5S - A Simple Approach
Summary
TLDRIn this informative video, Kristy Nickel introduces the 5S system, a method to streamline organization and efficiency in the workplace. The five phases—Sort, Set in Order, Shine, Standardize, and Sustain—are detailed with practical examples, illustrating how to declutter, assign homes for items, maintain cleanliness, integrate routines, and foster a culture of organization. The video aims to reduce frustration and wasted time, promoting a clean, organized, and safe work environment.
Takeaways
- 🔍 The 5S system is a method to ensure everything needed for a job is easily accessible and organized to reduce frustration and wasted time.
- 📦 Sort is the first phase of 5S, which involves decluttering by discarding or redistributing unnecessary items and using a 'red tag' system for items in question.
- 🏠 Set in Order is the second phase, where items are given a permanent and visual home based on their frequency of use to ensure they are easily returned after use.
- 🧼 Shine is the third phase, focused on cleanliness and maintenance, where a routine is established for cleaning and organizing the workspace before leaving.
- 📝 Standardize is the fourth phase, which involves creating visual charts and routines to make the first three S's habitual and part of everyday practice.
- 🏆 Sustain is the final phase, aimed at integrating 5S into the company culture through regular audits, rewards, and recognition for maintaining the system.
- 📈 The 5S system is designed to improve efficiency and safety in the workplace by reducing the time spent searching for tools, materials, or information.
- 🔑 Key to the success of 5S is the visual and foolproof organization of items, using labels, color coding, and other indicators to make it clear where items belong.
- 🛠️ The script provides practical examples of implementing 5S, such as using a colored dot system for organizing games and outlining the shape of items for easy identification.
- 📚 The video script serves as a guide and demonstration for those who have been asked to participate in a 5S event, offering a step-by-step approach to its implementation.
- 🎉 The importance of having fun and taking 'before' pictures is emphasized, highlighting the positive and engaging aspects of the 5S process.
Q & A
What is the purpose of the 5S system introduced in the video?
-The 5S system is designed to ensure that everything needed to do a job is readily available and easily found, reducing frustration and wasted time in searching for items.
What does the acronym '5S' stand for?
-The acronym '5S' stands for Sort, Set in Order, Shine, Standardize, and Sustain, which are the five phases of the system.
What is the first phase of the 5S system called and what does it involve?
-The first phase is called 'Sort' and involves going through everything in an area, getting rid of unnecessary items, and organizing what remains.
How does the 'Red Tag' method work in the 5S system?
-The 'Red Tag' method is used for items that are uncertain whether they are needed or not. These items are tagged, documented, and moved out of sight for a period to determine if they are needed before making a final decision on their disposal.
What is the main goal of the 'Set in Order' phase in the 5S system?
-The 'Set in Order' phase aims to create a permanent and visual home for every item that remains after sorting, ensuring that items are kept in their designated places for easy access.
Can you explain the two phases of the 'Set in Order' process?
-The first phase involves determining the best spots for items based on frequency of use. The second phase is about making these homes visual and foolproof, using labels, color coding, or other indicators to show where items belong.
What is the 'Shine' phase of the 5S system and why is it important?
-The 'Shine' phase involves cleaning and maintaining the work area, ensuring everything is clean and ready for use. It's important for maintaining a safe and organized environment.
What are some simple cleaning tasks that might be part of the 'Shine' routine?
-Examples of 'Shine' tasks include wiping down tools, placing tools back in their designated spots, sweeping the floor, and identifying needed supplies and their locations.
What is the 'Standardize' phase and how does it help in maintaining the 5S system?
-The 'Standardize' phase is about making the first three S's (Sort, Set in Order, and Shine) a habit by creating a visual chart or guide that outlines the daily routines, ensuring consistency in maintaining the 5S system.
What does the 'Sustain' phase involve and how does it contribute to the 5S system?
-The 'Sustain' phase is about integrating the 5S system into the company culture through rewards, recognition, and regular audits, ensuring the system is maintained long-term.
What is an example of visual indication used in the 'Set in Order' phase?
-Examples of visual indications include labels, color coding, outlining the shape of items, using signage, or taking a picture of what belongs in a particular place.
How does the video demonstrate the application of the 5S system in a real-life scenario?
-The video demonstrates the application of the 5S system by showing the transformation of a messy closet area into an organized space, using the principles of 5S to sort, set in order, shine, standardize, and sustain the area.
Outlines
🧹 Introduction to the 5S System
The video script introduces the 5S system, a method designed to streamline workplace efficiency by ensuring that everything needed is readily accessible and organized. Kristy Nickel explains that 5S consists of five phases, each starting with the letter 'S': Sort, Set in Order, Shine, Standardize, and Sustain. The purpose of 5S is to reduce frustration and wasted time in searching for tools, materials, or information. The 'Sort' phase involves decluttering by removing unnecessary items and deciding their fate—throwing them out, recycling, selling, or relocating them. Items in doubt are tagged for further review. The script uses a messy cabinet in the den as an example, demonstrating the process of applying the 'Sort' phase.
🏗️ Implementing Set in Order in the 5S System
This section of the script delves into the 'Set in Order' phase of the 5S system. It involves creating designated spaces for items that remain after sorting, ensuring they are easily accessible based on frequency of use. Kristy Nickel describes two sub-phases: determining the best spots for items and making these spots visually clear and foolproof. Examples of visual indicators include labels, color coding, and shape outlines. The script provides a practical demonstration of applying 'Set in Order' to a closet area, using labels, color-coding, and outlining to create an organized space where every item has a clear home.
🧼 The Shine and Standardize Phases of 5S
The 'Shine' phase of the 5S system focuses on maintaining cleanliness and readiness by agreeing on simple cleaning tasks to be completed before the end of the workday. Kristy Nickel illustrates this with a routine for a closet area, emphasizing the importance of returning items to their designated spots and establishing a routine for new items. The 'Standardize' phase is about integrating the first three S's into daily routines, creating a visual chart to guide these activities. The script outlines a method for documenting and posting this information in the relevant area, ensuring everyone is aware of their responsibilities and the desired state of the space.
🌟 Sustaining the 5S Culture and Conclusion
The final paragraph discusses the 'Sustain' phase of the 5S system, which is about embedding the practices into the company culture. This involves setting up regular audits, sharing results, and celebrating areas that excel in maintaining the 5S system. The script concludes by emphasizing the importance of taking before-and-after pictures to visualize the impact of 5S and encourages viewers to enjoy the process of creating and maintaining a clean, organized, and safe work environment.
Mindmap
Keywords
💡5S
💡Sort
💡Set in Order
💡Shine
💡Standardize
💡Sustain
💡Red Tag
💡Visual Homes
💡Shine Routine
💡Audits
💡Culture
Highlights
Introduction to the 5S system for organizing and maintaining a workspace.
The 5S system reduces frustration and eliminates wasted time searching for items.
5S consists of five phases: Sort, Set in Order, Shine, Standardize, and Sustain.
Sort phase involves decluttering by removing unnecessary items and red-tagging undecided ones.
Set in Order phase is about creating permanent and visual homes for items based on frequency of use.
Shine phase ensures cleanliness and readiness by establishing simple cleaning tasks.
Standardize phase integrates the first three S's into daily routines with visual charts.
Sustain phase builds 5S into company culture through rewards, recognition, and regular audits.
Demonstration of applying the Sort phase to a messy closet area.
Creating a home for items and using labels, color coding, and signage for organization.
Using the color dot system for indicating the return location of games.
Outlining items in a vertical space to make their homes obvious, called outlining.
Establishing a 5-minute shine routine for maintaining an organized space.
Creating a visual document to standardize the shine routine and responsibilities.
Importance of taking before pictures to track progress and improvements.
Encouragement to have fun while implementing the 5S system.
Transcripts
hello there Kristy nickel here with lien
you chances are if you're watching this
video it's because you've been tapped on
the shoulder and asks to participate in
a 5s event so I've put together this
quick and simple video to introduce you
to 5s provide a short demonstration on
how to implement the system and let you
know what to expect so what is this 5s
stuff 5s is a system that helps ensure
you have everything you need to do your
job and that it is quick and easy for
you to find those things use them and
put them away
so have you ever needed tools or
material or information you go to the
spot they're normally in they're not
there you walk to another spot they're
not there either you finally find it but
it's amongst a pile of stuff so now you
have to rifle through that to find it so
frustrating for you and such a time
waster so 5s is a system we use to
reduce all that frustration on your part
and eliminate all that wasted time
searching for things 5s is called 5s
because it is 5 phases that I'll start
with the letter S we've got sort set an
order shine standardize and last but not
least sustain the very first s is called
sort we're gonna roll up our sleeves and
sort through everything in an area and
get rid of the things we don't need the
things that we don't need we're gonna
either throw them out recycle them sell
them move them to the area that they're
used in if it's confidential information
we're gonna make sure to shred that
declutter we do that because the more
things we have in an area the harder it
is for you to find the stuff you really
need if you come across an item that
you're genuinely not sure of in terms of
whether we need it or not or if
someone's feeling really anxious about
letting something go we are gonna put a
red tag on those items we're gonna
document some basic information like
what the item is how many there are and
where it's coming from and we're gonna
put them in another spot out of sight
out of sight out of mind over the course
of the next few weeks if you need the
item you can go get it and
bring it back if we don't need it then
someone will be assigned to eventually
make that final decision and get rid of
those items so you can see behind me a
really messy cabinet pardon me like I'm
a closet area within our den it drives
me and my husband crazy because we just
tend to shove everything in here
wouldn't we need something we got a
rifle through all of this stuff falls in
our head like I'm not being dramatic it
literally falls on our head and it
drives us crazy so I am going to apply
sort within here and get rid of all the
stuff we don't need I'll be right back
to show you the results and introduce
you to the next s okay so sort is done I
have a big bag of books to donate to our
secondhand bookshop down the street I
ended up shredding a big pile of
documents I took out a bag of garbage I
have a nice pile of stuff to donate I
have a couple items I'd like to sell and
I took down a schwack load of stuff down
to my home office now everything that's
left in our area is stuff that belongs
here now we're gonna move on to the
second s which is set in order and set
an order means for everything left we're
gonna create a home for it and keep
those items in those homes we are gonna
create permanent and visual places for
everything remaining to be kept
now there's two phases to set in order
the first phase is when we determine the
best spots the best place for everything
that's left and that is determined by
how often we use it the things we used
most frequently we keep closest to us
the things that we use less frequently
occasionally they're kept a little
further away and those items we hardly
ever use those are the things that are
tucked away at the back of the warehouse
or in the hard-to-reach areas of our
shelving once we've determined that best
spot based on frequency of use now we're
gonna go into phase 2 of set in order
which is making those homes visual and
foolproof this is where these items are
kept now there's lots of things we can
use to indicate those homes we can use
labels color coding
can outline the shape of things so it's
really obvious that's where it goes we
can use signage we can take a picture of
what belongs here and put it there the
whole idea is to make it foolproof is it
I have to put something back it would be
silly for me to put it back anywhere
else than in its home
okay so first phase what's the best spot
based on frequency abuse second phase
let's make that home obvious and visual
so I'm gonna go ahead and implement set
in order to our little storage area here
and then I'll show you the results and
we'll carry on okay so now I've
completed said in order in our closet
space first thing I did was determine
those best spots based on frequency of
use so these two shelves here are the
items that we use the most frequent in
between waist and shoulders this shelf
and this shelf contain items that we use
less frequently and this shelf way up
here and tucked way down there contain
the items that we hardly use at all once
I determine those best spots I thought
about how to make those homes really
visual and foolproof in terms of where
things need to be returned to so if I
look at this shelf here I've used some
labels here to indicate this is where
our art supplies are this is where our
electronics are to be kept and to be
even a little more specific if I take
off this paint container hopefully you
can see I've actually outlined the shape
of this container along the back wall so
when I go to put this container back
it's even more obvious where that item
goes here in the electronics area I've
actually tried to use some vertical
space to free up some of the shelf space
for other items so I just tacked small
nails into the back and I've hung
various items and if I take off the item
I've used labeling to identify the home
for each item if we move on to our games
shelves here I tried to think of a
really simple way of indicating where
each of the games are to be returned to
so I came up with the colored dot system
so each dot here on the shelf
indicates those games with a red dot are
placed on the shelf with the
corresponding color of dot in this case
red if I were to take this game off and
I go to put it back there's a yellow dot
it goes in the pile above the shelf with
the yellow dot so both of these shelves
kind of have that color and color
matching system if we look at this shelf
here I again have used labels to
indicate this is where books go and this
is where my books to be read or to be
kept and I've also used a diagonal line
along the spine of these books to show
what order they're to be kept in so that
if I were to take this book out it
becomes really obvious where it belongs
and if I were to place it here we can
see very clearly that it's breaking up
the line and it's been put in the wrong
spot last but not least I'd like to show
you this door here somehow we always
lose our extension cords so I figure why
not keep them front and center and what
I've done is I've created an outline of
where these items should be kept so if I
were you use this extension cord and
they come to put it back I can see
automatically that this shape is
reflected here and that this is its home
outlining items in a vertical space is
called outlining if we were to color in
this entire area it would be called a
shadow board same concept making it
really clear to our brains if I'm
holding this shape naturally I'm gonna
put it in the place that also is showing
that shape so that's the end of set in
order now we're gonna move on to our
third s which is called shine and what
shine means is making sure everything is
clean and ready to use
so everyone who works in an area is
going to agree to some to complete some
simple cleaning tasks before heading
home some examples of these tasks might
be wipe down all tools that you've used
place the tools back in their designated
spots sweep the floor and we're also
been identify if there are any supply
they're needed and where those supplies
are kept so for our simple closet area
my husband and I came up with a very
simple shine routine
[Applause]
the activities that we decided to do to
maintain a nice and clean organized
closet area are to place all used items
back in their proper spots and to create
permanent and visual homes for all new
items so they're not just thrown back in
there some supplies were going to need
label maker colored labels and painters
tape the location of those supplies is
in our home maintenance drawer so there
you have it that's a simple 5-minute
shine routine some simple activities you
and everyone in that area agree to do
before you head home for the day that
leads us to our fourth s which is
standardized and standardized make means
making a habit of our first 3 s's how do
we build in sorts set an order and shine
into our everyday routine and all that
means is that whoever's leading your 5s
initiative is going to take these
activities and they're going to create a
visual chart to follow so that we're
going to be following it every day and
building it into those routines in our
particular example all I did was I took
our shine routines and I created this
very simple document on the document it
identifies what area it is who is
responsible for completing the shine
routine when it is to be completed I've
taken a picture of the closet as it
needs to look we call it a picture of
the desired state and I've placed that
there and underneath the picture I've
listed our shine activities what the
required supplies are and where those
required supplies are found so now
standardized means I'm going to take
this and post it in the area and now
everyone who's responsible for
completing these activities is aware of
what needs to be done where it when it
needs to be done and by whom and that
now leads us to our fifth and final s
sustained and what sustain means is
building five s into our culture and we
do that through rewards and recognition
we are going to be setting up regular
audits to be completed in every area in
your company that is implemented five s
and we're going to share the results and
we're going to celebrate those areas
that have done a really great job
implementing and maintaining the 5s
system so there you have it there's the
5s system for creating and maintaining a
clean organized and safe work
environment don't forget to take those
before pictures and most importantly
don't forget to have some fun
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