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The Basics Of The ‘5-S’ Practice
A brief introduction to “5-S”:
The “5-S” practice is a well-recognised methodology
used by the Japanese to improve the work environment. A
well-recognised methodology to improve work environment,
the concept is fast catching up in many western countries.
It has now evolved into a formal technique, which the Japanese
believe is useful not just for improving the physical environment,
but also for improving Total Quality Management (TQM) processes
as well. Many everyday problems could be solved through
adoption of this practice. It is also seen that many companies
have included a few aspects of the “5-S” in their routine
processes without being aware of its existence as a formal
technique. In fact, the “5-S” can be applied to activities
in all walks of life.
What does “5-S” stand for?
The term “5-S” represents five words in Japanese
namely, Seiri, Seiton, Seiso, Seiketsu and Shitsuke. The
English equivalents for these are Structurise, Systemise,
Sanitise, Standardise and Self-Discipline. In other words,
these “5-S” terms mean Organisation, Neatness, Cleaning,
Standardisation and Discipline.
Organisation (Seiri)
Organisation is about sorting items (like
tools, parts and materials), which are essential for a job
from those that are not. Efforts should be made to select
only the vital few and place them at convenient locations.
The essence of organisation is defined by:
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Discard unwanted things
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Organise the storage of parts, files and
other items
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Deal with the causes of defects, noise
and leaks
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Treat defects, leaks and breakages
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Aim for the policy of “one is best” ---one-location
file, one-stop service for customers etc.,
Neatness (Seiton)
Neatness determines the rate at which things can be located
or placed. It eliminates the time wasted in locating and
placing things in an organisation. In simple terms, it emphasises
on:
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Clearly designated names and places
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Functional placement of parts, tools and
materials
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Quick (30-second) and easy retrieval of
documents, parts and tools
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Neat and easy-to-read notice boards (with
special attention to removal of old and obsolete boards)
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Filing standards and controls
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Zoning and placement marks
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Arrangement for first-in, first out
Cleaning (Seiso)
In any organisation, cleaning involves delegating individual
areas of responsibility. Every individual should be thoroughly
aware of his duties and responsibilities. In doing this,
it is important that all assignments be absolutely clear
and that there are no undefined, unallocated, or grey areas.
This can be done by:
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Assigning individual cleaning responsibilities
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Adopting simple methods for cleaning and
inspection
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Regular cleaning activities
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Cleaning even the less-noticed places
Standardisation (Seiketsu)
This emphasises strict and continual maintenance of organisation,
cleanliness and neatness. It includes personal and environmental
cleanliness. It also implies standardising the principles
of “5-S” practice. By maintaining standardised conditions
using visual management, employees are motivated to act
fast in any circumstance. This necessitates:
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Certification of inspections using labels,
tags, etc.,
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“Danger” warning marks and signs
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Colour coding of files, pipes and containers
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Responsibility labels
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Preventing noise and vibrations
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Directional markings on pipes and gangways
Discipline (Shitsuke)
Discipline involves instilling the ability of doing things
as per the defined rules and regulations. This helps in
building good habits like framing and following rules. Discipline,
an integral part of industrial safety emphasises on:
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Following safety rules
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Wearing safety helmets, gloves, shoes
while at work
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Executing individual responsibilities
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Good communication practices
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Practicing dealing with emergencies
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Checking and following “5-S” practices
always
Many successful organisations found that by developing
a high quality work environment and instilling discipline
in the form of procedures and work instructions, the employees
devoted more energy and time to achieve results. The
‘5-S practice’ has now become a highly appreciated technique
in business, which not only helps to impress the customers
but also to establish effective quality processes for good
services and products.
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