Introducing the 5S System: Transforming Your Workspace for Maximum Efficiency

You’ve seen what’s in a janitor’s closet - you have all the equipment, the chemicals, the consumables, but how do you get it all to fit in there? There’s always been a lot of operational overlap between manufacturing and cleaning industries, so it’s no surprise that we’ve adopted their most powerful organizational technique: the 5S system. 

Originating from Japan, the 5S System is a foundational element of Lean Manufacturing and has become a worldwide phenomenon.

What Is the 5S System?

This set of five principles is designed to create and maintain an organized, clean, and efficient workspace. The name "5S" comes from the five Japanese terms that describe each principle. Here’s a quick overview of each:

• Seiri (Sort): The first step involves sorting through everything in your workspace to determine what is necessary and what is not. Remove items that are not needed and keep only those that are essential for your work. This helps reduce clutter and makes it easier to find tools and materials.
• Seiton (Set in Order): Once you’ve sorted through your items, the next step is to organize them efficiently. Arrange necessary items so that they are easy to access and use. This might involve labeling storage areas, creating designated spots for tools, or arranging supplies in a logical sequence.
• Seiso (Shine): The third principle is cleaning and maintaining your workspace. Regularly clean your area and equipment to ensure everything functions correctly and remains in good condition. This step helps identify and address potential issues before they become problems.
• Seiketsu (Standardize): Establishing standards for processes and organization ensures that the first three S’s are maintained consistently. Create guidelines for sorting, organizing, and cleaning that everyone on your team can follow. Standardization helps maintain order and improve efficiency.
• Shitsuke (Sustain): The final principle focuses on discipline and continuous improvement. Foster a culture of adherence to the 5S practices and encourage regular reviews and updates. This principle ensures that the gains achieved through the 5S System are sustained over the long term.
  
  

Why Implement the 5S System?

We’ve found that a good organization system, such as 5S, in our closets helps save time, stress, and even money on unnecessary supply orders. Labeling each closet area and ensuring every item has a home can eliminate unnecessary items and ensure we aren’t over-ordering products. 

Aside from the financial benefits, consider the emotional and even safety benefits of implementing this system. We’ve all seen nightmare photos of overstuffed, dirty cleaning closets. A good system will prevent your workspace from ever getting to that point. Your cleaners can sigh with relief, knowing they’ll never come to work and have to deal with that nightmare again. 

How to Get Started with 5S

First, you’ll need to examine the current state of your workspace. Identify what works well for your company and what doesn’t. Create a plan that targets your specific pain points, and see if you can incorporate what you’re already doing in other areas.

Get your team involved, teach them about 5S principles, and make sure they’re bought into the change. Consider working on one area at a time, perfecting your system through light trial and error, and bringing an improved version to the next area. 

Of course, with any new project, you’ll need to review its effectiveness regularly and make tweaks here and there. Monitoring and feedback will help sustain your system for the long term.