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5S - Step by step implementation.pdf

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STEP BY IMPLEMENTATION
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Step-by-Step Implementation www.npc.org.my Latest Publication SORT SET IN ORDER SHINE STANDARDISE SUSTAINNATIONAL PRODUCTIVITY CORPORATION All rights reserved. No part of this publication may be reproduced or distributed in any form or by any means, or stored in a data base or retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the National Productivity Corporation. 2005 Published by: National Productivity Corporation (Perbadanan Produktiviti Negara) P.O. Box 64, Jalan Sultan 46904 Petaling Jaya Malaysia Tel: 03-79557266 / 79557050 Fax: 03-79578068 / 79551824 http://www.npc.org.my ISBN 983-2025-12-5 Price: RM 30.00Push for Productivity, Go for Quality. 5S: Guidebook Step-by-Step ImplementationVISION To be a world-class productivity and quality institution. MISSION To contribute significantly towards the productivity and quality enhancement of the nation for balanced economic growth. OBJECTIVES To provide input in the area of productivity and quality for policy formulation and planning. To enhance organisational and human resources development towards culture of excellence. To lead the productivity and quality movement. NATIONAL PRODUCTIVITY CORPORATIONFOREWORD The global economic challenges have changed the perspectives of working culture towards excellent working performance with the adoption of best practices. One of the tools to achieve organisational excellence is the 5S management techniques. 5S management techniques have contributed significantly to improve internal efficiencies, operational effectiveness and foster on time delivery system to the delight of customers. To achieve this, organisations should integrate 5S activities into their business functions as their organisational culture. National Productivity Corporation (NPC) has been the leading organisation and disseminator of 5S best practices. It has continuously been improving 5S activities as a more effective approach in business operations. I believe this guidebook would serve as a quick reference for 5S implementation and will be of benefit to all industries that strive to enhance continuous improvement for competitiveness. Nik Zainiah Nik Abd Rahman Director General National Productivity Corporation iPURPOSE OF GUIDEBOOK 5S: Step-by-Step Implementation guidebook is intended to explain the 5S concept in a simplified format so as to serve as a quick 5S Implementation reference for everyone. It is all about knowledge transfer to facilitate the on-going learning process that provides you with practical guidelines and actual examples from leading organisations on how the 5S management techniques work. This guidebook offers you sufficient details on how organisations should integrate each ‘S’ into their business function as their organisational culture to enhance continuous improvement. Finally, an effective way to use this guidebook is to read and discuss it in group-learning sessions with the guidance of the 5S Facilitator. iiForeword i Purpose of Guidebook ii 5S Management Techniques Introduction 1 Understanding 5S 2 SORT 3 SET IN ORDER 4 SHINE 5 STANDARDISE 6 SUSTAIN 7 Why 5S? 9 What is Not 5S? 9 Benefits of 5S Implementation 9 Keys to 5S success 10 How to Initiate 5S Implementation 11 PLAN - DO - CHECK - ACT Roadmap To 5S Implementation 13 Phase 1: Guidelines for 5S Preparation 15 Step 1: Formation of 5S Council 5S Steering, Training, Promotion and Audit Committee Roles and Responsibilities 16 Step 2 : Set-up of 5S Zones 17 Step 3 : 5S Training 18 Step 4 : 5S Declaration/Launch 19 Examples of 5S Preparation 20 Phase 2: 5S : Step-by-Step Implementation Guidelines for Practising SORT 26 Description Guidelines Potential Impact and Actual Examples contents ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○Guidelines for Practising SET IN ORDER 31 Description Guidelines Potential Impact and Actual Examples Guidelines for Practising SHINE 36 Description Guidelines Potential Impact and Actual Examples Guidelines for Practising STANDARDISE 39 Description Guidelines Potential Impact and Actual Examples Guidelines for Practising SUSTAIN 43 Description Guidelines Potential Impact and Actual Examples Phase 3: 5S Self-Assessment and 5S Certification 46 Objectives Guidelines for 5S Self - Assessment5S Audit Checklists 475S Audit Summary Sheet 483S & Excellent Stickers 49 5S Certification 51 Phase 4: KPIs for Continual Improvement 52 Importance of KPIs Adapting KPIs Conclusion 53 5S Quick Self-Assessment 54 5S Certification Enquiries 561 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ INTRODUCTION Today, it is increasingly recognised that 5S management techniques enhance productivity and competitiveness. In order to become a World Class Gemba, an organisation has to go through a continuous and systematic process to: As each 5S management techniques begins with an S, this approach has been named 5S. UNDERSTANDING 5S 5S is a management tool from Japan, that focuses on establishing a quality environment in the organisation, ensuring adherence to standards and in the process, fosters the spirit of continual improvement. It focuses on five management techniques that are the foundation for any organisation’s competitive initiative. The 5S are defined with examples as shown on page 2. Identify, reduce and eliminate waste Enhance teamwork Enhance operation efffectiveness in a better working environment Form the basic advanced model for Productivity and Quality Improvement. 5S Management Techniques2 UNDERSTANDING 5S3 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ SORT To sort and systematically discard items that are not needed in the workplace. 5S Management Techniques4 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ SET IN ORDER To arrange necessary items in a neat and systematic manner so that they can be easily retrieved for use and to return after use. 5S Management Techniques5 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ SHINE To clean and inspect the workplace thoroughly so that there is no dirt on the floor, machines and equipments. 5S Management Techniques6 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ STANDARDISE To maintain a high standard of workplace organisation by keeping everything clean and orderly at all times. 5S Management Techniques7 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ SUSTAIN To train people to practise the 5S system continuously so that it becomes habitual and ingrained in the culture of the organisation. 5S Management Techniques8 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ Winne Winne r r Winne Winne r r 5S adalah asas kepada adalah asas kepada 5S peningkatanproduktivitidan kualiti PeningkatanProduktivitidan Kualiti Sisih Sisih Susun Susun Sapu Sapu Seragam Seragam amal Sentiasa amal Sentiasa 1.SORT 4.STANDARDISE 5.SUSTAIN 3.SHINEIS FUNDAMENTAL TOPRODUCTIVITY IMPROVEMENT 5S To train people to practise the 5S system continuously so that it becomes habitual and ingrained in the culture of the organisation. To sort and systematically discard items that are not needed in the workplace. To arrange necessary items in a neat and systematic manner so that they can be easily retrieved for use and to return after use. To clean and inspect the workplace thoroughly so that there is no dirt on the floor, machines and equipments. To maintain a high standard of workplace organisation by keeping everything clean and orderly at all times. 2.SET IN ORDER 5S POSTERS 5S Management Techniques9 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ WHAT IS NOT 5S ? A housekeeping exercise A way to blame people for defects A way to force people to do their work A way to make people work harder and faster A monthly or yearly flavour e.g. Quality Month WHY 5S ? The 5S concept is easy for everyone to understand because: It does not require the understanding of difficult terminologies. It is simple, driven by logic and natural to human behaviour. It is within the reach of all type and size of industry or organisation. BENEFITS OF 5S IMPLEMENTATION Today, many organisations have implemented the 5S system with astonishing results as voiced by our customers, the CEO’s and MDs of the Malaysian National 5S Award Winners: “We have not seen any approach to improvement that is SIMPLER or more POWERFUL that can be implemented at LOWER COST” Workplace becomes cleaner and better organised. Shopfloor and office operation becomes safer. Visible results enhance the generation of more and better ideas. The benefits are : 5S Management Techniques10 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ KEYS TO 5S SUCCESS In order for the 5S system to be successful, the most important factor is the commitment, participation and involvement of EVERYONE and strong visible support from top management. Generally, 5S activities should be carried out systematically as follows: Lead-time reduced Changeover time reduced by streamlining operations. Breakdowns and minor stops eliminated on production lines. Defects reduced by mistake proofing. Clear methods and standards are established. In-process inventory is reduced. Space usage is improved. Customer complaints are reduced. Visit 5S model companies for continual improvement. Train everyone adequately on 5S Practices. Promote 5S Campaign. Plan systematic approach following the Plan-Do-Check-Act (P-D-C-A) Cycle. Practise Performance Measurement and Reward System. 5S Management Techniques11 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ Sort: HOW TO INITIATE 5S IMPLEMENTATION The 5S approach outlined in this guidebook is a simple and systematic methodology which can be introduced and implemented in any size and type of organisation. To start the 5S: Step-by-Step Implementation, each phase must be thoroughly analysed and addressed using the P-D-C-A Cycle and 5W2H approach as follows: Provide training and education for everyone. Form 5S Council. Set-up 5S Zones. Determine 5S objectives, goals and implementation phases. Plan 5S action plan and 5S Launch. DO PLAN Set in Order: Shine: Preparation: 5S Management Techniques Identify what is necessary. Define what and how to arrange. Identify dirt sources. Identify root causes. Take action to eliminate dirt sources and root causes.12 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ Who is responsible ? What actions to take to maintain the desired condition ? When must those actions be taken ? Where must they apply ? What procedures need to be followed ? Develop 5S practices into a HABIT. Compare actual goals with set goals. Reward and recognise efforts of staff. Register 5S Certification. Participate in National 5S Competitions. Review Plan-Do-Check-Act Cycle. To ensure successful 5S Implementation, each phase must proceed accordingly as illustrated in the ROADMAP TO 5S IMPLEMENTATION. Everyone understands, obeys and practises the rules and procedures Continual efforts at sustaining the desired condition Standardise: Sustain: Assessment: ACT CHECK Continual Improvement: 5S Management Techniques Conduct Internal 5S Audit. Benchmark within the department and with other organisations. Ensure the established 5S procedures are followed through13 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ ROADMAP TO 5S IMPLEMENTATION Improving organisation performance is an ongoing challenge and organisations benefit best from a holistic approach, and here is an extremely useful ROADMAP TO 5S IMPLEMENTATION. (See page 14) It provides an excellent framework for establishing: PHASE 1 and 2 are the ENABLERS. PHASE 3 and 4 are the actual RESULTS achieved. After each cycle review: The fundamental process for Productivity and Quality Improvements A firm foundation for Continual Improvement Best Practices Key Performance Results The phase which require improvement The approaches which will impact on the results The self-assessment to gauge the effectiveness of actions taken 5S Management Techniques Take five minutes to jot down your answers: What are some of the benefits you might experience from implementing 5S in your workplace ?14 ROADMAP TO 5S IMPLEMENTATION SELF-ASSESSMENT AND 5S CERTIFICATION CONTINUAL IMPROVEMENT CONTINUAL CREATIVITY AND INNOVATION ENABLERS RESULTS P R E P A R A T I O N PLAN DO CHECK ACT PHASE 1 PHASE 2 PHASE 3 PHASE 415 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ 5S Steering Committee Managing Director as Advisor General Manager as Chairman Head of Departments as Facilitators Appoint: 5S Coordinator 5S Facilitators from each department 5S Leaders from each zone Phase 1: Guidelines for 5S Preparation The 5S Steering Committee are responsible for developing theimplementation plan, and the selection of team members is to be based on ability, organisational representation and expertise.The functions of the Training Committee, Promotion Committee and the Audit Committee is as shown on page 22 & 23. 5S implementation responsibilities are to be distributed throughout the organisation. Every member must know their own 5S responsibilities and perform accordingly. It is the duty of the Chairman to administer accountability for each of the responsibilities, as outlined below: 5S Council (See page 20 & 21) comprises the following: 5S Training Committee 5S Promotion Committee 5S Audit Committee 5S Council STEP 1: FORMATION OF 5S COUNCIL Objectives: To enhance total participation at all levels of employees and develop a continuous improvement culture and best performance spirit in the teams.16 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○ 5S Chairman: ROLE AND RESPONSIBILITIES OF: Communicates with everyone involved. Facilitate work group implementation activities. Motivate and monitor implementation activities. Ensure total organisation participation. Act as a resource for information. 5S Coordinator: Communicates with everyone involved. Ensures total organisation participation. Supports 5S implementation activities. Establishes accountability for assigned responsibilities. 5S Facilitators: Support 5S implementation. Communicate with everyone involved. Motivate work groups. Ensure employee implementation plan. Monitor measurement systems. 5S Leaders: Participate in work group implementation process. Communicate with everyone involved. Monitor progress of group activities. Participate in group activities with full commitment Employees’ responsibilities: Phase 1: Guidelines for 5S Preparation17 ○○○○○○○○○○○○○○○○○○○○○○○○○○○○○ ○○○○○○○○○○○○○ Obtaining the layout of the entire work area and dividing each section into small zones Assigning one team to each section, determining the number of people per team, and displaying the names of team members and their areas Ensuring that at least one person is assigned to each section and there is a leader for every team Ensuring that section size and team strength are uniform Defining who is responsible for shared spaces STEP 2: SET-UP 5S ZONES 5S Coordinator will demarcate the zones. 5S Facilitators will assign responsibilities, as shown on page 25 and divide activities into manageable
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