Japanese way to efficiency

5S is a system for organizing spaces so work can be performed efficiently, effectively, and safely. Each S represents one part of a five-step process that can help improve the overall function of a business.

Let’s look at an elaborate definition of them - Seiri – Sort: An action is mandatory in order to implement an idea or process or to achieve the desired result. Sort, one of the 5S activities, helps redefine work areas by deciding on a series of actions that are required to lead to the intended results. The biggest challenge in this is figuring out the necessary set of actions. To make this step simple and easy to execute, the team should initially have a mutual discussion to decide on the definition of the sort. Once a definition has been established, the teams can then create an assessment checklist that would help filter out the needless matters hence, creating a more competent and well-organized workspace.

Ashish Kumar, regional HR manager (Benelux), Tech Mahindra Ltd, says, “5S is a system of cleanliness, organization, and arrangement aimed at facilitating greater productivity, safety, and quality. It creates a culture of engagement among people. Let’s look at Seiton and Seiso to explain them. Seiton - Set in order: Many a times there is a clear role mismatch and people end up doing work which they are not supposed to do at first instance. The talent process is not set right. The process which starts from basics of finding the right talent for the right job is flawed then. Setting this basic process in order is the key. As long as people will compromise on the job, an organisation cannot utilise the optimal talent.

Seiso – Shine: It does mean literal cleaning, retraining and even employing a new workforce. Even if in certain scenarios it needs fresh talent at the cost of others, I believe it will be prudent. It refers to keep your employees continuously updated to meet the requirement of the market and latest technologies. There are many articles published that speak about the various methodologies to be followed to update the workforce.”

"5S system creates, maintains and organizes a safe working environment. 5S system can be effective if it is rightly implemented at the workplace. Seiketsu - Standardise is the fourth step of the 5S system, it consolidates achievements of previous three systems and helps in the institutionalisation of the entire 5S process. It brings in well-defined process and norms for the employees to follow by way of documented instructions, checklists etc. leading to lean process and standard protocols. For any system to be successful, consistency and stability are important. This step develops working methods and details out the working sequence of each and every step of the system/ process. This is where Seiketsu - Standardize becomes crucial by promoting dynamic stability and agility within the organisation. Seiketsu- Standardize is vital within the organization for promoting system discipline. It helps in the quicker adaptation of system by new employees and fosters their assimilation thus making an organization more productive," says Jayant Kumar, chief – HR, Tata Power.”

Shitsuke – Sustain: It is very important to remain disciplined once the new system is implemented or the efforts and investment made for developing the system will be pointless. This is when the final S of the system comes into the picture. This includes regular training programs, discussions, reviews to ensure that the employees are adapting to the company’s 5S procedures and also to analyze the change the process has brought in the overall productivity of the organisation. This becomes the most critical as well as the most difficult step in the process as successful implementation is one part of the process. However, a process becomes effective only when it is being continuously practised, and hence, it is crucial to make it a part of the policies & procedures and eventually the culture of the company.

An Internet company called Quality Assurance Solutions reveals that the history of 5S goes back as far as the 16th Century and Venice shipbuilders. In an effort to streamline the assembly process, workers used quality process production to build ships in hours instead of days or weeks. From there, it was Sakichi Toyoda and son Kiichiro as well as Toyota engineer Taiichi Ohno who developed the 5S methodology or what they called the Total Production System of TPS after World War II. The 5s system was originally created keeping cleanliness as a base to improve workplace productivity, however, if implemented innovatively and diligently by the Manager, it shall generate greater employee satisfaction, higher quality, reduced costs, increased productivity and overall a safer work environment.

TAKING THE 5S WAY

• A process becomes effective only when it is being continuously practised; 5S is a way to ensure that happens  
   
• It is crucial to make it a part of the policies and procedures and eventually the culture of the company

The writer is manager-HR, SILA