5S-training-better quality of life

Quality & Operations Excellence

Let’s get started

OBJECTIVES

Be familiar with 5S approach and its basics

Understand 5S methodology deployment

Know how to sustain the improvement

Introduction

Who you are

 Name, background

 Experience with Sodexo

 Three interesting facts about you

 Expected output from this training

C 1. 5S - Meaning & Benefits
O 2. 5S Deployment

N 3. 5S Audit framework & Rewards

T
E
N
T
 5S – Meaning &
Part 1 Benefits
5S - Meaning

A Japanese framework to build a

smart, orderly & an efficient
workplace, where there is a place
for everything and everything is in
its place..
5S – developed by Hiroyuki Hirano
1S-Sort
 5S Standards - SORT

Sort & Keep Sorted

 Know what is needed/ necessary and what is being used in daily work activities?
[Ensure No spoilages]
 Free up space i.e. discard what is not needed, defective materials, outdated information,
personal stuff.. [Click photos of the area prior to discarding]
Note: Check locations, which are
 As you go around the area, ask yourself: prone to be used as storage for
useless material & equipments:
• Why is this here? • Corners, places where few people
go
• Storage cabinets, cupboards and
• Is this really useful? closed shelves
• On the walls: no expired notices,
• When do we use it? How often? no wrong posters…
• Who uses it? For what purpose?...

Resources required:
1. Red Tags
2. Red Tag Record Forms
3. Camera for “before” and “after” pictures

9–
5S Standards - SORT
BEFORE

AFTER
10 –
5S Standards - SORT

11 –
2S-Set In Order
 5S Standards – SET IN ORDER
Set in order
 Arrange all required / necessary items and tools as per their:
 Designated locations, containers,
 Accessibility
 Ergonomic aspect
 Utilization criteria and ‘point of use’
 Ask yourself
Note: Ensure
• Should this tool really be placed here? • There is place for everything &
• Why do we have this shelf, rack or cabinet? everything is in its place..
• FIFO method or perishable and
• Who uses this equipment? shelf life items
 Comply with safety guidelines [for e.g. glass items at lowest racks]

Resources required:
1. Standards for labeling, marking, and color-coding
2. Labeling supplies
3. Tape for creating borders on work surfaces and floors
4. Paint and painting supplies

13 –
2S-Set In Order
5S Standards – SET IN ORDER
 5S Floor Color Coding
 Recommend 3M brand color tapes Color Use for
 Use as few colors as possible [refer Yellow Moveable items, materials & equipment
[for e.g. racks, trolleys, HK machine,
to the table] vacuum cleaner]
Blue Non moveable/ permanent fixed items
 Keep color coding areas clear for or fixtures [for e.g. table fixed to wall or
safety and compliance floor, workstations]
Red Defects, scrap and red tag items/ areas
 Put tapes/ or paint in ‘L’ shape Black & Yellow Place which may expose people to any
manner [2 inches away from [stripes] physical or health hazards [gas range,
equipment edges, generally in 4 electrical panels, doors]

sides]

16 – Title of the document or activity name – Month XX, 2012 – Insert tab > Header/Footer
5S Standards – Set in Order

Systematic arrangement of items

Segregation of Waste
5S Standards – Set in Order
3S-Shine
 5S Standards – SHINE

Shine & Keep shiny

 Maintain the hygienic conditions of the area as per defined standards
 Clean all equipments as per cleaning schedule with necessary cleaning tools
 Locate critical spaces to be cleaned [Under the table, corners, ceiling, hard to access
areas]
 Detect abnormalities and self inspection
Note: Check if
• The equipment has to be
changed?
• Need to Improve cleaning
methods?
• Define the order it has to be
cleaned?

Resources required:
1. Cleaning supplies such as brooms, dust pans, rags, degreasers, and floor
cleaner.
2. Personal protective equipment such as gloves and eye protection.
5S Standards – SHINE

Sort Set in Order Shine Standardize Sustain

When cleaning, use appropriate

equipment and tools

21 –
4S-Standardize
 5S Standards - STANDARDIZE

Standardize & be clear

 Formalize Visual Management for the upkeep of 1 st three Ss
 Involve team members, define responsibilities to have proper maintenance system in place
 Mark the areas, identify the location chosen for tools, display work instructions and
indicators, update 5S board
 Standard labeling for items, equipments and documentation
 Delimit dangerous/ hazardous areas and emergency exits Note: Ensure
• Visual aids are easily seen &
readable
• Required PPE’s, safety
guidelines and standards are in
place and complied by each
responsible employee

Resources required:
1. Support from those who can create documentation, job aids, and visual aids
2. Information and approval from those responsible for maintaining company procedures
3. Poster-making supplies for posting new standards in work areas

23 –
 4) STANDARDIZE

Sort Set in Order Shine Standardize Sustain

Create a standard rules after the first 3 S’s

Visual Management

Avoids people from doing

what they want

Do not give employees an

opportunity to make
mistakes

24 – OE 5S Training
 5S Standards - STANDARDIZE

25 –
 5S Standards - STANDARDIZE

26 –
5S-Sustain
 5S Standards - SUSTAIN

Sustain & be disciplined

 Make 5S – a way of life
 Set culture of discipline and clear responsibilities to ensure upkeep of 5S implementation
 Deploy work instructions and SOP’s in a consistent manner, records to be filled and
maintained
 Take corrective measures on any non compliances and decide the way forward plan
 Develop communication channels, organize meetings to define actions and map progress
for the continuous improvement
Note:
• Sustaining 5S means acting with
discipline
• Provide staff with means to work
better on ongoing basis
• Regular audits and compliance
scorecards should be in place

Resources required:
1. Management audit forms
2. Resources for communication and recognizing successes (newsletters, displays,
awards)
3. Presentation tools for sharing best practices with other work areas
4. Management commitment and focus on maintaining the new standards
28 –
 5) SUSTAIN

Sort Set in Order Shine Standardize Sustain

Common rules are established and the team respects it

Continous Improvement

Sustain Audit checklist- To be done weekly

Service: Month/ Year: Name: Intended Direction Resistance to change
If the answer is: Yes/Done put "1" in the box Maybe/Partially put "0.5" in the box and for No/ Not done put "0"

Sustain W1 W2 W3 W4 W5
1 Definitive stickers and labels are clear and up to date
Tools used
2 There are no un-used material in the workplace/ areas.
3 All right status photos are in place
5S Audit
4 Area owners are sustaining their area. Sort
5 All yellow lines and other standardization are in place
5S Leader
6 Each area has the name of its owner displayed.

7
All Employees are using the Safety First & Continous
Improvements cards (Safety Observation System) Stabilise 5S Meetings
8 There are no objects outside the designated space
9 Tools and materials are at easy access Standardise
10 Documents are at their identified places
11 Shelves and cupboards are tidy
12 Corridors, circulation alleys and security areas are clear
13 Equipment, materials and all area are clean
Compliance
14 The Action Plan has been updated Challenges Shine
Materials needed to do repairs or changes have been
Discipline
15
indentified and put in the Action Plan

16
The Action Plan has been looked into by Site Manager /
supervisor
Implementatio
17 Weekly 5S meetings have been held Sustain n
Inspection!!
Continuous Improvement
18 Meetings are conducted in front of the 5S board
19 Before-After pictures are changed regularily
20 Was there a Suggestion/ Observation this week?
Rewarding
Total score of the month
Approved by:

PFM 5S Leader of the Month Date

29 – OE 5S Training
5S Standards - SUSTAIN

Sort Set in order Shine Standardize Sustain

Select a 5S Champion and

systematically control that
people comply with 5S

30 –
Few more pictures
 5S – Before & After

32 –
5S glance @ Volkswagen

Before After Before After

Standardized Right things in

Labeling Right Place

Efficient set up Updated

placement of files information

Visual floor Standardized

markings Arrangement

· · page 33
 Food Stores

Before

After

• Individual tagging of Materials to be

done
Veg Prep Area [in/ outside kitchen]

Before After

Before After
5S iceberg

- Keep things tidy

 Visible

- Waste less time

 Hidden
- Involve the staff
- Improve the workflow
- Improve working conditions
- Improve staff safety
- Improve quality
- Enhance the up-time of equipment
- Improve maintenance efficiency…

1 )Work in better 2 ) Visualise the 3) Improve the

conditions Problems production efficiency
5S - Benefits

 Clutter free and simplified Work environment

 Reduces number of equipment defects and human errors
 Enhances Staff Productivity
 Reduces unnecessary inventory, space costs & wastes
 Builds Client’s confidence
 Improves & Inculcates overall Quality of services
 Reduction in waiting time or production/ service delays
 Promotes safety in the workplace
[reduces no. of accidents & injuries]
 Part 2 5S Deployment

38 –
5S Deployment

• Baseline Audit during Initial Site Survey

• Click ‘As Is’ situation pictures
As Is • Determine resources and tools required
Assessment

• Nominate 5S Site Champion

Familiarization Train 5S Champion and Site Team on 5S framework
•
/ Training

• Prepare Deployment/ Activities Chart [Gantt Chart] for 5S Activities with defined timelines and Responsibility
• Brief team on 5S Processes – SORT, STRAIGHTEN, SHINE, STANDARDISE AND SUSTAIN
• 5S Champion to conduct weekly 5S Audits; Review progress
Deploy 5S • Click Pictures for Visual Management/ Understand progress areas/ difference..
Methodology • Quantify benefits [whereas applicable]

• Conduct 5S Certification Audit

• Reward and Recognition to team
Certification
• Reinforcement of implementation steps on ongoing basis
Audit • Build a Case Study
 5S Standards Deployment
 Key success factors
 Involvement of all employees – it’s a teamwork!!
 Support & Encouragement from the top management
 Knowledge & correct application of the methodology
 Tracking of actions taken or to be taken
 Measure Cost savings & benefits

 Nominate 5S Champion(s) area wise, who shall be responsible for the upkeep
of 5S implementation at all times…

 Involve/ Engage Client for their support and understanding [infrastructure

repairs, costs incurred, etc.]
The 5S methodology is easy to understand and explain..
However it is hard to implement, as it requires a strong commitment and
sustained efforts from the entire team..

40 –
5S Standards Deployment
5S Champion’s roles & responsibilities
 Responsible for implementing 5S for his/ her area [if a small site, then he/ she
can take care of the entire facility]
 Ensures compliance of all 5S standards
 Sets up 5S board for the visual management
 Briefs new joinees on their roles and responsibilities
 Responsible for creating awareness among team on project status
 Click pictures of areas where 5S is being deployed [‘as is’ situation to ‘to be’]
 Conducts weekly audits for the upkeep of standard and track progress on
regular basis [display scores on scorecard]
 Presents report to the Manager for review and way forward plan; Close on non
compliances
 Works in conjunction with the Manager for measurable outcomes and study
impact

41 –
 5S Framework Tools

Process Tools Type Brand

[whereas applicable]
Red Tags; Pre-printed Red Tags
SORT Camera [before & after pics] or Red Tape
Item tags for labeling; As per Sodexo
SET IN ORDER Caution/ Hazard sign Boards; guidelines ;
Inventory Sheets Labeling Machine
Cleaning agents & tools; PPE; Cleaning Chemicals;
SHINE Equipment History Cards Sanitizer; AMCs
Floor Marking; Color coded Tapes
STANDARDISE Work Instructions
3M Brand
Visual Management Board
Training Sheets;
Audit Checklists;
SUSTAIN Reward & Recognition forms
Action Plan Tracker

42 – Title of the document or activity name – Month XX, 2012 – Insert tab > Header/Footer
 5S Audit framework
Part 3 & Rewards

43 –
Audit Framework

 To ascertain the health of 5S compliance post implementation and

sustain the same on the ongoing basis..

 To ascertain that the improvements carried out during implementation

and any non-compliance observed during ongoing audits are acted
upon..
 Site Manager to conduct weekly audit as per the prescribed checklist
for each designated zones and publish compliance scores

 For zones to be termed as 5S compliant, it should achieve minimum

90% audit score
Reward & Recognition

 Zone wise weekly scores must be

displayed in the accessible areas within the
respective zones and centrally for all zones,
along with zone champion photograph and
names

 Average Monthly audit scores should be

used as the criteria to recognise the highest
scoring zone

 R&R for upkeep of 5S needs to be a part of

Briefing, public appreciation and as per
Sodexo R&R policy
CERTIFICATION
Rewards to Sustain!!
Wipro Volkswagen
THANK YOU