5S - A Simple Approach

Summary

In 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

00:00

🧹 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.

05:02

🏗️ 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.

10:02

🧼 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.

Keywords

💡5S

5S is a workplace organization method originating from the Japanese term 'seiri, seiton, seiso, seiketsu, and shitsuke', which translate to 'sort, set in order, shine, standardize, and sustain'. It is a systematic approach to creating a clean, organized, and efficient work environment. In the video, 5S is the central theme, and each 'S' represents a phase in the process of organizing and maintaining a workspace, with the ultimate goal of reducing frustration and wasted time in searching for items.

💡Sort

Sort, the first 'S' in the 5S methodology, involves going through items in a workspace and deciding which ones are necessary and which are not. In the video, Kristy Nickel demonstrates the 'sort' phase by decluttering a messy closet, removing items that are no longer needed, and either donating, recycling, or selling them. The purpose is to eliminate unnecessary items and make it easier to find what is needed.

💡Set in Order

Set in Order, the second 'S', is about creating a designated place for every item that remains after sorting. This phase is about organizing items in a way that makes them easily accessible and ensures they are returned to their proper place after use. Kristy Nickel explains that items should be placed based on frequency of use, with the most frequently used items being closest at hand. She uses labels, color coding, and visual outlines to make these 'homes' for items clear and foolproof.

💡Shine

Shine is the third 'S' and refers to the process of cleaning the workspace and ensuring that all tools and equipment are clean and ready for use. In the video, Kristy Nickel and her husband establish a 'shine routine' for their closet area, which includes putting items back in their proper places and maintaining cleanliness. This routine helps to sustain the organized state of the workspace.

💡Standardize

Standardize, the fourth 'S', is about making the first three steps of 5S a habit by creating visual charts and routines that everyone follows. In the video, Kristy Nickel creates a document that outlines the shine routine, including what needs to be done, who is responsible, and when it should be completed. This document serves as a guide to help maintain the organized state of the workspace.

💡Sustain

Sustain, the final 'S', is about embedding the 5S methodology into the company culture. It involves setting up regular audits, sharing results, and celebrating areas that have done well in implementing and maintaining the 5S system. In the video, Kristy Nickel emphasizes the importance of building 5S into the company's culture as a way to ensure long-term success in maintaining an organized and efficient workspace.

💡Red Tag

Red Tag is a method used during the 'Sort' phase of 5S to identify items that are uncertain whether they are needed or not. In the video, Kristy Nickel mentions using a red tag for items that create anxiety about letting go, documenting basic information about them, and placing them out of sight for a period to determine if they are needed. This helps in the decision-making process for decluttering.

💡Visual Homes

Visual Homes are a part of the 'Set in Order' phase, where items are placed in designated spots that are easy to identify. Kristy Nickel uses labels, color coding, and outlines to create visual homes for items in the closet. This makes it clear where each item belongs, reducing the time spent searching for items and ensuring they are returned to their correct place.

💡Shine Routine

Shine Routine is a set of cleaning tasks that are agreed upon by everyone working in an area, to be completed before heading home. In the video, Kristy Nickel and her husband create a simple shine routine for their closet, which includes placing all used items back in their proper spots and creating visual homes for new items. This routine helps to maintain cleanliness and organization.

💡Audits

Audits in the context of 5S are regular checks or reviews of the workspace to ensure that the 5S system is being followed and maintained. In the video, Kristy Nickel mentions setting up regular audits to assess the implementation and maintenance of the 5S system in various areas of the company, sharing the results, and celebrating successes.

💡Culture

Culture, in the context of the 5S system, refers to the shared values, norms, and practices that characterize a company. Kristy Nickel emphasizes the importance of building 5S into the company culture through rewards and recognition, which helps to sustain the system and ensure that it becomes a part of the everyday practices of the organization.

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