This presentation describe how to implement 5 S within a office environment

1. How to implement 5 S for
office

2. Be the change
you want to see
in the world
- Confucious
Before implement 5
S…..

3. Content
• What is mean by “5 S”
• Why we should do 5 s in office
• Content of 5S
Sort
Set
Shine
Standardize
Sustain

4. What is mean by 5 S
• 5 S developed by Japanese and it is a participative
programme.
• 5 S is a structured programme to implement
workplace organization & standardization and also it
represent 5 disciplines for maintaining visual
workplace
• It is a very effective approach to improving our work
environment, total quality and It becomes a base for
continuous improvement in the organization.

5. Why we should do 5 s in office
• Especially if you are doing 5S in other areas like shop
floor then you need to show that you are committed
too
• It will make your office much more effective and
efficient working place
• Clean and well organized office will boosts your
morale

6. Content of 5S
- Sort
- Set in order
- Shine
- Standardize
- Sustain
 Seiri
 Seiton
 Seiso
 Seiketsu
 Shitsuke

7. Wait….
Before start 5 S…..
• Get a camera and take a picture of your work
place (your table/ work area/ file rack etc…) and
save it.
• Because it will help you to compare your work
place after implementing 5S

8. 1st
S - Sort
• It helps to segregate necessary and unnecessary items
and eliminate unnecessary items. It essentially means
organizing / putting things in order
• Clutter free Environment in Premises, inside office
• Go through what you have & then Categorize all items
as needed/not needed items

9. Activities
• Empty all your desk drawers
• Remove any old or unwanted furniture, calendars or
things that you don’t use on daily basis
• Delete all the unnecessary files and folders from your
computer
• Get a large box and put all your stationaries & other
things to that box
• At the End you will only have a Your computer and
keyboard mouse and phone on your table and may be
a printer

10. Activities
• Locate RED TAG area in each 3 sections.
• Put all unwanted things to that RED TAG area with
red tag.
• Others can take things from
red tag area if they need.

11. From Now Onwards….
• You will only pull things from the box if you are going
to use that item
• When you pull any item ask yourself
 Do you need it everyday, one or more times a
week but not daily (weekly), one or more times in a
month but not every week (monthly)
 Assign marked space on you desk to keep these
three categories as you pull them out of the box

12. 2nd
S – Set in order
• Ability to find whatever is required with the least
possible delay
• This step is essentially means arranging items
efficiently for easy accessibility.
• Find a permanent place for all needed items

13. Activities
• If you have drawers in your table,
 Daily used will go to the top drawer
 Weekly used documents will go the 2nd
drawer
 Monthly used documents will go to the 3rd
drawer

14. Activities
• Name each item in your table and drawers and mark
each area for each item. ( Mark also tea cup space area)

15. Activities
• Put files in order and name each file.
2
12
PM Plan
2
File Management for 5S Standard
File name
Dept. colour code
File number and description

16. Activities
• Put directional boards to each department and name
each section.
• Put labels by name each person and position.

17. Activities
• Cables /Wires/ are laid Neat/Straight & color coded
• Put every thing in X- Axis, Y- axis alignment
Before After

18. Activities
• Clearly marked Curved door openings/ lable switches
Direction of travel and give instruction to use such things.
(fire extinguisher)
Printer /
photocopy
Fan

19. 3rd
S - Shine
• This step eliminates dirt, dust and other foreign matter
to make workplace clean and polished
• Cleanliness is not only cleaning your area, it also helps
to identify issues/ problems in your area.
• Cleanliness will make healthy safe work place

20. Activities
• Clean up your table, computer & drawers with paper
towel
• Ensure there is no dust to top of your phone ,
computer and other items

21. Activities
• Keep a dust bin near to every person
• If others areas are not clean & tidy do not hesitate to
tell them

22. Wait….
Time to click…
• It is the time to take a photo of your work place…
• Take photos in same locations that you take photos
before implement 5 S
• Compare it with that you taken before
• Look carefully….
• Is there any changes..
• If yes…share it with others..

23. 4th
S - Standardize
• High level of standardization in all activities carried out
in SEIRI (Sort), SEITON (Set), and SEISO (Shine)
and the evidence of such standards being practiced all
round

24. Activities
• Create standards and initiate steps to maintain them
• Create visual control systems
• Write a check list post it in front of you
–Daily wipe the table, computer, printer etc.
–Store away every thing in its place at end of the day
–Empty the dust bin at end of the day

25. Activities
• Get participation of every member
• Make responsible every member to implement and
maintain 5S
Standard colours
Machine / Document Table
Floor Colour
Racks

26. Activities
Computer wire management system

27. 5th
S - Sustain
• Sustain is doing all of those 4 S on regular basis and
adapt to the changing needs of your workspace
• Do not go back to your old way, Look at the picture
• Strive to improve what you have setup
• Make 5S a habit

28. How to sustain 5 S
• Get management commitment
• Get every one involved
• Establish 5 S committee within the office and conduct
monthly review by 5s committee
• Reward and recognize best person who doing 5 S
within the office

29. What about the stuff in the box…
• You will continue pulling the items from these boxes
only if you really need them
• Keep the boxes for a month, then you need to decide:
- if you have not used that item for a month then do
you really need it?

30. THANK
YOU