What is 5S principle?

5S Training of Trainers for Training

Institutions
Training material No. 13
Aren’t you frustrated in your workplace?

Oh, this position

makes me tired ! I cannot remember
what/how to next…

Where is that
Why I am making
document ?
mistakes again and
I cannot find it !
again

Why we cannot
Oh time is not enough communicate
to complete this work! properly?
 Are you
positive thinker or negative thinker?

3
Thinking negatively in inside box
and give-up?

4
Work together and do something
with big positive attitude?

5
 Even you are positive thinker,
you still need something to make your ideas
realistic
You need tools !

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There are useful tools

5S
approaches

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 What is 5S ?
• 5S is a philosophy and a way of organizing and
managing the workspace and work flow with the
intent to improve efficiency by eliminating waste,
improving flow and reducing process
unreasonableness.

It is for improvement of
working environment
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 What is 5S ?
• 5S activities are to create good working
environment through reduction of “Muri”,
“Mura”, and “Muda”
• It help to have a basis of strong management
of workplace
• What is “Muri”, “Mura”, and “Muda”?
– Muri : overburden, unreasonableness or absurdity
– Mura : unevenness or inconsistency, primarily
with physical matter and the human spiritual
condition
– Muda : activity which is wasteful or doesn’t add
value
Source: [Link]
5S in Japanese/English/Swahili
5S is literally five abbreviations of Japanese terms with 5 initials of S.

Japanese English Ki-Swahili

S-1 Seiri Sort Sasambua

S-2 Seiton Set Seti

S-3 Seiso Shine Safisha

S-4 Seiketsu Standardize Sanifisha

S-5 Sitsuke Sustain Shikilia

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 Background on 5S activities

• The word “5S(five S)” was generalized in

1980’s in manufacturing sector in Japan,
as Toyota Production System (TPS)
became famous in the sector and “5S
activities” were set as one of the bases of
TPS
• Service industry started to used “5S” in
1990’s
 Background:
- National Demonstration Project -
• NDP was designed to test TQM approach for
health care quality and safety improvement
• NDP was conducted in US (1989-1990) and
Japan (2000-2004)
• Many private hospitals in Asia, Europe, and
US are practicing KAIZEN-TQM approaches
for health care quality, hospitals management
and safety improvement

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What 5S can do?

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Team work improvement through
everyone’s participation

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Identify Abnormalities

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Identify wastes and reduce the wastes

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 The 7 wastes

Overproduction
Over processing
Inventory

Rework Waiting

Transportation Motion
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Mr. Taiichi Ohno, Former President of Toyota Motors
Improve productivities

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Improve safety

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 If no 5S activities….

Hesitate what to do
Looking for necessary
items

Remember what /
how to do Making mistake
Details of 5S approach

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5S: Sort-Set-Shine-Standardize-Sustain

S1:
Sort

S5: S2:
Sustain Set

S4: S3:
Standardize Shine
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 S1: Sort
• Focuses on eliminating
unnecessary items from the S1:
workplace
Sort
• Categorize equipment,
furniture, tool in your S5: S2:
Sustain Set
working place into the
following 3 categories
1. Necessary
2. Unnecessary S4: S3:
Standardize Shine
3. May not necessary
• This step will also help with
the “just in case” attitude 23
Back to main
 S1: Sorting activities
Equipment, material, tools files, furniture etc. can be
categorized based on the frequency of use!

Equipment,
materials May need it
tools etc. in your
work place

Items only used occasionally

are in this category

Not need it

Need it
Items not used in current work
process are in this category

Items often use are in this category

 Examples of “Sorting”

• Place “Red tag” for categorization of items to

identify unnecessary items
• Move unnecessary items( broken tools, obsolete
jigs and fixtures, scrap and excess raw material
etc.) to central stored area
• Free up valuable floor space (Space utilization)
• Finding abnormality of equipment and tools (Out
of order, missing parts etc.)

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 S2: Set
• “Set” is based on
finding efficient and S1:
Sort
effective storage of
necessary items S5:
• Apply “Can see, Can Sustain S2:Set
take out, and Can
return” philosophy
• This will save time S4: S3:
Standardize Shine
and energy to look for
something
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Back to main
 S2: Setting activities
Think not only “beatification.
Need to consider workflow and
arrange items

• Needed items
• Items often use
(with current
work process)

Arrange them properly based on

Have consensus among Use 5S tools for proper
“Can see, Can take-out, Can
co-workers on where and Organization of items
return” Philosophy
how to organize necessary such as
items • Labeling
• Color coding
• Numbering
• Zoning etc.
 Example of “Setting” activities

• Labeling , numbering, zoning for clear

identification of storage areas to keep
necessary items
• Set necessary items matching with
workflow to minimize unnecessary
movement and transportation time

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 BASELINE ADMINISTRATION
PHOTOGRAPHS
AUGUST SEPTEMBER
2008 PROCESS 2008

Before MID. After

5S YEAR 5S
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 S3: Shine
• Cleaning up one’s S1:
workplace daily so Sort

that there is no dust

S5: S2:
on floors, machines Sustain Set

or equipment.
• It will create
ownership and build S4:
S3:
Standardize
pride in the workers Shine

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Back to main
 S3: Shining activities

• Clean floor, windows and walls.

• Clean and Maintain office automation
machines, medical equipment and tools,
office furniture
• Develop and follow regular cleaning
and Maintenance schedule
 Example of “Shining” activities
• Daily sweeping and mopping of floor,
bathroom, corridor etc.
• Regular cleaning and maintenance of
equipment and tools
• Periodical check for changes in equipment
and the service area such as: leaks,
vibration, misalignment, breakage etc.
• IPC activities such as hand hygiene, waste
segregation are also part of shine
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 S4: Standardize
• Maintain an environment
S1:
where S1 to S3 are Sort
implemented in the same
manner throughout the S5: S2:
Sustain Set
organization
• Give opportunities to
employees to take active
S4: S3:
part in the development
Shine
of these standards. Standardize

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Back to main
 S4: Standardizing activities

S1

S2

S3

Develop mechanism to standardize Standardization will leads equalization of activities

S1-S3 implementation for continuation = “Production leveling and smoothing”

Standardization is useful for;

• Easy implementation of S1 to S3 activities
• Equalization process output
• Everyone’s participation
 Example of “Standardize”
activities
• Work instructions, Standard Operating
Procedures (SOPs)
• Checklist development and regular usage
for SOPs
• Mechanism and format development for
ordering supplies, reporting etc
• Color coding for waste segregation
• Standardized common symbols
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 S5 : Sustain
• Maintain S1-S4
through discipline, S1:
Sort
commitment and
empowerment S5: S2:
Set
• It focuses on
defining a new Sustain
mindset and a
standard in S4: S3:
Standardize Shine
workplace

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Back to main
 S5: Sustainability activities

People get bored if no changes.

Need to develop a mechanism to
make staff exited and motivated

Further Improvement

Prevent fallback

Improvement

Measure improvement with proper

periodical monitoring
 Example of “Sustain” activities
• Regular progress reporting
• Refresher training
• Periodical evaluation of 5S activities with
proper advices for continuation and
further improvements
• Appreciation, recognition and awarding
on good 5S activities
• Reminder using 5S corner, new letters,
good practice sheet etc.

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5S Conceptual Framework

SORT

SUSTAIN STANDARDIZE SET

SHINE

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 5S is becoming popular for
seven solid reasons
1. Visible results enhance the generation of more and
new ideas
2. The workplace gets cleaned up and better
organized
3. Hospital and office operations become easier and
safer
4. Results are visible to everyone - insiders and
outsiders
5. People are naturally disciplined
6. People take pride in their clean and organized
workplace
7. As a result the company’s good image generates
more better
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 5S-KAIZEN-TQM Phases

Preparatory Introductory Maintenance

Implementation phase
phase Phase phase
2 years
3 month 6 month On going

•Situation •Training •Standardizing • Continue 5S

analysis of staff •Sustaining cycle
•Training •Sorting •Expansion areas to practice
of •Setting 5S activities
managers •Shining

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 Target of 5S
Targets of Five-S include:

 Zero changeovers leading to product/ service

diversification
 Zero defects leading to higher quality
 Zero waste leading to lower cost
 Zero delays leading to on time delivery
 Zero injuries promoting safety
 Zero breakdowns bringing better
maintenance
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 Remember (1/2)
• 5S implementation can improve both working
environment and the service content.
– Benefits on WEI will be better realized as you go
along the training.
• Go systematically to implement S1-S5:
– Sort necessary & unnecessary items;
– Arrange items according to work flow;
– Make workplace and tools shining (daily
cleaning);
– Standardize “sort-set-shine” process; and
– Workers acquire positive attitude to sustain &
improve quality of health services.

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 Remember (2/2)
• Effectiveness of 5S in improving health care
services content:
– Complement to patient safety efforts, e.g.,
• Minimizes chances of providing wrong
medicine, and treating wrong patients through
proper sorting (files, records) and appropriate
labeling (medicines, op-sites), as well as, use
of checklist to avoid leaving items (such as
gauze and scissors) by use of safe surgery
checklist.
– Contribute to better continuum of care, e.g.,
• Use of patient discharge checklists ensure
correct linkages to needed services.

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 Example of 5S activities
Before 5S (2009) After 5S (2010)
Disorganized items in the store. Took Use labeling and organize items lead
long time to searching items needed to minimize time for searching items,
easy to control stocks

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 Example of 5S activities
Before 5S
Disorganized cabinet in a ward at
After 5S
Usangi DH

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 Using color coding for Visual control of ampules in a ward at MNH
Green means Yellow means giving warning on Red means giving warning on
“enough stock” “stock is getting less” “close to stock out and refill ”
 Wrap-up

• Positive attitude is very important for implementation

of 5S activities
• It is not “Cleaning Campaign”
• 5S activities are to create good working environment
through reduction of “Muri”(overburden),
“Mura”(unevenness), and “Muda”(waste)
• 5S can identify and reduce “abnormalities” and
“waste”, improve “team work”, “cleanness”, “safety”
and “productivity”
• It is a basis of organization management
Thank you for listening !