5S

IMPLEMENTATION GUIDES
Rev. Date __________

Page #0

5S Guides Table of Contents

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Contents

How to use the 5S Guides

5S Implementation Checklist
Develop a 5S Implementation Plan
Take Area Photographs
Finalize a 5S Map
Perform Area Evaluation
5S Check sheet
5S Levels of Excellence
SORT - Tagging Technique
SORT - Auction
Prepare for SIMPLIFYING
SIMPLIFY - Outlining Technique
SIMPLIFY - Labeling Technique
SIMPLIFY - Shadow Board Technique
Perform SWEEPING
Perform STANDARDIZING
Perform Team SELF-DISCIPLINE
Perform Individual SELF-DISCIPLINE
Measure Results
5S Guides Feedback Form

Page #1

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How to Use the 5S Guides

The 5S Guides are designed to be used as a roadmap to prepare for and perform 5S
activities. The guides are based on lessons learned and the experience of early
pilots. They are not all-inclusive.
To maximize success, 5S implementation leaders are encouraged to contact their
Lean Implementation point of contact for training (if needed) and/or to answer
questions.
The format is the same for each guide:
1. Title of the task.
2. Purpose of the task.
3. When the task is expected to occur.
4. Materials needed to perform the task.
5. Key steps involved in the task.
6. Notes, information, tables, and further explanation of steps, where
applicable.
7. Criteria to let you know when the task has been accomplished.
To use the guides, follow the steps outlined for each task. Refer to the Notes
section for further explanation, if applicable.
Results will vary. Step can be modified according to individual situations. It is
recommended that users apply Plan-Do-Study-Act throughout their 5S
implementation activities.

Act - determine course

of action based on
Study; institutionalize
or reevaluate factors
and go to Plan

Plan - identify
Improvement
Cycle

issue & develop

resolution plan

Study - Evaluate

Do - implement

the results of Do

plan

Page #2

5S Implementation Checklist
Purpose
The purpose of this checklist is to provide reliable steps to preparing for and
performing 5S activities in the work area. Included in this checklist is a preferred
sequence of events and corresponding how to guides for each step.

Task

5S Guide

1. Develop your implementation plan

Develop Implementation Plan

Create a 5S documentation system

Determine pace of implementation
Draft straw man 5S Map
Determine before 5S photo logistics
Establish visible ways to communicate
5S activities
Coordinate and schedule services
required from support organizations
Make a list of internal arrangements to
be made
Draft time line
Communicate your plan to upper
management
2. Photograph the work area

Take Area Photograph

5S Overview - Lean Training Module

3. Educate work group (5S Overview)

Finalize 5S Map

4. Finalize 5S Map

Perform Area Evaluation

5. Perform Work Area Evaluation

6. Perform 5S:

a) Perform Sorting
b) Perform Simplifying

c) Perform Sweeping
d) Perform Standardizing
e) Perform Self-Discipline
7. Measure Results

Perform Tagging Technique

Conduct Sorting Auction
Prepare for Simplifying
Using Labeling Technique
Using Outlining Technique
Using Shadow Board Technique
Perform Sweeping
Perform Standardizing
Perform Team Self-Discipline
Perform Individual Self-Discipline
Measure Results

8. Repeat from Task #6: Perform 5S per your

work groups plan

Page #3

Purpose
When
Materials

Steps
1. Create a 5S
documentation
system to
organize and
store pertinent
data.
a. Determine
type of file.
b. Determine
file location.
c. Inform work
group of
location.
2. Determine
the pace of
implementation

Develop a 5S Implementation Plan

To help work-group leaders plan for 5S implementation in their areas.

Prior to beginning implementation.
Paper
Pen or pencil
This 5S Guide
Notes
Purpose: To have one location, accessible to all, for organizing miscellaneous 5S
materials.
Pertinent data may include, but is not limited to:
This plan
5S map
Area check sheets
Historical Action Item Lists
5S agreements
Measures, goals and progress against them

Examples: 3-ring binder, file folder, etc.

Location should be accessible to team members.

Purpose: To help you understand the impacts of implementation and determine the pace
that best supports your needs; clarify expectations.
Consider the following questions:
How much time can we allocate? (Be innovative and realistic.)
Where will we begin - which area, group, etc.? (Be sensitive to personal work
areas versus common work areas.)
How many shifts are involved?
How will we coordinate cross-shift activities?
What will make sense for us? (Pilot small area; use lessons learned to proceed?)

If:
Then:
You allocate a full day for Schedule an entire day to conduct 5S overview and initiate
implementation.
5S activities.
Continue on a weekly or monthly basis until 5S methods
become the norm.
You desire
Schedule one team meeting to conduct the 5S overview,
implementation through then proceed with implementation in subsequent team
team meetings.
meetings until 5S methods become the norm.
You desire an all-shift
Schedule 5S overview meeting for employees from all shifts.
kick off implementation Deliver 5S overview
meeting.
Finalize 5S map.
Conduct work area evaluation.
Then proceed with implementation in shifts until 5S methods
become the norm.

Page #4

Steps
3. Draft straw
man 5S map.
a. Obtain
approved
layout of
entire work
area. Verify
all relevant
dimensions.
b. Coordinate
area
boundaries.
c. Divide the
map into
workable
sections.
d. Determine
the number
of people
per team (1
team per
section).
4. Determine
before 5S
photograph
logistics (who,
how, and when).

Develop 5S Implementation Plan

(continued)
Notes
Purpose: To take a proposed map to the work group for finalizing after you have
coordinated the external boundaries with adjacent organizations. The map will be used
throughout 5S activities to clarify boundaries, assign responsibilities, and divide tasks into
bite-size pieces.
This 5S map will be finalized with the work group following the 5S Overview.
If:
Then:
2nd-level manager has Use the boundaries identified.
prepared a 5S map.
5S map has not been
Obtain area map from Facilities or draw a map (get boundary
prepared.
approval from your 2nd-level manager).
Communicate with organizations adjacent to your assigned areas to ensure agreement on
boundaries.
Define who is responsible for common aisle-ways, stairways, etc.
Sizes of sections should require equal amounts of effort to organize and maintain.
Label each section (a,b,c,d, etc.)
Be sensitive to ownership of files and personal work spaces in office areas, when
considering boundaries and team assignments.
Optimum team size: 4-5 people.
Assess the size of your work group.
Divide the total number of employees by the number of sections of the 5S map.

Purpose: To prepare yourself and your group for whom, how and when photos will be
taken, considering time and budget.
Based on your implementation pace (see step #2 above):
Consider TIME:
If you are planning:
And:
Then:
A full day of
Have photos taken before conducting 5S
implementation.
overview.
Implementation in
You want to have the Wait until after 5S overview, and before
steps.
team present.
initial Sorting activities.
Consider BUDGET:
If you are planning:
Then:
Arrange for support from Contact Photographer at least two (2)
Photography.
days prior to date needed.
Have the team take
photographs.

5. Establish
visible ways to
communicate 5S
activities.

Obtain a camera. Obtain a camera

permit (available from Security).

Communicate your plans to the work group, especially if you are taking photographs prior
to the 5S Overview, so they will understand and feel comfortable with the process.
Purpose: To serve as a communication tool.
Examples:
Consider having enough room to post:
- Bulletin Board
- 5S Map
- Visibility Wall
- Area Photographs
- Notebook/binder
- Work group 5S Action Item Log
- Area evaluation, etc.

Page #5

Develop 5S Implementation Plan

(continued)
Steps
6. Coordinate
and schedule
services
required from
support
organization(s).

7. Make a list of
internal
arrangements to
be made.

8. Draft a time
line for 5S
planning and
implementation
activities.
9.
Communicate
your plan to
upper
management.
10. Check your
work.

Notes
Purpose: To build collaborative relationships within and across functional lines, and to
help ensure a smooth implementation with no surprises.
Consider cross-shift schedules.
Acquaint yourself with procedures of support organizations.
Establish a contact person in each support organization to let them know IN ADVANCE:
What you are doing
When
How they might be affected
What you need from them
Find out what the support organization needs from you.
Examples of support organizations (include, but are not limited to): Surplus, Material, Tool
Rooms, Office Supply, Transportation, Photography, Lean Implementation, etc.
Purpose: To identify all the arrangements needed to proceed with 5S implementation, and
to help ensure that nothing slips through the cracks
Read the Sorting 5S Guides: Tagging Technique and Auction.
Your list of arrangements includes, but is not limited to:
Research, obtain, and review any documentation about facility standards, filing
guidelines, etc.
Determine date for your work groups initial Sorting Activity.
Schedule 5S Overview with your group.
Order materials for 5S Overview.
Practice 5S Overview delivery.
Schedule upper-level manager to conduct auction, if appropriate.
Designate a holding area for items to be auctioned.
Determine which organizations you might be sending surplus items to (for example,
Tool Rooms, Material, Office Supply, Salvage, etc.).
Consult with Facilities/Maintenance/Housekeeping to help determine (and provide)
types of containers needed to transport unnecessary items (for example, boxes,
dollies, tub skids, etc.).
Purpose: To schedule all planning and implementation activities, and notify all those
involved (internally and externally) so everyone can be prepared.
Include estimated dates for completing all planning activities.
Include estimated dates for performing all other 5S activities.
Post in 5S communication.
Purpose: To get buy-in and support from your management.
Solicit feedback.
Gain agreement.

You will know you have completed this task when:

A 5S documentation system has been created, storage location determined, and the
team notified of its location.
The pace of 5S implementation plan for the work area has been determined.
You have determined who, how, and when photos will be taken, and have
communicated this to your group.
A straw man 5S map has been drafted.
A visible method for communicating 5S activities has been established.
All services required from support organizations have been coordinated and
scheduled.
All necessary internal arrangements have been made.
A time line for 5S planning and implementation activities has been created and
posted.
You have communicated your plan to upper management.

Page #6

Purpose
When

Materials

Steps
1. Visually
survey the work
area.
2. Determine
best photo angle
for each section.
3. Mark agreedupon photo
angles on the 5S
map.
4. Have photos
taken.
5. Have photos
developed.
6. Post in 5S
communication
area.
7. Check your
work.

Take Area Photographs

To provide team with a photographic record of their work area serving as a baseline to
measure improvements from.
Do this per groups previously determined implementation plan
(see 5S Guide; Develop 5S Implementation Plan - Step #4) before you begin Sorting.

5S Implementation Plan
Straw man 5S map
Camera, camera permit and photographer from work group, or approved arrangements
made with Photography.
This 5S Guide.
Notes
Work group/individuals have agreed, and are aware their area is being photographed.

Try to show as much of each section as possible - widest angle.

You will be taking your after 5S photos from the same angle.

Open doors of cabinets, desks, etc.

You will know this task is complete when:

Photos have been taken for each section according to angles identified on the 5S
map.
Photos are posted in 5S communication area.

Page #7

Purpose
When
Materials

Steps
1. Assemble
2. Post straw
man 5S map to
view.
3. Agree on how
the work area is
divided.
4. Identify a
place on 5S map
to write in the
names of
members for
each team.
5. Record team
members
names for each
section on 5S
map.
6. Post 5S map
in
communication
area.
7. Check your
work.

Finalize a 5S Map

To assist work group and 5S Leader in laying out boundaries and determining team
responsibilities for 5S activities.
Do this immediately following the 5S Overview.
Straw man 5S Map
Flip chart stand/pad, if applicable
Pen or pencil
This 5S Guide
Notes

For example: Flip chart, wall, or white board.

5S leader explains how the sections were determined.

The group provides input - discussing any suggestions.
Any changes are agreed upon by team.
Leave enough room for all team members.
Office operations might consider limiting team activities to common work areas like
conference rooms, coffee areas, etc.
Areas can be identified for individual activities, (cubes, desks, files, etc.).

Team members volunteer and/or are assigned to a section of the map.

Ensure at least 1 person assigned to each section works in that section.
It is helpful to have a fresh pair of eyes (someone not normally working in that area).
Sometimes we cant see the forest for the trees.

You will know you have completed this task when:

Team members for each section have been identified and recorded.
At least 1 person that works in each section is on the team for that section.
Finalized 5S map has been posted in communication area.

Page #8

Purpose
When
Materials

Steps
1. Review Area
Check sheet for
additions and/or
deletions
needed for
teams work
area.
2. Assemble in
work area.
3. Complete
Area Check
sheet

4. Determine
Levels of
Excellence for
work area.
5. File Area
Check sheets in
5S document
system.
6. Post Levels
of Excellence in
5S
communication
area.
7. Check your
work.

Perform Area Evaluation

To assist work group in assessing their work areas current condition.

Do this after 5S Overview and immediately before Sorting.
Blank Area Check sheet - (1 per team)
Pen or pencil - 1 per team
Blank Levels of Excellence form (1 per work area)
5S Map
Flip chart stand or pad, if applicable
This 5S Guide
Notes

Give 1 blank Area Check sheet to each team.

Each team selects a scribe to read check sheet and place check marks in appropriate
boxes.
Team members go to area assigned (see 5S map).
Area Check sheet is completed per instructions on form.
Team returns to meeting area when done.
After each area has completed an Area Check sheet and reassembled in the meeting area,
continue with Step #3, below.
Post the blank Levels of Excellence form on flip chart stand.
Discuss Area Check sheets completed by each team to help determine the Levels of
Excellence for work area.
Fill out Levels of Excellence form for the entire area.

You will know this task is complete when:

Area Check sheets are completed per instructions for each section.
Work area Levels of Excellence form is completed and posted in 5S communication
area.

Page #9

5S Area Check sheet

Instructions:
1. Scribe reads each statement out loud and records team members response in appropriate box. A consensus of
the team members is needed for each response.
2. If team members respond yes place a check mark in the yes column for that statement.
3. Team members respond no place a check mark in the no column for that statement.
NOTE: The team can add or delete items from the checklist as appropriate for their area.
Sorting
Do employees know why these 5S activities are taking place?
Has criteria been established to distinguish necessary from unnecessary items?
Have all unnecessary items been removed from the area?
Examples: Excess materials, infrequently used tools, defective
materials, personal items, outdated information, etc.
Do employees understand the procedure for disposing of unnecessary items?
Do employees understand the benefits to be achieved from these activities?
Has a reliable method been developed to prevent unnecessary items from accumulating?
Is there a process for employees to pursue and implement further improvements?
Simplifying
Is there a visually marked specified place for everything?
Is everything in its specified place?
Is storage well organized and items easily retrievable?
Are items like tools, materials, and supplies conveniently located?
Do employees know where items belong?
Has a process been developed to determine what quantities of each item belongs in the area?
Is it easy to see (with visual sweep) if items are where they are supposed to be?
Are visual aids in use? (For example: signboards, color-coding or outlining).
Sweeping
Are work/break areas, offices and conference rooms clean and orderly?
Are floors/carpets swept and free of oil, grease and debris?
Are tools, machinery, and office equipment clean and in good repair?
Is trash removed on a timely basis?
Are manuals, labels, and tags in good condition?
Are demarcation lines clean and unbroken?
Are cleaning materials easily accessible?
Are cleaning guidelines and schedules visible?
Do employees understand expectations?
Standardizing
Are current processes documented?
Do employees have access to information they require?
Is there a method in place to remove outdated material?
Do employees understand the processes that pertain to them?
Does a process exist that enables employees the opportunity to improve existing processes?
Self-Discipline (Sustaining)
Are safety and housekeeping policies followed?
Is safety data posted in appropriate locations?
Are safety risk areas identified?
Are employees wearing appropriate safety apparel?
Are fire extinguishers and hoses in working order?
Is general cleanliness evident?
Are break areas cleaned after use?
Do employees know and observe standard procedures?
Do employees have the training and tools that are necessary to make this program work?
Is there a confident understanding of and adherence to the 5S's?

Page #10

Yes

No

Yes

No

Yes

No

Yes

No

Yes

No

5S Levels of Excellence

Instructions:
1. Team discusses results of 5S Area Check sheet(s) completed for all sections of the work area.
2. Team uses the check sheets as a basis for determining the level of excellence for each of the 5S categories.
There is no one-to-one correspondence between the number of marks in the yes column on the check sheet(s)
and the level of excellence. The check sheet(s) provides additional information on which to base the teams
subjective opinion.
3. As levels are determined, write the date in the appropriate column for that level (one level per category).
NOTE: The Levels of Excellence form pertains to the entire work area. Work area sections are probably
at different levels. When this happens, the entire work area defers to the lowest level. This applies to
the areas overall rating also.
Level
1
2
3
4
5
Level
1
2
3
4
5
Level
1
2
3
4
5
Level
1
2
3
4
5
Level
1
2
3
4
5

Sorting
Necessary and unnecessary items are mixed together in the work area.
Necessary and unnecessary items separated (includes excess
inventory).
All unnecessary items have been removed from work area.
Method has been established to maintain work area free of
unnecessary items.
Employees continually seeking improvement opportunities.
Simplifying
Tools, supplies and materials randomly located.
Designated location established for all items.
Designated locations are marked to make organization more visible.
(For example: color coding or outlining)
Method has been established to recognize; with a visual sweep, if items
are out of place or exceed quantity limits.
Process in place to provide continual evaluation and to implement
improvements.
Sweeping
Factory/Offices and machinery/office equipment are dirty and/or
disorganized.
Work/break areas are cleaned on a regular scheduled basis.
Work/break areas, machinery and office equipment are cleaned daily.
Housekeeping tasks are understood and practiced continually.
Area employees have devised a method of preventative cleaning and
maintenance.
Standardizing
No attempt is being made to document or improve current processes.
Methods are being improved but changes havent been documented.
Changes are being incorporated and documented.
Information on process improvements and reliable methods is shared
with employees.
Employees are continually seeking the elimination of waste with all
changes documented and information shared with all.
Self-Discipline (Sustaining)
Minimal attention is spent on housekeeping and safety and standard
procedures are not consistently followed.
A recognizable effort has been made to improve the condition of the
work environment.
Housekeeping, safety policies, and standard procedures have been
developed and are utilized.
Follow-through of housekeeping, safety policies, and standard
procedures is evident.
General appearance of confident understanding and adherence to the
5S program

Page #11

Date

Date

Date

Date

Date

Purpose
When
Materials

Steps
1. Assemble in
work area.
2. Team
members
individually
identify
unnecessary
items in the
assigned work
area.
Caution: Focus
on Companyowned versus
personal
property.

Sorting Activity TAGGING Technique

To assist work group in identifying unnecessary items in the work area.

Do this after area evaluation and before you conduct the Sorting Auction.
5S map
Pen or pencil
Post-It notes or other method for tagging item
This 5S Guide
Paper for listing auction items (optional)
Notes
Clarify criteria for tagging. Refer to table in step #2 and expand if necessary.

Every individual walks through assigned area and physically touches everything. As each
item is touched, do the following:
If:

Then:

Item has a defined purpose and is

used often enough to be considered Do not tag item.
necessary.
Item has no definite purpose or is
not needed.
Item is determined unsafe and
needed.
Item is unsafe and not needed.
Unsure about item's purpose.

3. Remove all
tagged items to
designated
holding area for
auction.

If:
Single Shift

Tag item for discussion at "Sorting

Auction."
Tag item to be repaired or replaced.
Tag item to be removed from the
work area.
Tag item for discussion at "Sorting
Auction."

And:

Then:
Auction can take place immediately following
tagging activity according to team's plan.

Tagged item is too

Determine appropriate process for disposition of
large for team to move. item during auction walk-through.

Multiple Shifts

Hold tagged item for predetermined period prior

to conducting auction.
List all tagged items and post list in
communication area for all shifts to preview prior
to auction.
Tagged item is too
Determine appropriate process for disposition of
large for team to move. item during auction walk-through.

4. Check your
work.

You will know you have completed this task when:

All items determined to be unnecessary or unsafe are tagged.
Provisions have been made for cross-shift viewing of tagged items, if applicable.
All easily removed, tagged items have been taken to the designated holding
area.
Plan for disposition of all other tagged items has been determined.

Page #12

Purpose
When
Materials

Steps
1. Assemble in
auction area.
2. Designate 2
scribes.
3. Distribute
blank surplus
form and action
item log.
4. Hold up each
item for auction.
5. Ask criteria
questions for
each item.
6. Dispose of
each tagged
item.

Sorting Activity Sorting Auction

To assist auctioneer in conducting Sorting Auction to dispose of tagged items.

Do this after Perform Tagging Technique.
Blank Surplus Items Form (attachment at end of this guide)
Work Group 5S Action Item Log (attachment at end of this guide)
All tagged items
This 5S Guide
Notes

1 scribe to document surplus items.

1 scribe to document action items.
To designated scribes.

One item is handled at a time.

Examples:
- Who needs it?
- How often do you use it?
- Is it safe?
If item is:

And:

Then follow these steps:

Claimant determines a location for the item.
Scribe records action taken on the 5S Action Item Log.

Claimed

Unclaimed

- What is it used for?

- How much of it do you need?

Is still
useable.

Record the unnecessary item on the surplus form and place

in appropriate container for removal.

Unusable by
anyone.

Discard immediately.
Do not record on form.

Item(s) is to
Conduct a walk-through of area and develop plan for
large for team disposition of large tagged items.
to move.
Scribe records action to be taken on the 5 Action Item Log.
7. Collect Action
Item Log
8. Distribute
copies of surplus
form as
appropriate.
9. Remove all
unnecessary
items from the
work area.
10. Check your
work.

Post in 5S communication area to be followed up during next 5S meeting.

Others may have need for your surpluses items.

Note on the surplus form the date items will be removed from the work area.

On date determined.

You will know you have completed this task when:

All tagged items have been dispositioned.
Surplus form is routed to other organizations which may have use/need for listed items.
Unnecessary items are prepared for return to appropriate organizations (Tool Rooms,
Office Supply, etc.).

Page #13

Purpose
When
Materials

Steps
1. Assemble in
work area.
2. Review
section
boundaries.
3. Review
Simplifying
criteria

4. Distribute 5S
Guides for
performing
Labeling,
Outlining and
Shadow boards.
5. Designate a
coordinator to
order required
labels for the
entire work
group.
6. Teams are
prepared to go
to assigned
sections.
7. Check your
work.

Simplifying Activity Prepare for Simplifying

To assist the work group in preparing to organize the work area.

Do this after all unnecessary items have been removed from the workplace.

Work group 5S Action Item Log.

Pen or pencil.
5S Guides: Outlining Techniques, Labeling Techniques, and Shadow Board
Technique (1 set per team).
This 5S Guide.
Notes

Refer to 5S Map

Consider the following criteria:

Items used daily, store close at hand.
Apply 45 degree rule, minimize at hand.
Use strike zone rule, store items above the knees and below the chest.
One is best, reduce number of duplicated items and storage locations whenever
possible.
1 set per section team.
Review techniques outlined in the guides.

Labeling is one of the most common techniques. It is generally best to have one label
coordinator for the entire work group.

Refer to 5S map.
Use 5S Guides where appropriate.

You will know you have completed this task when:

You have reviewed assigned sections on 5S map.
You have reviewed Simplifying guidelines.
You have reviewed Simplifying techniques.
A label order coordinator has been designated.
Each section team has a set of Simplifying 5S Guides.
Section teams are prepared to go to assigned areas.

Page #14

Purpose
When
Materials

Simplifying Activity Using Outlining Technique

To assist work group in outlining all appropriate items/areas in the workplace.

Do this after locations for all items have been designated according to their use.

Floor tape or masking tape

Marking pen
This 5S Guide

Steps
1. Assemble in
work area.
2. Identify and
agree on the
items or areas
that require
outlining.

Notes

3. Outline the
items or areas
identified.

4. Label each
item or outlined
area.
5. Check your
work.

Examples: (may not be appropriate in all areas)

External work area boundaries.
Moveable carts
Positioning of overhead projectors on tables
Location of garbage cans
Walkways
Stationary items in cabinets.
Designated receiving area.
Use masking tape for outlining.
If using floor tape, contact Facilities/Maintenance for list, availability, and proper usage of
approved materials.
Legibly print the name of the outlined item or area on the tape.
You will know that you have completed this task when:
All items and areas identified by team are outlined to show specific location.
All appropriate outlined items and areas are labeled.

Page #15

Purpose
When
Materials

Steps
1. Assemble
in work area
and designate
scribe.
2. Apply
temporary
labels to ALL
items and
locations
deemed
necessary.
3. Mark each
label
4. Identify
items that
require
restocking.
5. Prepare a
list for
ordering
permanent
labels.
6. Add order
labels to work
group 5S
Action Item
Log.
7. Forward list
of label names
to label
coordinator.
8. Check your
work.

Simplifying Activity Using LABELING Technique

To assist work group in labeling all appropriate items in the workplace.

Do this after locations for all items have been designated according to their use (see Outlining
Techniques guide.
- Masking tape for temporary labels
- Computer-generated labels (as needed)
- Label machine, if available
- Blank notebook paper and pen or pencil
Notes

- Marking pens
- Work group 5S Action Item Log
- This 5S guide

Use masking tape as temporary label to identify ALL items determined to be necessary for
the work area (may not be appropriate in all areas).
Examples: Contents of:
Used for, quantity, proper order, etc.:
- File cabinets - Files
- Garbage cans
- Books
- Chairs
- Drawers
- Shelves
- Computers
- Supplies
- Tools
- Boxes
- Stationery
- Cleaning Supplies

Print legibly:
The name of the item.
The minimum/maximum number of items (only applicable to multiple items).
Record on label when item should be reordered (by date or by item count)

Print each label legibly and exactly as it should read.

Add to Action Item Log.

One person coordinates label generation and/or ordering for entire work area.

You will know you have completed this task when:

All appropriate items have visible labels.
A list for ordering labels has been prepared.
Label list has been forwarded to label coordinator.
Action item has been recorded on 5S Action Item Log.

Page #16

Purpose
When
Materials

Steps
1. Assemble in
work area.
2. Identify what
supplies/tools
require a
shadow board.
3. Have team
draft on paper
the design of the
shadow board.
4. Post the
mock-up of the
design in
communication
area for
everyone to see.
5. Gather
materials to
build board.
6. Lay out all
supplies and
tools on the
board per the
design.
7. Outline
supplies and
tools as they will
be placed on the
board.
8. Label each
outlined item
and its location
with its names.
9. Place
shadow board in
work area.
10. Check your
work.

Simplifying Activity Using SHADOW BOARD Technique

To assist work group in making a shadow board for organizing supplies and tools in the
workplace. This technique may not be applicable to all areas.
Do this after locations for all items have been designated according to their use.
Possible construction materials you might need:
- Pegboard
- Styrofoam
- Hooks
- Plywood
- Cardboard
- Form board
outlining
- Plexiglas case
- Hangers
- Masking tape
Notes

- Label maker
- Markers for
- This 5S Guide

Examples: (may not be appropriate in all areas)

Small hand tools
Copier supplies
Desk supplies
Include in your design:
An outline of the supplies/tools to be put in the display.
The layout of how they are to be organized.
What materials will be required to build the display.
Where the display will be located when complete.
Leave design posted for predetermined period (two days is generally sufficient) to allow
viewing by all shifts.
Provide name and phone number of a contact person to receive feedback on mockup.

Use pencil to outline initial placement of item on board.

Use a more permanent marker when satisfied.

Use masking tape for the labels.

Write the item name legibly on tape.
Use the same name for the item and its location on the board.
Make/order permanent labels (see Labeling Techniques).
Refer to design for pre-determined location.

You will know you have completed this task when:

All items to be displayed on the board are arranged per the design.
All supplies and tools have been outlined.
All displayed supplies and tools and their locations are labeled.

Page #17

Purpose
When
Materials

Steps
1. Assemble in
meeting area
and designate a
scribe.
2. Prepare a list
of Visual
Sweeping
activities that
need to occur in
the work area.
3. Post the
finished Visual
Sweeping list in
the 5S
communication
area.
4. Prepare a list
of Physical
Sweeping
activities.

5. Post finished
Physical
Sweeping list in
communication
area.
6. Check your
work.

Sweeping Activities Perform SWEEPING

To assist work group in developing daily visual and physical sweeping activities to assess and
maintain the work area.
Do this after the Simplifying activities have been completed.
Tape
Paper and pencil
This 5S Guide
Notes

List shows frequency and responsibility for individual and common areas.
Activities on list should support Visual Sweeping of work area.
Examples of what to check:
- Items are orderly and safe
- Equipment is in designated location
- Supplies/tools are in designated locations
- Supplies/tools are in stock
- Labels
- Item location outline(s)
- Shadow board
Identify list as Visual Sweeping list

List shows frequency and responsibility for individual and common areas.
Activities on list should support Physical Sweeping of the work area to maintain
cleanliness and order of the work environment.
Examples:
- Dust cabinets
- Clean computer
- Empty hole punch
- Clean tools
- Clean trash can
- Sweep floor
Identify list as Physical Sweeping list.

You will know you have completed this task when:

A list of Visual Sweeping activities and responsibilities is posted for both individual
and common areas.
A list of Physical Sweeping activities and responsibilities is posted for both
individual and common areas.

Page #18

Purpose
When
Materials

Steps
1. Assemble in
meeting area
and designate a
scribe.
2. Review and
document
Sorting activity.

3. Review and
document
Simplifying
activity.

4. Review and
file Sweeping
activity lists.

5. Establish a
schedule for
periodic
repetition of 5S
activities.
6. Check your
work.

Standardizing Activity Perform STANDARDIZING Activity

To assist work group in documenting agreements made during 5S activities and to develop a
plan for periodic repetition of 5S activities.
Do this after Sweeping Activities.
Paper or pen
Visual and Physical Sweeping Lists from Sweeping activity.
This 5S Guide.
Notes

Do the following:
Ask, What criteria did we establish for sorting?
Write down on paper the criteria identified.
Ask, Are the criteria acceptable?
If:
Then follow these steps:
Yes
Do nothing - no change required.
No
Document changes in criteria.
Place agreement in 5S file.
Examples to consider:
Is there an area designated as holding?
Do we tag items and hold in area until auction?
Do we bring Surplus Items list to crew meetings weekly for disposition?
Document process and place agreement in 5S file.
Do the following:
Document agreements (including, but not limited to) those made for:
Labeling
Outlining
Shadow boards
Storage and stock quantities of supplies and tools
Safety
Do the following:
Obtain Visual and Physical Sweeping lists
Ask, Are the activity lists rigorous enough to maintain a safe, clean, and orderly work
area?
If:
Then follow these steps:
Yes

Do nothing - no change required.

No

Ask, "What improvements are needed?"

Document changes in criteria.
Place agreement(s) in 5S file.

Document agreed-upon schedule on note-paper.

Post in 5S communication area.

You will know you have completed this task when:

Documented agreements have been placed in 5S file.
Schedule is in place for periodic repetition of 5S activities.

Page #19

Purpose
When
Materials

Steps
1. Assemble in
work area for
visual
assessment and
designate a
scribe.
2. Determine if
the 5S
agreements are
being followed in
the work area.

Self-Discipline Activity TEAM

To assist work group in following through on all 5S agreements made for the work area.
Do this 1-2 weeks after Standardizing Activity has been completed in your area. Repeat on a
regular basis.
Paper and pen
Work group 5S Activity Item Log
Documented 5S agreements
Individual Self-Discipline 5S Guide
This 5S Guide
Notes

Ask, Are we following the agreements we put in place as a result of our 5S activities?
If:
Yes

No

3. Develop a
plan to address
needed
improvements.
4. Review
Individual SelfDiscipline 5S
Guide.
5. Check your
work.

Then follow these steps:

Acknowledge and congratulate.
List those agreements not being followed.
Ask, "Why not?"
Ask, "How can we fix it?"
Document agreed-upon solutions.
Place agreement(s) in 5S file."

Be specific.
Identify responsibilities.
Record on 5S Action Item Log.
Post in communication area.
Point out its location.
Review purpose.

You will know you have completed this task when:

A group assessment has been performed on what has and what has not been
followed through in the work area.
A written plan has been prepared detailing issues that need to be addressed.
Any action items have been added to the 5S Action Item Log.

Page #20

Purpose
When
Materials

Steps
1. Go to your
work area.
2. Determine
the effectiveness
of your
individual
organizing
methods in
support of the
5S agreement.

3. Prepare a
personal 5S
plan.
4. Check your
work.

Self-Discipline Activity INDIVIDUAL

To assist individuals in applying 5S agreements to personal work area.

Do this after Standardizing Activity has been completed in your area.
Paper and pen
This 5S Guide
5S agreement(s)
Notes
The immediate area where you perform most of your daily activities, i.e. cubicle, bench,
etc.
Considering your own personal work style, ask yourself:
Am I following the guidelines put in place as a result of 5S efforts?
Is my work area safe?
Is it neat and organized?
Examples (add/delete as appropriate):
Notebooks neatly stacked and labeled?
In basket cleaned daily?
Posted items neat and organized on wall?
Method for planning/prioritizing work assignments?
Routine use of proper tools and methods?
Daily schedule posted?
Use of in-out boards in the area?
Method for responding to phone messages?
Respond to the following:
IF:
THEN:
You are following 5S
Ask, "How will I maintain and
agreements.
improve?"
You are not following 5S
Ask, "What steps can I take
agreements.
to improve?"

This is your own personal plan.

Be realistic as you decide what improvements you want to make.
Revisit this plan frequently and make adjustments accordingly.
You will know you have completed this task when:
A self-assessment has been performed on what is and what is not being followed.
You have prepared a written plan to improve your area using 5S methods.

Page #21

Purpose
When
Materials

Steps
1. Take after
5S
photographs.
2. Complete
after 5S area
evaluation.
3. Analyze
results following
evaluation.
a) Review
before and
after
photos.
b) Review
before and
after
evaluations.
c) Review list
of surplus
items.
4. Acknowledge
improvements in
your area.
5. Establish
your next
Levels of
Excellence
Goal.
6. Post your
goal in
communication
area.
7. Communicate
results with
upper
management.
8. Check your
work.

Measure Results

To assist team in measuring improvements resulting from Implementation of 5S methods.

Do this after each completed repetition of 5S activities.
Before 5S photographs
Before Area Check sheets
Levels of Excellence
Surplus list
5S Guides: Take Area Photographs and Perform Area Evaluation
Pen or pencil
This 5S Guide
Notes
Follow all steps in 5S Guide, Take Area Photographs.
Follow all steps in 5S Guide, Perform Area Evaluation
Following the development of after 5S photographs and completion of after 5S area
evaluation, reassemble work group in communication area and continue with Step #3 below.
Observe improvements (such as organization, cleanliness).
Compare before 5S and after 5S evaluations.
Estimate value of surplus inventory items. Additional measures to consider.
Safety (number of injuries/time away from the job).
Cycle time.
Reduced inventory.
Increased usable floor space.

Use the above analysis and the plan established during Team Self-Discipline.
Refer to Levels of Excellence and write down the agreed-upon next Levels of Excellence
Goal.

You will know you have completed this task when:

After 5S photos are posted in communication area.
After 5S evaluation is posted in communication area.
Improvement results have been analyzed and communicated to upper management.
You have established your next Levels of Excellence Goal.

Page #22

5S Guides Feedback
Please take a moment to help improve the 5S Guides. As you work with them, tell us what was helpful and what we
could work on to improve them.
5S Guide Section Title:________________________________________________Date:_______________
5S Guide Content: (Were the steps clear? Were the instructions clear? Was there enough information? Too much
information? Were you able to apply this guide to your situation as written? If not, was it easy to make modifications
to the steps?)
What worked:
______________________________________

Work on: (Be specific)

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

5S Guide Design: (Was this guide easy to follow? Was the information in the note section helpful? Was something
missing that could have helped you?, etc.)
What worked:
______________________________________

Work on: (Be specific)

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

______________________________________

________________________________________

Comments:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Please return this form to 5S Feedback, Thanks! May we call you for clarification on a response, if needed? If so,
please add name and phone number:
Name: _______________________________________ Phone: ____________________________

Page #23