What are 5S and 7S? ( It’s Benefits and Practical Uses )

“Great things are done by a series of small things brought together”

Vincent Van Gough

What are the 5S and 7S Tool ?

Let’s start to learn about 5s and 7s. 5S is a Japanese tool that become evolved by Toyota as part of their lean production system. 5S is an improvement tool for organizing & maintaining a disciplined, safe, clean and productive workplace. Further, It helps to create a better working environment, reduces waste while improve efficiency & quality. So, For a company imposing 5S, this tool turns into the bottom for all different Lean Manufacturing tools to use. It’s design to help build a quality work environment, both physically & mentally.

5S in the workplace represents five simple practices that begin with the letter ‘S’ which are:

• Sort – Seiri
• Setting in order – Seiton
• Shine – Seiso
• Standardize – Seiketsu
• Sustain- Shitsuke

In easy terms, the 5S methodology helps a workplace eliminate items that are not in need(sort), organize the items to optimize efficiency & flow (straighten or set in order), clean the area so that problems can be identified more easily (shine), implement color-coding & labels to stay consistent with other areas (standardize) and develop behaviors that keep the workplace organized over the long term (sustain).

5S is also famous as 6S or 5S+S (adding Safety or Security) or even 7s (adding Spirit and Safety).

Sort (Seiri)

Sort is the first step of the 5S. It refers to the practice of sorting all the mess & clutter within the workplace while keeping only what is require at that time. Hence, This means distinguishing between Value Added and Non-Value Added items at the place of work and getting rid of non-value-added items which enable an effective transformation.

Sorting’s benefits include more efficient use of workspace, a reduction in hazards, simplified tasks, and a notable decrease in distracting clutter.

Action Steps:

• Identify a 5S-project area & take “before” pictures.
• Review sorting criteria.
• Develop a local red tag area.
• Tag, record & shift red-tagged items. In the “red-tagging” process all work items are sorted through, with a red tag placed on any item that is not of any use for completing a task. Once supplies, tools, materials & equipment have tags, they then shift that to a holding area for a follow-up evaluation.
• Take “after” pictures.

To find the value of each item, ask yourself:

• What is the purpose of this item?
• Why is it here?
• How often is it used?
• Who uses it?

Outcomes:

• Floor space is utilized effectively.
• Search time for tools as well as materials is reduced.
• The inventory cost of unnecessary items is reduced.

Straighten or Setting in Order (Seiton)

The Straighten step of 5s in the workplace is more than just organizing the work area. The initial goal of this step is to arrange equipment & supplies in a way that optimizes process efficiency and then create a work environment that is uncluttered, organized, and easily navigable.

After the unnecessary clutter has gone, you can rearrange the required items so that anyone can locate & access them easily. Further, It defines where & how the items to perform the work that should arrange. So, This step guarantees that every single object has its vicinity, and those items go back to their vicinity in VUCA.

Action Steps:

• Take “before” pictures.
• Implement workplace changes.
• Mark locations by generating addresses and applying marking, labeling & color-coding.
• Take “after” pictures.

Some questions to ask during this step might be:

• Which particular items are necessary to perform a task?
• How many items need to be readily accessible?
• Where these items should be located?

Also Read: VUCA Leader – Strategies for Thriving in Turbulent Times

Outcomes:

• Take things out as well as keep things back easily.
• Work environment becomes safe.
• Make lesser mistakes.
• Reduce searching time.

Also Read: Impact on Working Capital Management 

Shine (Seiso)

Shine is also famous as Cleanliness or Scrub. Further, It aims to produce a clean workplace without rubbish, dirt, or dust. Further, It also includes a thorough cleaning of the work area, all the systems, the tools to which is in use, machines & equipment to use in the manufacturing unit of the company. This will permit smooth identification of abnormalities which include repeat contamination earlier than the problem gets worse. Shining additionally enables in developing ownership of the work area making it more secure & pleasant to work in the organization’s transformation.

So, This step is condemn as a way of sustaining the improvements that starts in the Sort & Set phases. 

Action Steps:

• Adopt cleaning as a daily activity.
• Get cleaning supplies.
• Take “before” pictures.
• Clean the work area.
• Fix small defects.
• Take “after” pictures 

Outcomes:

• Workplace becomes free of dirt & stains which is the initial point for quality.
• Equipment lifetime will extend and breakdowns will be less.
• Creates a pleasant environment.
• Prevents accidents.

Also check : 17 Best Business Books in the world

Standardize (Seiketsu)

5S needs a commitment to standardize processes & procedures. So, It is only through standardization of the first three steps of 5S or 7S of good housekeeping that companies can be sure expectations are clear & communicate properly and that procedures continuously follow. 

Standardization makes sure that whatever work was performing in the first 3 steps is now standardize accordingly. It means doing the correct things correctly all the time. Moreover, This should develop a work structure that will support the new practices & turn them into habits. Whether it’s an online checklist or verbal reminders, set aside time to help foster an environment where tasks become routine. 

Standardization aims to ensure that everyone in the company follows the same procedure, the same size of signalization/floor marking, shapes, colors, etc ultimately leading to a better lean transformation.

Action Steps:

• Make procedures as well as forms for evaluating the status of the first three S’s.
• Inter-departmental competition is a good means of sustaining & enhancing interest in 5S in the workplace.
• Ensure all stakeholders are aware of the new standards.

Outcomes:

• Constancy in the work practices.
• Activities will be simplified.
• Avoid mistakes.
• Better visual and transparency management work efficiency will improve.

Sustain (Shitsuke)

The final step of 5S in the workplace is the most challenging: Once the first four phases have been implemented, you must now focus on Sustaining what has been achieved. A proper schedule should be maintained such that everyone follows the other S at the same time. Besides, it should be noted that implementing the 5S should be the responsibility of each member of the organization for its successful transformation. Further, This stage involves housekeeping & auditing of the processes tools as well as equipment. So, It is throughout this stage that the work routine turns into a culture.  

Action Steps:

• Periodic facility management engagement is needs to check that the first four S’s are implement perfectly.
• Evaluate 5S effectiveness as well as consistently improve.
• Commitment, dedication, devotion & sincerity are required in the implementation of 5S on daily basis.
• Acknowledge & reward powerful efforts.

Outcomes: 

• Helps you to develop teamwork.
• Generates sound environment and a good workplace.
• Provides you with data for improving 5S.

Do you know the Benefits of Implementing the 5S Program?

• Safer work environment.
• Reduction in delays.
• Higher equipment availability.
• Lower defect rates.
• Reduced costs.
• Increased production agility & flexibility.
• Improved employee morale & motivation.
• Improved organization image to suppliers, customers, employees & management.

Points to Remember

While implementing the strategy of 5S, one should consider some essential things: 

• 5S should be designed for each task or process distinctly.
• 5S is not only for manufacturing, but we can also implement it in the office areas.
• The management should participate, audit & review regularly the 5S so that it remains productive and they can maintain an improvement-orient culture.

Check out the Video-

What does 7S Mean?

While 5S is still very popular, some organizations choose to modify it by adding one or more additional steps. So, 7S is the extension of 5S with an additional 2S. Generally, which we use together with the 1st five to create 7S, are Safety & Spirit. So, 7S intends to eliminate Muda (waste).

Certainly, Only implementing the 7S of good housekeeping is not sufficient. Continuous monitoring & controlling all 7S activities is also essential and we can monitor it through managing the questionnaire survey at a constant interval. If the responses are poor then it presents the degradation of the workplace organization.

Safety

Safety is often said that it is implied within 5S that everything should be performed with safety as the primary priority, but to make sure that is the case, Safety is added as an additional S. It is specifically important in warehouses, manufacturing, heavy equipment, construction, healthcare & laboratory settings, and in other circumstances where possibly dangerous equipment may be involved, and less important in office settings in organization transformation.

Safety is the condition of being protected against physical, spiritual, social, financial, emotional, occupational, psychological, educational, or other types or consequences of failure, error, damage, accident, harm, that could be considered non-desirable. An organization that prioritizes Safety during its process of transformation experiences dividends in terms of reliability, caring, compassion & respect. So, These attributes of a world-class organization are key to a culture of continuous improvement and human empowerment.

Action Steps: 

• Error Proofing (Poka-yoke technique).
• Instructions regarding safety as well as symbols.
• Warning, Hazard area identification as well as marking with symbols.
• Safety training to employees.

Outcomes: 

• Decreases accidents.
• Avoid errors or mistakes.
• Safer work environment.

Spirit

Spirit is a willingness to cooperate as part of a team. As leaders understand the effect of company culture as well as the significance of respect for employees, the need for this additional component becomes clear. Furthermore, Spirit is about changing as well as maintaining the corporate culture with employee engagement at all levels. So, Without engaged workers, the 5S in the workplace approach will not be successful.

Action Steps:

• Develop 7S team with a team leader.
• Daily meetings to set standards & strategies for achievement.
• Motivational speeches or training for the 7S team regularly.

Outcomes:

• Better Understanding & Analysis on problems.
• Better communication & higher confidence to do work.
• Generates healthy work environment.
• Reduces boredom approach toward the job.

Are you aware of Benefits of Implementing 7S ?

• Floor space utilization is improved.
• Satisfaction & morale of employees improves.
• Workflow becomes well organized & smoother and non-value-added activities are removed.
• Time for searching tools, materials & documents is reduced.
• Along with the productivity of the organization, the quality of products and services is improving.
• Machine breakdowns are decreased, and it also becomes easier to diagnose and repair before they occur, so prolonged equipment life. 

Conclusion

When fully implemented, the 5S methodology process amplifies moral, develops positive impressions on customers, and increases efficiency. Visual Management & 5S methodologies implemented for the spontaneity of the workplace. So, To get the greatest success, the nature & implication of each “S” need to be understandable by each employee and should be regularly practice. Further, We should continuously monitor the 7S activities. Moreover, The 7S of good housekeeping improves organizations’ performance in terms of higher productivity, fewer accidents, better quality, clean, safe, and Healthier working environment.

Frequently Asked Questions(FAQs)

Key Takeaways

• For a well-organized workplace, “5S focuses on sorting, setting in order, shining, standardizing, and sustaining.
• The 5S concepts are expanded upon by 7S, which places an emphasis on employee development and environmental awareness.
• 5S and 7S implementation improves workplace productivity, safety, quality, and overall effectiveness.