PRIME-HRM

Program to Institutionalize
Meritocracy and Excellence
in Human Resource Management

CSC MC No. 3 s 2012

CSC RES No. 1200241
 5S

Good Housekeeping
 What is 5S?
A Five S program is usually
a part of, and the key
component of establishing a
Visual Workplace. and are
both a part of Kaizen -- a
system of continual
improvement.
 Kaizen is...
... a system of
continuous
improvement in
quality, technology,
processes, company
culture, productivity,
safety and leadership.
 5S is a systematized
approach to organize
work areas, standards,
and maintain the
discipline needed to do a
job.
 It utilizes workplace
organization and work
simplification techniques to
make work easier, faster,
cheaper, safer and more
effective.
The Five S program focuses on
having
visual order
organization
cleanliness and
standardization.
The results you can expect
from a Five S program are:
improved profitability
efficiency
service and
safety
The practice of 5S develops
positive attitude among
workers and cultivates an
environment of efficiency,
effectiveness and economy.
 5S refers to…
JAPANESE ENGLISH BRIEF EXPLANATION

SEIRI SORT Take out unnecessary

items and dispose
SEITON SYSTEMATIZE Arrange necessary items
in good order for use

SEISO SWEEP Clean your workplace

SEIKETSU SANITIZE Maintain high standard

of housekeeping
SHITSUKE SELF-DISCIPLINE Do thing spontaneously
without being told or ordered
 5S is not simply a list of action items. It is an
integrated concept of actions, condition and culture.
The nature and implication of each S need to be
understood as follows:
 SEIRI (SORT) is an ACTION to identify and eliminate all
unnecessary item for your workplace

 SEITON is an ACTION to put every necessary

items in good order
(SYSTEMATIZE
 SEISO (SWEEP) is also an ACTION to clean your
workplace thoroughly

 SEIKETSU is a CONDITION where high standard

of good housekeeping is maintained
(SANITIZE) so that there is no dust and rust
anywhere

 SHITSUKE (SELF- is a condition where all members

practice the above 4S
DISCIPLINE) spontaneously and willingly as a
way of life. Accordingly, it is a
CULTURE.
 WASTE
 Anything which is unnecessary
 Anything which does not create value

General Types:
1. Waste of materials & supplies
2. Waste of equipment
3. Waste of space
4. Waste of manpower
5. Waste of time
 Principles of 5S
 SEIRI - Waste elimination
Stratification Management
Dealing with Causes

 SEITON - Functional Storage

A Place for Everything
Search Elimination

 SEISO - Cleaning as a way of purifying

the spirit
Cleaning as Inspection
Elimination of Minor Defects
 Principles of 5S

 SEIKETSU - Visual Management

Standardization

 SHITSUKE - Habit Formation

Disciplined Workplace
Automation
 CATEGORIES OF 5S
o SOFT 5S - WORK SYSTEMS & PROCEDURES

o HARD 5S – WORK ENVIRONMENT

3 TYPES OF WORKPLACE

3RD CLASS
WITH PEOPLE THROWING RUBBISH AROUND AND NONE IS
CLEANING UP

2ND CLASS
WITH PEOPLE THROWING RUBBISH AROUND AND ANOTHER
GROUP IS CLEANING UP

1ST CLASS
WITH ANYBODY THROWING ANY RUBBISH AROUND AND YET
EVERYBODY IS CLEANING UP
 WHY 5S?

1. Workplace becomes clean and better organized

2. Work becomes easier and safer
3. Results are visible to everyone
4. Visible results trigger generation of more and new
ideas
5. People are automatically disciplined
6. People become proud of well-organized workplace
7. Resultant good image of the organization generates
more business and positive impression to the public
 Characteristics of Office Work
Great individual differences
Many administrative work are
not standardize
 Difficult for other people to fill in
 A lot of manual work
 Many documents and files
 Lots of tools
 Difficult to tell if a good job is done
 Key Areas for Office 5S
 Physical and Psychological Aspect

– Communication
– Material and Machine Handling
(document, equipment, stationery)

– Movement of Personnel

– Good impression for

customers and workers
 Key Areas for Office 5S

 Organizational Aspect

– Effectiveness of organizational units based

on input/output

– Restructuring of organization by means of

combination, elimination, etc.

– Revitalizing organizational units

especially for cross-functional activities
 Key Areas for Office 5S

 Information Processing Aspect

– Upgrading quality, response time, cost

effectiveness

– Efficient office activities system

– Upgrading productivity consciousness and

working skills
 Office 5S Activities

1. Reduce the number of ledgers, forms, etc.

2. Arrange items in order to get anything needed
within 30 seconds.
3. Keep things in just one place
4. Eliminate the idea that everyone has to have his
own copy of everything
5. Shift from individual-based to group-based work
6. Standardize and create manuals detailing office
procedures
7. Provide mechanisms to evaluate what is happening
at anytime
8. Maintain cleanliness and orderliness
 HOW TO
PRACTICE

5S
 SEIRI
SORT
SURIIN
“TAKE OUT UNNECESSARY ITEMS AND DISPOSE”

Make the work easy by eliminating obstacles

Eliminate the need to take care of unnecessary

items

Provide no chance of being disturbed with

unnecessary items

Prevent accumulation of unnecessary items

 SEIRI
“TAKE OUT UNNECESSARY ITEMS AND DISPOSE”

STEP 1
Look around your workplace with your colleagues.
Discover and identify items which are unnecessary to
your work. Then dispose all unnecessary items.

NEVER KEEP ANYTHING WHICH ARE

UNNECESSARY TO YOUR WORK.

STEP 2

If you and your colleagues cannot decide if an item is

necessary or unncessary, put Disposal Notice with
the date on the item and set the item aside.
WHEN IN DOUBT,
MOVE IT OUT!
 SEITON
SYSTEMATIZE
SINUPIN
‘’Arrange necessary items in good order for use’’

BENEFITS

Prevent loss and waste of time

Easy to find and pick-up necessary items
Ensure first-come-first-serve basis
Make workflow smooth and easy
 SOME SEITON PRACTICES
1. Store goods for first-in-first-out retrieval
2. Have a fixed location for everything
3. Label items and their locations systematically, mark
everything.
4. Separate special supplies and materials from common ones.
5. Put frequently – used items nearer to the user
6. Make things visible to reduce searching time, organize by
color
7. Don’t pile up items without separator
8. Fix unstable articles for safety
9. Provide signs for abnormal conditions or when help is
needed
10. Keep space for safety equipment and evacuation passages
clear
 Office 5S Guidelines (Physical)
SEITON
DESK
 Do not place anything under your desk
 Arrange items in your desk and drawers neatly for easy
retrieval
 Do not pile up documents on your desk top
 Do not leave unnecessary things on your desktop when you go
home

CHAIR
 Place your chair under the desk when you leave the office
 Do not place your coat on your chair
 OFFICE MACHINES
 Set electric wiring neatly for safety and good appearance
 Place expendable papers neatly at designated locations by type and size

CONFERENCE ROOMS
 Replace ash trays, materials, stationery, VTR, and other items to their
original location after use.
 Replace tables and chairs to their original location after use.

TELEPHONE
 Set telephone wires neatly around the desk.
 Place telephone at a most convenient location for easy use

CABINETS
 Each cabinet must be properly labeled indicating its contents.
 Provide partitions in cabinet drawers for small items
 Cabinets must be designed for easy retrieval and replacement
 Label each file for easy retrieval
 Everything should be organized and clearly identified
 BOOKSHELVES
 Classify books by category for easy retrieval
 Always return books to their designated location after use
 Do not place anything other than books in bookshelves.

TOILETS
 Replenish toilet paper, soap and paper towels
HALLWAYS
 Do not place anything in hallways without prior
permission
 Passages must all be clear and all dividing lines are clearly
indicated
NOTICE BOARD
 Items should be neatly aligned and properly secured.
 Pins must be readily available
 Check that the location of the notice board is appropriate.
 A PLACE FOR
EVERYTHING,
WHEN EVERYTHING
IS IN PLACE.
 SEISO
SWEEP
SIMUTIN ANG DUMI

“Clean your workplace”

BENEFITS
Easy to check abnormality
Prevent machinery and equipment
from deterioration
Keep workplace safe and easy to
move around
 Some SEISO Practices
1. Do not wait until things get dirty
2. Put aside 3-5 minutes everyday for SEISO
3. Never throw anything without pondering first
(make it a habit)
4. Assign owner to each machine
5. Combine cleaning with inspection
6. Provide necessary tools for critical points of
cleaning
7. Prevent causes of dust and dirt
8. Schedule big clean-up day
 Office 5S Guidelines (Physical)
SEISO
DESKS
 Wipe your desktop every morning
CHAIRS
 Clean your chair using brush or rag regularly
TELEPHONE
 Clean body of telephone regularly using soft detergent
CABINETS
 Clean the insides of the cabinet regularly
HALLWAYS
 Keep hallways clean and tidy
 Wipe floors every morning before office hours
 Floors must be clean and shiny
 WORKPLACE
 Workplace including windows, windowsills, ceiling,
shelves, machines and equipment must be free from dust
and dirt
 We should be responsible for the work area around us.

TOILETS
 Clean up toilet and wash basin everyday
 Check exhaust fans regularly for effective function

OFFICE MACHINES
 Clean typewriters, computers, copying machines regularly

BOOKSHELVES
 Keep bookshelves clean and tidy
 Remember:
 Practice of SEISO by the people of the work area
reduces needs for maintenance staff and janitors/
sweepers. Those people could be shifted to more
productive work

 Regular cleaning and checking extends the lives of

machines and equipment and reduces machine
breakdown.

 While cleaning the machine with care, maybe you

will be able to hear something like this:
 WHAT MACHINE X SAYS TO HIS MASTER

I love you Master, because you care for me.

Please wash my body and joints regularly before I become dirty

and feel itchy.

I will whisper to you when I feel uncomfortable.

So, please listen to me carefully and fix me before I become

seriously ill

I like to work hard for you, Master.

I also like to live a long life.

Master, please understand me a bit more, so that I can enjoy

working with you.

THANK YOU FOR KIND CONSIDERATION.

MAKE IT CLEAN.
KEEP IT CLEAN!
 SEIKETSU
SANITIZE
Siguruhin ang Kalinisan

“Maintain high standard of housekeeping”

BENEFITS

 Maintain cleanliness and orderliness

 Prevent misoperation

 Make it easy to find out abnormality

 Standardize good practices

 Some SEIKETSU Practices

1. Visual control signs

2. Color coding
3. Foolproofing
4. Wire Management
5. Inspection Marks
6. Prevention of dust, dirt, noise and vibration
7. “I-can-do-it blindfolded”
8. One-point lesson
 OFFICE PHYSICAL GUIDELINES (SEIKETSU)

CANTEEN
 Do not leave unnecessary things on the table
 Put away all cups and plates after each meal
 Clean up tables immediately after each meal

TOILETS
 Flush after use
 Wash your hands after using the toilet
 Clean up toilet and wash basin everyday

HALLWAYS
 Clean your shoes before entering the office
 Pick up and dispose any waste paper in hallways
 TELEPHONE
 Replace telephone neatly on the desk every after use.

CABINET
 Do not place anything other than specified items on
top of cabinets; rearrange contents of each cabinet
once every three months

BOOKSHELVES
 Keep bookshelves clean and tidy

CONFERENCE ROOMS
 Do not allow any item other than those used for each
meeting
 Visual Control

 It is a technique to enable the people to

make the rules easy to follow, differentiate
normal and abnormal situations and act
accordingly, with the use of visual aids
 TYPES OF VISUAL CONTROL
1. Display to help people avoid making
operating errors
2. Danger alerts
3. Indicators of where things should be put
4. Equipment designation
5. Cautions and operating reminders
6. Preventive maintenance displays
7. Instructions
 IF YOU CAN’T
SEE, YOU DON’T
KNOW. IF YOU
DON’T KNOW ,
YOU CAN’T
CONTROL.
 SHITSUKE
SELF-DISCIPLINE
Sariling Kusa
“Do things spontaneously without being told or ordered”
GUIDELINES:
1. All users should always try to keep toilets clean and
tidy
2. Do not smoke while walking in hallways
3. Pick-up and dispose any waste paper in hallways
4. Avoid talking loudly in hallways
5. People must exchange greetings, speak and behave
properly
6. Everyone must make an effort to be punctual
7. Everyone must adhere to rules and regulations
8. We should be responsible for the work area around us
 Some SHITSUKE Practices

1. Wash hands after going out from the toilet.

2. Eat and smoke at designated areas
3. Keep workplace always clean and tidy
4. Wear clean uniform and shoes
5. Observe proper office decorum
6. Follow safety rules
7. Put things back in their proper place after
use
8. Work according to standards.
 MAINTAIN
THE GAIN.
FORGET THE
BLAME.
 Key Points in the Implementation
of 5S
 Startsmall and easy, proceed slowly but
steadily

 Start with the most suitable “S”

 Only 1 or 2 “S” are enough for the initial

practice, not all 5S’s

 Set simple, easily achievable and step-by-step

targets
 7 DEADLY WASTES IN THE
OFFICE
 1. CORRECTION AND REWORK
- All time spent redoing, correcting or
reworking a job. The work should
have been done correctly the first
time. Waste results in the
expenditure of additional time,
materials, energy, equipment and
labor.
2. WAITING

- Waiting for anything is

waste. Waiting means that
there is idle for the work to
stop.
3. UNNECESSARY MOTION
- Any motion that does not
add value is waste.
Ineffective job processes
and office design are
responsible for creating
more walking, reaching or
bending than necessary.
4. OVERPROCESSING

- Putting work or effort

into something that is
not needed.
5. EQUIPMENT DOWNTIME

- Time spent because of

equipment downtime is
waste. This is a result of
poor maintenance.
6. INVENTORY & STORAGE

- Excess stock of anything is

waste.
7. INSPECTION

- To reduce the waste of

inspection, everyone must
perform correctly.
 10 TIPS IN 5S SUCCESS

Don't See Your 5S Initiative

as a Stand Alone Effort –
Instead, you should build 5S
practices and expectations into
your larger performance
improvement plan and
operational excellence strategies
Require Management to Set a Strong
5S Example –Just as the Leadership
Team should be the most effective team
in a given company, the work areas of
managers in a 5S company should be the
cleanest and most organized.
Additionally, expect every member of
management to support 5S practices
consistently and regularly – if a manager
sees someone not practicing 5S ideals,
they should politely challenge those
people and ask them to correct the
behavior or condition, even if that person
does not report to them.
Require Every Supervisor and Manager to
Enforce 5S Practices on a Daily Basis – The
monthly walk through serves as a great tool for
providing measurable 5S progress and for
reinforcing the ultimate in 5S expectations.
What is not said often sends a stronger
message than what is said – if a supervisor
walks by someone who is violating a 5S
expectation and does not say anything, they are
telling that employee that their behavior is OK.
Similarly, the daily reinforcement of good 5S
practices when they are exhibited carries much
more weight than saying ‘thank you' to the
overall group in a meeting.
Incorporate 5S Expectations into EVERY
Employee's Job Description – If you want your
work areas to remain swept, straightened, and
shiny, expect each employee to leave them that
they when they go home for the evening. This is
best accomplished by (1) rewriting EVERY job
description to include this expectation, (2)
emphasizing this expectation in work group
meetings, and (3) providing immediate
performance feedback when a workplace does
not meet the expectation at the end of the day.
Clearly, and Visually, Define What
Each 5S Workplace Should Look Like –
‘Before and after' pictures of 5S progress
send a strong message about what is
expected and will be recognized. Pictures
also help people better understand what
each 5S concept will look like when it is
actually put in place on the job. You may
also benefit from taking your work groups
over to a ‘5S best practice' work area and
talking about the differences between that
workplace and how their own currently
looks.
Modify Procedures and Work
Instructions to Keep 5S Changes
Alive – If you want all of your people to
adhere to the “A place for everything
and everything in its place” philosophy,
you had better rewrite your procedures
to include steps for putting things back
where they belong. You also need to
make sure that clear, easy to use
procedures exist for disposing of waste
or obsolete product or supplies.
Build 5S Expectations Into Your Monthly
High Performance Work Practices Walk-
Through – Sure, you can do a special 5S
walk-through each month just like you do
the monthly safety inspection, but your time
will be much better invested if you create a
monthly high performance practices walk
through assessment tool and include 5S
expectations as part of it.
Include 5S Recognition in Your
Regular Employee Recognition
Efforts – The best thing you can
do is recognize each team each
month that meets or exceeds the
minimum score on the high
performance work practices walk
through.
Create a 5S Punch List and Show
Regular Progress Towards Its
Completion – One of the best things
about putting 5S in place is that once you
get over the initial hump, it is relatively
easy to keep 5S alive. For example, once
you have sorted out all of your obsolete
equipment and supplies, you should not
have to do those tasks again as long as
your people each fulfill the expectations
of their ‘modified' daily job.
Create a 5S Implementation Plan with Milestones that
Appreciate Process Evolution – If you follow the nine
guidelines, you should see progress in a relatively short
amount of time. Additionally, you should see little
regression back to where you were when you started your
5S initiative. For example, after 3-6 weeks of consistent
sweeping and straightening up at the end of each day, that
behavior should have become a habit, each workplace
should be much cleaner, and the need to emphasize and
spend time on these two pieces of the 5S puzzle should be
low. Also, once you have undertaken that big effort to get
rid of all of the stuff you have collected over the years and
created a reorganized approach to storage in all work
areas, you should not have to worry about doing those
tasks again.
Key Points in the Implementation of
5S
Everyone’s participation is important

Management should take leadership of

5S movement

Record improvements for comparison

Devise schemes to stimulate awareness

and sustain enthusiasm
Plan Do Check Act Approach
START YOUR 5S
 BE ORGANIZED!
Filing Document

Categorization File Folder

Ready to Storage of current

access storage year documents

Transfer previous Storage of

Year documents previous
year documents
Remote Storage Storage of
age-documents
 5S EVALUATION SHEET
POOR FAIR EXCELLENT
PRINCIPLES (1 POINT) (3 POINTS) (5 POINTS)

1. SORT A lot of unnecessary Unnecessary items Unnecessary things

things are at the are disposed but not are not found at any
workplace. right away. time

2. SYSTEMIZE Employee often Necessary things Necessary things

spend time looking are arranged but not are always arranged
for things. easy to find and use. for quick use.

3. SWEEP Workplace as well Workplace and Workplace and

as machines are machines are machines are
dirty and untidy. partially cleaned. completely cleaned.

4. SANITIZE No attention is given Workplace is tidy Dust and dirt are

to keep work place but not completely completely shut out.
clean. clean.
5. SELF- No work discipline. People follow rules. Prepares for work.
DISCIPLINE People do what they But just to start Cleans area before
like. work on time and after work.
without
preparations.
The road to PRODUCTIVITY
starts from 5S and
through 5S, we can make a
highly productive organization
because of its highly productive
people.