In our last article, we outlined the benefits and steps of the 5S method. You can read the full article here.
In summary, the 5S method is a proven Lean Management tool that helps companies enhance workplace organization and efficiency. The first two steps, Sorting (Seiri) and Setting in Order (Seiton), are crucial for success, as they establish physical order and the foundation for an effective organizational system. This article will focus on these two steps.
Sorting (Seiri)
In the first step, the goal is to identify and remove unnecessary items from the workplace.
By doing this, companies not only achieve transparency but also create space for organizational structures that promote efficient workflows.
The sorting process can be structured as follows:
1. Inventory
Systematically record and document all items in the area.
2. Decision-Making
Decide on the further use of each item, classifying them into five categories:
Keep (First Order Retrievability): Items needed in close proximity to the workplace.
Keep (Second Order Retrievability): Items required but not immediately accessible.
Return: Items that belong to another department.
Quarantine: Items with unclear necessity; if unused within a set timeframe, they are discarded.
Dispose: Unneeded items are sold, donated, or discarded based on their value.
3. Regular Review
Repeat steps 1 and 2 regularly, as additional items accumulate over time and previously needed items may become unnecessary. Items from quarantine that have not been used since the last review should now be discarded.
Practical Tip
A digital inventory list simplifies oversight. New items can be easily added, and decisions from step two can be transparently documented.
Setting in Order (Seiton)
After removing unnecessary items, the next step is to systematically arrange the remaining inventory. A clear structure and logical arrangement facilitate access to tools and materials, further enhancing workflow efficiency. Each item should have a designated place that is easily accessible and supports the work process.
Here are some practical recommendations:
Ergonomic Placement: Items with First Order Retrievability should be within easy reach, while rarely used items can be stored further away.
Grouping: Store items that are often used together in the same place.
Regulatory Compliance: Ensure the new organizational structure meets all regulatory requirements.
Digital Support: CAD software can assist in planning and documenting the layout.
Workflow Support: Use structures like shadow boards and pegboards for readily accessible tools. Creative solutions like railing shelves to prevent tools from falling. Involve employees for additional practical ideas.
Labeling: Use signs and color-coding to assign a fixed place for each item, ensuring lasting order.
The first two steps of the 5S method lead to significant improvements in the work environment and efficiency. Organization and systematization are the cornerstones of an effective workplace design and pave the way for the subsequent steps of the 5S method. Since sustainable order only remains through consistent adherence, the next article will explain how to maintain cleanliness, order, and discipline successfully and permanently.
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