One of the most important tools used in the field of quality is the 5S methodology which, with its systematic approach, aims to reorganize a workstation.
The tool is extremely simple to understand, master, and put into practice because it is based on improving the workplace through its cleanliness, the reduction of any form of waste, the optimization of resources, and standardization. At the foundation of an organization that works with quality is a safe workplace that stimulates productivity, and this requires a structure and a disciplined approach to its management.
The 5S tool provides the structured model for systematic workplace organization and takes its name from the initials of the five Japanese words that indicate the steps on which it is based:
- Seiton - Straighten / Sort
- Seiri - Sort / Set in order
- Seiso - Shine / Sweep / Systematically Clean
- Seiketsu - Standardize
- Shitsuke - Sustain
The 5S system aims to put the workplace in order and maintain it in this state over time, and this is truly the first step in designing and building a quality product. The benefits of this tool, among other things, will also be directly felt by the employees themselves, as they will enjoy a safer environment and a more pleasant place to work.
The starting point, the first of the 5S, is logically based on the operation of ordering the workstation. During this first step, we will remove everything that is not necessary from the work area because things that are not needed steal space from others, hinder movements, and create confusion. In doing this work, we must not overlook anything and review the contents of shelves, cabinets, tool holders, etc.
The ultimate goal is to remember that there is a specific place for everything and that everything must be put back in its proper place. To start the application of the 5S in the best possible way, we should ask ourselves questions such as:
- "Do I need it?"
- "When was the last time I used it?"
- "Should it be stored in another place?"
- "Do I need to keep it close at hand for so long, or can I store it in its place?"
The second "S" - sort, set in order, and organize - can only be applied after all unnecessary items have been removed during the first phase of the work. In this second step, we can organize the placement and storage of necessary items more efficiently, standardizing the naming of objects, using a color system for easy retrieval, and identifying the contents of shelves, cabinets, and tool holders. The goal is that there is a specific place for everything and everything must be placed in the right place.
Attention! In this phase, there will be people who find it extremely difficult to move away from objects that they think may be useful to them, and it will not be easy to get them to store them in a place other than their work table. They will experience this step as unintuitive and will need to be helped to overcome it by teaching them a new method. In this sense, any maintenance department will be a good training ground to understand what we are talking about: try moving some tools away from the work table and people will easily tell you that these are things that are all equally useful and that must be close at hand.
And this is very true, the leap in quality that will have to be made is to understand that all these tools must be stored, each in its place, near the workstation so that they can be easily found whenever they are needed. The goal of this phase of the work is to reduce the time required to retrieve something and pick it up when needed, and to streamline routine activities.
Our third "S" concerns, instead, the act of cleaning the workstation systematically and is focused on achieving maximum cleanliness of the workplace and equipment. Given that, during the first two phases of the work, we have already removed the unnecessary elements and placed them where they should be, we can now focus our efforts and not waste time cleaning objects that are not needed! By keeping both equipment and the work area clean, we can improve the way we work and reduce safety hazards by removing potential dangers.
Cleaning also allows for the timely identification of possible equipment problems and timely detection of failures. With clean equipment and plants, things like oil leaks, product leaks, or dust will be more visible and, therefore, noticed sooner. Cleaning will become everyone's responsibility.
Standardize represents the fourth "S" and is the process by which we lock in over time the improvements started during the first three steps. In this step of the process, we must fully define what is expected in terms of cleanliness and work organization. It is important that all interested parties are put in a position to possess the knowledge, training, and information necessary to achieve this standardization objective.
Sustaining the standards achieved over time represents the fifth "S". When the organization of the workplace becomes a habit and is incorporated into the way of working, we will have successfully completed the entire process.
The benefits of using the 5S will soon become apparent. The correct and visible placement of equipment will ensure that fewer things are lost, clutter will be removed, hazards will be eliminated, and accidents will be reduced.
Maintenance problems can be identified earlier, reducing production downtime due to machine downtime, which means saving time and money. Everyone will take responsibility for cleaning their own work area and environment, and in this way, working will become more pleasant and less stressful. A good approach is to divide the work area into zones and prioritize the work.
An advantage of proceeding in this way is that you can designate a single test area as an "island of excellence" and, after applying the 5S to this workstation, we will have created a clearly visible example of what can be achieved, establishing a clear benchmark that can be implemented in other areas of the company. Through emulation, the method can then spread throughout the organization.