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5S
IMPLEMENTATION GUIDES
Rev. Date __________

5S Guides Table of Contents

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. How to use the 5S Guides 5S Implementation Checklist Develop a 5S Implementation Plan Take Area Photographs Finalize a 5S Map Perform Area Evaluation 5S Check sheet 5S Levels of Excellence SORT - Tagging Technique SORT - Auction Prepare for SIMPLIFYING SIMPLIFY - Outlining Technique SIMPLIFY - Labeling Technique SIMPLIFY - Shadow Board Technique Perform SWEEPING Perform STANDARDIZING Perform Team SELF-DISCIPLINE Perform Individual SELF-DISCIPLINE Measure Results 5S Guides Feedback Form

Contents

Pages
2 3 4-6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

Page #2

How to Use the 5S Guides

The 5S Guides are designed to be used as a roadmap to prepare for and perform 5S activities. The guides are based on lessons learned and the experience of early pilots. They are not all-inclusive. To maximize success, 5S implementation leaders are encouraged to contact their Lean Implementation point of contact for training (if needed) and/or to answer questions. The format is the same for each guide: 1. Title of the task. 2. Purpose of the task. 3. When the task is expected to occur. 4. Materials needed to perform the task. 5. Key steps involved in the task. 6. Notes, information, tables, and further explanation of steps, where applicable. 7. Criteria to let you know when the task has been accomplished. To use the guides, follow the steps outlined for each task. Refer to the Notes section for further explanation, if applicable. Results will vary. Step can be modified according to individual situations. It is recommended that users apply Plan-Do-Study-Act throughout their 5S implementation activities.

Act - determine course

of action based on Study; institutionalize or reevaluate factors and go to Plan
Improvement Cycle

Plan - identify
issue & develop resolution plan

Study - Evaluate
the results of Do

Do - implement
plan

Page #3

5S Implementation Checklist
Purpose
The purpose of this checklist is to provide reliable steps to preparing for and performing 5S activities in the work area. Included in this checklist is a preferred sequence of events and corresponding how to guides for each step.

Task

1. Develop your implementation plan

5S Guide

Develop Implementation Plan

Create a 5S documentation system Determine pace of implementation Draft straw man 5S Map Determine before 5S photo logistics Establish visible ways to communicate 5S activities Coordinate and schedule services required from support organizations Make a list of internal arrangements to be made Draft time line Communicate your plan to upper management 2. Photograph the work area
3. Educate work group (5S Overview) 4. Finalize 5S Map 5. Perform Work Area Evaluation 6. Perform 5S:

Take Area Photograph 5S Overview - Lean Training Module Finalize 5S Map Perform Area Evaluation Perform Tagging Technique Conduct Sorting Auction Prepare for Simplifying Using Labeling Technique Using Outlining Technique Using Shadow Board Technique Perform Sweeping Perform Standardizing Perform Team Self-Discipline Perform Individual Self-Discipline Measure Results

a) Perform Sorting b) Perform Simplifying

c) Perform Sweeping d) Perform Standardizing e) Perform Self-Discipline

7. Measure Results 8. Repeat from Task #6: Perform 5S per your

work groups plan

Page #4

Purpose When Materials

Develop a 5S Implementation Plan

Prior to beginning implementation.

To help work-group leaders plan for 5S implementation in their areas.

Steps 1. Create a 5S documentation system to organize and store pertinent data. a. Determine type of file. b. Determine file location. c. Inform work group of location. 2. Determine the pace of implementation

Paper Pen or pencil This 5S Guide Notes Purpose: To have one location, accessible to all, for organizing miscellaneous 5S materials. Pertinent data may include, but is not limited to: This plan 5S map Area check sheets Historical Action Item Lists 5S agreements Measures, goals and progress against them Examples: 3-ring binder, file folder, etc. Location should be accessible to team members. Purpose: To help you understand the impacts of implementation and determine the pace that best supports your needs; clarify expectations. Consider the following questions: How much time can we allocate? (Be innovative and realistic.) Where will we begin - which area, group, etc.? (Be sensitive to personal work areas versus common work areas.) How many shifts are involved? How will we coordinate cross-shift activities? What will make sense for us? (Pilot small area; use lessons learned to proceed?)

If: Then: You allocate a full day for Schedule an entire day to conduct 5S overview and initiate implementation. 5S activities. Continue on a weekly or monthly basis until 5S methods become the norm. You desire Schedule one team meeting to conduct the 5S overview, implementation through then proceed with implementation in subsequent team team meetings. meetings until 5S methods become the norm. You desire an all-shift Schedule 5S overview meeting for employees from all shifts. kick off implementation Deliver 5S overview meeting. Finalize 5S map. Conduct work area evaluation. Then proceed with implementation in shifts until 5S methods become the norm.

Page #5

Steps 3. Draft straw man 5S map. a. Obtain approved layout of entire work area. Verify all relevant dimensions. b. Coordinate area boundaries. c. Divide the map into workable sections. d. Determine the number of people per team (1 team per section). 4. Determine before 5S photograph logistics (who, how, and when).

Develop 5S Implementation Plan (continued) Notes Purpose: To take a proposed map to the work group for finalizing after you have coordinated the external boundaries with adjacent organizations. The map will be used throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into bite-size pieces. This 5S map will be finalized with the work group following the 5S Overview. If: Then: 2nd-level manager has Use the boundaries identified. prepared a 5S map. 5S map has not been Obtain area map from Facilities or draw a map (get boundary prepared. approval from your 2nd-level manager). Communicate with organizations adjacent to your assigned areas to ensure agreement on boundaries. Define who is responsible for common aisle-ways, stairways, etc. Sizes of sections should require equal amounts of effort to organize and maintain. Label each section (a,b,c,d, etc.) Be sensitive to ownership of files and personal work spaces in office areas, when considering boundaries and team assignments. Optimum team size: 4-5 people. Assess the size of your work group. Divide the total number of employees by the number of sections of the 5S map. Purpose: To prepare yourself and your group for whom, how and when photos will be taken, considering time and budget. Based on your implementation pace (see step #2 above): Consider TIME: If you are planning: And: Then: A full day of Have photos taken before conducting 5S implementation. overview. Implementation in You want to have the Wait until after 5S overview, and before steps. team present. initial Sorting activities. Consider BUDGET:
If you are planning: Then: Arrange for support from Contact Photographer at least two (2) Photography. days prior to date needed. Have the team take photographs. Obtain a camera. Obtain a camera permit (available from Security).

5. Establish visible ways to communicate 5S activities.

Communicate your plans to the work group, especially if you are taking photographs prior to the 5S Overview, so they will understand and feel comfortable with the process. Purpose: To serve as a communication tool. Examples: Consider having enough room to post: - Bulletin Board - 5S Map - Visibility Wall - Area Photographs - Notebook/binder - Work group 5S Action Item Log - Area evaluation, etc.

Page #6

Develop 5S Implementation Plan

(continued)
Steps 6. Coordinate and schedule services required from support organization(s). Notes Purpose: To build collaborative relationships within and across functional lines, and to help ensure a smooth implementation with no surprises. Consider cross-shift schedules. Acquaint yourself with procedures of support organizations. Establish a contact person in each support organization to let them know IN ADVANCE: What you are doing When How they might be affected What you need from them Find out what the support organization needs from you. Examples of support organizations (include, but are not limited to): Surplus, Material, Tool Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc. Purpose: To identify all the arrangements needed to proceed with 5S implementation, and to help ensure that nothing slips through the cracks Read the Sorting 5S Guides: Tagging Technique and Auction. Your list of arrangements includes, but is not limited to: Research, obtain, and review any documentation about facility standards, filing guidelines, etc. Determine date for your work groups initial Sorting Activity. Schedule 5S Overview with your group. Order materials for 5S Overview. Practice 5S Overview delivery. Schedule upper-level manager to conduct auction, if appropriate. Designate a holding area for items to be auctioned. Determine which organizations you might be sending surplus items to (for example, Tool Rooms, Material, Office Supply, Salvage, etc.). Consult with Facilities/Maintenance/Housekeeping to help determine (and provide) types of containers needed to transport unnecessary items (for example, boxes, dollies, tub skids, etc.). Purpose: To schedule all planning and implementation activities, and notify all those involved (internally and externally) so everyone can be prepared. Include estimated dates for completing all planning activities. Include estimated dates for performing all other 5S activities. Post in 5S communication. Purpose: To get buy-in and support from your management. Solicit feedback. Gain agreement. You will know you have completed this task when: A 5S documentation system has been created, storage location determined, and the team notified of its location. The pace of 5S implementation plan for the work area has been determined. You have determined who, how, and when photos will be taken, and have communicated this to your group. A straw man 5S map has been drafted. A visible method for communicating 5S activities has been established. All services required from support organizations have been coordinated and scheduled. All necessary internal arrangements have been made. A time line for 5S planning and implementation activities has been created and posted. You have communicated your plan to upper management.

7. Make a list of internal arrangements to be made.

8. Draft a time line for 5S planning and implementation activities. 9. Communicate your plan to upper management. 10. Check your work.

Page #7

Purpose When

Take Area Photographs

To provide team with a photographic record of their work area serving as a baseline to measure improvements from. Do this per groups previously determined implementation plan (see 5S Guide; Develop 5S Implementation Plan - Step #4) before you begin Sorting. 5S Implementation Plan Straw man 5S map Camera, camera permit and photographer from work group, or approved arrangements made with Photography. This 5S Guide. Notes Work group/individuals have agreed, and are aware their area is being photographed. Try to show as much of each section as possible - widest angle. You will be taking your after 5S photos from the same angle.

Materials

Steps 1. Visually survey the work area. 2. Determine best photo angle for each section. 3. Mark agreedupon photo angles on the 5S map. 4. Have photos taken. 5. Have photos developed. 6. Post in 5S communication area. 7. Check your work.

Open doors of cabinets, desks, etc.

You will know this task is complete when: Photos have been taken for each section according to angles identified on the 5S map. Photos are posted in 5S communication area.

Page #8

Purpose When Materials

Finalize a 5S Map

To assist work group and 5S Leader in laying out boundaries and determining team responsibilities for 5S activities. Do this immediately following the 5S Overview. Straw man 5S Map Flip chart stand/pad, if applicable Pen or pencil This 5S Guide Notes For example: Flip chart, wall, or white board. 5S leader explains how the sections were determined. The group provides input - discussing any suggestions. Any changes are agreed upon by team. Leave enough room for all team members. Office operations might consider limiting team activities to common work areas like conference rooms, coffee areas, etc. Areas can be identified for individual activities, (cubes, desks, files, etc.). Team members volunteer and/or are assigned to a section of the map. Ensure at least 1 person assigned to each section works in that section. It is helpful to have a fresh pair of eyes (someone not normally working in that area). Sometimes we cant see the forest for the trees.

Steps 1. Assemble 2. Post straw man 5S map to view. 3. Agree on how the work area is divided. 4. Identify a place on 5S map to write in the names of members for each team. 5. Record team members names for each section on 5S map. 6. Post 5S map in communication area. 7. Check your work.

You will know you have completed this task when: Team members for each section have been identified and recorded. At least 1 person that works in each section is on the team for that section. Finalized 5S map has been posted in communication area.

Page #9

Purpose When Materials

Perform Area Evaluation

To assist work group in assessing their work areas current condition. Do this after 5S Overview and immediately before Sorting. Blank Area Check sheet - (1 per team) Pen or pencil - 1 per team Blank Levels of Excellence form (1 per work area) 5S Map Flip chart stand or pad, if applicable This 5S Guide Notes

Steps 1. Review Area Check sheet for additions and/or deletions needed for teams work area. 2. Assemble in work area. 3. Complete Area Check sheet

4. Determine Levels of Excellence for work area. 5. File Area Check sheets in 5S document system. 6. Post Levels of Excellence in 5S communication area. 7. Check your work.

Give 1 blank Area Check sheet to each team. Each team selects a scribe to read check sheet and place check marks in appropriate boxes. Team members go to area assigned (see 5S map). Area Check sheet is completed per instructions on form. Team returns to meeting area when done. After each area has completed an Area Check sheet and reassembled in the meeting area, continue with Step #3, below. Post the blank Levels of Excellence form on flip chart stand. Discuss Area Check sheets completed by each team to help determine the Levels of Excellence for work area. Fill out Levels of Excellence form for the entire area.

You will know this task is complete when: Area Check sheets are completed per instructions for each section. Work area Levels of Excellence form is completed and posted in 5S communication area.

Page #10

5S Area Check sheet

Instructions: 1. Scribe reads each statement out loud and records team members response in appropriate box. A consensus of the team members is needed for each response. 2. If team members respond yes place a check mark in the yes column for that statement. 3. Team members respond no place a check mark in the no column for that statement. NOTE: The team can add or delete items from the checklist as appropriate for their area. Sorting Do employees know why these 5S activities are taking place? Has criteria been established to distinguish necessary from unnecessary items? Have all unnecessary items been removed from the area? Examples: Excess materials, infrequently used tools, defective materials, personal items, outdated information, etc. Do employees understand the procedure for disposing of unnecessary items? Do employees understand the benefits to be achieved from these activities? Has a reliable method been developed to prevent unnecessary items from accumulating? Is there a process for employees to pursue and implement further improvements? Simplifying Is there a visually marked specified place for everything? Is everything in its specified place? Is storage well organized and items easily retrievable? Are items like tools, materials, and supplies conveniently located? Do employees know where items belong? Has a process been developed to determine what quantities of each item belongs in the area? Is it easy to see (with visual sweep) if items are where they are supposed to be? Are visual aids in use? (For example: signboards, color-coding or outlining). Sweeping Are work/break areas, offices and conference rooms clean and orderly? Are floors/carpets swept and free of oil, grease and debris? Are tools, machinery, and office equipment clean and in good repair? Is trash removed on a timely basis? Are manuals, labels, and tags in good condition? Are demarcation lines clean and unbroken? Are cleaning materials easily accessible? Are cleaning guidelines and schedules visible? Do employees understand expectations? Standardizing Are current processes documented? Do employees have access to information they require? Is there a method in place to remove outdated material? Do employees understand the processes that pertain to them? Does a process exist that enables employees the opportunity to improve existing processes? Self-Discipline (Sustaining) Are safety and housekeeping policies followed? Is safety data posted in appropriate locations? Are safety risk areas identified? Are employees wearing appropriate safety apparel? Are fire extinguishers and hoses in working order? Is general cleanliness evident? Are break areas cleaned after use? Do employees know and observe standard procedures? Do employees have the training and tools that are necessary to make this program work? Is there a confident understanding of and adherence to the 5S's? Yes No

Yes

No

Yes

No

Yes

No

Yes

No

Page #11

Instructions: 1. Team discusses results of 5S Area Check sheet(s) completed for all sections of the work area. 2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S categories. There is no one-to-one correspondence between the number of marks in the yes column on the check sheet(s) and the level of excellence. The check sheet(s) provides additional information on which to base the teams subjective opinion. 3. As levels are determined, write the date in the appropriate column for that level (one level per category). NOTE : The Levels of Excellence form pertains to the entire work area. Work area sections are probably at different levels. When this happens, the entire work area defers to the lowest level . This applies to the areas overall rating also. Level 1 2 3 4 5 Level 1 2 3 4 5 Level 1 2 3 4 5 Level 1 2 3 4 5 Level 1 2 3 4 5 Sorting Necessary and unnecessary items are mixed together in the work area. Necessary and unnecessary items separated (includes excess inventory). All unnecessary items have been removed from work area. Method has been established to maintain work area free of unnecessary items. Employees continually seeking improvement opportunities. Simplifying Tools, supplies and materials randomly located. Designated location established for all items. Designated locations are marked to make organization more visible. (For example: color coding or outlining) Method has been established to recognize; with a visual sweep, if items are out of place or exceed quantity limits. Process in place to provide continual evaluation and to implement improvements. Sweeping Factory/Offices and machinery/office equipment are dirty and/or disorganized. Work/break areas are cleaned on a regular scheduled basis. Work/break areas, machinery and office equipment are cleaned daily. Housekeeping tasks are understood and practiced continually. Area employees have devised a method of preventative cleaning and maintenance. Standardizing No attempt is being made to document or improve current processes. Methods are being improved but changes havent been documented. Changes are being incorporated and documented. Information on process improvements and reliable methods is shared with employees. Employees are continually seeking the elimination of waste with all changes documented and information shared with all. Self-Discipline (Sustaining) Minimal attention is spent on housekeeping and safety and standard procedures are not consistently followed. A recognizable effort has been made to improve the condition of the work environment. Housekeeping, safety policies, and standard procedures have been developed and are utilized. Follow-through of housekeeping, safety policies, and standard procedures is evident. General appearance of confident understanding and adherence to the 5S program Date

5S Levels of Excellence

Date

Date

Date

Date

Page #12

Purpose When Materials

Sorting Activity TAGGING Technique

To assist work group in identifying unnecessary items in the work area. Do this after area evaluation and before you conduct the Sorting Auction. 5S map Pen or pencil Post-It notes or other method for tagging item This 5S Guide Paper for listing auction items (optional) Notes Clarify criteria for tagging. Refer to table in step #2 and expand if necessary. Every individual walks through assigned area and physically touches everything. As each item is touched, do the following: If: Then:

Steps 1. Assemble in work area. 2. Team members individually identify unnecessary items in the assigned work area. Caution: Focus on Companyowned versus personal property.

Item has a defined purpose and is used often enough to be considered Do not tag item. necessary. Item has no definite purpose or is not needed. Item is determined unsafe and needed. Item is unsafe and not needed. Unsure about item's purpose. Tag item for discussion at "Sorting Auction." Tag item to be repaired or replaced. Tag item to be removed from the work area. Tag item for discussion at "Sorting Auction."

3. Remove all tagged items to designated holding area for auction.

If: Single Shift

And:

Then: Auction can take place immediately following tagging activity according to team's plan.

Tagged item is too Determine appropriate process for disposition of large for team to move. item during auction walk-through. Hold tagged item for predetermined period prior to conducting auction. List all tagged items and post list in communication area for all shifts to preview prior to auction. Tagged item is too Determine appropriate process for disposition of large for team to move. item during auction walk-through.

Multiple Shifts

4. Check your work.

You will know you have completed this task when: All items determined to be unnecessary or unsafe are tagged. Provisions have been made for cross-shift viewing of tagged items, if applicable. All easily removed, tagged items have been taken to the designated holding area. Plan for disposition of all other tagged items has been determined.

Page #13

Purpose When Materials

Sorting Activity Sorting Auction

To assist auctioneer in conducting Sorting Auction to dispose of tagged items. Do this after Perform Tagging Technique. Blank Surplus Items Form (attachment at end of this guide) Work Group 5S Action Item Log (attachment at end of this guide) All tagged items This 5S Guide Notes 1 scribe to document surplus items. 1 scribe to document action items. To designated scribes.

Steps 1. Assemble in auction area. 2. Designate 2 scribes. 3. Distribute blank surplus form and action item log. 4. Hold up each item for auction. 5. Ask criteria questions for each item. 6. Dispose of each tagged item.

One item is handled at a time. - What is it used for? - How much of it do you need?

Examples: - Who needs it? - How often do you use it? - Is it safe?
If item is: Claimed Is still useable. Unclaimed Unusable by anyone. And:

Then follow these steps: Claimant determines a location for the item. Scribe records action taken on the 5S Action Item Log. Record the unnecessary item on the surplus form and place in appropriate container for removal. Discard immediately. Do not record on form.

Item(s) is to Conduct a walk-through of area and develop plan for large for team disposition of large tagged items. to move. Scribe records action to be taken on the 5 Action Item Log.

7. Collect Action Item Log 8. Distribute copies of surplus form as appropriate. 9. Remove all unnecessary items from the work area. 10. Check your work.

Post in 5S communication area to be followed up during next 5S meeting. Others may have need for your surpluses items. Note on the surplus form the date items will be removed from the work area. On date determined.

You will know you have completed this task when: All tagged items have been dispositioned. Surplus form is routed to other organizations which may have use/need for listed items. Unnecessary items are prepared for return to appropriate organizations (Tool Rooms, Office Supply, etc.).

Page #14

Purpose When Materials

Simplifying Activity Prepare for Simplifying

To assist the work group in preparing to organize the work area. Do this after all unnecessary items have been removed from the workplace. Work group 5S Action Item Log. Pen or pencil. 5S Guides: Outlining Techniques, Labeling Techniques, and Shadow Board Technique (1 set per team). This 5S Guide. Notes Refer to 5S Map Consider the following criteria: Items used daily, store close at hand. Apply 45 degree rule, minimize at hand. Use strike zone rule, store items above the knees and below the chest. One is best, reduce number of duplicated items and storage locations whenever possible. 1 set per section team. Review techniques outlined in the guides.

Steps 1. Assemble in work area. 2. Review section boundaries. 3. Review Simplifying criteria

4. Distribute 5S Guides for performing Labeling, Outlining and Shadow boards. 5. Designate a coordinator to order required labels for the entire work group. 6. Teams are prepared to go to assigned sections. 7. Check your work.

Labeling is one of the most common techniques. It is generally best to have one label coordinator for the entire work group.

Refer to 5S map. Use 5S Guides where appropriate. You will know you have completed this task when: You have reviewed assigned sections on 5S map. You have reviewed Simplifying guidelines. You have reviewed Simplifying techniques. A label order coordinator has been designated. Each section team has a set of Simplifying 5S Guides. Section teams are prepared to go to assigned areas.

Page #15

Purpose When Materials

Simplifying Activity Using Outlining Technique

To assist work group in outlining all appropriate items/areas in the workplace. Do this after locations for all items have been designated according to their use. Floor tape or masking tape Marking pen This 5S Guide

Steps 1. Assemble in work area. 2. Identify and agree on the items or areas that require outlining.

Notes Examples: (may not be appropriate in all areas) External work area boundaries. Moveable carts Positioning of overhead projectors on tables Location of garbage cans Walkways Stationary items in cabinets. Designated receiving area. Use masking tape for outlining. If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of approved materials. Legibly print the name of the outlined item or area on the tape. You will know that you have completed this task when: All items and areas identified by team are outlined to show specific location. All appropriate outlined items and areas are labeled.

3. Outline the items or areas identified. 4. Label each item or outlined area. 5. Check your work.

Page #16

Purpose When Materials

Simplifying Activity Using LABELING Technique

To assist work group in labeling all appropriate items in the workplace. Do this after locations for all items have been designated according to their use (see Outlining Techniques guide. - Masking tape for temporary labels - Computer-generated labels (as needed) - Label machine, if available - Blank notebook paper and pen or pencil Notes - Marking pens - Work group 5S Action Item Log - This 5S guide

Steps 1. Assemble in work area and designate scribe. 2. Apply temporary labels to ALL items and locations deemed necessary. 3. Mark each label 4. Identify items that require restocking. 5. Prepare a list for ordering permanent labels. 6. Add order labels to work group 5S Action Item Log. 7. Forward list of label names to label coordinator. 8. Check your work.

Use masking tape as temporary label to identify ALL items determined to be necessary for the work area (may not be appropriate in all areas). Examples: Contents of: Used for, quantity, proper order, etc.: - File cabinets - Files - Garbage cans - Books - Chairs - Drawers - Shelves - Computers - Supplies - Tools - Boxes - Stationery - Cleaning Supplies Print legibly: The name of the item. The minimum/maximum number of items (only applicable to multiple items). Record on label when item should be reordered (by date or by item count)

Print each label legibly and exactly as it should read.

Add to Action Item Log.

One person coordinates label generation and/or ordering for entire work area.

You will know you have completed this task when: All appropriate items have visible labels. A list for ordering labels has been prepared. Label list has been forwarded to label coordinator. Action item has been recorded on 5S Action Item Log.

Page #17

Purpose When Materials

Simplifying Activity Using SHADOW BOARD Technique

To assist work group in making a shadow board for organizing supplies and tools in the workplace. This technique may not be applicable to all areas. Do this after locations for all items have been designated according to their use. Possible construction materials you might need: - Pegboard - Styrofoam - Hooks - Plywood - Cardboard - Form board outlining - Plexiglas case - Hangers - Masking tape Notes - Label maker - Markers for - This 5S Guide

Steps 1. Assemble in work area. 2. Identify what supplies/tools require a shadow board. 3. Have team draft on paper the design of the shadow board. 4. Post the mock-up of the design in communication area for everyone to see. 5. Gather materials to build board. 6. Lay out all supplies and tools on the board per the design. 7. Outline supplies and tools as they will be placed on the board. 8. Label each outlined item and its location with its names. 9. Place shadow board in work area. 10. Check your work.

Examples: (may not be appropriate in all areas) Small hand tools Copier supplies Desk supplies Include in your design: An outline of the supplies/tools to be put in the display. The layout of how they are to be organized. What materials will be required to build the display. Where the display will be located when complete. Leave design posted for predetermined period (two days is generally sufficient) to allow viewing by all shifts. Provide name and phone number of a contact person to receive feedback on mockup.

Use pencil to outline initial placement of item on board. Use a more permanent marker when satisfied.

Use masking tape for the labels. Write the item name legibly on tape. Use the same name for the item and its location on the board. Make/order permanent labels (see Labeling Techniques). Refer to design for pre-determined location. You will know you have completed this task when: All items to be displayed on the board are arranged per the design. All supplies and tools have been outlined. All displayed supplies and tools and their locations are labeled.

Page #18

Purpose When Materials

Sweeping Activities Perform SWEEPING

To assist work group in developing daily visual and physical sweeping activities to assess and maintain the work area. Do this after the Simplifying activities have been completed. Tape Paper and pencil This 5S Guide Notes

Steps 1. Assemble in meeting area and designate a scribe. 2. Prepare a list of Visual Sweeping activities that need to occur in the work area. 3. Post the finished Visual Sweeping list in the 5S communication area. 4. Prepare a list of Physical Sweeping activities.

List shows frequency and responsibility for individual and common areas. Activities on list should support Visual Sweeping of work area. Examples of what to check: - Items are orderly and safe - Equipment is in designated location - Supplies/tools are in designated locations - Supplies/tools are in stock - Labels - Item location outline(s) - Shadow board Identify list as Visual Sweeping list

5. Post finished Physical Sweeping list in communication area. 6. Check your work.

List shows frequency and responsibility for individual and common areas. Activities on list should support Physical Sweeping of the work area to maintain cleanliness and order of the work environment. Examples: - Dust cabinets - Clean computer - Empty hole punch - Clean tools - Clean trash can - Sweep floor Identify list as Physical Sweeping list.

You will know you have completed this task when: A list of Visual Sweeping activities and responsibilities is posted for both individual and common areas. A list of Physical Sweeping activities and responsibilities is posted for both individual and common areas.

Page #19

Purpose When Materials

Standardizing Activity Perform STANDARDIZING Activity

Do this after Sweeping Activities.

To assist work group in documenting agreements made during 5S activities and to develop a plan for periodic repetition of 5S activities.

Steps 1. Assemble in meeting area and designate a scribe. 2. Review and document Sorting activity.

Paper or pen Visual and Physical Sweeping Lists from Sweeping activity. This 5S Guide. Notes

Do the following: Ask, What criteria did we establish for sorting? Write down on paper the criteria identified. Ask, Are the criteria acceptable?
If: Yes No Then follow these steps: Do nothing - no change required. Document changes in criteria. Place agreement in 5S file.

3. Review and document Simplifying activity.

4. Review and file Sweeping activity lists.

Examples to consider: Is there an area designated as holding? Do we tag items and hold in area until auction? Do we bring Surplus Items list to crew meetings weekly for disposition? Document process and place agreement in 5S file. Do the following: Document agreements (including, but not limited to) those made for: Labeling Outlining Shadow boards Storage and stock quantities of supplies and tools Safety Do the following: Obtain Visual and Physical Sweeping lists Ask, Are the activity lists rigorous enough to maintain a safe, clean, and orderly work area? If: Then follow these steps: Yes No Do nothing - no change required. Ask, "What improvements are needed?" Document changes in criteria. Place agreement(s) in 5S file. Document agreed-upon schedule on note-paper. Post in 5S communication area.

5. Establish a schedule for periodic repetition of 5S activities. 6. Check your work.

You will know you have completed this task when: Documented agreements have been placed in 5S file. Schedule is in place for periodic repetition of 5S activities.

Page #20

Purpose When Materials

Self-Discipline Activity TEAM

To assist work group in following through on all 5S agreements made for the work area. Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a regular basis. Paper and pen Work group 5S Activity Item Log Documented 5S agreements Individual Self-Discipline 5S Guide This 5S Guide Notes

Steps 1. Assemble in work area for visual assessment and designate a scribe. 2. Determine if the 5S agreements are being followed in the work area.

Ask, Are we following the agreements we put in place as a result of our 5S activities?
If: Yes Then follow these steps: Acknowledge and congratulate. List those agreements not being followed. Ask, "Why not?" Ask, "How can we fix it?" Document agreed-upon solutions. Place agreement(s) in 5S file."

No

3. Develop a plan to address needed improvements. 4. Review Individual SelfDiscipline 5S Guide. 5. Check your work.

Be specific. Identify responsibilities. Record on 5S Action Item Log. Post in communication area. Point out its location. Review purpose. You will know you have completed this task when: A group assessment has been performed on what has and what has not been followed through in the work area. A written plan has been prepared detailing issues that need to be addressed. Any action items have been added to the 5S Action Item Log.

Page #21

Purpose When Materials

Self-Discipline Activity INDIVIDUAL

To assist individuals in applying 5S agreements to personal work area. Do this after Standardizing Activity has been completed in your area. Paper and pen This 5S Guide 5S agreement(s) Notes The immediate area where you perform most of your daily activities, i.e. cubicle, bench, etc. Considering your own personal work style, ask yourself: Am I following the guidelines put in place as a result of 5S efforts? Is my work area safe? Is it neat and organized? Examples (add/delete as appropriate): Notebooks neatly stacked and labeled? In basket cleaned daily? Posted items neat and organized on wall? Method for planning/prioritizing work assignments? Routine use of proper tools and methods? Daily schedule posted? Use of in-out boards in the area? Method for responding to phone messages? Respond to the following:
IF: You are following 5S agreements. You are not following 5S agreements. THEN: Ask, "How will I maintain and improve?" Ask, "What steps can I take to improve?"

Steps 1. Go to your work area. 2. Determine the effectiveness of your individual organizing methods in support of the 5S agreement.

3. Prepare a personal 5S plan. 4. Check your work.

This is your own personal plan. Be realistic as you decide what improvements you want to make. Revisit this plan frequently and make adjustments accordingly. You will know you have completed this task when: A self-assessment has been performed on what is and what is not being followed. You have prepared a written plan to improve your area using 5S methods.

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Purpose When Materials

Measure Results

To assist team in measuring improvements resulting from Implementation of 5S methods. Do this after each completed repetition of 5S activities. Before 5S photographs Before Area Check sheets Levels of Excellence Surplus list 5S Guides: Take Area Photographs and Perform Area Evaluation Pen or pencil This 5S Guide Notes Follow all steps in 5S Guide, Take Area Photographs. Follow all steps in 5S Guide, Perform Area Evaluation Following the development of after 5S photographs and completion of after 5S area evaluation, reassemble work group in communication area and continue with Step #3 below. Observe improvements (such as organization, cleanliness). Compare before 5S and after 5S evaluations. Estimate value of surplus inventory items. Additional measures to consider. Safety (number of injuries/time away from the job). Cycle time. Reduced inventory. Increased usable floor space.

Steps 1. Take after 5S photographs. 2. Complete after 5S area evaluation. 3. Analyze results following evaluation. a) Review before and after photos. b) Review before and after evaluations. c) Review list of surplus items. 4. Acknowledge improvements in your area. 5. Establish your next Levels of Excellence Goal. 6. Post your goal in communication area. 7. Communicate results with upper management. 8. Check your work.

Use the above analysis and the plan established during Team Self-Discipline. Refer to Levels of Excellence and write down the agreed-upon next Levels of Excellence Goal.

You will know you have completed this task when: After 5S photos are posted in communication area. After 5S evaluation is posted in communication area. Improvement results have been analyzed and communicated to upper management. You have established your next Levels of Excellence Goal.

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5S Guides Feedback
Please take a moment to help improve the 5S Guides. As you work with them, tell us what was helpful and what we could work on to improve them. 5S Guide Section Title:________________________________________________Date:_______________ 5S Guide Content: (Were the steps clear? Were the instructions clear? Was there enough information? Too much information? Were you able to apply this guide to your situation as written? If not, was it easy to make modifications to the steps?) What worked: ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ Work on: (Be specific) ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________

5S Guide Design: (Was this guide easy to follow? Was the information in the note section helpful? Was something missing that could have helped you?, etc.) What worked: ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ Comments: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Please return this form to 5S Feedback, Thanks! May we call you for clarification on a response, if needed? If so, please add name and phone number: Name: _______________________________________ Phone: ____________________________ Work on: (Be specific) ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________

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