What is 5S ?

Here are just a few examples of the types of thing we waste time on due to lack of
Workplace Organisation.

So what are the 5S?

The 5S originated from 5 Japanese words but in my workshops I describe them as follows:

	Sort
	Straighten
	Scrub
	Systems
	Sustain

Let me take you through each S and what they are all about:

The first S - Sort

Sort means, clearly distinguishing between:

1) What is needed and should be kept?

2) What is not needed and should be removed?

Take a look around your own office.

Many of the items there are no longer required, have never been required, are broken and need fixed,
have been "borrowed" from a different department and never returned or are simply in the wrong
place or are poorly labelled and identified.

In general this amounts to "clutter". Lots of it.

How many pencils, pens, rubbers, envelopes, rolls of tape does any individual need?

Often, we tend to hoard stationery, much like pirates capturing treasure, and woe betide anyone who tries
to get if off us.

The amusing thing is that although we all seem to hoard private collections, we constantly run out of
stuff as there are no real systems in place.

Locked filing cabinets with unknown contents are another good example!

"Oh that filing cabinet was used by Joe but he moved 3 months ago and I think there is still some of
his paperwork in it".

People seem to leave their "paperwork DNA" all over offices.

So by now, hopefully you recognise that there are lots of items spread over the office
that have no clear function or purpose.

How do we go about separating the "clutter" from the needed items?

The First S - Sort - The Red Tagging Process

One very practical way to sort out what we need from what we don't need, is by conducting a red
tagging process.

This involves using conspicuous red tag labels, to attach
to objects, that we don't think should be in the area or
are not in good order.

The Main steps are as follows:-

	Inform everyone ahead of time that a red tag campaign will be taking place in the office and that everyone's help will be needed
	Identify an area to store red tag items temporarily
	Identify red tag targets and criteria. Typically if something has not been used within a month then we may choose to red tag that item
	Attach red tags to targets and document activity on a log sheet and then move them into a red tag area.
	Review and disposition the red tag items

So, what are the typical types of red tag targets we go after?

However, we must never red tag people!  Altough it is sometimes tempting....

Once all items have been red tagged, then the team should review each items to agree on the appropriate
 course of action.

Typical Potential actions are as follows:

	Re-organise storage of item
	Sell item
	Re-locate item
	Repair item
	Give away item
	Dispose of item
	Re label item

So at the end of the first S stage, Sort, we should have separated out those things we need, and those
things we don't need.

Just doing the first S can have a big impact. I was in one city centre office where we managed to free
up 190 square metres of expensive office space by just getting rid of the items we didn't need.

The Second S - Straighten

Straighten means organising the way needed things are kept so that anyone can find
them easily.