5S: A Foundation for Improvements(A Hands-on Experience Learning Module)

• Sort• Set in Order• Shine• Standardize• Sustain

Operating Model – Continuing Education

Hands-on Execution of Lean Principles (H.E.L.P.)

Luis Loya, Director Operational Excellence - Master Black Belt

March 2018

Module Objectives

After participating, you will know:

• What 5S is

• How 5S relates to Lean

• Why we do 5S

• How we do 5S

• The benefits of doing 5S

5S is a Cornerstone to a

Successful Lean Transformation

Time

Study

SOS

TaktRCPS

A PLACE TO START

A Lean journey is a Learning

journey!

“Don’t change people to help the process,

Change the process to help people!”

“Good employees follow processes;

Great employees tweak processes;

Exceptional employees find ways to reinvent processes …

Not just because they are expected to, but because they just can’t help themselves.”

People & Teamwork

Culture

Foundation

Pillars

Results

Impact

Co

nti

nu

ou

s F

low

Co

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nu

ou

s Im

pro

ve

me

nt

Ergonomics

Empowerment

Gemba3

Walks

Assessment

Goals:Greatest Safety Highest Quality Lowest Cost Shortest Lead Time

Lean Roadmap To Success

Business Profit

Shareholder SatisfactionCustomer Satisfaction Employee Engagement

Level Scheduling 4 Standard Work DMAIC• 5S / Visual Management

• Leader Standard Work

• Standard Operation Sheet

• Managed Inventory

• Smoothed demand

• Build to order

• Kaizen / BB / JDI

• Waste Reduction

• Genchi Genbutsu 5

StabilityPhilosophy Leadership Daily Management

Just-In-Time Built-In-QualityRight Item

Right TimeRight Quantity

• Takt Time

• Pull System

• One-Piece Flow

• Min Batch Size

• Value Stream Map

• Kanban

Jidoka 1

• Poke-Yoke 2

• Process Stability

• Design-for-Lean

• 5 Why’s

• Andon Signals

• Control Charts (SPC)

• PDCA

House of Lean

Tools

Lean

Tools

Early

Systems

Sustained

Systems

World

Class

Little or no evidence

of a 5S Lean Tool.

5S activity is visual with clear

indication of use and results

(maybe lack Standardization

and Sustain items).

Demonstrated evidence of all

5 S's with expanded focus on

Standardize and Sustain.

5S is used to continuously

improve processes and

countermeasures result in

action and long-term solutions.

5S is the way we visually

manage work. Abnormal

conditions are obvious and

corrected immediately.

Time

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5S Letters Game Seating

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case

What’s In It For Me?

• A method that can be quickly applied to improve a work area.

✓ (it doesn’t require a large investment)

• Better, more sustainable solutions for all projects.

✓ (self-maintained solutions)

• The work itself gets easier when 5S has been applied.

✓ (faster, less draining)

A Workplace With a 5S Culture…

• Has higher productivity,

• Produces fewer defects and lost material,

• Meets deadlines better,

• Is a much safer place to work.

5S Explained• 5S is a process and method for creating and

maintaining an organized, clean and high performance Workplace.

• 5S enables anyone to distinguish between normal and abnormal conditions at a glance.

• 5S is a foundation for continuous improvement, zero defects, cost reduction and a safe work area.

• 5S is a systematic way to improve the workplace, our processes and our products through all employee involvement.

Critical Success FactorsFor effective 5S implementation:

• Have a Plan!!

• Leadership – Drive it from the top and Walk the Talk.

• Employee Involvement – Establish 5S Action Teams and each shift / functional area should end their day with area house keeping.

• Focus – Establish 5S Focus Areas with employee ownership.

• No Sacred Cows – 5S is not just about the warehouse floor, include all areas (office, maintenance, supply areas).

• Organize & Beautify – Maintain overall work area signage and paint.

• Accountability – Hold teams accountable to area requirements.

• Evaluate & Improve – Perform weekly audits with leadership, post and communicate progress results.

• Make it Fun and Celebrate Progress.

The 5S Letters Game

Sort - Set-in-Order - Shine - Standardize - Sustain

The 5S Letters Game is a metaphor that will give you a first-hand and personal experience of how much easier work can be when the workplace has been organized and improved by the 5S Process. It provides a clear understanding of the potential to increase efficiency and WIIFM – “What’s In It for Me”.

The experience is quick, powerful and fun …

The Letters Game

Perform a Team Exercise for NO 5S

Rules!

1. Listen & follow directions2. Do not work ahead3. Repeat rule #1

Template

T G E

Objective

Speed & Quality counts

No letters should be outside of a corresponding area.

9.0 seconds

Goal

T A R G E T

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5S is None Existent

S1: Sort

Definition of Sort

• Sort means to remove all items from the workplace that are not needed for current production or clerical operations.

• It does not mean that you only remove the items that you know you may never need.

• It does not mean that you simply arrange things in a neater fashion.

• If you sort: you only leave the bare essentials –“When in doubt, Sort it out ”

Examples of Sort

• Defective or excess, unneeded items that accumulate.

• Unneeded email or process steps

• Outdated or broken equipment (staplers, tape guns, office equipment, etc.)

• Carts with bad wheels, heavy, hard to roll.

• Outdated or broken tools or inspection equipment.

• Old rags, broken brooms, and other cleaning supplies.

• Electrical tools / equipment with broken cords.

• Disorganized office supply cabinets and print areas.

• Outdated posters, signs, notices and memos.

Benefits of Sort

• The workplace becomes less crowded and easier in which to work.

• Data storage becomes less confusing to locate information.

• Racks and cabinets of unneeded items are removed, eliminating walls that hinder communication between employees.

• Less time searching for parts , tools, data and information.

• Improved process flow.

• Example: Unneeded conveyors removed lowering maintenance costs.

Benefits of Sort

• Less time searching for necessary programs and documents.

• Improved process flow.

Transactional Example - SharePoint

Implementing Sort

Red-Tagging

• Identifying potentially unneeded items.

− Is this item needed?

− If it is needed, is it needed in this quantity?

− If it is needed, does it need to be located here?

• Evaluating and dealing with unneeded items.

− Move to a red tag holding area for a period of time.(this area must be created & maintained)

− After an agreeable period of time, Dispose of it – Sell, Relocate, Donate or Throw Away.

25

Red Tag Examples

Date Tagged

QTY

1

2

3

4

A

B

C

D

Item Description

5's Red TagRed Tag Number

Department/Area

A-Hold Until

Category

Packing Supply

Tool or Equipment

Computer Equipment

Office Supply

Disposition

Move to Red Tag Holding Area

Disposed of

Moved to General Supply Storage

Remain in Location to Evaluate

Number of times needed

D-Remain in Location Until

Number of times used

26

Red Tag Area

27

Red Tag Examples

28

Red Tag Area

Transactional Example

The Letters Game

Perform a Team Exercise for SORT

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1S - SORT

S2: Set-In-Order (Simplify)

Definition of Set-In-Order

• Set in order means that you arrange the items or information that are needed in the area and identify them or label them so that anyone can find them, put them away or file them correctly.

• The key word is “anyone”.

Think of a pit crew at a Formula 1 race, every item is positioned to error proof and speed the process, and to eliminate all wasted motion:

4 Seconds or less to change 4 tires.

Benefits of Set-In-Order

• Person sent to find something finds it easily.

• Time spent looking for things or information is reduced.

• Wrong parts or data are not retrieved in error.

• Adequate space is allocated for storage of items and information.

• Items have “their place” and not left in walkways, etc.

Anatomy of a Pit Stop

67 sec 3.9 sec

Implementing Set-In-Order

• Draw a 5S map showing the best location for tools, equipment and materials based on frequency of use.

• Store items or information together if they are used together, and store them in a sequence they are used.

• If tools are being set in order, design a system that keeps the tools in their location.

• Store infrequently used items away from the point of use.

• Remember to use the Principles of Motion Economy.

See next slides

Principles of Motion Economyexample:

Before After

The Basic Components of a Visual Organization System Are:

• Border – Sets boundaries, areas.

• Home Address – Tells what item belongs inside the border.

• Label – Tells what the item is and where it belongs.

Implementing Set-In-OrderEmploying Visual Tools

Border Example

A line around an item to identify its area/boundaries:

• Traffic lanes

• Stationary items

• Mobile items

• Walkways

• Surface items

5S – Dashboard

Transactional Example

5S – Dashboard

Transactional Example

5S – Desk Drawer

5S – Kaizen Supplies

Before After

wrench 38-91 4in. Drive Shaft cell

wrench

38-91

4in.

Drive

Shaft

Cell

Home Address & Label Example

• A sign on the “shadow board” at the item’s home. It should include:

− Item name

− Location

− Picture / silhouette of item (opt)

• A sign on the “item”. It should include:

− Name of item

− Item’s home location

Home Address & Label Example

5S is Not … stating the obvious

9th Type of Waste = Wasting tape to do unnecessary 5S work.

http://www.ocdexperience.com/garage-storage-organization

Office Standard

Before – No Set in Order After – 5S

Transactional Example

Transactional Example

Email Signatures:

• Adding signatures containing your contact information to all emails saves time.

• The amount of wasted time spent searching for this information would definitely make the top 10 list of wasteful office activities.

• Please help solve this epidemic.

The Letters Game

Perform a Team Exercise for SET-IN-ORDER

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2S – SET IN ORDER

S3: Shine (Sweep)

Definition of Shine

• Shine emphasizes removing the dirt, grime and dust from the work area.

• This is a program of keeping the work area swept and clean of debris.

• Key component for preventive maintenance.

The best time to find defects, dents, and scratches is when you are hand washing your automobile. Likewise,

the best time to find defects and safety problems is when you are

cleaning your work area.

Benefits of of Shine

• Defects are easier to see in a well lit and clean environment.

• A work area clean of debris is less likely to cause a tripping hazard.

• Machines that are clean and maintained work more efficiently.

• A clean work area promotes improved morale.

The proper approach, when focusing on this 3rd S, is to not only thoroughly clean the area… it’s also to understand why it’s dirty in the first place.In other words, we should clean to inspect. We should clean in such a way as to identify the source of the grime so we can eliminate it.For example, if we’re cleaning oil off the floor we must find out why it got there. Simply cleaning it and not fixing the problem that created the spill or leak is pointless.

Shop Shining … Clean to Inspect

Most people completely miss what this 3rd S is all about. Many seem to think it’s all about sweeping up the dirt and perhaps even getting on our hands and knees to scrub the floor. And it is to some extent. But it’s so much more.

Shop Shining … Clean to Inspect

Shop Shining … Clean to Inspect

This is the president of a company in Japan participating in the site’s daily 5-S activities. Each morning, the entire salaried management team works side by side to clean and organize the plant. From washing floors and trimming hedges to cleaning bathrooms, no task is left undone.

What kind of message do you think the president’s actions sends his employees?

Implementing Shine

• Determine the shine targets – what are we going to clean?

• Set a schedule and assign individuals.

• Create procedures for continued daily shine processes.

• Set periodic area inspections and maintenance targets.

Front Back

Before After5S Responsibility Board

Task Criteria

5S Assignment Board

The Letters Game

Perform a Team Exercise for SHINE

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3S – SHINE

S4: Standardize

Definition of Standardize

• Creating a consistent way of implementing the tasks that are performed on a daily basis, including “Sort” , “Set-In-Order” and “Shine”.

• “Do the right things the right way, every time!”

Just like in our personal lives, if the rules are in writing and right in front of us, we are much more likely to understand and follow

them - especially if they have our signature on them!

Benefits of Standardization

• Easier to train new employees.

• Less room for errors.

• Work area is more organized.

• Files and information is more organized

• Work area is safer.

Implementing Standardization

• Integrate the benefits found through Sort, Set-In-Order, and Shine into everyday work activity.

• Make it a way of life.

• Items that are not in their place should be able to be noticed at a glance.

• Keep it “Visual”.

• All 5S activities should be scheduled at the frequency rate necessary to maintain a clean, orderly, and safe work environment.

What an area would look like if a robust 4th S was in place

Examples of Standardize

Examples of Standardize

Examples of Standardize

Inventory Management

Brand and Generics metrics

boards are standardized

to similar formats

Transactional Example

Examples of Standardize

Is this good or bad?

Examples of Standardize

The Letters Game

Perform a Team Exercise for STANDARDIZE

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4S – STANDARDIZE

S5: Sustain

Definition of Sustain

• Sustain means that the 5S program has a discipline that ensures its continued success.

• Sustain means that the 5S mentality is ingrained in everyday work life and procedures.

− Don’t let it become another “flavor of the day.”

Benefits of Sustain

• Detailed tasks are documented to make processes more efficient.

• Work place is maintained in an organized fashion without clutter.

• Standard Work is established and adhered.

Implementing Sustain

• Keep everyone aware of 5S and its benefits.

• Make time each day to perform daily tasks.

• Make it structured.

• Give recognition where it is due.

• Establish checklist for visitors to review.

• Engagement is across all levels.

The Letters Game

Perform a Team Exercise for SUSTAIN

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5S – SUSTAIN

How Is 5S Done?

• 5S is accomplished by following all of the steps …

• DON’T SKIP A STEP!

• 5S is a team oriented process between the members of the work area and their leadership.

Do your results look like this?

58.5

35.0

21.7

14.810.5

4.98.0

05

1015202530354045505560657075

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Average TimeAverage Time