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5S Program | Excellent Tools Needed to Implement

Tools Needed to Implement a 5S Program

Tools Needed to Implement a 5S Program

Efficiency is critical in any organization as it allows you to maximize your resources and profits. But how exactly do you achieve it? Generally, the key is to streamline your processes to reduce costs and increase output. If you’re not sure where to begin, the 5S methodology is one of the best frameworks you can use to create a safer and more efficient workplace.
So, what is 5S? And what tools do you need to implement it in your company? Read more to find the answers to these key questions to get started in designing and executing a 5S program.

What is 5S?

5S is a widely used quality tool that helps improve efficiency, productivity, and safety in the workplace. This framework consists of five main steps originating from Japanese terms that begin with the letter S:
  • Seiri (sort) – Sort through everything in the workplace to remove unnecessary items that can take up space
  • Seiton (set in order) – Organize and label the sorted items logically for quick access and use in each space 
  • Seiso (shine) – Clean the sorted and organized workspace thoroughly and create a regular cleaning schedule for maintenance
  • Seiketsu (standardize) – Implement a set of standards on how the workforce can continue to apply the first three steps  
  • Shitsuke (sustain) – Sustain the new practices and conduct regular audits to maintain consistency 

Benefits of Implementing a 5S Program

5S is a highly valuable framework that adopts the “lean” philosophy to create an organized and clutter-free workplace. In turn, this leads to many other benefits, including the following:
  • Increased Efficiency. Efficiency is undoubtedly the top benefit of 5S. You naturally optimize your employee’s workflow and maximize time by eliminating distractions and putting things in the right place. As a result, you’ll be able to get more work done in less time.
  • Reduced Waste. 5S helps reduce waste in many ways. First, proper labeling and organization prevent idle time or wasted motion from looking for things. It also makes problems easier to detect and fix before they get worse. Second, proper maintenance keeps your equipment in pristine condition, ultimately prolonging its lifespan.
  • Enhanced Safety. Another significant benefit of implementing 5S is enhanced workplace safety. For example, regular cleaning helps eliminate hazards like slippery floors to prevent accidents and injuries. Other hazards can also be marked with visual indicators like signs or labels to notify employees and ensure they take proper precautions.
  • Higher Employee Morale. Employees are more likely to feel motivated when they work in a clean environment and can focus on finishing critical tasks. Also, involving employees in the 5S planning and implementation process will help them feel valued and may lead to longer-term commitment.

Tools Needed to Implement 5S

Tools Needed to Implement 5S Programs

As beneficial as a 5S program plan may be for organizations, proper implementation is key to getting good results. Fortunately, since this framework is a component of visual management, there are several tools to enforce each step effectively. Check them out below to ensure a smooth 5S program implementation.

Red tags

Red tags are helpful for the sort (seiri) step, as they allow you to categorize items easily. While they’re often used to mark items no longer needed, you can also use them for “uncertain items.” This category includes items you think aren’t necessary but aren’t sure if they should be thrown away.
The red tag allows you to note information like who, when, and why the item was tagged. After sorting, you can move all the red-tagged items into a holding area and assign someone to review them after a specific time. Once reviewed, the person in charge will decide if the item is needed or can be discarded.

Labels and Signs

Labels are one of the simplest yet most effective tools to implement a 5S program. You can label everything in the workplace, from drawers to shelves to storage units. With a proper labeling system, employees can quickly locate items and put them back where they belong.
On the other hand, signs are essential for any 5S safety program. They provide visual reminders for employees to warn them of potential dangers. In addition, signs come in various shapes, sizes, colors, and fonts, so you can easily tailor them based on your needs.

Floor Markings

Floor markings are a staple in many organizations, especially offices and production facilities. They serve many purposes, depending on the nature of your work environment. In most cases, they provide directions to employees to control foot traffic and promote easy navigation. Other times, they’re used to mark specific areas in the workplace.

Shadow Boards

Shadow boards can be used for the set-in-order (seiton) and sustain (shitsuke) phases in your 5S program. These are essentially boards containing an outline of tools to help employees figure out where to return them or see if anything’s missing. You can easily create one by getting a pegboard and tracing each tool in its respective spot to leave a silhouette.

Industrial Printers

Investing in an industrial printer makes it easier to implement 5S program. It allows you to print signs and labels readily instead of making them from a third-party supplier, so it’s much quicker and more cost-effective. In addition, you can customize the signs to your desired look for better consistency and organization.

Create an Effective 5S Program for Employee and Workplace Safety with Cobra Systems

As highlighted above, 5S programs offer tons of benefits to all types of companies, but it’s not always the easiest to implement. You’ll need an excellent 5S program and engaged employees to ensure everyone is on board and follows the new practices. This is where the professionals at Cobra Systems come in.
To help you with your 5S program implementation, Cobra Systems offers a range of industrial labels and sticker printer solutions to organize your workplace, regardless of industry. Our printers are easy to use, allowing you to create high-quality custom signs and labels without any PC. For more information on our devices and products, contact us today at 800-262-7298.
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How to Implement 5s in the Workplace?

5S in the workplace

Clean and organized workspaces can do wonders for your business, from increased productivity to decreased waste to optimized processes. However, as valuable as these benefits may sound, they require physical changes to your workplace to create visible results. To guide you in such a transition, you can adopt the principles of the 5S Methodology for lean manufacturing. 


Contrary to most assumptions, 5S is more than just a housekeeping tool. Instead, it’s a philosophy and culture that allows you to “think lean” and maximize efficiency in the workplace. While the five main principles are simple by theory, they aren’t as straightforward to implement. So before you rush into any new changes in the workplace, check out this guide to help you plan methodically.

 

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What is the 5S Methodology?

To start, it’s essential to understand the 5S principles in more detail:

  • Seiri (Sort). Seiri or sort involves organizing your things in the workplace and eliminating unnecessary items that can deter your operations. This is especially important for warehouse management, given that you work with lots of inventory and equipment. 
  • Seiton (Set in Order). Seiton, which translates to set in order or systematize, means arranging the necessary items in their proper place. The goal is to ensure that people can easily find whatever they need.
  • Seiso (Shine). Next, seiso refers to cleaning your workplace regularly to prevent dirt or clutter from accumulating. Aside from maintaining a germ-free work area, this step is vital to keep your equipment in tip-top condition.
  • Seiketsu (Standardize). The fourth principle, seiketsu, involves standardizing processes to replicate the organizational principles. Having proper procedures in place sets clear expectations on how people should operate.


Shitsuke (Sustain). Of course, after going through the effort of implementing the first four principles, the last step is shitsuke—sustain. This means conducting regular audits and tracking progress for continuous improvement.

 

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Steps to Implementing 5S in the Workplace

Now that you know more about the basics of 5S, here are key steps to follow when implementing the 5S methodology for warehouse management:

Assign a reliable team to lead the initiative

Organizations often overlook this first step, with many jumping right into action and expecting everyone to do the same. However, it’s difficult to implement company-wide efforts this way since people won’t know their exact responsibilities. As a result, they’ll do whatever they see fit or do nothing due to the lack of direction.

To prevent this, assign a reliable team to lead the initiative. Ideally, you should have team members from each management level to have proper representation. This way, you can keep everyone in the loop and get input from different perspectives.

Assess the current state of the business

Once you have a team in place, the next important step is to assess how your business is currently operating. The idea here is to “set a baseline” to know what you’re starting with before you make any changes. The best way to do this is to inspect the workplace thoroughly and take note of things like:

  • How are you utilizing your warehouse space? Do unnecessary items clutter any areas?
  • Do you have accessible cleaning tools that people can use for their stations?
  • Are all the shelves, racks, and drawers labeled with their content?
  • Is it easy to find essential items or files whenever someone needs them?

Conduct training for your staff

To implement 5S successfully, all employees should know the methodology and how it works. Thus, conducting 5S training for your staff to communicate the main principles and get them acquainted with the system is crucial. This way, they can easily follow through with any changes.

Generally, it’s best to use various media to cater to different learning styles. Specifically, you should incorporate visual elements in your teaching materials to help employees understand what a clean work environment looks like. Also, ensure managers and supervisors participate in the training program to show the company’s commitment. 

Even after the formal training sessions, you can continue educating employees by posting materials around the workplace. Examples include posters outlining the 5S principles, “before and after” photo exhibits, and other relevant banners or signages.

Start with small fixes

After the initial assessment and preparations, you might be tempted to make several changes at once. However, doing so is inefficient since you lose focus and potentially use up all your resources without guaranteed results. 

Instead, start with minor fixes that you can quickly implement. Doing so creates momentum with the project and helps everyone get on board. It also allows you to gauge your efforts to identify best practices and address mistakes so that future efforts will go smoothly. Examples of initiatives include:

  • Floor Markings. Floor markings help keep your workplace organized by directing foot traffic. For example, you can mark the routes to shelves to help people save time and get to their destination quickly.
  • Safety Signs. Safety signs prevent accidents and injury by warning employees of potential hazards, denoting prohibited areas, providing instructions, and reminding them to take caution. 
  • Cleaning Routine. If you don’t already have a cleaning routine, implement one immediately so that employees get used to it. Instilling this habit will help everyone adopt the 5S culture more easily.
  • Labels. Next, you can label important boxes, shelves, and aisles to make it easier to locate certain things. 

Measure results

Finally, don’t forget to measure the results of your efforts. Remember that implementing 5S is an ongoing effort, so you should constantly track your progress and plan future improvements. You can even get your employees involved by asking them for recommendations on other initiatives you can do.

 

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Use Cobra System’s High-Quality Industrial Printers for 5S Implementation

Proper education is one of the most important aspects of a successful 5S Methodology implementation. Before anything else, everyone in the organization should understand the framework and its principles. 

To help you out, Cobra Systems offers high-quality industrial printers to support your 5S program needs. Our printers make it easy and convenient to create signs, labels, floor markings, and other materials to organize your work area. Call us today at (805) 243-3335 to get in touch for more information.

 

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Developing a 5S Implementation Team

5S Implementation team

Now that you’ve identified the importance of 5S as a critical ingredient in your company’s success, it’s essential to assemble a dedicated 5S Implementation Team to oversee and enforce this system effectively. Although everyone in the company should be involved in the 5S strategy, it’s essential to appoint a specific group of employees to lead the effort. 

The 5S implementation team should consist of at least 4 to 12 members coming from all levels of the organization. This can include one or two members of the following:

  • Senior management
  • Middle management
  • Supervisor
  • Safety officer
  • Facility staff
  • HR staff
  • Front-line employees

Having a diverse implementation team will allow the company to address the problems at each department or level of the organization. Plus, representation from all levels of the organization encourages every employee to put forth suggestions and be updated on all decisions.

The 5S implementation team may work as a whole or be divided into subcommittees handling different areas, such as communications, visual cues, training, project support, etc.  Cobra Systems provides a tool that will help this team implement.

How to Create an Effective 5S Compliance Program

Once a team is established, it’s time to train them so everyone understands the 5S system, its pillars, and its application. The training should also involve observing the area where the work is actually done. Then, gather the important information needed by doing the on-the-ground work to identify the root problems of the specific work areas.

Initiating 5S Implementation

Next is to put the 5S strategy into action. Choose specific areas in the workplace as “pilot” areas for the 5S implementation. Then follow the five S acronym to start creating an efficient workplace. Here’s a guide on how you can begin the pilot roll-out:

  • Take a photo of the current condition of your chosen pilot work area so you can compare it later after the 5S is implemented.
  • First, clean the working area by sorting or separating the necessary and unnecessary items. Remove clutter, waste, and other stuff that has NO value and only takes up the space of the area. 
  • Organize the remaining items in the working area. Arrange them in a systematic and logical way. Improve organization by using tool organizers, relocating machines, and industrial printers to create safety signs, labels, and stickers.
  • Clean the workspace by removing dirt, clutter, and unimportant items that make it hard to work productively. 
  • As for the items that have been removed from the area, you can categorize them in four ways. You can either recycle, sell, donate, or throw them away.
  • Take a photo of the area to compare the differences before and after 5S implementation.

Sustaining Cleanliness and Orderliness

Now that the work area is clean and orderly, the next course of action is to find ways to maintain and keep it that way. Here’s where 5S compliance procedures come into the fold.

The implementation team should standardize the best practices applied during the sorting and organizing phase. Establish written procedures, policies, and standards of conduct to maintain cleanliness and orderliness in the workspace. 

Furthermore, a written compliance procedure makes everything official and will foster uniformity within the organization. The team should oversee, monitor, and enforce the 5S standards and compliance program to identify vulnerabilities or issues.

 

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How to Sustain 5S Compliance Procedures

Implementing compliance procedures can be challenging, especially for large organizations adopting new systems. So here are some tips on how you can successfully execute the 5S compliance procedures in your company:

1. Conduct Training and Education

Discuss and educate all employees regarding the established policies and operating procedures. Conduct a training program so every company member knows the expectations and can comply with the standardized methods. Give annual refreshers or seminars when changes are made in the compliance procedures.

2. Develop an Open Line of Communication in All Levels

Let it be known that employees can proactively communicate with the 5S team or committee regarding any questions. The company should also create an anonymous way to report issues, compliance violations, and ethical concerns.

3. Establish Internal Monitoring and Auditing

Measure the effectiveness of your 5S standards and compliance procedures by conducting internal auditing or monitoring. Identify risks, problems, and concerns so the team can address these issues and improve them.

The implementation team should also allow employees to give feedback and suggestions regarding the newly established procedures.

4. Take Corrective Action

After determining the vulnerabilities of the standardized procedure, it’s time to take corrective actions. Gather suggestions from the team and the front-line employees to resolve specific work area issues. Implement new compliance procedures, monitor, then make revisions if needed.

 

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5S system to follow

 

Frequently Asked Questions

 

How can the 5S methodology benefit your company?

The main purpose of the 5S system is to help every company create a quality work environment by improving safety and organization. Once a company achieves these attributes, it won’t be long until they see maximum workplace productivity and efficiency that would result in an increase in ROI.

How can it improve safety inside the workplace?

The 5S methodology strongly advocates for cleanliness and orderliness in the workplace to eliminate hazards and health risks. This, in turn, help enhance the overall safety of both employers, employees, and consumers.

What institutions can benefit from 5S?

Typically, the 5S system is implemented mostly in the manufacturing industry, industrial facilities, and office administration. However, a lot of other industries can actually benefit by implementing the 5S methodology. This includes:

  • Hospitals and other health-related facilities
  • Hotel and restaurant industry
  • Retail stores and grocery
  • Information and communication technology
  • Housekeeping and homemaking services

Why does 5S fail in some organizations?

In every venture, there’s always a risk of failure; the same goes for the 5S method. The system sometimes leads to failure for various reasons. The most common ones include lack of financial resources, little to no support from senior leadership, wavering commitment of employees, and lack of direction.

Where should I start?

Whether you’re a large business or start-up, the best way to start 5S is by understanding and learning the system. Invest in a good training workshop for EVERYONE. It’s also important to get support from the management, senior office, and employers in implementing the system.

 

Implement a 5S system in your workplace

Creating 5S compliance procedures may seem like a huge project but not if you have the right tools to implement it. If you’re thinking of adopting the 5S system into your workplace, then we can happily help you implement it by providing a portable printer that will support your 5s program.

At Cobra Systems, we provide high-quality industrial identification printing systems and product solutions. We can supply you with the right printer that can meet the needs of specific industry-related applications. 

Contact us at 805-243-3462 to start creating sustainable 5s signs and labels using our VnM Signmaker.

 

Want to explore more options? Check out more article about safety solutions in your workplace.

How to Ensure Safety and Compliance in Your Company

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Your Guide to Safety Signs in the Workplace

no access warning customized safety signs in the workplace

Your business can instantly increase employee safety and reduce risk by adding safety signs in the workplace. It’s important that all people using your facility understand any expectations you have for what they should and should not do on your property. This protects you as an employer or business owner from possible workplace injury lawsuits, and it protects your employees and customers from potential hazards. 

 

Whether you run a retail establishment or a manufacturing facility, safety should be one of your top priorities. According to the Bureau of Labor Statistics, private industry employers reported 2.8 million nonfatal workplace injuries and illnesses in 2019. While we are used to seeing safety signs on construction sites, any business can provide a safer environment by removing hazards when possible and providing proper signage. 

 

To help you determine what safety signage might be right for your business, we’ll take a look at the importance of safety signs, the different types available, the meaning of colors in safety signage, and which signs might be right for your business. 

 

Why are safety signs important in the workplace?

no access warning customized safety signs in the workplace

In the United States, employers are legally responsible for providing a safe workplace for employees. Apart from legal responsibility, a safe environment also promotes positive company culture and a happier workforce. Safety signage is one important part of an overall health and safety strategy for your business. 

 

Safety signs easily communicate a variety of messages such as

  • where to enter and exit
  • where to go in case of an emergency
  • how to safely navigate the property
  • required personal protection equipment, or PPE
  • dangers to look out for

 

During the pandemic, businesses have also used mandatory signs to show employees or customers what precautions they should take against the spread of COVID-19, such as 

  • wearing masks
  • maintaining social distancing
  • limiting occupancy

 

You can remind employees of special precautions they should take or workplace procedures to follow with your signage as well. There are many different types of safety signs, and you should choose the ones that make sense for your needs. 

 

Types of safety signs

danger deep excavation customized warning signs in a construction site

We’ve all seen safety signs at one time or another, but do you know all the options that are available? Here’s a list of different types of safety signs and their meanings to consider for your business. 

Warning Signs

These are signs that let you know about specific potential hazards nearby. Warning signs include bold text, images, and colors. 

Common warning sign examples include

  • Danger: High Voltage
  • Caution: Watch for Forklift
  • Warning: Unauthorized Personnel Will Be Prosecuted
  • Danger: Do Not Enter

Emergency Signs

Have you ever seen an “emergency exit” sign? That is one of the safety signages in this category. It is among the standard safety signs in the workplace and tells people what to do in case of an emergency. For instance, when there is a fire, the emergency exit points to where people could safely go out of the building.

Mandatory Signs

Most especially now in a pandemic, mandatory safety signs in the workplace are extremely common. This signage category requires people to behave a certain way. For instance, you could see a sign at the entrance of your company’s building that says you should wear a mask or sanitize your hands before you go in. Another example would be signage at the hospital for personnel to wear personal protective equipment or PPE. 

Prohibition Signs

You are probably familiar with the sign with a red circle and a diagonal line across it, covering a lit cigarette. It is a sign of “no smoking.” That is one of the examples of the prohibition sign. If the mandatory sign tells people what to do, the prohibition sign tells them what not to do. 

 

Colors of the Safety Signs and Symbols

According to the Health and Safety Authority, different colors and shapes relay different messages. For instance, the color red is used to denote prohibition or ‘do not’ messages, but blue is used for required actions. This is because people retain information more when they see colors or any illustration. Here are the common colors used in safety signage and their associated meanings. 

Blue

For mandatory signs, blue is the color of choice. It tells what people should do and the items they should be using. Basically, this color signifies commands, such as “wear your personal protective equipment,” that you can commonly see at a hospital or manufacturing facility. This is a good choice, because blue is thought to increase trustworthiness. 

Green

This color is associated with the emergency category. For many of us, the color green means “go.” When a traffic light turns green, it means you can pass through the intersection. The same thing goes with safety signs. When you see a green emergency sign, that means that you should get going to escape from something.

Red

Red has a long wavelength which makes it more visible to people than other colors. Therefore, it is associated with danger and warning. This is why you can see red on most prohibition signs. Have you ever noticed that the word “ambulance” in an ambulance is written in red? That is because of its readability, thanks to its placement in the color spectrum.

Yellow

Yellow draws your attention better than any other color. In a traffic light, yellow is the sign that warns you to stop because the traffic light will turn red at any second. Yellow is connected to warning signs because it is easy to notice. Yellow letters are not easy to read, so warning signs often have a yellow background and feature a triangle shape. 

 

What safety signs in the workplace should you use?

janitor mopping wet floor next to a customized safety signage

Depending on your type of business, you will need different signs to ensure the health and safety of your employees, customers, and visitors. Apart from common signs for entrance and exit, here are a few other signs you should have. 

 

    1. Slippery floor. Due to the recent health crisis, it is crucial to disinfect high-traffic areas. When cleaned, the floor can get slippery. Because of that, you can probably see this sign in your office. It is also distinct since it comes in yellow color with a black illustration of a man who looks like he’s slipping.
    2. Fire extinguisher. It’s common to have signs that tell you where certain safety tools are located. One example is a sign that tells you where the fire extinguisher is placed. This sign comes in red to let people know that they should leave it alone unless there’s an emergency. 
    3. Wash your hands. Even before the pandemic, these signs were often found in the bathroom near the sink. This sign comes in the color blue since it is a sign that is telling you to do something. It is mandating you to wash or clean your hands. Recently, signs have been added to encourage people to sanitize their hands as well. 
    4. Safety first. These signs are usually green and rectangular in color and remind people that they should think about how to work safely before anything else. Breaking safety protocol can be dangerous to everyone present, and these signs remind employees to consider their actions carefully.
    5. Caution. Is there something in your workplace that people should look out for? Maybe a forklift drives through walking space every now and then, or maybe there’s a step in an unusual location. Let everyone know about it with a caution sign. 

 

Should every business in every industry use safety signs in the workplace?

fire extinguisher custom printed safety sign in the workplace

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Yes, every business can benefit from using safety signage in the workplace. When expectations are clearly set, you can look forward to better behavior and a safer work environment. 

Don’t wait until an accident happens. You should have a variety of signs that tell people what to do, what not to do, and advise them of any dangers or hazards that may be present. The clearer you can be, the better. 

Protect yourself, your employees, and your business starting now! Cobra Systems has easy-to-use signage printers you can use to print industry-standard workplace safety signs in-house.

How we can help you ensure a safe workplace environment

We help our clients incorporate the best workplace safety practices to protect themselves, their employees, and their business. If you are looking for industrial signage or safety label solutions, contact us. We are always happy to help.

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