THE ART OF GOOD HOUSEKEEPING

COURSE OBJECTIVES:
To capacitate personnel and to implement 5S
providing quality services to the clientele Appealing
environment.

To create a safe, organized and comfortable working

environment.
 WHAT IS HOUSEKEEPING?

- A provision of a clean,
comfortable, safe and a good
Appealing environment.
 WHAT DO WE WANT?

1. Clean appearance
2. Excellent service
3. Good reputation
 STANDARD OF HOUSEKEEPING
1. Cleanliness
2. Orderliness
3. Guests and client’s comfort
4. Eye appeal
5. Safety
6. Materials control & preventive
maintenance
7. Guest relations
8. Sanitation
 COURSE OUTLINE
I - Introduction to 5S
II - What is 5S?
III – Principles of 5S
IV - Characteristics of Office Work
V - Types of Workplace
VI – Categories of 5S
VII – Key Areas for Office 5S
VIII - Why 5S?
 COURSE OUTLINE
IX – Office 5S Activities
X – Factors Leading/hinders to the
Success of 5S
XI – Key Points in the Implementation
of 5S
XII – Management Cycle
XIII -Visuals
XIV - How to Practice 5S
XV - Action Planning Guidelines
XVI – Action Planning
NATIONAL ACTION AGENDA
FOR
PRODUCTIVITY

“Sustained Socio-Economic Growth

Through Productivity Improvement”
Improved Quality of Life
for All Filipinos
 Global Excellence

 People Empowerment
 SAVINGS Sustained Socio-Economic
CAPITAL
Growth Through Productivity
Framework for the National Action
BORROWING Agenda for Productivity
INCREASE IN
LABOR PRODUCTIVE
ASSETS

NATURAL
SUSTAINED
RESOURCES/ GLOBALLY
GROWTH IN BETTER
LAND COMPETITIVE
 Industry QUALITY
PRODUCTS &
 Services OF LIFE
SERVICES
INVESTMENT  Agriculture
IN R&D TECHNO-
LOGICAL
INVESTMENT PROGRESS
IN HUMAN
CAPITAL IMPROVEMENTS INCREASE IN
IN RESOURCE TOTAL FACTOR
ALLOCATION PRODUCTIVITY

REALIZATION
OF SCALE
ECONOMIES
IMPROVED
PUBLIC
SECTOR
FAVORABLE POLICY IMPROVED SERVICE
and PRODUCTIVITY
ENVIRONMENT DELIVERY
Ground
Kaizen is the practice of continuous improvement. Kaizen
was originally introduced to the West by Masaaki Imai in
his book Kaizen: The Key to Japan's Competitive
Success in 1986. Today Kaizen is recognized worldwide
as an important pillar of an organization's long-term
competitive strategy.

Kaizen (改善), Japanese for "good change". It has been

applied in healthcare, psychotherapy, life-coaching,
government, banking, and other industries.

KAIZEN
Ground
A quality control circle is a small group of workers who
come together to discuss ways of identifying, analyzing,
solving, and selecting work related issues. More than
95% of work related problems can be resolved using
various QC tools.

QCC
Approach, Strategy, Method

Just in Time- is a production strategy that strives to improve a

business' return on investment by reducing in-process inventory
and associated carrying costs. Just in time is a type of
operations management approach which originated in Japan in
the 1950s.

J
I
T
Approach, Strategy, Method

Total Productive Management - is a system of maintaining

and improving the integrity of production and quality systems
through the machines, equipments, processes and employees
that add business value to the organization.

T
P
M
Approach, Strategy, Method

Total Quality Management (TQM) is a comprehensive and

structured approach to organizational management that seeks to
improve the quality of products and services through ongoing
refinements in response to continuous feedback.

T
Q
M
Approach, Strategy, Method

5S
 Ultimate Better Tomorrow for Everyone
Goal

Effective Use of Resources

Intermediate Efficiency Improvement
Goal Economic Operation

Approach,
Strategy, T
J T 5
Method Q
I P S
T M M

Ground KAIZEN QCC

 What is 5S?
5S is a systematized approach to:
 organize work areas
 keep rules and standards
 maintain discipline

5S utilizes:
 workplace organization
 work simplification techniques

5S practice:
 develops positive attitude among
workers
 cultivates an environment of efficiency,
effectiveness and economy
SEIRI SEISO
SORT SWEEP
SURIIN SHITSUKE SIMUTIN
SELF-DISCIPLINE
TAKE OUT UNNECESSARY SARILING KUSA CLEAN YOUR WORKPLACE
ITEMS AND DISPOSE

SEITON SEIKETSU
SYSTEMATIZE
SANITIZE
SINUPIN
SIGURUHIN
ANG
DO THINGS SPONTANEOUSLY KALINISAN
WITHOUT BEING TOLD
OR ORDERED

MAINTAIN HIGH STANDARD

OF HOUSEKEEPING
ARRANGE NECESSARY ITEMS
IN GOOD ORDER

The Practice of 5S Good Housekeeping

 5S
Japanese English Filipino

SEIRI SORT SURIIN

SEITON SYSTEMATIZE SINUPIN

SEISO SWEEP SIMUTIN

SEIKETSU SANITIZE SIGURUHIN

ANG
KALINISAN
SHITSUKE SELF-DISCIPLINE SARILING
KUSA
 PRINCIPLES OF 5S
SEIRI • Waste elimination
• Stratification Management
• Dealing with the Causes

SEITON • Functional Storage

• A Place for Everything
• Search Elimination
SEISO • Cleaning as a way of Purifying
the Spirit
• Cleaning as Inspection
• Elimination of Minor Defects

SEIKETSU • Visual Management

• Standardization

SHITSUKE • Habit Formation

• Disciplined Workplace
• Autonomation
 CHARACTERISTIC OF OFFICE WORK
Input Process Output
Information Information

Great individual differences

Many administrative work are not standardized
Difficult for other people to fill in
A lot of manual work
Many documents and files
Lots of tools
Difficult if a good job is done or not
 TYPES OF WORKPLACES
THIRD CLASS People make a mess and
no one cleans up.

SECOND CLASS People make a mess and

another group of people
clean up.

People who don’t make a

FIRST CLASS
mess and yet everyone
cleans up
 CATEGORIES OF 5S

o SOFT 5S - WORK SYSTEMS &

PROCEDURES

o HARD 5S – WORK
ENVIRONMENT
 KEY AREAS FOR OFFICE 5S
Physical & Psychological Aspect
Communication
Material & machinery handling
Movement of personnel
Good impression for customers & workers
Organizational Aspect
Effectiveness of organizational units based on
Input/Output
Restructuring of organization by means of
combination, elimination, etc.
Revitalizing organizational units esp. for cross-
functional activities
 KEY AREAS FOR OFFICE 5S

Information Processing Aspect

Upgrading quality, response time, cost
effectiveness
Efficient Office Activity System
Upgrading productivity consciousness and
working skills
 WHY 5S?
1. Workplace becomes clean, better and organized
2. Work becomes easier and safer
3. Results are visible to everyone
4. Visible results trigger generation of more and
new ideas
5. People are automatically disciplined
6. People become proud of well-organized
workplace
7. Resultant good image of the organization
generates more business and positive
impression to the public
 OFFICE 5S ACTIVITIES
1. Reducing the number of ledgers, forms, tools
2. Better storage to get anything needed in 30 seconds
3. Keep things in just one place
4. Have one form for things
5. Eliminate the idea that everyone has to have his
own copy of everything
6. Shift from individual-based to group-based work
7. Standardize and create manuals detailing office
procedures
8. Provide mechanism to evaluate what is happening
at anytime
9. Maintain cleanliness and orderliness
 Factors Leading to Success of 5S
Strong sponsorship and leadership of
head of Office
Active promoter/5S committee
Good launching activity
Regular audits
Good documentation
Visits external consultants
Competition
 Factors Which Hinder Success of 5S
Project sponsor is not the decision maker
Organizational politics
Lack of experience in undertaking cross-
functional activities
Lack of top management support
Implementation carried through orders from top
Implementation done by task forces
5S treated as a project
Emphasis on immediate results
 KEY POINTS
IN THE
IMPLEMENTATION
OF 5S
Start small and easy, proceed slowly but
steadily.
Start with the most suitable “S”.
Only 1 or 2S’s are enough for the initial
practice, not all 5S’s.
First 3S’s (SEIRI, SEISO, SEITON) are action
words.

4th S - SEIKETSU is a condition.

5th S-SHITSUKE is accordingly related to

culture.
Start small and easy, proceed slowly but
steadily.
Start with the most suitable “S”.
Only 1 or 2S’s are enough for the initial
practice, not all 5S’s.
Set simple, easily achievable and step-by
step targets.
• Themes are helpful to concentrate
efforts and achieve greater results.

• Practice 5S together with other

movements.

• Integration through selection of

common themes.
Start small and easy, proceed slowly but
steadily.
Start with the most suitable “S”.
Only 1 or 2S’s are enough for the initial
practice, not all 5S’s.
Set simple, easily achievable and step-by
step targets.
Everyone’s participation is important
.
Two heads are better than one.
 Four eyes see more than two.
 Encourage participation first by
EDUCATION then by
DEMONSTRATION, later through
ACTUAL practice, and of course
RECOGNITION.
Management should take leadership of
5S movement.
 Lead by example.

 Manage by walking around.

 Let people know top management is interested and

watching though he may not always be present.

 Personally make official announcement

 Make periodic factory tour.

Management should take leadership of
5S movement.
Record improvements for comparison.
 Situation appraisal.

 Record starting points/benchmarks.

 Shopshooting/Fixed Photography
Method.

 Action vs. Documentation

 VISUALS

AFTER
BEFORE
 VISUALS

BEFORE AFTER
 VISUALS

BEFORE AFTER
Management should take leadership of
5S movement.
Record improvements for comparison.
Devise schemes to stimulate awareness &
sustain enthusiasm.
 Promotion Schemes

Banners Slogans
Posters Newsletters
Badges Competition
Implementation Schemes

Big Clean-up Day

5S Day
3-Minute Cleaning
Study Tour
Spot Shooting
One Point Lesson
 Evaluation Schemes
 Head of Office’s Inspection Tour
 5S Evaluation Sheet
 Audit by external
consultants
 Exchange visits
 Periodic Review
 MANAGEMENT CYCLE
1. PLAN

2. DO

3. CHECK

4. ACTION
 Situation appraisal
: taking a fresh look at the office
fixed point photography
= exercise on how to
improve the picture
= document accomplishment
 5S Action Plan

Targets
Training plan
top mgt. orientation
general employees
middle managers/supervisors
Promotions plan
Implementation plan (pilot area)
 5S Launching
5S Orientation
5S Practices
a. Big Seiso
b. Akafuda Orientation
 Akafuda Operation
1. Disposal tags, color tapes
2. Form to list items for disposal
3.Criteria for evaluating items for disposal
4. Assignments
5. Designated temporary storage area for items
to be disposed/transferred
Steps in Doing “Seiri”
using “Akafuda”
Operation
Step 1. Do “Seiri” on personal items
first. (“Seiri” other items/files/
documents later.)

Step 2. Put unnecessary items (or

trash) in garbage bags.
 Step 3. Use color-coded tags

Red tag - for outright disposal (trash)

Yellow tag - for items (official

documents/files) to
be moved to temporary area

Orange tag - for undecided items

 Step 4. Fill out tag.
- Location
(office/division/section)
or point of origin of items/
documents/ files
- Item name
- Quantity
- Name of tagger
- Date tagged
- Target date of disposal/transfer
to temporary area/final
decision on undecided items

- Person/s responsible

- Actual date of disposal/

transfer/final decision
Step 5. Tag the bag.

Step 6. Bring bag to

designated area.
 5S Launching
5S Orientation
5S Practices
a. Big Seiso
b. Akafuda Orientation
c. Seiton
d. Visual Management
e. Seiso Inspection
problematic equipment
 Visual Control
Visual control is a technique to enable
people to make the rules easy to follow,
differentiate normal and abnormal situations
and act accordingly with the use of visual
aids.
 Types of Visual Control
Displays to help people avoid making
operating errors
Danger alerts
Indications of where things should be
placed
Equipment designations
Cautions and operating reminders
Preventive maintenance displays
Instructions
 Fundamental Points for Visual Control
1. What needs monitoring, where is the
critical point, where should you look for
it?
2. How are abnormalities defined and
indicated?
3. How easy is checking? Can you sense
anything that goes wrong?
4. What action should be taken? Are
emergency procedures clear? How
about maintenance and improvements?
Points to Remember in Making Visual
Control Tools
1. Must be easy to see from a distance.
2. Put displays on the things they are for.
3. Everyone can be aided and can tell what
is right and what is wrong.
4. Everybody can use them easily and
conveniently.
5. Everyone can follow them and make the necessary
corrections easily.
6. Makes the workplace brighter and more orderly.
 POINTS FOR IMPROVEMENT
Visual Control for Storage
1. Clarify the name and the use of items stored.
2. Fix the storage place for all items and make it
easy for anyone to find them.
3. Choose the best storage method for each
item to facilitate removal and replacement.
4. Decide on stock quantity required and keep
sufficient space to avoid running out
completely.
ISO:9001 – PROCESS (INPUT/OUTPUT)
ISO:2008 – PROCEDURES (DETAILED PROCESS)
ISO:2015 – RISK MANAGEMENT
- STRATEGIC PLANNING
- TOP MGT PRIMARY RESPONSIBILITY
 ONE-IS-BEST CAMPAIGN
 One Location
 One-day Processing
 One File Projects
 One-hour meetings
 One page memo
 One copy filing
 One-minute telephone calls
 One tool work
 5S Audits
- find out what is being done
- level of achievement
- identify areas for
improvement/learn from
last practices
Self-evaluation
5S Program Evaluation
Standardization - “Seiketsu”
Corrective Measures
Step-up the Program
HOW TO PRACTICE 5S
SEIRI
Take out unnecessary items and
dispose
Make the work easy by eliminating
obstacles
Eliminate the need to take care of
unnecessary items
Provide no chance of being disturbed
by unnecessary items
 SEIRI * SORT * SURIIN
“TAKE OUT UNNECESSARY ITEMS AND DISPOSE”

STEP 1
Look around your workplace with your colleagues.
Discover and identify items which are unnecessary to
your work. Then dispose all unnecessary items.

NEVER KEEP ANYTHING WHICH ARE

UNNECESSARY TO YOUR WORK.

STEP 2

If you and your colleagues cannot decide if an item is

necessary or unncessary, put Disposal Notice with
the date on the item and set the item aside.
 SEITON
SYSTEMATIZE
SINUPIN

‘’Arrange necessary items in good order for use’’

BENEFITS

Prevent loss and waste of time

Easy to find and pick-up necessary items
Ensure first-come-first-serve basis
Make workflow smooth and easy
 SOME SEITON PRACTICES
1. Store goods for first-in-first-out retrieval
2. Have a fixed location for everything
3. Label items and their locations systematically, mark
everything.
4. Separate special supplies and materials from common
ones.
5. Put frequently – used items nearer to the user
6. Make things visible to reduce searching time, organize
by color
7. Don’t pile up items without separator
8. Fix unstable articles for safety
9. Provide signs for abnormal conditions or when help is
needed
10. Keep space for safety equipment and evacuation
passages clear
 Office 5S Guidelines (Physical)
SEITON
DESK
 Do not place anything under your desk
 Arrange items in your desk and drawers neatly for easy
retrieval
 Do not pile up documents on your desk top
 Do not leave unnecessary things on your desktop when
you go home

CHAIR
 Place your chair under the desk when you leave the
office
 Do not place your coat on your chair
 OFFICE MACHINES
 Set electric wiring neatly for safety and good appearance
 Place expendable papers neatly at designated locations by type
and size

CONFERENCE ROOMS
 Return materials, stationery, VTR, and other items to their
original location after use.
 Replace tables and chairs to their original location after use.

TELEPHONE
 Set telephone wires neatly around the desk.
 Place telephone at a most convenient location for easy use

CABINETS
 Each cabinet must be properly labeled indicating its contents.
 Provide partitions in cabinet drawers for small items
 Cabinets must be designed for easy retrieval and replacement
 Label each file for easy retrieval
 Everything should be organized and clearly identified
 BOOKSHELVES
 Classify books by category for easy retrieval
 Always return books to their designated location after use
 Do not place anything other than books in bookshelves.
TOILETS
 Replenish toilet paper, soap and paper towels
HALLWAYS
 Do not place anything in hallways without prior permission
 Passages must all be clear and all dividing lines are clearly indicated
NOTICE BOARD
 Items should be neatly aligned and properly secured.
 Pins must be readily available
 Check that the location of the notice board is appropriate.
 “Clean your workplace”
BENEFITS
Easy to check abnormality
Prevent machinery and equipment
from deterioration
Keep workplace safe and easy to
move around
SEISO
Clean your workplace
Easy to check abnormality
Prevent machinery and equipment from
deterioration
Keep workplace safe and easy to work
 Some Good SEISO Practices
1. Do not wait until things get dirty
2. Put aside 3-5 minutes everyday for SEISO
3. Never throw anything without pondering first
(make it a habit)
4. Assign owner to each machine
5. Combine cleaning with inspection
6. Provide necessary tools for critical points of
cleaning
7. Prevent causes of dust and dirt
8. Schedule big clean-up day
 Office 5S Guidelines (Physical)
SEISO
DESKS
 Wipe your desktop every morning
CHAIRS
 Clean your chair using brush or rag regularly
TELEPHONE
 Clean body of telephone regularly using soft
detergent
CABINETS
 Clean the insides of the cabinet regularly
HALLWAYS
 Keep hallways clean and tidy
 Wipe floors every morning before office hours
 Floors must be clean and shiny
 WORKPLACE
 Workplace including windows, windowsills, ceiling, shelves,
machines and equipment must be free from dust and dirt
 We should be responsible for the work area around us.

TOILETS
 Clean up toilet and wash basin everyday
 Check exhaust fans regularly for effective function

OFFICE MACHINES
 Clean typewriters, computers, copying machines regularly

BOOKSHELVES
 Keep bookshelves clean and tidy
 Remember:
 Practice of SEISO by the people of the work
area reduces needs for maintenance staff and
janitors/
sweepers. Those people could be shifted to
more productive work

 Regular cleaning and checking extends the lives

of machines and equipment and reduces
machine breakdown.

 While cleaning the machine with care, maybe

you will be able to hear something like this:
 WHAT MACHINE X SAYS TO HIS MASTER

I love you Master, because you care for me.

Please wash my body and joints regularly before I become dirty

and feel itchy.

I will whisper to you when I feel uncomfortable.

So, please listen to me carefully and fix me before I become

seriously ill

I like to work hard for you, Master.

I also like to live a long life.

Master, please understand me a bit more, so that I can enjoy

working with you.

THANK YOU FOR KIND CONSIDERATION.

 SEIKETSU
SANITIZE
Siguruhin ang Kalinisan

“Maintain high standard of housekeeping”

BENEFITS

 Maintain cleanliness and orderliness

 Prevent misoperation

 Make it easy to find out abnormality

 Standardize good practices

 OFFICE PHYSICAL GUIDELINES (SEIKETSU)

CANTEEN
 Do not leave unnecessary things on the table
 Put away all cups and plates after each meal
 Clean up tables immediately after each meal

TOILETS
 Flush after use
 Wash your hands after using the toilet
 Clean up toilet and wash basin everyday

HALLWAYS
 Clean your shoes before entering the office
 Pick up and dispose any waste paper in hallways
 TELEPHONE
 Replace telephone neatly on the desk every after use.

CABINET
 Do not place anything other than specified items on top
of cabinets; rearrange contents of each cabinet once
every three months

BOOKSHELVES
 Keep bookshelves clean and tidy

CONFERENCE ROOMS
 Do not allow any item other than those used for each
meeting
Some SEIKETSU Practices

1. Visual control signs

2. Color coding
3. Foolproofing
4. Wire Management
5. Inspection Marks
6. Prevention of dust, dirt, noise and
vibration
7. “I-can-do-it blindfolded”
8. One-point lesson
 SHITSUKE
SELF-DISCIPLINE
Sariling Kusa

“Do things spontaneously without being told or

ordered”
GUIDELINES:
1. All users should always try to keep toilets clean and tidy
2. Do not smoke while walking in hallways
3. Pick-up and dispose any waste paper in hallways
4. Avoid talking loudly in hallways
5. People must exchange greetings, speak and behave
properly
6. Everyone must make an effort to be punctual
7. Everyone must adhere to rules and regulations
8. We should be responsible for the work area around us
 Some Good SHITSUKE Practices
Wash hands after going to the toilet.
Wash hands before and after meals.
Eat and smoke at designated areas.
Keep workplace always clean and tidy.
Wear clean uniform and shoes.
Follow safety rules.
Put things back in their proper place after use.
Work according to standards.
5S
8 WASTES OF LEAN
START YOUR 5S
 BE ORGANIZED!
Filing Document

Categorization File Folder

Ready to Storage of current

access storage year documents

Transfer previous Storage of

Year documents previous
year documents
Remote Storage Storage of
age-documents
 5S EVALUATION SHEET
POOR FAIR EXCELLENT
PRINCIPLES (1 POINT) (3 POINTS) (5 POINTS)

1. SORT A lot of unnecessary Unnecessary items Unnecessary things

things are at the are disposed but not are not found at any
workplace. right away. time

2. SYSTEMIZE Employee often Necessary things Necessary things

spend time looking are arranged but not are always arranged
for things. easy to find and use. for quick use.

3. SWEEP Workplace as well Workplace and Workplace and

as machines are machines are machines are
dirty and untidy. partially cleaned. completely cleaned.

4. SANITIZE No attention is given Workplace is tidy Dust and dirt are

to keep work place but not completely completely shut out.
clean. clean.
5. SELF- No work discipline. People follow rules. Prepares for work.
DISCIPLINE People do what they But just to start Cleans area before
like. work on time and after work.
without
preparations.
 ACTION
PLANNING
GUIDELINES
 OBJECTIVE OF ACTION
PLANNING

To provide participants with the opportunity

to formulate a plan of action on how to
implement 5S in their respective work areas
or operating units/divisions
SUGGESTED OUTLINE
& CONTENT OF
ACTION PLAN
1. Situationer
2. Objectives
3. Activities
4. Target Output
5. Duration or Time Table
1. Situationer
Nature of operations or services rendered
Number of employees, type, educational level.
Include organizational structure
Regulatory environment within which the
division or operating unit operates
Principal Customers (internal & external) and
Key Customer Requirements (i.e. timeliness,
accuracy, etc.)
Present status of productivity and quality
improvement efforts, if any.
Quantitative and qualitative performance
indicators, if any
2. Objectives

What do you envision for the organization in

line with 5S?
Are these aligned with the organization’s
vision, mission goals, key result areas and top
management policy?
3. Activities
How do you propose to undertake 5S in support
of your objectives?
What action steps would you take as soon as
you return to your work area from this training?
 What are the components of this undertaking?
What pre-implementation activities do you
intend to carry out to pave the way for actual
implementation of 5S?
What strategies would you consider to create
advocacy and promote participation?
What creative approaches do you intend to
utilize?
What potential problems do you foresee and
What measures do you think should be taken
to overcome these difficulties?
What post-implementation activities do you
propose to undertake to ensure that
objectives are being met?
What other activities do you intend to pursue
to sustain initial successes obtained?
4. Target Output
What are the specific targets and milestones of
each activity?

5. Duration or Time Table

How long will each activity take?
What are the specific target dates the activity
will start and end?
6. Persons Responsible
Who will steer/orchestrate 5S?
Who are the lead persons for each activity?

7. Resources Needed
What resources, other than people do you
need to be able to carry out the activities
you proposed?
 Action Plan for 5S

ACTIVITY TARGET FROM TO PERSONS RESOURCES

OUTPUT RESPONSIBLE NEEDED

Name/s: ___________ Unit:___________ Approved by: ____________

#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
#inspiration #believe
The road to PRODUCTIVITY starts
from 5S
 Through 5S, we can make a highly
productive organization
because of its highly productive people…