5S "Sort"

The First Step--Clean Out The Junk

Sorting through objects in the workplace is the first step. Everything that moves should have a tag-- tools, parts, furniture and personal objects. While the procedure is simple, the decisions are sometimes agonizing.

Who Decides?

This can be a delicate issue. Generally, let the person who uses or owns the item decide. When several people within the work group use the item, negotiation may be required.

• Allocate a central “Red Tag Area” where items go that cannot be simply thrown in the trash.

• Include disposal instructions if necessary.

• Appoint a review board for questionable items. (You may not need it but someone else may.)

• Allocate a “Yellow Tag” location near the workplace. 

• Review on a specific date. 

• Store occasionally necessary items in out of the way locations.

• Leave “Green Tag” items in the workplace. 

• Set their final location later.

The Second Step--Clean, Polish & Paint

With only essential items remaining, it is time to clean and paint. In some 5S programs, cleaning and painting are considered separately. Either way, it is likely to be done over time. 

The first cleaning leaves some dirt and oil. The next cleaning looks better and third cleaning will prepare for painting. All floors, equipment, and almost every surface should get paint.

Guidelines for Shine

• Each work team should establish their own measure of “clean”. 

• Establish a regular schedule for routine cleaning and deep cleaning. 

• The entire team participates. This is not something for a special janitorial crew. 

• Ensure that every crew has adequate cleaning supplies and equipment.

The Third Step--Determining Locations

After Sort and Shine, "Set" determines and identifies the location of each item. The methods for determining such locations may be elementary and intuitive or formal and elaborate. Often the elementary methods work quite well, especially during in the early phases. Workers simply look at each item, visualize its use, estimate the frequency of use and then select a location. After a few days, they can review and revise their locations.

Locations should be identified at both a micro and sub-micro level. String diagrams can assist at the micro-level.  Principles of Ergonomics can assist at the sub-micro level. Horizontal and vertical reach zones help to determine the best sub-micro location. The heaviest and most frequently used items should be in the nearest reach zones. 

Once people develop awareness, their body sense will alert them to excessive reaching, walking or awkward positions. They learn to "SET" items instinctively.

Reach Zones To Determine Location              Typical Workstation                              "String Diagram" for Material Flow         

Boundaries identify the designated and location and space for each item. They encourage recoil, that is the proper return of an item, as shown below. They also tend to prevent people from placing other items in a designated space. 

When combined with addresses and nameplates, boundaries are a powerful tool for ensuring that every item returns to its proper place, every time. 

The barrel should be here.

A missing barrel is not obvious.

Here, a boundary designates the proper location.

Clearly, something is missing.

An address informs us what Is missing.

A complete address on both the barrel and location, encourages its return.

The Fourth Step--Standardize

At minimum, standardize the 5S activities shown at the right. In some programs, standardization is used as an opportunity to standardize normal work activities and develop work instructions.  

Standardize 5S Activities

• Aisle Marking

• Cleanliness Standards

• Color Schemes

• Cleaning Schedules

• Signage

The Fifth Step--Sustain The Program

Sustainment is usually the most difficult part of 5S. The attitudes and activities must be institutionalized and repeated until the become part of the culture and the fabric of everyday work. 

The table below summarizes eight common tools that help with sustainment. A combination of several or all of these tools is usually necessary.