The 5S methodology is a technique for organizing the workspace to achieve greater efficiency and effectiveness. The method advocates identifying the most used items to separate them from the less important ones, classifying them in a way that optimizes productivity.
The main objective of the 5S methodology is to keep the work environment clean, organized, safe, and well-arranged. Besides performance benefits, the technique also promises a reduction in waste. All this contributes to creating a high-quality work environment, both physically and mentally.
The principles of 5S were developed in Japan in the 1970s and are based on five Japanese vocabulary words:
- Seiri (Sense of use)
- Seiton (Sense of organization)
- Seisou (Sense of cleanliness)
- Seiketsu (Sense of standardization)
- Shitsuke (Sense of self-discipline)
In this article, we will explore what each of these elements means. We will also talk about the history of the 5S methodology, show the advantages of using it, and explain how to implement it in your work environment. Shall we?
History of the 5S Methodology
As mentioned, the 5S program began in the 1970s with the Toyota Motor Company in Japan. The leaders of the time sought to reduce manufacturing waste and inefficiencies.
Thus, 5S was identified as one of the different systems that would allow ‘Just in Time’ manufacturing. The five pillars for the concept of a visual workplace were established. Over time, this idea was popularized in the 5S methodology as we know it today.
The goal of the 5S program was to make the workplace better by standardizing processes to increase efficiency, employee satisfaction, and organizational productivity. From the beginning, the program aimed to create a culture of discipline to identify problems and generate opportunities for improvement.
How the 5S Methodology Works
The 5S methodology is cyclical, starting with use and ending with standardization. The order to be followed is as follows: use, organize, clean, and standardize.
Throughout the process, it is necessary to maintain a sense of self-discipline. This allows the technique to result in continuous improvement for your organization.
The Seiri (sense of use) part focuses on eliminating unnecessary items from your workplace. For this, you need to remove from your professional environment any element that is not used in your current operations.
In the Seiton (sense of organization) phase, your team keeps the necessary items in the correct place so that they are easily retrieved. Seisou (sense of cleanliness) comes in as soon as most of the clutter has been removed. This is when you do a thorough cleaning of your workspace.
Once the first three stages have been implemented, it is time to standardize these best practices in the workplace. Finally, it is important to maintain the philosophy of Shitsuke (sense of self-discipline) throughout the execution of the methodology. Without maintaining this cycle of continuous improvement, the changes from the other pillars will not last long.
Advantages of Using 5S
Even though it was developed for the automotive market, the 5S methodology is widely used in various industries. This is due to its flexibility, low investment cost, and the significant impact it has on organizations where it is implemented.
Here are all the advantages of implementing 5S in your company:
- Increased productivity: By making your work environment more organized and efficient, you improve employee morale and productivity.
- Better safety: The Seiri stage reduces the risk of accidents such as trips and falls, while Seiton minimizes the chance of injuries caused by improperly stored tools.
- Improved product quality: With the standardization phase, you can reduce variability in production, leading to more consistent and higher quality production.
- Cost reduction: Your company can reduce storage costs and maintain optimal inventory levels. The methodology also increases the durability of your equipment and reduces repair costs.
- Improved work environment: You not only make your environment more organized and clean but also limit how much your employees need to walk to perform their functions.
In addition to everything already mentioned, the 5S methodology also puts your organization on the right path to implementing continuous improvement. As the cherry on top, the technique also increases stakeholder confidence in your company by offering greater transparency, engagement, and long-term customer satisfaction.
How to Implement the 5S Methodology in Your Organization
We already understand the origin and objective of the technique. The entire team is already trained, and top management is engaged. So how to start the program? Next, with the explanation of each of the 5Senses, we will detail the steps that can be followed by your organization to start implementing this tool.
1. Seiri (Sense of use)
This first step is responsible for separating what you use from what you don’t use. What you don’t use can get in the way and take up space. And, of course, space is money—no matter what your organization is.
Start simply: ask how your computer workspace is. Is it well organized and only with the documents and programs you use frequently, or is it full of items that are no longer used?
Going further, let’s go to your work environment. Develop criteria for discarding unnecessary items and, together with your colleagues, identify items used and not used daily.
A tip: always take pictures of how your workspace was before making changes. People’s reactions when observing the before and after are fantastic!
List a place for discards, donations, or even sales of unused items in your company. Set a D-day when the entire company will mobilize to carry out the initiative.
2. Seiton (Sense of organization)
Look at the items that were chosen as necessary to separate and organize them. Decide where to place each thing, always considering your workflow.
If the item is used very frequently, keep it close to you or its place of use. If it is used a little less frequently, store it in a cabinet, for example.
Still, it is important that it is close to you and that the consultation can be done quickly. An example of such an item would be a document you usually consult once a week.
Items you use even less frequently can be stored in cabinets or more distant places, without the need for immediate and quick access.
You can use the 5 Whys methodology to help decide where each item belongs.
3. Seiso (Sense of cleanliness)
It’s time for cleaning. A dirty environment prevents you from finding improvement opportunities. Therefore, ensure that your work environment will be clean and that it is possible to find anomalies.
Adopt cleaning as a daily activity and part of the inspection. Clean your workplace before starting your shift and before ending it.
4. Seiketsu (Sense of Standardization)
This stage is responsible for creating visual controls and guidelines to keep the workplace organized, orderly, and clean. Before starting this phase, ensure that all previous steps have been correctly performed.
Create procedures and forms to regularly assess the status of the first three S’s.
Usually, each employee is assigned a specific role that contributes to the cleanliness of the environment. Scheduled routines are defined with weekly, biweekly, or monthly frequencies. Supervisors are responsible for monitoring whether the tasks are actually being practiced.
5. Shitsuke (Sense of Self-Discipline)
This stage involves the discipline to ensure that all employees follow the standards of the 5S program. They should practice the first four Senses spontaneously and voluntarily, essentially as a way of life. In this way, 5S becomes an integral tool of the organization’s culture.
Each of the senses should have an audit associated with it to verify if each of the implemented points is being maintained.
Conclusion
The implementation of the 5S methodology can significantly transform the work environment, promoting greater organization, cleanliness, safety, and efficiency.
Adopting this technique is not just about improving the physical appearance of the workplace, but about creating a culture of discipline and continuous improvement that benefits all levels of the organization.
By following the five senses — Seiri, Seiton, Seisou, Seiketsu, and Shitsuke — your company will take important steps towards a more productive and pleasant work environment.
The benefits go beyond productivity and waste reduction: they include improving product quality, employee safety, and stakeholder satisfaction.
With careful implementation and maintenance of the 5S principles, your company can experience a true transformation, establishing a solid foundation for continuous innovation and growth.
Therefore, if you are looking for a way to optimize processes, engage employees, and achieve operational excellence, the 5S methodology is a powerful tool that can make all the difference. Invest time and resources in its application and reap the benefits of a more efficient and harmonious work environment.
