A hands-on management technique aimed at improving the company’s working environment to make it safe and standardised, the 5S method involves empowering employees at all levels of the organisation. Commitment at all levels is crucial to gaining the support of employees and creating a common company culture. Here are the 5 rules laid out in this Japanese code of conduct. 

What is the 5S method?

Coming straight from Japan, the 5S method is a part of the Lean philosophy: it aims to better organise the workplace to make it more efficient. Indeed, a tidy and clearly arranged workspace not only improves the productivity and quality of production processes, but it also makes them significantly safer. Moreover, as safety is ensured, employees can better focus on the important tasks at hand, such as working productively and efficiently. 

The 5 operations of the 5S method: 

  • Sort: Get rid of unnecessary items; 
  • Shine: Make it shine, get it clean; 
  • Set in order: Organise your workplace in the best possible way; 
  • Standardise: Standardise the rules; 
  • Sustain: Track improvements and make progress. 

Here are the details of each of these 5 steps and what they bring to the company. 

What are the advantages of the 5S method for companies?

The advantages of this method are numerous. It enables you to: 

  • Reduce clutter, minimise material or document losses and thus avoid waste; 
  • Prevent potential damage to equipment; 
  • Optimise movements in the production line and, more generally, in the company; 
  • Increase the efficiency of staff at all levels of production; 
  • Avoid the risk of accidents or health hazards, especially in production areas with hazardous materials or tools; 
  • Increase the rate of production by eliminating energy-intensive tasks with low added value; 
  • Make the working environment more pleasant and thus encourage greater
    employee commitment through better working conditions; 
  • Improve the final quality of the products and the production output. 

What are the practical applications of the 5S method?

Sort, shine, set in order, standardise, sustain:  Here are the essential steps to follow in order to obtain optimal results. 

Sort

The idea here is to remove everything that is not essential from the working area to limit the build-up of clutter and free up a more functional space. This step includes all the following actions: 

  • Throw away or recycle anything that has not been used for at least a year;  
  • Put away anything that has not been used for a month (in the archives or storage room in the factory); 
  • Place all items used less than once a week near the working area (workshop cupboard or storage locker); 
  • Put everything that is used less than once a day on the workstation; 
  • Have what is used less than once an hour within easy reach on the workstation; 
  • Place everything that is needed at least once an hour directly on the operator. 

Sorting involves prioritising in detail what should be thrown away and what should be kept. It is particularly applicable in factories and in manufacturing where numerous tools are used, which can slow down productivity. 

However, this step can also be applied to office jobs where the sorting and closing of windows and files on the computer allow you to focus only on what is directly related to the task at hand. Thus making it possible to reduce the number of interruptions. 

Set in order

The idea is to define a very precise place for everything (tools, files, supplies, etc.) so you can find it quickly and easily. This step must follow certain rules:  

  • Position objects according to their frequency of use; 
  • Optimise the placement of objects according to their characteristics (proximity, weight and size); 
  • Establish storage rules according to defined criteria (alphabetical order, field of application or order of use); 
  • Place the most frequently used items in close proximity; 
  • Simplify the layout of workstations by implementing standardisation; 
  • Apply the FIFO (First In First Out) method as much as possible to avoid the accumulation of material or documents. A system of prioritisation should be followed. 

Set in order eliminates wasted time which, however short, can be detrimental to productivity as it builds up.

Shine

The aim of this step is to make the workspace completely clean after having first cleared it and tidied it.

In addition to cleanliness, shine makes it possible to anticipate the occurrence of anomalies on machines by quickly detecting any problem or by avoiding the accumulation of dust, which is sometimes the cause of a malfunction in a tool. 

It is therefore the first step towards auto-maintenance, consisting of the early detection of premature wear and tear on machines, which can bring production to a standstill for some time. 

A clean workstation also ensures safety and avoids the risk of injury from slips or flying objects.

Furthermore, a clean working environment enhances the working experience. Therefore providing a pleasant working environment and a healthy atmosphere. 

Standardise

This step consists of being rigorous in maintaining a clean and tidy workspace, free of all unnecessary items.

This term should also be understood in the sense of “standardising”, i.e. setting rules for keeping the workspace in a clearly-defined state. It can also be seen as a kind of visual management process, aimed at identifying and immediately excluding anything that might contradict this new order. This can be done by using colour codes, the company’s intranet or an instruction board (whiteboard, easel, etc.). This standardisation step involves the implementation of several elements which will also form the basis of the last step of 5S. 

Give clear instructions

The instruction board should contain short and simple instructions. A diagram, checklist or flowchart can provide a simple explanation of the process to follow. Instructions should be easy to understand and can take different forms, such as a photo of a cabinet showing exactly where each item should be stored. Also make sure that the instructions are legible from a distance. 

Add colour

Use colours as much as possible. For example, coloured tape makes it easier to visualise the operations to be carried out, e.g. “Which products have a certain colour? ” or “Who does what?”. 

Choose the right location

Hang the instruction board in the right place, where it will be seen by as many people as possible and, more importantly, by those concerned. 

Signal hazards

It is also important to communicate clearly, including visually, the hazards present in the workplace. Consider, for example, the risks of explosion and irradiation, hazards associated with high temperatures and corrosive substances, etc. The use of special signs placed in appropriate locations, preferably in a uniform style and combined with coloured markings, will help you prevent accidents in the workplace. 

Sustain

Respect for the rules established in the previous 4 S is the guiding principle of sustain. This term can also be translated as “to maintain discipline”. 

The aim is to sustain the results of the efforts made over the long term. This includes an internal communication policy to all staff through the provision of drawings, diagrams or any other documents in various locations on the premises. The aim is to constantly remind them of the principles of sort, set in order, shine and standardise mentioned above.  

This sense of discipline advocated by the sustain approach must not, however, be implemented in a way that is too heavy-handed for employees, otherwise, it may prove counterproductive. It is essential that these new practices are gradually integrated into their daily “routine”. A “zero clutter” policy should not be pursued immediately. 

What are the concrete results of applying the 5S method?

Applying the 5S method leads to concrete results that can be observed primarily at two levels.  

Results in terms of visual impact 

The 5S enable: 

  • Immediately apparent cleanliness in the working area, which is an especially positive point in terms of customer visits;
  • Clear and compartmentalised visual organisation; 
  • Keeping of materials and tools in perfect working order; 
  • Reduction in the risk of accidents at work and health hazards; 
  • Elimination of downtime and waste; 
  • Improvement of working conditions for employees. 

Results in terms of employee behaviour

The 5 S constitute: 

  • A new challenge and rethinking exercise for employees which prevents them from resting on their laurels;
  • A standardised procedure that is more easily followed by new recruits; 
  • Employee participation in a common group project (company culture) and therefore greater engagement.