COC 4:

MAINTAIN AND REPAIR

COMPUTER SYSTEMS
AND NETWORKS
BASIC TROUBLESHOOTING TECHNIQUES

1. PC Overheating

A heating PC slows down the whole system and leads to frequent crashes.
Additionally, PC components may also get permanently damaged due to
constant exposure to heat.

There are two main reasons your PC heats up, i.e. either the cooling system
isn’t working properly or the PC is heating to the point your cooling system
can’t handle it anymore.

2. Dysfunctional USB Port

If your USB port stops working, it’s not necessary that it’s broken. Below are
some solutions that can fix this issue:

Method 1: Restart the PC

Restarting the PC is the answer to many problems, and it is a common
solution to USB port problem as well.

Method 2: Uninstall USB port driver

Uninstalling the driver of the USB port will force Windows to reinstall it
when you will restart the PC. This may fix the problem. Here is how to do it:

1. Press Windows + R keys and enter devmgmt.msc in the Run dialog

to open the Device Manager.
 2. Here, expand Universal Serial Bus controllers option.
3. Now right-click the entry USB Host Controller and then click
on Uninstall.
4. Repeat this for all entries with USB Host Controller to uninstall
drivers for all the USB ports.
5. Once deleted, restart the PC and Windows will automatically
reinstall the drivers and fix any driver issues.

Method 3: Disable USB selective suspend

USB Selective Suspend is a Windows power saving feature that suspends
unused or idle USB ports to conserve power. Sometimes it could stop a
USB port from working. Here is how to disable it:
 1. Press Windows + R keys and type powercfg.cpl in the Run dialog to
open Windows Power options.
2. Here click on Change plan settings next to your current plan and
then click on Change advanced power settings.
3. Now, expand USB settings and disable USB selective suspend
setting.
4. Restart the PC to see if it fixes the USB port issue.

Note: This option should be kept enabled if you want to save battery power.
If it doesn’t fix the USB port issue, then enable it again.

3. PC keeps disconnecting from WiFi

If your Wi-Fi is working fine but your PC keeps disconnecting from it, then
your PC’s network card may not be receiving full power. Windows has
a built-in power saver option that gives less power to the network card.
You need to disable this feature:

1. Go to Advanced settings in the Power Options.

2. Here expand Wireless Adaptor Settings and then expand Power
Saving Mode.
3. Set this to Maximum Performance.

4. PC beeps

The PC motherboard is smart enough to detect problems and sounds

beeps in different rhythms to tell you.
If the PC doesn’t start after the beeps, then it’s usually difficult to solve the
problem yourself. However, I’m going to list down two of the most common
problems due to which beeps occur, and thankfully, you can solve them
yourself as well.

Problem 1: Out of place RAM

A problem I recently dealt with. If the RAM inside your PC gets loose or
out of place, then your PC will beep 2-3 times and won’t boot at all. The
solution is simple, open up the PC (laptop users should let an expert handle
this) and reinsert the RAM. Here’s how:

1. Take out the RAM completely and clean any dirt inside the slot
using a cotton bud.
2. Now insert back the RAM and put enough pressure on both ends to
ensure it is fully inside.
3. Afterward, close the clips and make sure they’re properly locked.
Even a slightly loose RAM will be unable to work.

Problem 2: Recently added hardware

A damaged or wrongly installed hardware component could lead to beeps.
Take out any newly added hardware components and see if it solves the
problem. If the PC works fine afterward, then either get it installed properly
or get it fixed (or replaced).

5. PC Fans not working

If you notice one or more fans in your PC aren’t working, then it could be due
to the dirt inside. You will have to open up the PC and use a compressed air
can or a leaf blower to clean up the fans and other components.
6. PC not using a portion of RAM

Sometimes your PC may not use a portion of RAM. For example, You may
have 4GB of RAM, but your PC only uses 2GB when you check it from
the Task Manager. This is usually a Windows setting issue.

Note: If only a few MBs (200-400MB) of RAM isn’t being utilized, then it’s
probably being used by PC hardware and you can’t do anything about it.

The solution to this problem is simple – Windows must have been

configured to only use a portion of the RAM. Here is how to fix it:

1. Press Windows + R keys and type msconfig in the Run dialog to

open System Configurations.
2. Move to Boot tab and click on Advanced options.
3. Now check the checkbox next to Maximum memory and enter the
maximum amount RAM you have installed (in MBs).
4. Click on OK and restart the PC to let it take effect.
Good to know: While you are at it, you should also check the checkbox next
to Number of processors option and ensure your PC is utilizing all the CPU
cores as well. Set it to the maximum number if you want to use all of the CPU
power.

If this didn’t fix the problem, then there is also a chance one of the RAM
isn’t installed properly. Try reinstalling it.

7. Overworking fan

Your PC fan runs according to how much your PC is heating. The higher
the temperature, the faster the fan will run. In case your PC temperature is
fine (you can use HWMonitor to check it), but the fan is running at full speed;
then you’ll have to manually control it.

You can use the SpeedFan app for this purpose as well. It will tell you the
running speed of all the fans inside your PC so you can manage their
speed. Don’t worry about app compatibility, overworking fan problem only
happens with motherboards that can control the fans.

8. PC crashes before loading the OS

If your PC only shows manufacturer logo and then crashes right before it
was supposed to load the operating system, then it’s a problem with RAM
or hard disk. As the OS is unable to load, then either the RAM is corrupted
and can’t hold the boot loader or the hard drive is damaged and can’t load
data inside it.

If you have multiple RAM slots, then taking out each one of them one by
one and starting the PC will help find the culprit. In the end, you will have
to replace the corrupted RAM or the hard disk, whichever has the issue.
9. PC isn’t powering on

If your PC is not powering on at all – not even a single light in it, then it must
be a problem with the power source.

Desktop users: If your PC’s extension cord, power outlet, and other
connections are working fine, then the problem may be with the PC’s power
cable. Replace the power cable of the monitor with the CPU’s (if you
don’t have a spare) to see if it turns on. You’ll have to get a new power cable
if this fixes the problem.

Laptop users: Take out the battery and put it back before starting the laptop.
If this doesn’t work, then take out the battery again and connect the
charging cable to the laptop. Start the PC on charger power and see if it
works. You will have to replace the battery if it fixes the problem.

Note: You should also remove all types of external devices connected to your
PC while trying this. A malfunctioning device might cause this issue.

10. Noisy PC

If you hear a lot of extra noise while using the PC, then most probably it is a
plea to clean it up. Get it cleaned or use a can of compressed air or leaf
blower to clean it up yourself. If you have overclocked your PC GPU and
CPU, then they could be the reason for the noise as well.

11. Noisy hard drive

If you hear clicking or grinding sound from the hard drive, then it might
be time to get a new one. Hard drives have a limited lifespan and loud
sounds are the main sign of a near hard drive failure.
You should back up all your data immediately and try to get another hard
disk before this one fails on you.

12. Blue Screen of Death

The dreaded Blue Screen of Death (BSOD) can occur due to both software
and hardware problems, but usually, it’s a hardware problem. Whatever the
cause, BSOD requires immediate attention as it’s a sign of a big problem.

1. Corrupted drivers
A corrupt driver may be the cause of BSOD. To find that out, use the
following steps:

1. Open Device Manager by typing devmgmt.msc in the Run.

2. Here expand each menu and look for a yellow triangle icon next to
each driver.
 3. If you find any, right-click on it and select Update Driver
Software to update its driver.

2. Too much pressure on the RAM

If you open too many programs that RAM can’t handle, then it may freeze
the system and show BSOD. For that, you should either stop opening too
many programs or upgrade the RAM.

3. Faulty hard disk

BSOD is also a sign of a dying hard disk, use the instructions in problem
#11 above to identify hard disk problems.
4. Heating PC
Heating PC also leads to BSOD if too much pressure is put on the
components. Use the instruction in problem #1 to solve it.

13. Blank monitor

If your monitor isn’t showing anything, then this could be a problem with
the monitor itself or the graphics card. You should connect the monitor to
another PC to see whether the problem is with the PC or the monitor.

14. Monitor goes black after few seconds

If the monitor goes black after few seconds of display, then it could be a
problem with the color quality or screen adjustment. Press the auto-adjust
button on your monitor to see if it fixes it. If not, then you will have
to change display color from 32bit to 16 bit.

You can connect the PC to another monitor to adjust colors from your
graphics card settings. Pressing the auto-adjust may show the display for
few seconds. You can use this to your advantage and adjust the color while
pressing auto-adjust.

15. Keyboard issues

If your keyboard is making noise and won’t type repeated words properly,
then there is no problem with the keyboard. You must have enabled toggle
keys and filter keys in Windows settings that cause such a problem. To
disable them:

1. Open the Control Panel and click on Ease of Access.

 2. Here click on Change how your keyboard works button.
3. Now uncheck the checkbox next to Toggle keys and Filter Keys to
solve this problem.

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Computer Maintenance Checklist

The following is a list of basic maintenance steps you can implement if you’d
like to try to improve your computer’s performance on your own (for
Windows only). Don’t worry; if you don’t feel comfortable doing these
maintenance steps yourself, CONTACT US and we can do it for you!
Step 1: Anti-virus
Update your anti-virus software and run a scan.
How you do a scan will depend on what program you’re using but most have
very clear instructions right from the start. Unless you know there’s a
problem I recommend doing the programs’ default scan. You only need a full
scan if you know you’ve got a virus and the default hasn’t found it. I also
recommend plugging in any external hard drives so they get checked at the
same time.
Step 2: Anti-spyware/anti-malware
Most anti-virus programs do a basic spyware check too, but do both to make
sure. There are many options for spyware removal software, Malware Bytes
Pro, Super Antispyware and Spybot: Search and Destroy are recommended.
Many also offer to protect your browser(s) against future incursions which I’d
recommend as it can save you a lot of time and trouble.
Like anti-virus programs how they work will vary but it’s usually easy to see
what you need to do, often you just click a button and let it go.
Step 3: Empty your recycle bin
Just because you’ve deleted something doesn’t mean it’s actually gone, if it’s
sitting in the recycle bin then it’s still on your hard drive and still taking up
memory. Disc Cleanup (See Step 4) will empty the recycle bin automatically,
but I like to do it manually just in case anything important ended up in there
by accident.
There should be a recycle bin icon on your desktop, but if not it’s on the start
menu. Just open the folder, check what’s in there and click ’empty recycle
bin’.

Step 4: Disk and Application/Software Cleanup

This is another easy step because it’s built into Windows. You’ll find it by
going to Start>All Programs>Accessories>System Tools. Pick the drive you
want to scan (your main hard drive(s), any that are just used for data storage
won’t have problems) and let it go.
It finds files that aren’t needed any more and odd bits of data that got left
behind. Stuff like web pages that were archived automatically, temporary
files that never got deleted, old service pack backups and so on. It then
presents you with a list of what it’s found and how much memory each item
is taking up. You can pick and choose which ones to delete but I like to do the
whole lot.
Also look in control panel for unwanted or unnecessary programs. Uninstall
anything that has leached on to the system over time such as Internet Browser
toolbars.
Remove any unwanted or unnecessary Internet Browser extensions, plug-ins
or add-ons
Expert level technicians may want to clean up the system registry (do not
attempt this unless you are absolutely sure you know what you are looking
for)
Step 5: Defragment
Again this program comes with Windows, it’s in the same place as the Disk
Cleanup tool. It’s a straightforward process; pick a drive, ask for analysis and
if it says it needs defragmenting let it do its thing.
Step 6: Configure your startup
This is a bit more complicated, but extremely useful. First, you need to open
the Run program. Type ‘msconfig’ and click OK. When it opens go into the
‘Startup’ tab. This is a list of everything that runs automatically when you
switch your computer on. If you’re not sure what something is, it’s best left
alone but there should be some familiar names there too like iTunes or MSN.
Ask yourself if these really need to be running in the background each and
every time you switch the computer on and uncheck any that don’t make the
cut. Then click apply, then OK. Next time you start up your computer those
programs won’t start with it. You can still open them manually and they’ll
work exactly the same way, but they won’t be hogging resources when you’re
not using them.

Step 7: Check Windows Updates, Update plugins and basic applications

Check Microsoft Updates, including weekly scheduled updates as well as the
latest Service Packs.
Some of the applications to look for to update:
 Browsers – Google Chrome, Safari, Opera and Firefox
 Messaging – Skype, Windows Live Messenger, Pidgin, Digsby,
Google Talk, Thunderbird, Trillian, AIM and Yahoo IM
 Media – iTunes, Songbird, Hulu, VLC, KMPlayer, AIMP,
foobar2000, Winamp, Audacity, K-Lite Codecs, GOM, Spotify,
CCCP, MediaMonkey, Quicktime
 Runtimes – Adobe Flash, Java, NET, Silverlight, Adobe Air,
Shockwave
 Imaging – Paint, NET, Picasa, GIMP, Infranview, XnView, Inkscape,
FastStone
 Documents – OpenOffice, Adobe Reader, SumatraPDF, Foxit Reader,
CutePDF, LibreOffice, PDF Creator
 Security – Microsoft Security Essentials, Avast, AVG, Norton,
McAfee, Malware Bytes, Ad-Aware, Spybot, Super AntiSpyware etc.
  Online Storage or Backup – Carbonite, Dropbox, Google Drive,
Mozy, Microsoft SkyDrive
 Utilities – TeamViewer, ImgBurn, Auslogics Disk Defrag, RealVNC,
TeraCopy, CDBurnerXP, TrueCrypt, Revo, Launcy, WinDirStat,
Glary, InfraRecorder
 Compression – 7-Zup, PeaZIP, WinRAR

Step 8: Check file backup plan and create system recovery disks if
applicable
Make sure to have a file backup plan and create system recovery disks if
available. System images are always a good idea as well.
Step 9: Clean and dust internal computer parts and fan (check fans and
computer temp.)
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Importance of Computer Maintenance

Computers play a vital role in your daily life and you can use a PC to do
many things, for example, surf the Internet, watch movies, play games, deal
with work, etc. PC maintenance is very important to ensure your computer
runs smoothly.
If you have ever lost important files due to hard drive crash, spending much
time in removing a nasty virus or frying a CPU since you didn’t clean the fan,
perhaps you clearly know why you need to maintain your computer.
Prevention is better than cure! If you take some time to perform some basic
PC maintenance tasks, you can not only make sure the machine has optimal
performance but also lengthen the device’s lifespan. Otherwise, the few
minutes that you didn’t spend on desktop/laptop maintenance could become
hours of unnecessary work in the future.

Types of Computer Maintenance

When it comes to how to maintain a computer, you should consider this case:
both hardware and software of your PC should be maintained since they are
important and will have a decisive impact on the operation of the system. So,
computer maintenance is related to them.
Besides, there are four types of PC maintenance and here is everything you
should know about it.
1. Predictive Maintenance
This refers to using a diagnostic tool to anticipate possible failures and avoid
some possible issues. And one common way is monitoring your computer
system and checking whether it works properly. This tool can control and
inform you of battery levels, the temperature of the CPU, and other features.
2. Preventive Maintenance
This type is common and it is carried out to prevent possible failures, improve
the function of a system and prolong the life of various computer
components. Preventive maintenance is useful since it can detect weak points
in the system, decrease the system downtime and reduce the number of
repairs.
Preventive software maintenance usually includes scanning and cleaning
through antivirus, the creation of backups freeing-up of your disk space
and RAM. The preventive hardware maintenance should refer to the periodic
cleaning of equipment and its components.
3. Corrective Maintenance
If the previous two types don’t work and a problem occurred, you should
perform this maintenance. In addition to solving the failure problems, you
should find the cause and prevent it from happening again.
4. Evolutionary maintenance
The last type is to develop the system of your computer so it can perform
more efficiently. This type concerns both hardware and software, so you can
update Windows and change various parts of the PC for better performance.
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5S System
The 5S system is a lean manufacturing tool that improves workplace
efficiency and eliminates waste. There are five steps in the system, each
starting with the letter S:

1. So
By providing a systematic framework for organization and cleanliness, 5S
helps facilities avoid lost productivity from delayed work or unplanned
downtime.
The Steps of 5S
5S was created in Japan, and the original “S” terms were in Japanese, so
English translations for each of the five steps may vary. The basic ideas and
the connections between them are easy to understand, though.
Step Name Japanese term Explanation

Remove unnecessary items from each

1. Sort Seiri (tidiness)
area

2. Set In Organize and identify storage for

Seiton (orderliness)
Order efficient use

3. Shine Seiso (cleanliness) Clean and inspect each area regularly

Seiketsu Incorporate 5S into standard operating

4.Standardize
(standardization) procedures

Assign responsibility, track progress,

5. Sustain Shitsuke (discipline)
and continue the cycle

These steps feed into each other, so the sequence is important.

Clearing out unnecessary materials in step 1 (Sort) will provide the space
needed to organize the important items in step 2 (Set In Order).
Then, once the work space is de-cluttered and organized, dirt and grime can
be removed in step 3 (Shine).
These changes to workers’ job duties and work environment should be
reflected in updated procedures through step 4 (Standardize).
Finally, those new procedures won’t amount to much unless responsibility is
assigned and progress is tracked — as required for step 5 (Sustain). And with
responsibility and tracking, workers will continue to apply the steps, returning
to step 1.
Step 1: Sort
The first step in the 5S process is Sort, or “seiri,” which translates to
“tidiness.” The goal of the Sort step is to eliminate clutter and clear up space
by removing things that don’t belong in the area.
Clearing the Work Area
For this step, take a close look at the items, tools, and materials in a work
area. Items that are necessary or useful for the work being done in that space
should be kept there. Everything else should be removed.
Some of those removed items will need to be thrown away or recycled. Other
items might belong to another work process or location; they should be
returned to their “homes.” However, you might find some items that you
aren’t sure about.
Red-Tagging Unknown Items

If you find an item that you can’t identify, or that has uncertain ownership,
it’s time to use a red tag. “Red-Tagging” temporarily attaches a highly-visible
tag to the item, which notes where it was found and when. Then, red-tagged
items from all work areas are collected in a single location: a “lost and found”
for tools, materials, and equipment.
If a work area is missing an important tool, check the red tag collection area
to see if it was found somewhere else. Supervisors for each work space
should check the red tag collection area periodically, in case something has
been missed. Anything that belongs in a work space should be taken back
there.
Reassigning Tagged Items
Items may wait in the red tag collection area for a long time. In that case, the
original work area (where that item came from) doesn’t seem to need it
anymore. It may be useful elsewhere, though.
In one common approach, items may be left in the red tag collection space for
thirty days. After that, any supervisor may claim the item for their own work
area. If nobody wants it after another week, the item can be removed from the
facility entirely. Sell it, recycle it, or throw it away.
If an item will definitely be needed by the company, but isn’t needed right
now, it might be best to store it for later. Before putting anything into storage,
be sure it will actually be needed again. Have a specific plan for getting that
item out of storage again, at a specific time. Don’t store things “just in case”
without good cause, and keep track of what’s been stored.

Step 2: Set In Order

The second step, Set In Order, was originally called “seiton,” which translates
to “orderliness.” A variety of names have been used in English: “Systematic
Organization,” “Straightening Out,” and “Simplify,” for example. No matter
what it’s called, the goal of this step is to organize the work area. Each item
should be easy to find, use, and return: a place for everything, and everything
in its place.
Building a 5S Map

Tools that are used frequently should be stored near the place they are used.
Spare equipment, supplies, and other tools that are used less often can be kept
in a central location, where multiple teams can share them. Items that are
typically used together (such as drills and drill bits) should be stored near
each other. Each of these decisions will make sense on its own, but it may
become difficult to keep track of everything. It may be helpful to create a 5S
map as part of this process.
A 5S map is a diagram or floor plan that provides an overview of a work area,
process, or station. It provides a visual reference to show where the tools,
supplies, workers, and travel paths are, and how they relate to each other. A
good map may also include a description of the work that happens in the area
shown.
Depending on your facility’s needs, you may find one approach easier than
another:
 Draw up a map, and then implement it
 Physically arrange the workplace first, and then map it out
 Map as you go, testing ideas and writing down what works well
No matter which approach is used to create it, the resulting 5S map should be
kept as a training tool, used for reference in later steps of 5S, and updated
over time as the work area changes.
Communicating the Plan
Once storage locations are assigned, each storage area should be labeled.
Label the outside of cabinet doors to help workers quickly identify what’s
inside each one. Then, label any interior shelves to show where different
supplies belong. The same ideas extend to rack labels, bins, and other storage
systems.
Many facilities use a “shadow board” for tool storage, to ensure that each tool
is easy to put back in its correct storage place. With this approach, a label
matching the shape and size of the tool is placed where that tool belongs.
Workers can immediately spot where each item belongs, and know at a
glance if the item is there or not. No more time wasted looking through
drawers and bins.
Organization can extend to the floor, too. Work areas, movement lanes, and
storage for supplies and finished products can all be marked with floor
marking tape.

Step 3: Shine
The third step of 5S is Shine, or “seiso,” which means “cleanliness.” While
the first and second steps cleared up space and arranged the area for
efficiency, this step attacks the dirt and grime that inevitably builds up
underneath the clutter, and works to keep it from coming back.
Routine Cleaning

Shine moves far beyond just pushing a broom around every now and then. It
involves regular cleaning of every part of the work area — often a daily wipe-
down, and a more thorough cleaning each week.
Importantly, the Shine step is not meant to be a job for the maintenance or
janitorial staff. Each worker should clean their own work area, and the
equipment they use. This approach has several benefits:
 Workers who are familiar with the area will quickly notice any
problems that arise
 Hazards or difficult situations will be understood and accounted for
 Items that are out of place or missing will be recognized
 Workers will tend to keep their own workspaces cleaner during
normal operations
Everyone should pay attention to the overall cleanliness of the workplace,
being willing to pick up trash and so on. But for 5S to give the best results,
each worker should take personal responsibility for their own working space.
Shine as Preventative Maintenance
Keeping work areas clean will have many advantages. One important
advantage is that it’s easy to spot leaks, cracks, or misalignments. If the
people keeping the area clean are the same people who work there regularly,
they will be quick to recognize any of these problems.
Leaving those problems unnoticed and unresolved could result in equipment
failure, safety hazards, and loss of productivity. With the constant cleaning
and inspections used in the Shine step of 5S, the system can feed into a
preventative maintenance program. This way, 5S can extend the working life
of equipment and help reduce emergency downtime.
Step 4: Standardize
The first three steps of 5S cover the basics of clearing, organizing, and
cleaning a work space; on their own, those steps will provide short-term
benefits. The fourth step is Standardize, or “seiketsu,” which simply means
standardization. By writing down what is being done, where, and by whom,
you can incorporate the new practices into normal work procedure. This
paves the way for long-term change.
The Power of Writing Things Down

It’s been said that “If it isn’t written down, it didn’t happen.” Writing down
the decisions that you make in your 5S program will help ensure that your
work doesn’t just disappear. If you made a 5S map in the Set In Order step,
that map can be part of your new standard for the area. In the same way, the
process that you use for red-tagging items can be written down and included
in the standards.
Writing out your decisions doesn’t mean you can’t change your mind,
though. The purpose of 5S is to make your workplace better, not to make it
unchangeable. You are writing the standards for your facility, and you can
change them to fit new information or new business needs.
Tools for Standardizing
Once you’ve made decisions on how to change your work practices, those
decisions need to be communicated to workers. This communication is a key
part of the Standardize step. Common tools for this process include:
 5S checklists – Listing the individual steps of a process makes it easy
for workers to follow that process completely. It also provides a
simple auditing tool to check progress later on.
 Job cycle charts – Identify each task to be performed in a work area,
and decide on a schedule or frequency for each of those tasks. Then,
assign responsibility to a particular worker (or job duty). The resulting
chart can be posted visibly to resolve questions and promote
accountability.
 Procedure labels and signs – Provide operating instructions,
cleaning steps, and preventative maintenance procedures right where
that information will be needed.
Step 5: Sustain
The fifth step of a 5S program is Sustain, or “shitsuke,” which literally means
“discipline.” The idea here is continuing commitment. It’s important to
follow through on the decisions that you’ve made — and continually return to
the earlier steps of 5S, in an ongoing cycle.
Never “Once and Done”
The 5S approach was never meant to be a one-time event, but an ongoing
cycle. This is key, because early successes in 5S can open the way for
problems. If open space becomes available in the Sort step, but afterward,
tools and materials are allowed to gradually fill in that space without any
organization, the end result can be an even bigger mess. The solution is to
apply the ideas of 5S over and over, as a routine part of normal work. That’s
why Sustain is so important.
Sustaining a 5S program can mean different things in different workplaces,
but there are some elements that are common in successful programs.
 Management support – Without
visible commitment from managers,
the 5S processes won’t stick around.
Supervisors and managers should be
involved in auditing the 5S work
processes, and getting feedback from
workers. They also need to provide
the tools, training, and time for
workers to get their jobs done right.
 Department tours – Bringing teams
from one department to visit other
departments will help familiarize the
entire workforce with the processes
of your facility. This type of “cross
pollination” helps to spread good
ideas, and inspires people to come up
with new ways to improve the 5S
implementation.
 Updated training – As time passes,
there may be changes in your
workplace, such as new equipment,
new products, or new work rules.
When this happens, revise your 5S
work standards to accommodate
those changes, and provide training
on the new standards.

 Progress audits – The standards that

are created in the 5S program should
provide specific and measurable
goals. Checking on those goals with
a periodic audit can provide
important information and guidance.
Where is 5S working well? Where
are teams falling behind?
  Performance evaluations – Once
you know your goals are reasonable,
make performance part of each
employee evaluation. When teams
and individuals perform well,
celebrate it, and post overall results
so each team can see how they
compare to the rest of the facility.

Sustain Is Not the End of 5S

While it’s the last step in the sequence, Sustain is not the end of 5S as a
whole. One pass through the steps can expose problems that were hidden
beforehand. Following the steps again can resolve those problems, and help
discover new ways to improve. Continue through the cycle again and again to
keep your facility at the top of its potential.

A Sixth “S” for Safety

When it comes to lean manufacturing and workplace improvement, 5S is one
of the most widely known and used lean tools. It’s no surprise: 5S can
increase workplace efficiency, reduce costs, and improve quality. But with
many lean programs, it’s easy to focus only on those goals, and lose sight of
the human factor. Worker safety is critical. That’s why many facilities add
another step to the 5S cycle, calling the result “6S” — with Safety.
Unlike the first five steps, Safety is not a sequential step. It must be
considered during each of the other steps. During the Sort phase, for example,
you might decide that a given tool is obsolete because a newer version is safer
to use. Likewise, during the Standardize step, work procedures need to be
standardized to improve workplace safety, not just efficiency.

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