly defining the conditions to be reached, making the conditions visual and finally maintaining and monitoring the condition. It is emphasized that to succeed it is essential to communicate the standards (i.e. state who should do it when and how, where to locate tools, etc.), make people accountable, exact responsibility and conduct regular audits. The final video explains how to make the actions required a habitual behavior to sustain the benefits gained by adopting the previous four steps. The key steps explained are how to develop awareness and skill levels, gain management support, provide organization wide communication, and making the 5S standards a part of daily work involving everyone.

The chapters in the guidebooks are structured well. The purpose of each step is explained followed by objectives, application strategy, and a final summary. Also included, where relevant are checklists of application tasks and worksheets.

Chapter 5 of the Facilitator Guide, the longest chapter (52 pages) deals with the creation and implementation of the basic 5S plan. The basics of the 5Ss are briefly explained first and application check lists and other required forms for the audit are provided and their application is explained. “The Facilitator Guide has in addition four appendices: Glossary of terms and definitions (9 pp.); Tools and techniques; Master forms; and Resources available to enhance the learning. The electronic versions of the presentations and forms included in the CD‐ROM are handy as the facilitators can customize them to their specific requirements. The appendix on “Tools and techniques” includes an in‐depth description of tools such as the “5‐why analysis”, benchmarking, Kaizen, “red tagging”, team charter, etc. Red tagging refers to a strategy for separating what is needed and what is not needed to identify and eliminate waste. Appendix C comprises masters of all forms (including checklists, worksheets, etc.) required for implementing 5S for safety, using the seven steps” (Narasimhan, 2003).

Two useful additions to this program are Hiroyuki Hirano's book 5 Pillars of the Visual Workplace: The Source Book for 5S Implementation (ISBN 1‐56327‐047‐1, $85.00) and the abridged version 5S for Operators: 5 Pillars of the Visual Workplace (ISBN 1‐56327‐123‐0, $25.00) created by the Productivity Development Team. Both are available from the Productivity Press.