5S Implementation Guide

Magnifico Training and Consulting Services, Pune, India
5S
IMPLEMENTATION GUIDES
Rev. -
Date __________
5S Guides Table of Contents

Contents Pages
1. How to use the 5S Guides 2
2. 5S Implementation Checklist 3
3. Develop a 5S Implementation Plan 4-6
4. Take Area Photographs 7
5. Finalize a 5S Map 8
6. Perform Area Evaluation 9
7. 5S Check sheet 10
8. 5S Levels of Excellence 11
9. SORT - Tagging Technique 12
10. SORT - Auction 13
11. Prepare for SIMPLIFYING 14
12. SIMPLIFY - Outlining Technique 15
13. SIMPLIFY - Labeling Technique 16
14. SIMPLIFY - Shadow Board Technique 17
15. Perform SWEEPING 18
16. Perform STANDARDIZING 19
17. Perform Team SELF-DISCIPLINE 20
18. Perform Individual SELF-DISCIPLINE 21
19. Measure Results 22
20. 5S Guides Feedback Form 23
Page #1
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 Plan - identify

of action based on issue & develop
“Study”; institutionalize Improvement resolution plan
or reevaluate factors Cycle
and go to “Plan”
Study - Evaluate Do - implement

the results of “Do” plan
Page #2
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 5S Guide
1. Develop your implementation plan “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
“Take Area Photograph”
2. Photograph the work area
5S Overview - Lean Training Module
3. Educate work group (5S Overview)
“Finalize 5S Map”
4. Finalize 5S Map
“Perform Area Evaluation”
5. Perform Work Area Evaluation
6. Perform 5S:
“Perform Tagging Technique”
a) Perform Sorting
“Conduct Sorting Auction”
“Prepare for Simplifying”
b) Perform Simplifying
 “Using Labeling Technique”
 “Using Outlining Technique”
 “Using Shadow Board Technique”
c) Perform Sweeping “Perform Sweeping”
d) Perform Standardizing “Perform Standardizing”
e) Perform Self-Discipline “Perform Team Self-Discipline”
“Perform Individual Self-Discipline”
7. Measure Results “Measure Results”
8. Repeat from Task #6: “Perform 5S” per your

work group’s plan
Page #3
Develop a 5S Implementation Plan

Purpose To help work-group leaders plan for 5S implementation in their areas.
When Prior to beginning implementation.
Materials  Paper
 Pen or pencil
 This 5S Guide
Steps Notes
1. Create a 5S  Purpose: To have one location, accessible to all, for organizing miscellaneous 5S
documentation materials.
system to  Pertinent data may include, but is not limited to:
organize and  This plan
store pertinent  5S map
data.  Area check sheets
 Historical Action Item Lists
a. Determine  5S agreements
type of file.  Measures, goals and progress against them
b. Determine
file location.  Examples: 3-ring binder, file folder, etc.
c. Inform work
group of  Location should be accessible to team members.
location.
2. Determine  Purpose: To help you understand the impacts of implementation and determine the pace
the pace of that best supports your needs; clarify expectations.
implementation  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 5S
implementation. 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, then
implementation through proceed with implementation in subsequent team meetings
team meetings. until 5S methods become the norm.
You desire an all-shift kick Schedule 5S overview meeting for employees from all shifts.
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 #4
Develop 5S Implementation Plan

(continued)
Steps Notes
3. Draft “straw  Purpose: To take a proposed map to the work group for finalizing after you have
man” 5S map. coordinated the external boundaries with adjacent organizations. The map will be used
throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into
a. Obtain bite-size pieces.
approved  This 5S map will be finalized with the work group following the 5S Overview.
layout of If: Then:
entire work
2nd-level manager has Use the boundaries identified.
area. Verify
all relevant prepared a 5S map.
dimensions. 5S map has not been Obtain area map from Facilities or draw a map (get boundary
b. Coordinate prepared. approval from your 2nd-level manager).
area  Communicate with organizations adjacent to your assigned areas to ensure agreement on
boundaries. boundaries.
c. Divide the  Define who is responsible for common aisle-ways, stairways, etc.
map into  Sizes of sections should require equal amounts of effort to organize and maintain.
workable  Label each section (a,b,c,d, etc.)
sections.  Be sensitive to ownership of files and personal work spaces in office areas, when
d. Determine considering boundaries and team assignments.
the number  Optimum team size: 4-5 people.
of people  Assess the size of your work group.
per team (1  Divide the total number of employees by the number of sections of the 5S map.
team per
section).
4. Determine  Purpose: To prepare yourself and your group for whom, how and when photos will be
“before 5S” taken, considering time and budget.
photograph  Based on your implementation pace (see step #2 above):
logistics (who, Consider TIME:
how, and when). 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 initial
steps. team present. 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 Obtain a camera. Obtain a camera permit
photographs. (available from Security).
 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.
5. Establish  Purpose: To serve as a communication tool.
visible ways to Examples: Consider having enough room to post:
communicate 5S - Bulletin Board - 5S Map
activities. - Visibility Wall - Area Photographs
- Notebook/binder - Work group 5S Action Item Log
- Area evaluation, etc.
Page #5
Develop 5S Implementation Plan

(continued)
Steps Notes
6. Coordinate  Purpose: To build collaborative relationships within and across functional lines, and to help
and schedule ensure a smooth implementation with no surprises.
services  Consider cross-shift schedules.
required from  Acquaint yourself with procedures of support organizations.
support  Establish a contact person in each support organization to let them know IN ADVANCE:
organization(s).  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.
7. Make a list of  Purpose: To identify all the arrangements needed to proceed with 5S implementation, and
internal to help ensure that nothing slips through the cracks
arrangements to  Read the “Sorting” 5S Guides: “Tagging Technique” and “Auction”.
be made.  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 group’s 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.).
8. Draft a time  Purpose: To schedule all planning and implementation activities, and notify all those
line for 5S involved (internally and externally) so everyone can be prepared.
planning and  Include estimated dates for completing all planning activities.
implementation  Include estimated dates for performing all other 5S activities.
activities.  Post in 5S communication.
9. Communicate  Purpose: To get buy-in and support from your management.
your plan to  Solicit feedback.
upper  Gain agreement.
management.
10. Check your  You will know you have completed this task when:
work.  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.
Page #6
Take Area Photographs

Purpose To provide team with a photographic record of their work area serving as a baseline to
measure improvements from.
When Do this per group’s previously determined implementation plan

(see 5S Guide; “Develop 5S Implementation Plan” - Step #4) before you begin Sorting.
Materials  5S Implementation Plan

 “Straw man” 5S map
 Camera, camera permit and photographer from work group, or approved arrangements
made with Photography.
 This 5S Guide.
Steps Notes
1. Visually  Work group/individuals have agreed, and are aware their area is being photographed.
survey the work
area.
2. Determine  Try to show as much of each section as possible - widest angle.
best photo angle
for each section.
3. Mark agreed-  You will be taking your “after 5S” photos from the same angle.
upon photo
angles on the 5S
map.
4. Have photos  Open doors of cabinets, desks, etc.
taken.
5. Have photos
developed.
6. Post in 5S
communication
area.
7. Check your  You will know this task is complete when:
work.  Photos have been taken for each section according to angles identified on the 5S
map.
 Photos are posted in 5S communication area.
Page #7
Finalize a 5S Map
Purpose To assist work group and 5S Leader in laying out boundaries and determining team
responsibilities for 5S activities.
When Do this immediately following the 5S Overview.
Materials  “Straw man” 5S Map

 Flip chart stand/pad, if applicable
 Pen or pencil
 This 5S Guide
Steps Notes
1. Assemble
2. Post “straw  For example: Flip chart, wall, or white board.
man” 5S map to
view.
3. Agree on  5S leader explains how the sections were determined.
how the work  The group provides input - discussing any suggestions.
area is divided.  Any changes are agreed upon by team.
4. Identify a  Leave enough room for all team members.
place on 5S map  Office operations might consider limiting team activities to common work areas like
to write in the conference rooms, coffee areas, etc.
names of  Areas can be identified for individual activities, (cubes, desks, files, etc.).
members for
each team.
5. Record team  Team members volunteer and/or are assigned to a section of the map.
members’  Ensure at least 1 person assigned to each section works in that section.
names for each  It is helpful to have a fresh pair of eyes (someone not normally working in that area).
section on 5S Sometimes we can’t see the forest for the trees.
map.
6. Post 5S map
in
communication
area.
work.  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 #8
Perform Area Evaluation

Purpose To assist work group in assessing their work area’s current condition.
When Do this after 5S Overview and immediately before Sorting.
Materials  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
Steps Notes
1. Review “Area
Check sheet” for
additions and/or
deletions
needed for
team’s work
area.
2. Assemble in
work area.
3. Complete  Give 1 blank “Area Check sheet” to each team.
“Area Check  Each team selects a scribe to read check sheet and place check marks in appropriate
sheet” 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.
4. Determine  Post the blank “Levels of Excellence” form on flip chart stand.
“Levels of  Discuss Area Check sheets completed by each team to help determine the “Levels of
Excellence” for Excellence” for work area.
work area.  Fill out “Levels of Excellence” form for the entire area.
5. File Area
Check sheets in
5S document
system.
6. Post “Levels
of Excellence” in
5S
communication
area.
7. Check your  You will know this task is complete when:
work.  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 #9
5S Area Check sheet

Instructions:
1. Scribe reads each statement out loud and records team member’s 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 Yes No
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 Yes No
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 Yes No
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 Yes No
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) Yes No
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?
Page #10
5S Levels of Excellence
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 team’s 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 area’s overall rating also.
Level Sorting Date

1 Necessary and unnecessary items are mixed together in the work area.
2 Necessary and unnecessary items separated (includes excess
inventory).
3 All unnecessary items have been removed from work area.
4 Method has been established to maintain work area free of
unnecessary items.
5 Employees continually seeking improvement opportunities.
Level Simplifying Date
1 Tools, supplies and materials randomly located.
2 Designated location established for all items.
3 Designated locations are marked to make organization more visible.
(For example: color coding or outlining)
4 Method has been established to recognize; with a visual sweep, if items
are out of place or exceed quantity limits.
5 Process in place to provide continual evaluation and to implement
improvements.
Level Sweeping Date
1 Factory/Offices and machinery/office equipment are dirty and/or
disorganized.
2 Work/break areas are cleaned on a regular scheduled basis.
3 Work/break areas, machinery and office equipment are cleaned daily.
4 Housekeeping tasks are understood and practiced continually.
5 Area employees have devised a method of preventative cleaning and
maintenance.
Level Standardizing Date
1 No attempt is being made to document or improve current processes.
2 Methods are being improved but changes haven’t been documented.
3 Changes are being incorporated and documented.
4 Information on process improvements and reliable methods is shared
with employees.
5 Employees are continually seeking the elimination of waste with all
changes documented and information shared with all.
Level Self-Discipline (Sustaining) Date
1 Minimal attention is spent on housekeeping and safety and standard
procedures are not consistently followed.
2 A recognizable effort has been made to improve the condition of the
work environment.
3 Housekeeping, safety policies, and standard procedures have been
developed and are utilized.
4 Follow-through of housekeeping, safety policies, and standard
procedures is evident.
5 General appearance of confident understanding and adherence to the
5S program
Page #11
Sorting Activity -
TAGGING Technique
Purpose To assist work group in identifying unnecessary items in the work area.
When Do this after area evaluation and before you conduct the Sorting Auction.
Materials  5S map
 Pen or pencil
 Post-It notes or other method for tagging item
 This 5S Guide
 Paper for listing auction items (optional)
Steps Notes
1. Assemble in  Clarify criteria for tagging. Refer to table in step #2 and expand if necessary.
work area.
2. Team  Every individual walks through assigned area and physically touches everything. As each
members item is touched, do the following:
individually
identify If: Then:
unnecessary
items in the Item has a defined purpose and is
assigned work used often enough to be considered Do not tag item.
area. necessary.
Caution: Focus Item has no definite purpose or is not Tag item for discussion at "Sorting
on Company-
needed. Auction."
owned versus
personal Item is determined unsafe and
Tag item to be repaired or replaced.
property. needed.
Tag item to be removed from the
Item is unsafe and not needed.
work area.
Tag item for discussion at "Sorting
Unsure about item's purpose.
Auction."
3. Remove all If: And: Then:

tagged items to
Auction can take place immediately following
designated Single Shift
holding area for tagging activity according to team's plan.
auction.
Tagged item is too large Determine appropriate process for disposition of
for team to move. item during auction walk-through.
Hold tagged item for predetermined period prior

to conducting auction.
Multiple Shifts List all tagged items and post list in
communication area for all shifts to preview prior
to auction.
Tagged item is too large Determine appropriate process for disposition of
for team to move. item during auction walk-through.
work.  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 #12
Sorting Activity -
Sorting Auction
Purpose To assist auctioneer in conducting Sorting Auction to dispose of tagged items.
When Do this after “Perform Tagging Technique”.
Materials  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
Steps Notes
1. Assemble in
auction area.
2. Designate 2  1 scribe to document surplus items.
scribes.  1 scribe to document action items.
3. Distribute  To designated scribes.
blank surplus
form and action
item log.
4. Hold up each  One item is handled at a time.
item for auction.
5. Ask criteria Examples:
questions for - Who needs it? - What is it used for?
each item. - How often do you use it? - How much of it do you need?
- Is it safe?
6. Dispose of
each tagged If item is: And: Then follow these steps:
item. Claimant determines a location for the item.
Claimed
Scribe records action taken on the 5S Action Item Log.
Record the unnecessary item on the surplus form and place
Is still useable.
in appropriate container for removal.
Unusable by Discard immediately.
Unclaimed
anyone. 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  Post in 5S communication area to be followed up during next 5S meeting.

Item Log
8. Distribute  Others may have need for your surpluses items.
copies of surplus  Note on the surplus form the date items will be removed from the work area.
form as
appropriate.
9. Remove all  On date determined.
unnecessary
items from the
work area.
10. Check your You will know you have completed this task when:
work.  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 #13
Simplifying Activity -
Prepare for Simplifying
Purpose To assist the work group in preparing to organize the work area.
When Do this after all unnecessary items have been removed from the workplace.
Materials  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.
Steps Notes
1. Assemble in
work area.
2. Review  Refer to 5S Map
section
boundaries.
3. Review  Consider the following criteria:
Simplifying  Items used daily, store close at hand.
criteria  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.
4. Distribute 5S  1 set per section team.
Guides for  Review techniques outlined in the guides.
performing
Labeling,
Outlining and
Shadow boards.
5. Designate a  Labeling is one of the most common techniques. It is generally best to have one label
coordinator to coordinator for the entire work group.
order required
labels for the
entire work
group.
6. Teams are  Refer to 5S map.
prepared to go  Use 5S Guides where appropriate.
to assigned
sections.
work.  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 #14
Using Outlining Technique
Purpose To assist work group in outlining all appropriate items/areas in the workplace.
When Do this after locations for all items have been designated according to their use.
Materials  Floor tape or masking tape

 Marking pen
 This 5S Guide
Steps Notes
1. Assemble in
work area.
2. Identify and  Examples: (may not be appropriate in all areas)
agree on the  External work area boundaries.
items or areas  Moveable carts
that require  Positioning of overhead projectors on tables
outlining.  Location of garbage cans
 Walkways
 Stationary items in cabinets.
 Designated receiving area.
3. Outline the  Use masking tape for outlining.
items or areas  If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of
identified. approved materials.
4. Label each  Legibly print the name of the outlined item or area on the tape.
item or outlined
area.
5. Check your  You will know that you have completed this task when:
work.  All items and areas identified by team are outlined to show specific location.
 All appropriate outlined items and areas are labeled.
Page #15
Using LABELING Technique
Purpose To assist work group in labeling all appropriate items in the workplace.
When Do this after locations for all items have been designated according to their use (see “Outlining
Techniques” guide.
Materials - Masking tape for temporary labels - Marking pens

- Computer-generated labels (as needed) - Work group 5S Action Item Log
- Label machine, if available - This 5S guide
- Blank notebook paper and pen or pencil
Steps Notes
1. Assemble
in work area
and designate
scribe.
2. Apply  Use masking tape as temporary label to identify ALL items determined to be necessary for
temporary the work area (may not be appropriate in all areas).
labels to ALL Examples: Contents of: Used for, quantity, proper order, etc.:
items and - File cabinets - Files - Garbage cans - Books - Chairs
locations - Drawers - Shelves - Computers - Supplies
deemed - Tools - Boxes - Stationery - Cleaning Supplies
necessary.
3. Mark each  Print legibly:
label  The name of the item.
 The minimum/maximum number of items (only applicable to multiple items).
4. Identify  Record on label when item should be reordered (by date or by item count)
items that
require
restocking.
5. Prepare a  Print each label legibly and exactly as it should read.
list for ordering
permanent
labels.
6. Add order  Add to Action Item Log.
labels to work
group 5S
Action Item
Log.
7. Forward list  One person coordinates label generation and/or ordering for entire work area.
of label names
to label
coordinator.
work.  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 #16
Using SHADOW BOARD Technique
Purpose 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.
When Do this after locations for all items have been designated according to their use.
Materials Possible construction materials you might need:

- Pegboard - Styrofoam - Hooks - Label maker
- Plywood - Cardboard - Form board - Markers for outlining
- Plexiglas case - Hangers - Masking tape - This 5S Guide
Steps Notes
1. Assemble in
work area.
2. Identify what  Examples: (may not be appropriate in all areas)
supplies/tools  Small hand tools
require a  Copier supplies
shadow board.  Desk supplies
3. Have team  Include in your design:
draft on paper  An outline of the supplies/tools to be put in the display.
the design of the  The layout of how they are to be organized.
shadow board.  What materials will be required to build the display.
 Where the display will be located when complete.
4. Post the  Leave design posted for predetermined period (two days is generally sufficient) to allow
mock-up of the viewing by all shifts.
design in  Provide name and phone number of a contact person to receive feedback on mockup.
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  Use pencil to outline initial placement of item on board.
supplies and  Use a more permanent marker when satisfied.
tools as they will
be placed on the
board.
8. Label each  Use masking tape for the labels.
outlined item  Write the item name legibly on tape.
and its location  Use the same name for the item and its location on the board.
with its names.  Make/order permanent labels (see “Labeling Techniques”).
9. Place  Refer to design for pre-determined location.
shadow board in
work area.
work.  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 #17
Sweeping Activities -
Perform SWEEPING
Purpose To assist work group in developing daily visual and physical sweeping activities to assess and
maintain the work area.
When Do this after the Simplifying activities have been completed.
Materials  Tape
 Paper and pencil
 This 5S Guide
Steps Notes
1. Assemble in
meeting area
and designate a
scribe.
2. Prepare a list  List shows frequency and responsibility for individual and common areas.
of “Visual  Activities on list should support “Visual Sweeping” of work area.
Sweeping”  Examples of what to check:
activities that - Items are orderly and safe - Equipment is in designated location
need to occur in - Supplies/tools are in designated locations - Supplies/tools are in stock
the work area. - Labels - Item location outline(s) - Shadow board
3. Post the  Identify list as “Visual Sweeping” list
finished “Visual
Sweeping” list in
the 5S
communication
area.
4. Prepare a list  List shows frequency and responsibility for individual and common areas.
of “Physical  Activities on list should support “Physical Sweeping” of the work area to maintain
Sweeping” cleanliness and order of the work environment.
activities.  Examples:
- Dust cabinets - Clean computer - Empty hole punch
- Clean tools - Clean trash can - Sweep floor
5. Post finished  Identify list as “Physical Sweeping” list.
“Physical
Sweeping” list in
communication
area.
work.  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 #18
Standardizing Activity -
Perform STANDARDIZING Activity
Purpose To assist work group in documenting agreements made during 5S activities and to develop a
plan for periodic repetition of 5S activities.
When Do this after Sweeping Activities.
Materials  Paper or pen

 Visual and Physical Sweeping Lists from Sweeping activity.
 This 5S Guide.
Steps Notes
1. Assemble in
meeting area
and designate a
scribe.
2. Review and Do the following:
document  Ask, “What criteria did we establish for sorting?”
Sorting activity.  Write down on paper the criteria identified.
 Ask, “Are the criteria acceptable?”
If: Then follow these steps:
Yes Do nothing - no change required.
No Document changes in criteria.
Place agreement in 5S file.
 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.
3. Review and Do the following:
document  Document agreements (including, but not limited to) those made for:
Simplifying  Labeling
activity.  Outlining
 Shadow boards
 Storage and stock quantities of supplies and tools
 Safety
4. Review and  Do the following:
file Sweeping  Obtain Visual and Physical Sweeping lists
activity lists.  Ask, “Are the activity lists rigorous enough to maintain a safe, clean, and orderly work
area?”
If: Then follow these steps:
Yes Do nothing - no change required.
Ask, "What improvements are needed?"
No Document changes in criteria.
Place agreement(s) in 5S file.
5. Establish a  Document agreed-upon schedule on note-paper.

schedule for  Post in 5S communication area.
periodic
repetition of 5S
activities.
work.  Documented agreements have been placed in 5S file.
 Schedule is in place for periodic repetition of 5S activities.
Page #19
Self-Discipline Activity -
TEAM
Purpose To assist work group in following through on all 5S agreements made for the work area.
When Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a
regular basis.
Materials  Paper and pen

 Work group 5S Activity Item Log
 Documented 5S agreements
 Individual Self-Discipline 5S Guide
 This 5S Guide
Steps Notes
1. Assemble in
work area for
visual
assessment and
designate a
scribe.
2. Determine if  Ask, “Are we following the agreements we put in place as a result of our 5S activities?”
the 5S
agreements are If: Then follow these steps:
being followed in Yes Acknowledge and congratulate.
the work area.
List those agreements not being followed.
Ask, "Why not?"
No Ask, "How can we fix it?"
Document agreed-upon solutions.
Place agreement(s) in 5S file."
3. Develop a  Be specific.
plan to address  Identify responsibilities.
needed  Record on 5S Action Item Log.
improvements.  Post in communication area.
4. Review  Point out its location.
Individual Self-  Review purpose.
Discipline 5S
Guide.
work.  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 #20
Self-Discipline Activity -
INDIVIDUAL
Purpose To assist individuals in applying 5S agreements to personal work area.
When Do this after Standardizing Activity has been completed in your area.
Materials  Paper and pen

 This 5S Guide
 5S agreement(s)
Steps Notes
1. Go to your  The immediate area where you perform most of your daily activities, i.e. cubicle, bench,
work area. etc.
2. Determine  Considering your own personal work style, ask yourself:
the effectiveness  “Am I following the guidelines put in place as a result of 5S efforts?”
of your individual  “Is my work area safe?”
organizing  “Is it neat and organized?”
methods in  Examples (add/delete as appropriate):
support of the  Notebooks neatly stacked and labeled?
5S agreement.  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: THEN:
You are following 5S Ask, "How will I maintain and
agreements. improve?"
You are not following 5S Ask, "What steps can I take to
agreements. improve?"
3. Prepare a  This is your own personal plan.
personal 5S  Be realistic as you decide what improvements you want to make.
plan.  Revisit this plan frequently and make adjustments accordingly.
work.  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.
Page #21
Measure Results
Purpose To assist team in measuring improvements resulting from Implementation of 5S methods.
When Do this after each completed repetition of 5S activities.
Materials  “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
Steps Notes
1. Take “after  Follow all steps in 5S Guide, “Take Area Photographs.”
5S”
photographs.
2. Complete  Follow all steps in 5S Guide, “Perform Area Evaluation”
“after 5S” area Following the development of “after 5S” photographs and completion of “after 5S” area
evaluation. evaluation, reassemble work group in communication area and continue with Step #3 below.
3. Analyze  Observe improvements (such as organization, cleanliness).
results following  Compare “before 5S” and “after 5S” evaluations.
evaluation.  Estimate value of surplus inventory items. Additional measures to consider.
a) Review  Safety (number of injuries/time away from the job).
“before” and  Cycle time.
“after”  Reduced inventory.
photos.  Increased usable floor space.
b) Review
“before” and
“after”
evaluations.
c) Review list
of surplus
items.
4. Acknowledge
improvements in
your area.
5. Establish  Use the above analysis and the plan established during Team Self-Discipline.
your next  Refer to “Levels of Excellence” and write down the agreed-upon next Levels of Excellence
“Levels of Goal.
Excellence”
Goal.
6. Post your
goal in
communication
area.
7. Communicate
results with
upper
management.
work.  “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.
Page #22
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: Work on: (Be specific)

______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
______________________________________ ________________________________________
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: ____________________________
Page #23

5S Implementation Guide

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5S Guides Table of Contents

How to Use the 5S Guides

To maximize success, 5S implementation leaders are encouraged to contact their

The format is the same for each guide:

Results will vary. Step can be modified according to individual situations. It is

Act - determine course Plan - identify

Study - Evaluate Do - implement

7. Measure Results “Measure Results”

8. Repeat from Task #6: “Perform 5S” per your

Develop a 5S Implementation Plan

When Prior to beginning implementation.

Develop 5S Implementation Plan

Develop 5S Implementation Plan

Take Area Photographs

When Do this per group’s previously determined implementation plan

Materials  5S Implementation Plan

When Do this immediately following the 5S Overview.

Materials  “Straw man” 5S Map

Perform Area Evaluation

When Do this after 5S Overview and immediately before Sorting.

Materials  Blank “Area Check sheet” - (1 per team)

5S Area Check sheet

Level Sorting Date

3. Remove all If: And: Then:

Hold tagged item for predetermined period prior

When Do this after “Perform Tagging Technique”.

Materials  Blank Surplus Items Form (attachment at end of this guide)

7. Collect Action  Post in 5S communication area to be followed up during next 5S meeting.

Materials  Work group 5S Action Item Log.

Materials  Floor tape or masking tape

Materials - Masking tape for temporary labels - Marking pens

Materials Possible construction materials you might need:

When Do this after the Simplifying activities have been completed.

When Do this after Sweeping Activities.

Materials  Paper or pen

5. Establish a  Document agreed-upon schedule on note-paper.

Materials  Paper and pen

Materials  Paper and pen

When Do this after each completed repetition of 5S activities.

Materials  “Before 5S” photographs

5S Guide Section Title:________________________________________________Date:_______________

What worked: Work on: (Be specific)

What worked: Work on: (Be specific)

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5S Guide Section Title:__________________________________Date:_