THE S 5S ARE FIVE KEYS TO A

TOTAL QUALITY ENVIRONMENT 5-S : Five Japanese words starting with S

SEIRI - SORTING SEITION - SYSTEMATIC ARRANGEMENT SEISO - SPIC & SPAN SEIKETSU -STANDARDIZING (FOR SERENE ENVIRONMENT) SHITSUKE - SELF DISCIPLINE

During second World war, nuclear bombs were dropped at Hiroshima and Nagasaki and Japan was in ruins. Japanese products at that time were of poor quality and unreliable. unreliable
Japans achievements in quality in post war era are due to
TQM JIT Quality Circles Kaizen 5-S

Success of TQM encompasses the success of other elements Each element is complementary to the other. elements. other

But 5-S is the foundation for all improvements

5- S APPROACH A person is judged by his habits, his style of living, his surroundings, and by his actions.
5- S IS MORE A DO -IT YOURSELF APPROACH. CHANGING THE MIND SET IS VERY IMPORTANT FOR SUCCESS OF 5-S PROGRAMMES. PROGRAMMES 5-S IS PRACTICE ORIENTED, PEOPLE-ORIENTED AND ENVIRONMENT-ORIENTED . PRODUCT QUALITY Q SERVICE QUALITY QUALITY WORKPLACE QUALITY PERSONAL QUALITY SOCIAL QUALITY 5-S ALSO AIMS TO IMPROVE QUALITY OF WORK LIFE.

WE HAVE A GOOD HISTORY OF MAINTAINING CLEANLINESS

P People l were supposed d to t be b clean l i their in th i BODY MIND SOUL Our forefathers were concerned about preserving a good environment. Rivers, trees, land are all treated as sacred and worshiped, only to emphasize clean environment . Findings of excavation of the Harappa and Mohanj d jodaro civilization i ili ti revealed l d existence it of f a very scientific i tifi 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. The Th first fi thing hi shopkeepers h k d do after f opening i their h i shop h and before making any transaction is the thorough cleaning. cleaning We are now reinventing the wheel. wheel

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

Human tendency is to save things for the rainy day. Impediments I di t to t practice ti Seiri. S i i It is at times confusing to decide what would be wanted in future . We tend to keep extras or duplicates thinking that the need may arise in future. We have sentimental attachments to certain items. items What may appear worthless or useless for others may mean a worth of millions to them

. IMPEDIMENTS TO PRACTICE SEIRI.

Sometimes people believe in antique value and hope that by preserving a thing they are really doing a wise thing. We tend to believe in unlimited space availability - after all it is going to occupy space. space So what ? Sometimes rejected material are stored based on the belief that these may be reworked during urgent requirements or the tolerance may be relaxed to accept them. E Every item i i the in h house h h d been had b b bought h with i h some purpose.

FINDING UNNECESSARY, NON-ESSENTIAL AND SURPLUS ITEMS.

When walking across the floor/office/house . When walking just outside the work work-place place. When looking at racks . Wh l When looking ki at d drawers, l lockers, k table bl tops and tool boxes. When looking at stores . g at the toilets & washbasins When looking

ADVERSE EFFECTS OF NOT FOLLOWING SEIRI The work place is cluttered with unwanted , waste or outdated items, occupying valuable space meant for useful items. items In a work place where Seiri is not followed, followed there exists always a demand for more space. Every work place becomes a store in itself for unwanted items. Unless unwanted items are shown their way out, there will be no place to keep the new items. If not attended promptly, promptly the unwanted items will get mixed up with good items and move to further operation. p Unwanted items also pose a hazard leading to accident.

ABSENCE OF SEIRI IN WORK PLACE WILL RESULT IN

1 Rejected 1. R j t d items it and d materials. t i l 2 Unwanted 2. Un anted items / materials / jigs / fixtures fi t res / tools, tools either broken or obsolete. 3. Outdated , obsolete , expired items / materials measuring 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. 2. Irrelevant / useless papers , note books , files. 3. Old diaries. 4. Broken furniture. 5. Unused paper weights. 6. Expired shorthand note books (memopads), carbon p p papers. 7. Outdated and obsolete vouchers, slips, etc.

ABSENCE OF SEIRI IN HOUSE WILL RESULT IN

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, 6. footwear spectacle frames. frames 7. Old books , diaries, , letters, , magazines. g 8. Old clothes, used dry cells, bulbs.

Seiri in Information Technology gy

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 and unnecessary files or other matter stored in the system. t Th identification The id tifi ti of f unnecessary files fil should be done periodically which implies application of Seiri in IT. IT

HOW TO PRACTICE SEIRI Creating C ti a conducive d i environment i t Educating Ed cating the need for practicing Seiri. Seiri Separating the unwanted and the wanted. wanted Classify them as
WASTE REJECTIONS DISCARDED DETERIORATED OUTDATED OBSOLETE

EXIT

HOW TO PRACTICE SEIRI

REPAIRABLE REWORKABLE REGRADABLE ALTERNATE USE WANTED

DECIDE & IMPLEMENT WITHOUT DELAY KEEP THEM

If necessary form section committees to make decisions on 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 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 things . Unnecessary 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 also This l results lt in i extra t procurement t of f the th quantity tit corresponding to the leakage. Breakdown in machinery resulting in their low availability.

Losses in an organisation g in absence of 5-S

Operations cost increases. Personnel cost increases and safety decreases. decreases Repair cost increases. P d i i decreases. Productivity d Interest cost increases. Inventory cost increases.

Safety is endangered in absence of 5-S

Due to improper and unnecessary storage of , work p place becomes insufficient and it items, results in frequent handling of items and as such chances of accident increases Chances of accidents increase due to nonworking 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 chances h of fi injuries j i resulting lti from f things thi falling. f lli 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 disposal

of dead stock / non non-moving moving inventory. 7. Periodic clearance of scrap yard. 8.Absence 8 Absence of proper system for periodic identification and disposal of extra / duplicate. 9. Disposal methods for specific items like toxic waste, used acids , chemicals.

2. SEITON - SYSTEMATIC ARRANGEMENT

A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE

Wh factory Why f / offices ffi d not practice do i seition. ii 1. Procrastination. 2. Absence of clear cut p procedures. 3. Confusion in arranging items. 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 time spent on searching. Recalling shall consuming. be easier and less than the

less

time

ABSENCE OF SEITON IN WORK PLACE WILL RESULT IN

1. Lack of proper layout for materials, components, semifinished / finished items, sub assemblies / assemblies. assemblies 2. Improper arrangement of cables, pipes, rods, sheets. 3. Items lying y g thrown on the g gangways g y / floor. 4. Inadequate q stores p procedure. 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 p proper p indexing g system y in cup-boards, p , file cabinets. 4. Papers heaped on the table - myth of keeping g , very y urgent g trays. y urgent,

ABSENCE OF SEITON IN HOME WILL RESULT IN

1. No separate p place for fuse-wire , candles , match p boxes, used blades. 2 Old dry cells and new ones lying together. 2. together 3. Papers, p , magazines g lying y g all around. 4. Knives and spoons etc kept together. 5. Vessels, buckets, etc heaped one over the other. 6. Different Medicines lying at one place and without identification . 7. Improper storage of electricity, telephone, water, tax bills etc.

SEITON IN INFORMATION TECHNOLOGY

Management of files on a computer is very important. important It enables fast access to desired files.
1. If all files are stored in the default folder say my documents of a PC, then retrieving any particular file becomes problematic. Subject-wise wise folders ease and simplify the retrieval of files and Subject other data. 2. Files, not in current use should be stored in labeled floppies. 3 The floppy case and floppies should also be labeled for easy 3. identification and retrieval. 4. For all this, it becomes essential to name the files in a simple and distinctive manner so that the content of the file can be judged by the file name.

PLACE FOR EVERY THING

For keeping all necessary items in a systematic manner, there should be proper place It is vital that every facet of the work place is standardised 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, railway stations) etc. stations), etc facilitate easy approach

EVERY THING IN PLACE Assign proper storage areas for proper placement of items . Provide for proper storage facilities such as racks, cabinets etc Decide what will be stored where -frequently used items close-by, 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 system for less frequently used items. items assembly Label storage areas Label items Store items

WORK SIMPLIFICATION THROUGH SEITON Work simplification can be done by employing p improvement p p principles: p simple Economic movement principle Minimum movement principle. Reduction in number of therbligs ie. motions Simultaneous use of both hands principle. Short distance movement principle Movement simplification principle. Use of inertia and gravity as much as possible

Four improvement principles

Exclusion principle-Eliminating unnecessary operations Combination principle- Combining or Separating the operations. Reversal R l principlei i l Option O i of f Reversing R i the h order d can be b examined Simplification principle

Use of natural power principles

Gravitational and magnetism principle Stretch or shrink principle- use of springs or elastic. elastic

It can also be done by using electronic and computerised systems

ADVERSE 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 q items may y be declared as non-moving g items. 5. Absence of information of availability y of an item may y result in unnecessary purchases.

ADVERSE EFFECTS OF NOT PRACTICING SEITON... 6. Possibility y of accidents. 7. Lack of moving space / working space. 8 Sometimes items gets damaged when stored one over 8. the other.
GOOD THINGS HAPPENS ONLY WHEN PLANNED. BAD THINGS HAPPEN ON THEIR OWN.

SEISO : SPIC AND SPAN

SEISO 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 the hand. When things can be seen and felt, abnormalities will be quickly discovered and attended to, and problems resolved. In I l lateral t l terms t S i i Seiso is also l Inspection. I ti

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

Trash and dirt R Rust and d scratches h Curvatures and abrasions L Loose parts t and d knocking k ki Eccentricity and lurching Abnormal movements Vibration and shaking Leaks and scattering Abnormal sound and over heating Abnormal 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 spillage. 2. 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 and gauges. 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. Dirty Di lavatories, l i bathrooms, b h wash-basins, h b i dustbins d bi etc . 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. Dust D on racks, k TV TV, f fridge, id f furniture i 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, drawers, coolers, air-conditioners etc. y table g glass, table, chairs, water glass, g crockery y etc. Dirty 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. Dirty Di furnishings. f i hi Dirty notice boards.

..ABSENCE OF SEISO IN OFFICE WILL RESULT IN

Dirty water-coolers and jugs. Dirty keys of key-board key board of computer. Untidy parking-place for vehicles. Leakage from roofs and oil spillage from vehicles and equipment. Dirty wash wash-basins. basins. Dust on stored stationary. Dust on pen-holders pen holders, desk calendars etc etc. Dirty white-boards. Dust on name name-plates. plates

SEISO IN INFORMATION TECHNOLOGY:

A As soon as the th file fil is i identified id tifi d as obsolete b l t and d useless and sent to Recycle bin it should be deleted from there i.e. Recycle y bin should be emptied p to create more storage space in memory. De-fragmentation of the disk should be done periodically to improve storage space and response speed. speed At the end of every working session or every day or week, seiso should be done. Periodically, all the folders 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 stains posing a shabby look. 2. The air (which we breathe) has more dust and impurities. 3 The 3. Th readings, di i di t indicators, cautions ti are covered d with ith dust. d t 4 P 4. Potential t ti l hazards h d and d possibility ibilit of f accidents id t due d t to slippage. 5. A non-congenial environment - hampers enthusiasm for people to work.

4. SEIKETSU : STANDARDISATION FOR SERENE S N ENVIROMENT NV O N Seiketsu refers to the maintenance of condition of cleanliness and neatness. p that there should be Seiketsu implies adequate illumination, ventilation, exhaust and p proper p sanitary y / hygienic yg condition . Seiri Seiri, Seiton and Seiso are the acts and Seiketsu is the result Seiketsu is a state which proves that Seiri, 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 attended 6.

ABSENCE OF SEIKETSU IN OFFICE WILL RESULT IN

1. Toilets and washbasins are not disinfected. 1 disinfected 2.Flies and rodents moving around. 3 Water and dirt getting collected below the cupboards. 3.Water cupboards
ABSENCE OF SEIKETSU IN HOME WILL RESULT IN

are not disinfected. 2 Sewages 2. S bl k are not blocks t removed d. 3.Lack of control against flies , mosquitoes and rodents. rodents SEIKETSU IN INFORMATION TECHNOLOGY Schedule for periodic scanning and cleaning should be prepared and followed

1. Toilets

IMPORTANT STEPS FOR ACHIEVING SEIKETSU

Development of standards . Creation of Visual Controls Devising D i i ways to t expose problems bl Preparation of rules, methods and schedules . Establishing a checking procedure

SHITSUKE - SELF - DISCIPLINE Training people to follow good house - keeping discipline by themselves. Shitsuke implies constancy and repetition. That is 5-S is not a one - time affair. It is a routine affair like production maintenance, production, maintenance marketing. marketing Shitsuke is also about sticking g to self-discipline p in observing safety rules. Self-disicipline Self disicipline also in matters like punctuality, p nct alit regular reg lar attendance, 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 problems/correcting deviations on the spot. Carrying on 5-S activities as habit and enthusing others. Conduction of self audit. 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 through h standardized t d di d procedures d what h tt to d 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 no friction occurs because everyone operates within the 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 do not t greet t each h other. th People look worn out & workplace is in a mess. There is a high absenteeism rate. rate The workers do not bring out suggestions for 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 g resolve and training g. 2. Issuing g a vision statement. 3. Imparting training at all levels. Giving publicity to the programme so that it is taken seriously by all. 4. Evaluating the current status. 5 Clearing 5. Cl i the th unwanted. t d 6. Decision on the the place for everything everything. . 7. Cleaning the work place.

7.

Cleaning the work place.

8. Formulation and standardization procedures, safety rules, work instruction etc. 9 Proceeding 9. results . step by step and monitoring the

10. Auditing and displaying the audit findings on notice-boards ot ce boa ds a and d keeping eep g t them e at p prominent o e t places. 11. Constituting awards for recognition.