1st STEP TOWARDS BETTER PRODUCTIVITY

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The Japanese work system has always been clean, efficient, and productive. Their perfectness and attention to detail, along with the outcome is what has made the Japanese market famous around the world for producing some of the best products for human consumption today. Researches from all around the world are always on the lookout as to how the Japanese are so successful in the industries that they are established in, and they are always on the hunt for the trade secrets that the Japanese are hiding from the rest of the world that makes them so efficient, to begin with.

Researchers discovered that Japanese factories were so beautifully set up that all work processes and the hiccups and abnormalities in work were transparent to everyone in the company. The machinery and equipment were so clean and properly maintained that any tiny problem such as loose nut & bolt or leaking a drop of oil was noticed immediately. It was this cleanliness and orderliness of the Japanese work culture that became a symbol of the Japanese enterprises.

Through a further exploration into the secrets behind the efficiency of the Japanese work industry, researches stumbled upon the most effectively used secret of Japanese work culture - the “5S”. This principle of “5S” has been widely practised around Japan since the early ’80s till today and is most likely to be practised in the future as well.

Sort (Seiri, 整理), Set in Order (Seiton, 整頓), Shine (Seiso清掃), Standardize (Seiketsu, 清潔), Sustain (Shitsuke, 躾). These are the 5S’s that are followed by Japanese industries to ensure efficient, effective and safe organizing workspaces. This system helps in the development of a clean workplace that is meant to help employees work efficiently by eliminating the risks of causing injury or wasting time unnecessarily. The 5S system also serves as the foundation of Kaizen (改善), also literally translating to “good change” or “continuous improvement”.

The idea behind 5S is “to achieve higher levels of quality, safety, and productivity where workers should have an enthusiastic working environment.” A manufacturing system where there is an increase in the value of the product or the services of its customers is often referred to as Lean manufacturing in the West. Lean manufacturing is firmly established throughout Japanese industries due to the impeccable disciple of the 5S system.

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The objective of 5S is to efficiently enhance the bottom level of the organization by eliminating all types of wastes. These wastes are not in reference to physical waste, but instead, it refers to the waste of time, energy, space and resources. The Japanese follow through with this method by keeping the individual’s workstation neat, orderly and easily accessible to them and others.

However, 5S is not only followed in the manufacturing industry. It is also practised in corporate offices, educational institutes, laboratories, and even one’s own houses. It is a more comprehensive approach to workplace organization and methodical housekeeping with a sense of purpose. Through 5S, individuals get an opportunity to work in a clean, beautiful, and organized workplace. It reduces our time of handling materials, and it helps us to detect any sort of problem easily and rapidly. The most important features of 5S are that it reduces the machine and production down-time which helps to the cost of production.

The method of 5S helps to create more working space that has better preventive maintenance. It enhances higher employee involvement. Since this system demands the standardization of procedures; there is a considerable reduction of errors or defects. Better efficiency gives birth to consistent and better quality products. This naturally increases the overall productivity of the company as a whole that in turn results in high employee morale. Lastly, it also gives more time for improvement and development activities.

Now, what is this 5S?

For our use, the better English translation of the words is as follows:

1. Seiri - Sorting Out

2. Seiton - Systematic Arrangement

3. Seiso - Spic and Span

4. Seiketsu - Serene Atmosphere/Sanitising

5. Shitsuke - Self Discipline

1. Sorting Out:

i) Identifying, sorting and segregating usable from non-usable items.

ii) The segregation is done to see what is needed now, needed later, and what is not needed at all.

iii) Once sorting out is completed, whatever is not needed is discarded.

iv) The segregation of items is done based on their frequency of use.

For workplaces and other offices, the sorting out process usually includes the:

a) Removal all garbage and unnecessary tools from the floor.

b) Removal of unnecessary papers from files.

c) Throwing away of old files and subsequent stationery that is not in use.

d) Giving a horizontal and vertical look (walls and floor) to remove all unnecessary items.

e) Clean of all walkways for better improvement.

Through the process of sorting out, more floor space is available for the ease of movement for all employees. All obsolete items that are not required on a day-to-day basis are removed and stored in places where they can be accessed if and when required. Sorting also helps in getting a clear idea of the material that a company has and the stock for the same. This, in turn, helps in preventing the incidence of unnecessary buying of extra materials. Sorting out helps a company to understand what they have and it also gives them a clear idea of how the material that they have can be utilized.

2. Systematic Arrangement:

Brainstorm on the following: Systematic arrangement is when items and other materials in a workplace is organized in an order that is common to all employees and members. When starting this process, employees of a company are meant to brainstorm on the following points:

i) Is it easily stored?

ii) Is it easily identifiable?

iii) Is it easily retrievable?

iv) Can it be easily returned to its original location?

Some of the ways in which the Japanese manage to follow through with the systematic arrangement process in their workplaces and personal spaces is by the following:

1. They ensure the rational layout of machines, equipment, cabinets.

2. They place frequently used items at the point of use.

3. Pre-assigning a place to everything and putting that item in its rightful place

4. They use labels, colour codes, and other tags to identify items from one another.

5. Apparent use of the index for files, records, drawings, and other similar materials.

6. They plan storage in a way that items can be easily retrievable if and when required.

7. They organize cabinets and drawers where the chances of mixed-up items being present are the most.

8. They make cabinets, shelves, racks self-explanatory through identification aids. This is done so that others in the workplace can find items that they need easily.

9. They have visual control for checking missing/lost items.

3. SPIC & SPAN:

The concept behind the vertical of “Spic & Span” in the 5S system developed by the Japanese is to not only clean for the sake of tidiness or beautification but to clean with a sense of purpose to it. The Japanese give great priority to cleanliness and tidiness throughout their lives; be it at their homes or their workplace, everything should be spin and span.

Some of the ways in which the workplace is kept clean by the Japanese include:

• Sweeping floors and other surroundings.

• Dusting to make a dirt and cobweb free environment.

• Wiping surfaces to make it oil, grease, and moisture-free.

• Polishing and painting.

• Maintaining sparkling cleanliness.

• Inspecting for any other problems and fix it instantly.

• Identifying root causes and establishing corrective action.

• Developing standards for cleaning.

• Cleaning up one’s workplace after use.

• Clean up machines and tools after use.

• Clean up supply-lines (no leakage, clogging with oil, blockage, dirt).

• Assigning clear responsibilities and schedules for cleaning.

• Cleaning waste bins at the end of the shift/day.

• Cleaning lights bulbs, fans, shades, reflectors.

• In a work environment, special attention is paid:

  • Scrapyard, gardens, godowns,

  • Scrap and chips from machines could fall directly into collecting bins.

Benefits of following through with the Spic & Span method:

• Clean machines and floor expose problems like machine cracks/oil leakage instantly

• Fast corrective action.

• Tools well laid out.

• Smoother material flow.

• Inventory levels can be found.

• Lesser production down-time.

• Pride to employees.

• Greater confidence of customers

• High product quality achieved

4. Serene Atmosphere/Sanitising:

Following the earlier S’s from the 5S method, standardized work procedures, maintaining safe and hygienic conditions in the workplace is a standardized work procedure that helps in contributing to a serene atmosphere.

Steps to a follow for creating a serene atmosphere:

i) Identifying 5S areas.

ii) Develop standards or evaluation criteria with workmen (like SOP’s and housekeeping standards).

iii) Establish checking procedure 5W+1H

iv) Establish feedback procedure 5W+1H

Further steps to establish a serene atmosphere:

a) Wearing a neat and clean uniform.

b) Wearing protective clothing when essential.

c) Providing adequate lighting, ventilation, and exhaust for employees.

d) Checking electrical wiring, cables, and switches as a precautionary method regularly.

e) Maintaining sanitary and hygienic conditions in washrooms, locker rooms, canteens and kitchen.

f) Earmark smoking and eating area.

g) Paying attention to heavy noise, unusual vibrations and heated machines at the place of work. This is done to analyze the root cause for problems and to take action instantly.

h) Create visual control systems.

i) Devise ways to expose hidden problems.

j) Create standards to be maintained and followed by everyone.

Benefits of a serene atmosphere:

• Standardized procedures minimize errors.

• Productivity increases as the number of defects go down.

• Easier working conditions.

• Safer working conditions.

• The number of new problems is exposed and solved instantly.

• More opportunities to maintain and improve quality.

• Ownership and sense of pride amongst employees.

5. Self-Discipline:

Japanese workers and other employees are trained from childhood to follow and maintain appropriate discipline according to the environment that they are placed in. Training, sincerity and the consistency of purpose is followed through the rules and standards that are developed within the 5S system.

The different steps to self-discipline include:

i) Maintaining punctuality.

ii) Conducting regular audits.

iii) Demonstrating sincerity through following rules.

iv) Sharing success to enthuse others.

Through this article, I have tried to introduce the basic concept behind the Japanese concept of 5S. Though the principles of the concept are easy to understand and follow, it is the execution part that requires special attention. Only with the help and support of every member of an organization towards the 5 principles of this concept is it possible for the company to become more efficient and productive as a whole.