House Keeping (5-S)

TRAINING ON HOUSEKEEPING (5-S)

This Module is divided into 4 parts:

Part I :History, Logic & Benefits

Part II : What Are The Five ‘S’ Detailed

Discussion of each “S”

Part III : 5-S Implementation Plan

Part IV : 5-S Evaluation Criteria & Audit

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TRAINING ON HOUSEKEEPING (5-S)

Part I
5-S :- History, Logic & Benefits

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TRAINING ON HOUSEKEEPING (5-S)
Historical Background of 5-S
- The 5-S concept originated in Toyota, Japan.
- Factories in Japan are reputed for their
cleanliness and orderliness.
- This is due to their ability to instill a sense of
responsibility and discipline into their workers,
particularly at the plant (shop-floor) level.

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TRAINING ON HOUSEKEEPING (5-S)
Logic behind 5-S practices:
Organization, Neatness, Cleanliness,
Standardization and Discipline at the workplace
Leads to …
Production of high quality products and
Delivery of high quality services
With
Little or no waste, and High productivity.

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TRAINING ON HOUSEKEEPING (5-S)
What are the benefits of implementing 5-S ?
- Improvement in workplace organization and cleanliness
- Reduction of wastage and better control of inventories

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TRAINING ON HOUSEKEEPING (5-S)

What are the benefits of implementing 5-S ?

- Better inter-personal relations and work culture employees
take more care and responsibility towards work.

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TRAINING ON HOUSEKEEPING (5-S)

What are the benefits of implementing 5-S ?

- Improvement in productivity quality improvement
Safety awareness and decline in accident
Reduction in absenteeism.

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TRAINING ON HOUSEKEEPING (5-S)

Part II
Detailed Discussion of each “S”

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TRAINING ON HOUSEKEEPING (5-S)
What are the five ‘S’ ?
1. SORT- SEIRI (Sorting out)
- Identification of best physical organization of workplace.
2. SET IN ORDER-SEITON (Systemic Arrangements)
- A place for everything and everything in its place
3.SHINE- SEISO (Cleanliness)
- Cleaning-up the workplace completely.
4. SATADERIZE-SEIKETSU (Maintain a Serene
Atmosphere)
- Audit, review & actions by which we maintain the first three S’s.
5. SASTAIN-SHITSUKE (Stick to Self-discipline)
- Train people to sustain the good housekeeping autonomously.
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TRAINING ON HOUSEKEEPING PART - II
1. SORTING OUT
- SORTING OUT is the identification of best physical
organization of the workplace.
- This is achieved by sorting out unnecessary items in the
work place and discarding them.
- In old days, it seemed almost a sin to throw anything away.
- Today, sorting through things has become a rare skill.
- You must know what to discard, what to save and how ?
- Let us discuss Stratification Management, Need Vs Want,
and ‘One-is-best’ principle in the context of SORT.

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TRAINING ON HOUSEKEEPING PART - II
Stratification Management
It is a key step in SORT. See the strategy table below:
Usage Frequency of Use Storage Method
Things not used in the past year Throw them out
LOW Things used once in last 6-12 months Store at a distance

Things used once in last 2-6 months Store in central area

AVG Things used more than once a month in the workplace

Things used once a week Store near the work-

HIGH Things used every day place or carry by the
Things used hourly person.

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TRAINING ON HOUSEKEEPING PART - II
Need Vs Want
- Now decide what you want to do with items that you
do not use more than once a year.
- If you decide to save an item, then how much to save ?

- You need to keep less of ‘less frequently used items’.

- If an item is not needed, get rid of it.

- If the item is needed, keep only that much is needed.

Get rid of the rest.
- If something is borrowed, return it to its owner.

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TRAINING ON HOUSEKEEPING : PART - II
‘One-is Best’ Principle
It is worthwhile to emphasize the importance of a principle
of organization called 'one-is-best'.

Examples of application include:

- one set of tools / stationery

- one page form / memo
- one day processing
- one stop (single window) service for customer and
- one location file (including LAN server for file sharing).

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TRAINING ON HOUSEKEEPING PART - II
2. SET IN ORDER (Systemic Arrangements)
SET IN ORDER is the series of steps by which the
optimum
organization identified in the Sort phase are put to use.
- Arrange necessary items in good order so that they can
be easily picked for use.
- “Every thing has a place, everything is in place.”
- Analyze why getting things out and putting them away
take so long. You have to study this for both the people
using the items frequently and those who seldom use.
- Devise a system that everyone can understand, following
a four-step plan as follows:
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TRAINING ON HOUSEKEEPING : PART - II
What are the four steps in SET IN ORDER?
Step 1: Analyze the status quo.

Step 2: Decide where things belong.

Step 3: Decide how things should be put away.

Step 4: Obey the put-away rules.

Now let us understand each step in detail.

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TRAINING ON HOUSEKEEPING : PART - II
Step 1 of 4: Analyze the status quo
Start by analyzing how people get things out and put them
away, and why it takes so long.
- Time spent getting things out and putting them away is
the time lost. If this unproductive time could be reduced,
there will be substantial savings .
- Typical reasons for delay in retrieving things:
> Not knowing what things are called (daily usage name)
> Not sure where things are kept, Item not labeled
> Storage site far away / scattered all around, Repeated trips
> Unclear if spare parts exist (no ledger and nowhere to ask)
> Too big / heavy to carry, and transport

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TRAINING ON HOUSEKEEPING : PART - II
Step 2 of 4: Decide where things belong
- Develop criteria for deciding where things belong

- Selecting a suitable criteria will require some study

- If an item has two names (its real name and what

everybody calls it), select one and stick to it.

- Identify each item by a unique name or code. (Do not

give same name to items with minor differences. For
example, two ball bearings of same diameter but different
ball hardness must be identified by different names)

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TRAINING ON HOUSEKEEPING : PART - II
Step 3 of 4: Decide how items to be stored
- This is critical to functional storage.
- Storage has to done with retrieval in mind.
- Items must have a location. Name alone is not sufficient.
- Mention the storage location on the item, and the item
name at the storage location.
Adhere to the following:
- A place for everything and in its place
- Quick identification: Arrows / lamps.
- Frequent-use items to be retrieved easily
- Safe storage : Heavy things on the bottom
- Rack height: Knee to shoulder height is most convenient
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TRAINING ON HOUSEKEEPING : PART - II
Step 4 of 4: Obey the put-away rules
- Always put things back to where they belong

- Manage inventories to prevent stock-out

> Out of stock
>> Decide on minimum stock level
>> Indicate that more are on order
> Somebody is using it
>> Have an indication of who is using it & when they will return it

> Lost
>> Decide how many there should be .
>> Draw a shadow outline indicating clearly what is missing

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TRAINING ON HOUSEKEEPING : PART - II
Useful: Neatness for Notice and Sign Boards
Notices & posters are common means of communication.
They also project an image of how neat a company is.
Follow the guidelines below:
- Designate special places for them and stick to the designations.
- Every notice board should have a clear label, larger ones zoned.
- Be sure to indicate how long they are going to be up.
- Notices & posters should be aligned neatly along the top.
- Poster paper should be at least A3 / A2 with proper font size.
- Posters hanging down from the ceiling should be carefully placed.
- Hand-written posters are OK, but they should be neat and legible.
- It is good idea to use computer-printed fonts.
- Notice board height should be at eye-level for strain-free reading.

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TRAINING ON HOUSEKEEPING : PART - II
3. SHINE (Spic and Span)
SHINE is all about cleanliness. Clean the workplace
completely so that there is no dust on floor, machine,
furniture etc.
Lack of cleanliness is the root cause of…
- Things falling off the parts carts and getting damaged.
- Things getting dented or bent due to improper storage.
- Dust and other substance ruining the painting process.
- Dust getting into electrical contacts causing bad connections.
- Garbage palling up near electrical equipment and causing fires.
- Computer hanging frequently due to accumulation dirt inside.

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TRAINING ON HOUSEKEEPING (5-S) : PART - II
More about SHINE
- Cleaning should be done by everyone in the company,
from the Managing Director to the Cleaner.
- The mottoes for cleaning are:
- I will not get things dirty
- I will not spill or scatter things around.
- I will clean things right away.
- I will rewrite things that have got erased.
- I will tape up the things that have come down.

- Start SHINE by graphing out the individual areas of

responsibility, there should not be any undefined,
unallocated areas.
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TRAINING ON HOUSEKEEPING (: PART - II
4. STANDARDIZE (Maintain a Serene Atmosphere)
STANDARDIZE is the means (audit, review and initiation of
corrective/preventive actions) by which we maintain the first
three S’s, namely SORT, SET IN ORDER and SHINE.
- You should maintain high standards of housekeeping
and workplace organization at all times.
- The emphasis here is on Visual Management and 5-S
Standardization.
- Innovation and total visual management is used to attain
and maintain standardized conditions so that you can
always act quickly.

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TRAINING ON HOUSEKEEPING : PART - II
Visual Management
- Visual management is an effective means of continuous
improvement.

- It has been used for production, quality, safety and

customer services.

- Color management is being used for color-coding,

also used to create a more pleasant work environment.

- Labeling, Transparent Windowing, Visualizing Conditions,

Trouble Maps, and Quantification are some of methods
used in Visual Management.

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TRAINING ON HOUSEKEEPING : PART - II
Visual Management : Labels, Tags & Markings
Type of Label/Tag/Mark Remarks

Lubricating oil label Indicate the type, grade, color, and where is it used.

Annual inspection label Should be attached to all equipment.

Temperature label Indicates abnormality or overheat.

Responsibility label Shows who is responsible for what

Identification label Tells people what things are.

Safety label Remind people of special safety considerations.

Zone label on meters Normal / danger zones should have different colors.

OK mark OK mark indicates that the part is acceptable.

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TRAINING ON HOUSEKEEPING : PART - II
Visual Management: Transparent Windowing
- Closed spaces like shelves, drawers etc. are often among
the most disorderly places, because they are
“out of sight, and, out of mind”.

- It will be a good idea to take the wraps off this messes.

- Make the covers transparent. If metal panels are

unavoidable, put inspection windows in them.

- Let everyone see what is stored and how good (or bad)
things look.

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TRAINING ON HOUSEKEEPING : PART - II
Visual Management...
Visualizing Conditions : Highlight condition of a process
- Tie little ribbons on the fans, so you can see the breeze.
- Put windows and plastic strips in drainpipes, so the people can see
the effluent flowing.
- You can do many more things to help people visualize a process.
Trouble Maps
- Show problems, emergency exits, fire fighting equipment etc on a
map of the workplace.
- Put the maps where they are visible to everyone.
Quantification
- Measure things constantly, and display the statistical analysis,
identify the limits, and spot deviations and prevent problems.

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TRAINING ON HOUSEKEEPING (5-S) : PART - II
5. SASTAIN (Stick to self-discipline)
SASTAIN is the set of approaches to be used to win hearts
and minds, to make people want to keep applying best
practices in shop organization and housekeeping.
- Discipline is process of repetition and practice.
- People must be trained to follow good housekeeping disciplines
autonomously.
- Self -discipline is important because it reaches beyond discipline.
It guarantees the continuity of a daily routine.
- Ensure that everyone observes simple safety rules voluntarily.
- Company must first bring in some degree of discipline in the
form of procedures and work instructions.
- Consequently encourage self- discipline.

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TRAINING ON HOUSEKEEPING (5-S)

Part III
5-S Implementation Plan

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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
5-S Implementation Plan
- 5-S implementation requires commitment from both the
top management and everyone in the organization.
- It also requires a 5-S Champion to lead the whole
organization towards 5-S implementation step-by-step.
The following five steps can help you to achieve success.
Step 1 : Get Top Management Commitment and be Prepared
Step 2 : Draw up a Promotional Campaign
Step 3 : Keeping Records
Step 4 : 5-S Training
Step 5 : Evaluation
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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
Step 1: Get Top Management Commitment and be Prepared

- Sell the idea to the top / senior management, get support

- Make a decision and implement it
- Make tools and use them (e.g., special shelves and stands,
labels)
- Do things that demand improvement as prerequisite

- Do things that require help from other departments

(e.g., fixing defective machinery, changing the layout, and
preventing oil leakage).

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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
Step 2: Draw up a Promotional Campaign
1) Assess status quo and establish implementation plan.
2) Conduct 5-S Workshop for 5-S Facilitators
3) 1st 5-S Day : SEIRI (e.g., Throw away things you do not need).
4) Daily 5-S activities by everyone. (Once started, it continues)
5) 2nd 5-S Day: SEITON (e.g., Name everything and assign locations).
6) 3rd 5-S Day: SEISO (e.g., All together house cleaning).
7) 4th 5-S Day: SEIKETSU (e.g., Visual Management)
8) 5th 5-S Day: SHITSUKE (e.g., Training for workers, habit building)
9) Detailed 5-S Audit (Evaluate the implementation of all S’s)
10) Grand Prize Presentation for the best 5-S department/section.
- Weekly half-day off’s are ideal for conducting 5-S meetings
(Alternate weeks).
- Give token prizes to the top three 5-S winning teams of the day.
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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
Step 3: Keep Records
- It is important to keep records not only for decisions
made but also of the problems encountered, actions
taken and results achieved.
- Only if past practice has been recorded people will
have a sense of progress and improvement over time.
Types of Records:
- Photographs
- Videos
- The 'P' Mark
- Quantification

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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
Step 4: 5-S Training
- It is essential in the 5-S activities that you train people
to be able to device and implement their own solutions.

- They need to study maintenance techniques.

- Training should also include section-wide or

company-wide meetings where people can announce
their results.

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TRAINING ON HOUSEKEEPING (5-S) : PART - III (IMPL. PLAN)
Step 5: Evaluation
- Workplace evaluations and other means are needed to keep
everyone abreast of what is happening and to spot problems
before they develop into major complications.

- Patrol Evaluations: Patrols can go around to the various

workshops and offices and point out problems. They need to know
what to look for and have the authority to point out problems that
need to be worked on.

- Cross-evaluations: In this, teams working on similar problems

offering advice to other teams. One advantage of doing this is the
exchange of ideas and mutual learning.

- The objective of evaluation is to ensure that the 5-S implementation

will lead to a conductive total quality environment.
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TRAINING ON HOUSEKEEPING (5-S)

Part IV
5-S Evaluation Criteria & Audit

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
5-S Evaluation Criteria
The following aspects needs to be looked into in a 5-S audit:
1. 5-S promotion at the work place
2. Cleaning (of main equipment)
3. Dealing with causes
4. Hard-to-clean places
5. 30 Second put-away and get-out
6. Safety
7. Visual Control
To make the audit process more objective, the observed
facts need to be given a numerical score (0-100) which can
be further categorized into FIVE maturity levels (I to V)

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-1: 5-S promotion at the work place
Expected Implementation:
Level - I : Have 5-S promotion chart and plans. Is working on 5-S
education.
Level - II : 5-S evaluation committee meets regularly and is aware of
problems. Is keeping minutes of meetings.
Level - III : Committee plans implemented with full participation.
Level - IV : Problems explicated, plan drawn-up for making
improvements, and plan going according to schedule.
Level - V : Results are visible to all, and all objectives are being met.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-2: Cleaning (of main equipment)
Expected Implementation:
Level - I : Have cleaning plans with delineation of individual
responsibilities and map. Education has reached everyone.

Level - II : Cleaning of lubrication parts and around equipment

completed.
Level - III : Cleaning of peripheral equipment completed.

Level - IV : Cleaning of main equipment completed.

Level - V : Able to detect problems in the making as well as abnormal

noises, temperature levels, vibrations etc.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-3: Dealing with causes
Expected Implementation:
Level - I : Education completed and everyone able to identify causes
of grime.

Level - II : Have maps of causes and plans for dealing with them.

Level - III : Implementation plan 50% - 79% completed.

Level - IV : Implementation plan 80% or more is completed.

Level - V : Working to modify equipment, and full plan implementation

making it possible to do quick cleaning.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-4: Hard-to-clean places
Expected Implementation:
Level - I : Education completed and everyone able to identify
hard-to-clean places.

Level - II : Have maps of causes and plans for dealing with them.

Level - III : Implementation plan 50% - 79% completed.

Level - IV : Implementation plan 80% or more is completed.

Level - V : Able to improve cleaning equipment, covers etc. and full

plan implementation making it possible to do quick
cleaning.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-5: 30 second put-away and get-out
Expected Implementation:
Level - I : Able to distinguish between necessary and unnecessary.

Level - II : Have clearly designated place for everything.

Level - III : Storage places clearly labeled.

Level - IV : Things put away for easy access.

Level - V : Can access and put away in 30 seconds for better

efficiency.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-6: Safety
Expected Implementation:
Level - I : Know where to check and what to check for.

Level - II : Able to make all of the checks for all of the machines.

Level - III : Able to identify problems and formulate plans.

Level - IV : All safety plans implemented.

Level - V : Safety educated and able to make safety improvements

for a safer work place.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.1: Visual Controls- Showing flow directions
Expected Implementation:
Level - I : Education completed and know how many are needed.

Level - II : 50-70% pipes painted and labeled.

Level - III : 71-99% pipes painted and labeled.

Level - IV : All pipes painted and labeled.

Level - V : Have equipment ledger and map. Regular inspection to

ensure the work is error-free and safety is assured.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.2: Visual Controls- Valve Instructions
Expected Implementation:
Level - I : Education completed and know how many of what kinds
of labels are required.

Level - II : 50-70% of valves labeled.

Level - III : 71-99% of valves labeled.

Level - IV : All valves labeled and checked at least twice daily.

Level - V : Have equipment ledger, and map. Regular inspection to

ensure the work is error-free and safety is assured.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.3: Visual Controls- Wires and ropes
Expected Implementation:
Level - I : Education, including points of safety is completed, and
know how many of what are there.
Level - II : All wires and ropes color coded.
Level - III : All wires and ropes measured and cared for.
Level - IV : Have equipment ledger and care for wires and ropes
when returned to inventory as well as when in use.
Level - V : All wires and ropes taken care of so they are in top shape
all the time.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.4: Visual Controls- Fire-fighting equipment
Expected Implementation:
Level - I : Education completed and knows how many of what
are there.
Level - II : 70% clearly marked and people responsible designated.
Level - III : 100% clearly marked and people responsible designated.
Level - IV : Have equipment register and do regular inspection.
Level - V : Have map and everyone knows how to use it.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.5: Visual Controls- Temperature labels
Expected Implementation:
Level - I : Education completed and knows how many of what
are there.
Level - II : 50-70% of them labeled.
Level - III : 71-99% of equipment labeled.
Level - IV : All equipment labeled and labels checked daily.

Level - V : Have equipment ledger and check for label

discoloration etc.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.6: Visual Controls- Okay marks
Expected Implementation:
Level - I : Education completed and knows what needs attention.
Level - II : 50-70% of them labeled.
Level - III : 71-99% of equipment labeled.
Level - IV : All equipment labeled.

Level - V : Have equipment register, conduct regular inspection,

and prevent problems.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
Aspect-7.7: Visual Controls- Cooling fans
Expected Implementation:
Level - I : Education completed and places needing tape identified.

Level - II : 50-70% of places taped.

Level - III : 71-99% of places taped.

Level - IV : All places taped.

Level - V : Have equipment register, check fans daily and

prevent problems.

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TRAINING ON HOUSEKEEPING (5-S) : PART - IV (AUDIT)
5-S Audit Work Sheet
Audit No: ……………………… Date: ……………………… Time: …………………………
Dept. / Location Audited: ……………………………………………………………………………
Name of Auditor (s): …………………………………… Signature (s): ……………………………
Name of Audi tee (s): …………………………………… Signature (s): ……………………………

No. Activity / Practices Audited Audit Finding Score Remarks

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