Implementing a 5S Program
Many businesses decide to implement a 5S program as a way to standardize procedures, increase orderliness, and improve efficiency. Generally, having a team design and implement a program is effective because people from different parts of the business bring unique perspectives. Using a team also removes the burden of starting and maintaining 5S—which can be a large project, especially in large organizations—from one person. The team will be responsible for tailoring 5S to the needs of the workplace.
Each 5S program will feature visuals best suited to the work environment and its employees. For example, programs could use floor markings that divide work areas from storage areas or shadow boards that highlight where tools should be stored. A 5S program should also assign specific responsibilities to employees such as cleaning a work surface daily or making sure all tools have been returned to the storage area at the end of a shift.
This framework can be adjusted over time to improve the program based on feedback from people in the organization.
Why Implement 5S?
There are many benefits associated with the implementation and continued use of 5S. Some of the top reasons to begin 5S include:
- 5S is a sub-part of the entire Lean philosophy.
- 5S is simple to start and shows the value of Lean.
- 5S is easily recognizable by both employees and members of higher management.
- 5S is a component of visual control, which can: recognize operational efficiency, create opportunities for abnormality detection, build specific behaviors and discipline, and promote new culture.
- When a plan/vision is in place, employees know how to be effective and are able to work towards higher levels of efficiency.
- 5S creates better problem-solving skills and improves employee morale and employee engagement.
- 5S aids in decreasing the number of workplace injuries.
5S Training
Employees at all levels of an organization must receive adequate training in 5S for the system to be effective. This includes upper management, supervisors, maintenance staff, and employees on the floor. In 5S, everyone is responsible for doing his or her part to maintain the system, and this occurs in workplaces where people understand the thinking behind 5S, not just the steps and tasks they must perform.
5S training should explain the pillars of 5S, its applications in the workplace, how 5S fits in with the company's goals, and what role each person will play in maintaining an effective 5S workplace.
Employee Involvement in 5S
Employee involvement is an absolute must for successful 5S implementation. In fact, many people may argue that a company simply cannot be successful in 5S without total employee involvement.
Employees should be involved in nearly all stages of 5S implementation and should also be involved in all tasks involving 5S practices and/or procedures. For instance, employees should participate in the decision-making process such as attaching a red tag onto unneeded items. Employees should also be utilized as a valuable resource when it comes to overall organization. It is the employees who are out on the work floor each day, engaging in processes and noting both the pitfalls and peaks of each work process.
Another large component of employee involvement includes education. Employees should not be expected to understand and comply with the methodologies of 5S if they do not understand them or the overall purpose.
Employee buy-in plays a huge role in the success of any 5S effort. It is critical that both employees and management are educated on the value of 5S as a "tool" instead of just simply as a philosophy. When 5S is viewed as a "tool," staff will begin to believe in the processes involved, which will help promote greater levels of performance, quality, and staff flexibility.
Tools for 5s
The following tools are examples of items that can be used for implementing a 5S program:
Shadow Boards
Shadow boards can be a helpful tool when implementing and sustaining the processes of 5S. Shadow boards feature an outline of where tools belong and allow employees to quickly identify which tools are missing. Shadow boards help with both tool organization and tool accountability.
Floor Markings
Floor markings are a staple within many well-organized workspaces. Floor markings can be used for a variety of different organizational purposes from delineating a specific workspace to marking off pallet storage or even for helping pedestrian traffic navigate to safe areas within the work environment.
Floor markings are extremely diverse tools and are available in a variety of different colors, sizes, strengths, thicknesses, and even shapes. Floor markings such as tape and shapes are helpful tools in many different types of work environments such as offices, auto shops, healthcare facilities, manufacturing facilities, retail environments, etc.
Signs
The use of signage in an efficiently run work environment is essential. Not only does signage help increase safety, it also creates a visual environment for employees to thrive in. Safety signs can be found in a variety of colors, shapes, and sizes and can be found with many different common text combinations. In addition, it is even possible to create customized signage to meet any unique marking needs. Signage may be available as floor signs, wall signs, or standing signs. All signs can improve visual communication.
Labeling
Labeling is a big component of efficient organization for a 5S system. Virtually anything can be labeled to help keep work areas organized, efficient, and visual to employees. For instance, some things that can be labeled are shelving, storage units, bins, workspaces, pipes, etc. When labels are used strategically, employees understand where things belong and can easily identify when something is missing.
Industrial Printers
Industrial printers assist in making printing easy, convenient, and cost-effective. Instead of having to order labels from an outside entity, labels can be printed right in-house with the help of an industrial label printer.
Industrial label printers are capable of printing an assortment of different sized labels using different colored inks and can print on different types of label supply as well. Some industrial label printers even feature thermal print heads that can create an extremely durable, no-smudge label.
5S Tags
5S Tags, also known as "red tags," are commonly used during the Sort phase of 5S. These tags are attached to items that no longer add value to the work facility and are not often needed or used. This type of red 5S tag is easy to see and makes the process of sorting through different tools, supplies, and equipment simple and straightforward. By looking at the tags, employees can easily determine what is going to stay and what is going to go.
Costs Involved with 5S
There are two main costs involved when starting and continuing 5S. These two costs are:
Redirected Labor Cost
When starting a 5S project, many hours are used to help promote employee buy-in, discuss pitfalls and barriers, create a plan of action, etc. These hours of lost production are simply the "nature of the beast" so to speak and may easily be recouped once 5S processes have been established and plans are carried out. This is most easily looked at as a small donation, which will yield large results.
Materials and Goods Costs
Many different types of materials and goods may need to be purchased and/or ordered to help make 5S a success. Some of these products may include, but are not limited to: floor tape, industrial label printers, foam tool organizers, shadow boards, shelving units, and whiteboards for warehouse mapping.
5S Implementation for Your Business
Implementing a 5S program is a strategic investment in workplace efficiency, safety, and continuous improvement. By systematically following the five steps—Sort, Set in Order, Shine, Standardize, and Sustain—organizations can create a cleaner, more organized environment that enhances productivity and reduces waste. Success depends on strong leadership, employee involvement, and a commitment to ongoing maintenance and improvement. When properly executed, a 5S program not only streamlines daily operations but also lays the foundation for a culture of efficiency and Lean thinking, driving long-term business success.
