THE ‘ 5 S’ 5 S

ARE FIVE KEYS TO A

TOTAL QUALITY ENVIRONMENT

5-S : Five Japanese words starting with ‘S’

SEIRI - SORTING SEITION SYSTEMATIC ARRANGEMENTSEITION - SYSTEMATIC ARRANGEMENTSEISO - SPIC & SPANSEIKETSU -STANDARDIZING (FOR SERENE ENVIRONMENT)SEIKETSU -STANDARDIZING (FOR SERENE ENVIRONMENT)SHITSUKE - SELF DISCIPLINE

During second World war, nuclear bombs were dropped at Hiroshima and Nagasaki and Japandropped at Hiroshima and Nagasaki and Japan was in ruins. Japanese products at that time were of poor quality and unreliableof poor quality and unreliable.

Japan’s achievements in quality in post war era are due toTQMJIT

Quality CirclesQuality CirclesKaizen

5-S

Success of TQM encompasses the success of otherelements Each element is complementary to the otherelements. Each element is complementary to the other.But 5-S is the foundation for all improvements

‘5- S’ APPROACH

A person is judged by his habits, his style of living, hissurroundings, and by his actions.

‘5- S’ IS MORE A DO -IT YOURSELF APPROACH. CHANGING THEMIND SET IS VERY IMPORTANT FOR SUCCESS OF ‘5-S’PROGRAMMESPROGRAMMES.

‘5-S’ IS PRACTICE – ORIENTED, PEOPLE-ORIENTED ANDENVIRONMENT-ORIENTED .

PRODUCT QUALITYQSERVICE QUALITY

QUALITY WORKPLACE QUALITYPERSONAL QUALITYPERSONAL QUALITYSOCIAL QUALITY

‘5-S’ ALSO AIMS TO IMPROVE QUALITY OF WORK LIFE.

WE HAVE A GOOD HISTORY OF MAINTAINING CLEANLINESS

P l d t b l i th iPeople were supposed to be clean in theirBODYMINDMINDSOUL

• Our forefathers were concerned about preserving a• Our forefathers were concerned about preserving agood environment.

• Rivers, trees, land are all treated as sacred andworshiped, only to emphasize clean environment .

• Findings of excavation of the Harappa and Mohan-j d i ili ti l d i t f i tifijodaro civilization revealed existence of a very scientific sanitary system in that period.

• Tradition of washing our feet and keeping our foot-wear outside while entering the house.

• Tradition of cleaning and whitewashing our houses at Deepawali, Eid, Christmas etc,.

• Tradition of washing our hands before taking meals and taking bath daily.

• The workshops and factories are cleaned and painted on Vishwakarma Jayanti. Th fi hi h k d f i h i h• The first thing shopkeepers do after opening their shop and before making any transaction is the thorough cleaningcleaning.

• We are now reinventing the wheel• We are now reinventing the wheel.

1 S : SEIRI SORT OUT AND THROW THE UNWANTED / UNNECESSARY ITEMS.

• Human tendency is to save things for ‘the rainy day’.

I di t t ti S i iImpediments to practice Seiri.• It is at times confusing to decide what would be wanted

in future .in future .

• We tend to keep extras or duplicates thinking that theneed may arise in future.

• We have sentimental attachments to certain items• We have sentimental attachments to certain items.What may appear worthless or useless for others maymean a worth of millions to them

. IMPEDIMENTS TO PRACTICE SEIRI…….

• Sometimes people believe in antique value and hope thatby preserving a thing they are really doing a wise thing.

• We tend to believe in unlimited space availability - afterall it is going to occupy space So what ?all it is going to occupy space. So what ?

• Sometimes rejected material are stored based on the• Sometimes rejected material are stored based on thebelief that these may be reworked during urgentrequirements or the tolerance may be relaxed to acceptthem.

E i i h h h d b b h i h• Every item in the house had been bought with somepurpose.

FINDING UNNECESSARY, NON-ESSENTIAL AND SURPLUS

ITEMS.

• When walking across the floor/office/house .• When walking just outside the work-placeWhen walking just outside the work place. • When looking at racks .

Wh l ki d l k bl• When looking at drawers, lockers, table tops and tool boxes.

• When looking at stores .• When looking at the toilets & washbasins g

ADVERSE EFFECTS OF NOT FOLLOWING SEIRI

• The work place is cluttered with unwanted , waste oroutdated items, occupying valuable space meant foruseful items In a work place where Seiri is not followeduseful items. In a work place where Seiri is not followed,there exists always a demand for more space.

• Every work place becomes a store in itself for unwanteditems. Unless unwanted items are shown their way out,there will be no place to keep the new items.

• If not attended promptly the unwanted items will get• If not attended promptly, the unwanted items will getmixed up with good items and move to furtheroperation.p

• Unwanted items also pose a hazard leading to accident.

ABSENCE OF SEIRI IN WORK PLACE WILL RESULT IN

1 R j t d it d t i l1. Rejected items and materials.

2 Un anted items / materials / jigs / fi t res / tools either2. Unwanted items / materials / jigs / fixtures / tools, eitherbroken or obsolete.

3. Outdated , obsolete , expired items / materialsmeasuring instruments.

4. Broken trolleys, pallets, bins , work tables.

5. Scrap stored just outside.

6.Measuring instruments beyond calibration.

ABSENCE OF SEIRI IN OFFICE WILL RESULT IN

1. Unused or broken pens.1. Unused or broken pens.

2. Irrelevant / useless papers , note books , files.

3. Old diaries.

4. Broken furniture.

5. Unused paper weights.

6. Expired shorthand note books (memopads), carbonpapers.p p

7. Outdated and obsolete vouchers, slips, etc.

ABSENCE OF SEIRI IN HOUSE WILL RESULT IN

1. Broken buckets, mugs, toys.1. Broken buckets, mugs, toys.

2. Unused & old medicines, tablets, syringes.

3. Old tooth brushes, paste tubes.

4. Torn purses, wedding cards, calendars.

5. Packing boxes, bags, briefcases.

6 Old footwear spectacle frames6. Old footwear, spectacle frames.

7. Old books , diaries, letters, magazines., , , g

8. Old clothes, used dry cells, bulbs.

Seiri in Information Technologygy

• The storage capacity is limited and the speed of response of the system is also dependent on the loading of the system.

• It is essential to identify necessary andunnecessary files or other matter stored in the

t Th id tifi ti f filsystem. The identification of unnecessary filesshould be done periodically which impliesapplication of Seiri in ITapplication of Seiri in IT.

HOW TO PRACTICE SEIRI

C ti d i i t• Creating a conducive environment

Ed cating the need for practicing Seiri• Educating the need for practicing Seiri.

• Separating the unwanted and the wanted• Separating the unwanted and the wanted.

• Classify them as• Classify them as

WASTEREJECTIONSDISCARDED EXITDETERIORATEDDETERIORATEDOUTDATEDOBSOLETE

HOW TO PRACTICE SEIRI

REPAIRABLE DECIDEREWORKABLE &REGRADABLE IMPLEMENTALTERNATE USE WITHOUT DELAY

WANTED KEEP THEM

• If necessary form section committees to make decisionson what is wanted or what is not wanted.

Wastages in absence of Seiri• Space is wasted resulting into less operating space

• Storage facilities are wasted as shelves, cabinets and lockers are filled with extra things .g

• Waste resulting from inadvertent use of rejected item ( as a result of mix up with accepted items).

• Waste resulting from deterioration of items as due to excessive inventory, items become unusable because they rust, deteriorate or because changes are made inthey rust, deteriorate or because changes are made in facilities/design.

• Wastage of money due to stocking of unnecessary, surplus, and non-essential items.

• Waste of labour, as it is unnecessarily spent on searching for thingssearching for things .

• Unnecessary facilities are added because existingUnnecessary facilities are added because existing facilities are not maintained and they deteriorate due to excessive wear and tear.

• Waste of resources due to leakage e.g. oil, water etc. Thi l lt i t t f th titThis also results in extra procurement of the quantity corresponding to the leakage.

• Breakdown in machinery resulting in their low availability.

Losses in an organisation in absence of ‘5-S’g

• Operations cost increases.• Personnel cost increases and safety decreasesPersonnel cost increases and safety decreases.• Repair cost increases.

P d i i d• Productivity decreases.• Interest cost increases. • Inventory cost increases.

Safety is endangered in absence of ‘5-S’• Due to improper and unnecessary storage of

items, work place becomes insufficient and it , presults in frequent handling of items and as such chances of accident increases

• Chances of accidents increase due to non-working of safety alarms/devices.

• Accidents can occur when things are not segregated and placed properly such as – Things are left in aisles.– Things are placed too high and there are increased

h f i j i lti f thi f llichances of injuries resulting from things falling.– Things are piled up badly.

EVALUATING THE STATUS OF SEIRI

Look for……..

1.Broken furniture , work benches , trolleys.

2.Defective products without proper identification.

3.Shelf-life expired items.

4. Empty cartons and wrapper papers.

5. Unwanted papers kept in files, notice boards.

EVALUATING THE STATUS OF SEIRI

6. Lacuna in procedure for regular removal and disposalof dead stock / non-moving inventory.of dead stock / non moving inventory.

7. Periodic clearance of scrap yard.7. Periodic clearance of scrap yard.

8 Absence of proper system for periodic identification and8.Absence of proper system for periodic identification anddisposal of extra / duplicate.

9. Disposal methods for specific items like toxic waste,used acids , chemicals.used acids , chemicals.

2. SEITON - SYSTEMATIC ARRANGEMENT

“A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE”

Wh f / ffi d i i iWhy factory / offices do not practice seition.

1. Procrastination.2. Absence of clear cut procedures.p3. Confusion in arranging items.4. Feeling of Lack of time, space , manpower,4. Feeling of Lack of time, space , manpower,

stationary,…..

LET US REMEMBER :

• A stitch in time saves nine.

• The lack of time will definitely be less than thetime spent on searching.

• Recalling shall be easier and less timeconsuming.consuming.

ABSENCE OF SEITON IN WORK PLACE WILL RESULT IN

1. Lack of proper layout for materials, components,semifinished / finished items, sub assemblies /assembliesassemblies.

2. Improper arrangement of cables, pipes, rods, sheets.2. Improper arrangement of cables, pipes, rods, sheets.

3. Items lying thrown on the gangways / floor.y g g g y

4. Inadequate stores procedure.q p

5. Lack of clear cut identification, colour coding, routing.

6. All the tools jumbled together.

ABSENCE OF SEITON IN OFFICE WILL RESULT IN

1. Files not clearly identified.

2. Table drawers cluttered with papers, keys, pens.

3. Lack of proper indexing system in cup-boards,p p g y p ,file cabinets.

4. Papers heaped on the table - myth of keepingurgent, very urgent trays.g , y g y

ABSENCE OF SEITON IN HOME WILL RESULT IN1. No separate place for fuse-wire , candles , matchp p , ,

boxes, used blades.

2 Old dry cells and new ones lying together2. Old dry cells and new ones lying together.

3. Papers, magazines lying all around.p , g y g

4. Knives and spoons etc kept together.

5. Vessels, buckets, etc heaped one over the other.

6. Different Medicines lying at one place and withoutidentification .

7. Improper storage of electricity, telephone, water, taxbills etc.

SEITON IN INFORMATION TECHNOLOGYManagement of files on a computer is very important ItManagement of files on a computer is very important. It

enables fast access to desired files.

1. If all files are stored in the default folder say ‘my documents’ of aPC, then retrieving any particular file becomes problematic.‘Subject wise’ folders ease and simplify the retrieval of files andSubject-wise folders ease and simplify the retrieval of files andother data.

2. Files, not in current use should be stored in labeled floppies.

3 The floppy case and floppies should also be labeled for easy3. The floppy case and floppies should also be labeled for easyidentification and retrieval.

4. For all this, it becomes essential to name the files in a simple anddistinctive manner so that the content of the file can be judged bythe file name.

PLACE FOR EVERY THING

• For keeping all necessary items in a systematicmanner, there should be proper place

• It is vital that every facet of the work place isstandardised and visual control is in place.

• It requires rational layout of machines, equipment,cabinets etc. Layout drawings, schematic drawings,direction indicators (as seen at airports, railwaystations) etc facilitate easy approachstations), etc. facilitate easy approach

EVERY THING IN PLACE

• Assign proper storage areas for proper placement of items .placement of items .

• Provide for proper storage facilities such as• Provide for proper storage facilities such as racks, cabinets etc

• Decide what will be stored where -frequently used items close-by between the height ofused items close-by, between the height of shoulders and legs.

• Assign separate place for rarely used items.

EVERY THING IN PLACE

• Use ‘kit system’ for frequently used items and ‘assembly system’ for less frequently used itemsassembly system for less frequently used items.

• Label storage areas

• Label items

• Store items

WORK SIMPLIFICATION THROUGH SEITON

Work simplification can be done by employing simple improvement principles: –p p p p

Economic movement principleEconomic movement principle• Minimum movement principle. Reduction in

number of therbligs ie. motionsnumber of therbligs ie. motions• Simultaneous use of both hands principle.• Short distance movement principle• Short distance movement principle• Movement simplification principle. Use of inertia

and gravity as much as possibleand gravity as much as possible

Four improvement principles• Exclusion principle-Eliminating unnecessary operations• Combination principle- Combining or Separating the

operations.R l i i l O i f R i h d b• Reversal principle- Option of Reversing the order can beexamined

• Simplification principle• Simplification principle

Use of natural power principlesUse of natural power principles• Gravitational and magnetism principle• Stretch or shrink principle- use of springs or elastic• Stretch or shrink principle- use of springs or elastic.

It can also be done by using electronic andIt can also be done by using electronic and computerised systems

ADVERSE EFFECTS OF NOT PRACTICING SEITONADVERSE EFFECTS OF NOT PRACTICING SEITON

1. Items are not readily available when needed.

2. Mix-up of good ones and bad ones.

3. History of some item or practice is lost.

4. Required items may be declared as non-moving items.q y g

5. Absence of information of availability of an item mayy yresult in unnecessary purchases.

ADVERSE EFFECTS OF NOT PRACTICING SEITON...

6. Possibility of accidents.y

7. Lack of moving space / working space.7. Lack of moving space / working space.

8 Sometimes items gets damaged when stored one over8. Sometimes items gets damaged when stored one overthe other.

GOOD THINGS HAPPENS ONLY WHEN PLANNED.BAD THINGS HAPPEN ON THEIR OWN.

SEISO : SPIC AND SPAN

SEISO IS ABOUT THE WORK PLACESEISO IS ABOUT THE WORK PLACE BEING CLEAN AND TIDY AND FREE OF DUST AND DIRT.

Seiso also implies inspection:-

•The essence of Seiso is not just making things clean;

•By cleaning things from top to bottom, objects and places can naturally be seen with the eye and touched with thecan naturally be seen with the eye and touched with the hand.

•When things can be seen and felt, abnormalities will be quickly discovered and attended to, and problems resolved.

I l t l t ‘S i ’ i l ‘ I ti ’• In lateral terms ‘Seiso’ is also ‘ Inspection’.

One can look for following during seiso (implying inspection) ( p y g p )

• Trash and dirtR d h• Rust and scratches

• Curvatures and abrasionsL t d k ki• Loose parts and knocking

• Eccentricity and lurching• Abnormal movements• Abnormal movements• Vibration and shaking• Leaks and scattering• Leaks and scattering• Abnormal sound and over heating• Abnormal smells and discolourationAbnormal smells and discolouration• Misses and skips

ABSENCE OF SEISO IN WORK PLACE WILL RESULT IN

1. Dirt on machines, work tables, moving trolleys.

2 Dirty floor with oil spillage2. Dirty floor with oil spillage.

3. Dirt and stains on walls, roof and stanchion.

4. Dust and dirt on components, parts, materials etc.

5. Dust on surface tables, measuring instruments andgauges.

6. Cobwebs on the roof.

7. Burrs, metal chips, cotton waste etc lying on shop floor.

ABSENCE OF SEISO IN HOME WILL RESULT IN

• Dirty floor with ants, insects and flies everywhere.

Di l i b h h b i d bi• Dirty lavatories, bathrooms, wash-basins, dustbins etc .

• Unsafe Drinking water.Unsafe Drinking water.

• Cob Webs on the walls/roof.

• Dirty shoes, Untidy clothes etc.

• Dirty utensils ( with left away matter) and containers.

• Unpolished furniture, scratched almirahs, coolers, racks etc.

……ABSENCE OF SEISO IN HOME WILL RESULT IN

• Dirty vehicles and dirty surrounding.

D k TV f id f i• Dust on racks, TV, fridge, furniture etc.

• Dust & dirt on windows, lintel, walls, ceiling, roof etc.Dust & dirt on windows, lintel, walls, ceiling, roof etc.

• Un-cleaned washing machines, vacuum cleaner etc.

• Accumulated dirt on switches, tubes, bulbs, fans, coolers etc.

• Leakages through pipelines.

• Home needing white-washing.

ABSENCE OF SEISO IN OFFICE WILL RESULT IN

• Dust on table, chairs, computer, racks, almirahs,Dust on table, chairs, computer, racks, almirahs, drawers, coolers, air-conditioners etc.

• Dirty table glass, table, chairs, water glass, crockery etc.y g g y• Dirty and un-serviced coolers, computers, ACs etc. • Dirty switches, bulbs, tubes, fans etc.• Dust on files and in cabinets.• Scratched almirahs and racks.• Dirty lavatories and toilets.• Dirty floor.• Dust & dirt on windows.• Cob Webs on the walls.

Di f i hi• Dirty furnishings.• Dirty notice boards.

…..ABSENCE OF SEISO IN OFFICE WILL RESULT IN

• Dirty water-coolers and jugs.• Dirty keys of key-board of computer.Dirty keys of key board of computer.• Untidy parking-place for vehicles.• Leakage from roofs and oil spillage from vehicles andLeakage from roofs and oil spillage from vehicles and

equipment.• Dirty wash-basins.Dirty wash basins.• Dust on stored stationary.• Dust on pen-holders desk calendars etcDust on pen holders, desk calendars etc.• Dirty white-boards.• Dust on name plates• Dust on name-plates.

SEISO IN INFORMATION TECHNOLOGY:

A th fil i id tifi d b l t d• As soon as the file is identified as obsolete anduseless and sent to ‘Recycle bin’ it should be deletedfrom there i.e. ‘Recycle bin’ should be emptied toy pcreate more storage space in memory.

• De-fragmentation of the disk should be doneperiodically to improve storage space and responsespeedspeed.

• At the end of every working session or every day or• At the end of every working session or every day orweek, seiso should be done. Periodically, all thefolders and files should be looked into and cleaning(deleting of unnecessary files) should be done.

ADVERSE EFFECTS OF NOT PRACTICING SEISO

1. Floors and walls are having lot of dust , dirt and stainsposing a shabby look.

2. The air (which we breathe) has more dust andimpurities.

3 Th di i di t ti d ith d t3. The readings, indicators, cautions are covered with dust.

4 P t ti l h d d ibilit f id t d t4. Potential hazards and possibility of accidents due toslippage.

5. A non-congenial environment - hampers enthusiasm forpeople to work.

4. SEIKETSU : STANDARDISATION FOR SERENE ENVIROMENTS N NV O N

• Seiketsu refers to the maintenance ofcondition of cleanliness and neatness.Seiketsu implies that there should bepadequate illumination, ventilation, exhaustand proper sanitary / hygienic condition .p p y yg

• Seiri Seiton and Seiso are the ‘acts’ and• Seiri, Seiton and Seiso are the ‘acts’ and Seiketsu is the ‘result’ Seiketsu is a state which proves that ‘Seiri’ ‘Seiton’ andwhich proves that ‘Seiri’, ‘Seiton’ and ‘Seiso’ are being faithfully carried out

ABSENCE OF SEIKETSU IN WORKSHOP WILL RESULT IN

1. Hazardous chemicals being stored / handled without adequate protection.

2. Lack of pest control.

3. Improper exhaust system for fumes and hazardous dust.

4. Toilets and washbasins not disinfected.

5. Blocks in sewages not removed.

6 Leaks from the roof not attended6. Leaks from the roof not attended

ABSENCE OF SEIKETSU IN OFFICE WILL RESULT IN

1 Toilets and washbasins are not disinfected1. Toilets and washbasins are not disinfected.2.Flies and rodents moving around.3 Water and dirt getting collected below the cupboards3.Water and dirt getting collected below the cupboards.

ABSENCE OF SEIKETSU IN HOME WILL RESULT IN

1. Toilets are not disinfected.2 S bl k t d2. Sewages blocks are not removed .3.Lack of control against flies , mosquitoes and

rodentsrodents.

SEIKETSU IN INFORMATION TECHNOLOGYSchedule for periodic scanning and cleaning shouldbe prepared and followed

IMPORTANT STEPS FOR ACHIEVING SEIKETSU

• Development of standards .

• Creation of Visual ControlsCreation of Visual Controls

D i i t bl• Devising ways to expose problems

• Preparation of rules, methods and schedules .

• Establishing a checking procedure

SHITSUKE - SELF - DISCIPLINE•Training people to follow good house keeping discipline•Training people to follow good house - keeping disciplineby themselves.

•Shitsuke implies constancy and repetition. That is 5-S isnot a one - time affair. It is a routine affair likeproduction maintenance marketingproduction, maintenance, marketing.

•Shitsuke is also about sticking to self-discipline ing pobserving safety rules.

Self disicipline also in matters like p nct alit reg lar•Self-disicipline also in matters like punctuality, regularattendance, wearing uniform, using safety equipments.

•In short , the self discipline to follow the other 4-S.

Important steps for achieving Shitsuke

• Development of action plan for maintaining standards.

• Clear communication and unambiguous instructions.

• Display of work procedure at workplace and solving• Display of work procedure at workplace and solvingproblems/correcting deviations on the spot.

• Carrying on 5-S activities as habit and enthusing others.

• Conduction of self audit.

• Recognition of individuals and teams• Recognition of individuals and teams

EFFECTS OF PRACTICING SHITSUKE

• Safer working place, since safety rules are followed, accidents are avoided.

• Standardized working methods and procedures avoid confusions in settings, measurements and movement.

• Productivity improvement since people know th h t d di d d h t t dthrough standardized procedures what to do, when to do and how to do.

• Rejections and wastes are minimized .

EFFECTS OF PRACTICING SHITSUKE

• Any new problem that surfaces will get easily exposed and new procedures can be evolved to solve them.

• Better co-operation among people since nofriction occurs because everyone operates withinfriction occurs because everyone operates withinthe rules.

• A healthy bright work place of motivated people.

THE COMPANY THAT IS DOING BADLY IS DOING THE 5S’ BADLY

Features common to non-performing workplaces (SYMPTOMS OF SICKNESS):

• The interpersonal relations are usually bad. People dot t h thnot greet each other.

• People look worn out & workplace is in a mess.• There is a high absenteeism rate• There is a high absenteeism rate.• The workers do not bring out suggestions for

improvement.improvement.• There are many defectives produced and this results in

more reworks.• The equipment are dirty and unclean.• Tools and materials are lying around everywhere.

STEPS IN IMPLEMENTATION OF 5 S

1. Management resolve and training .g g

2. Issuing a vision statement.g

3. Imparting training at all levels. Givingpublicity to the programme so that it ispublicity to the programme so that it istaken seriously by all.

4. Evaluating the current status.

5 Cl i th t d5. Clearing the unwanted.

6. Decision on ‘the place for everything’.6. Decision on the place for everything .

7. Cleaning the work place.

7. Cleaning the work place.

8. Formulation and standardization procedures,safety rules, work instruction etc.safety rules, work instruction etc.

9 Proceeding step by step and monitoring the9. Proceeding step by step and monitoring theresults .

10. Auditing and displaying the audit findings onnotice-boards and keeping them at prominentot ce boa ds a d eep g t e at p o e tplaces.

11. Constituting awards for recognition.