How to apply 5s in industries to reduce costs, increase engagement and improve safety

In this article we would like to share how we implemented 5S in an international bottling company, throughout all the sectors, including its suppliers, to reduce costs, increase engagement and improve safety.

An international bottling company defined the 5S methodology as a fundamental part of its growth and sustainable development. We worked with them to implement 5S at the bottling lines, the manufacturing sector, administration, the dining room, the first aid room, and even the entry and security area. Even suppliers were trained. Why did they choose this tool? How did they benefit from it?

5S is a Japanese tool, which the main objective is to help companies to improve organization and housekeeping to improve productivity. With 5 steps, sort, store, shine, standardize and sustain, we seek to align the objectives of the different sectors of the organization applying new habits and behaviors. With a clear definition of responsibilities and processes, established in a visual way, it is possible to improve the communication between the sectors, and eliminate the “gray areas” where no one takes full accountability. It seems like a simple tool since it does not use statistics like Six Sigma nor does it require prior knowledge. However, it is difficult to implement it, because it requires a cultural change. It requires starting to work in a different way. It is a set of activities designed to change the habits and behavior of people to create good working and environmental conditions, to improve quality, productivity, commitment and safety.

That’s why the first thing we did was implement the first S, sort: divide the entire organization into sectors, both physically and in terms of personnel, and choose a pilot sector with which to start training.

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The first S, Sort

As part of the first S, sort, we defined which tools or documents were needed, and which were not. We prepared an inventory. Many tools and objects did not correspond to the sector, or there were too many of them. While others were necessary but not in good condition, or not in the place or amount needed. The operators were the first ones to discover these details by observing their own place of work. One of the characteristics of 5S is just to work with the ideas of the people. The workers themselves know that they need and what they don’t need. Though they do not know how to express it, they do not find who to tell or they are afraid to provide their feedback.

5S doesn’t look forward to blaming, but by assigning ownership. The idea is to make sure hat problems are highlighted, not hidden. The only way to do that is eliminating fear. 5S in industries especially supports transparency through emphasizing visual management, this is colors, signs on the floor, furniture or machinery, posters, etc.

The second S, Store

As part of the second S, we continued doing walkthroughs. Although we had already eliminated many things, it was difficult to maintain the workplace organized. The employees did not agree to identify shelves or tools, “we all know where to find it, we worked here years ago.” But for example, new employees or suppliers were the main cause of chaos and disorder, and it was difficult to avoid it. Identifying what we need, and defining a specific place to locate, everyone can find it and store it back after using it. We can even define in advance how many we need and when we need to do the replenishment. We also considered the weight of the object, the distance with respect to the actual place of use, the frequency of use and its size to be able to choose the most suitable and safest place.

The third S, Shine

Clearly storing the objects is essential to keep them always “as new”, which is the beginning of the third S, Shine. A lot of money is spent maintaining unneeded stock or replacing and repairing the needed stock when good maintenance is a better preventive action. As part of the 3S, cleaning schedules for each sector and its instruments were defined. From the roof and the windows, through the floor, the machinery, tools and drawers. 5S in industries seeks not to clean, but to avoid getting dirty in the first place.

The A-Ha moment was to realize we should be working together with the contractors who were in charge of cleaning, defining real cleaning schedules, measuring the needed times, and assigning responsibilities to the operators as well, like avoiding getting dirty. How do we avoid that? Eliminating sources of dirt, such as broken cables, machines, windows or doors. Also looking for the root causes that generate it, perhaps due to lack of maintenance or ignorance, or simply lack of container trays. And finally, we identified those places that were hard to access. Maybe they were floors covered by boxes, hidden storage sectors or inaccessible and inconspicuous sectors. Everything was included in the plan.

The fourth S, standardize

The first 3 S’s changed enormously how the operators worked and how the plant looked like. Now instead of looking for blaming someone, everyone was looking for solutions. Even suppliers and external auditors were astonished by the change. But some groups left 5S aside overtime, due to lack of time or personnel change. We needed to increase the visibility of the norms to make them “unforgettable”. The bottling company began to apply visual controls everywhere, define procedures or add 5S standards to current procedures. We emphasized on making the procedures clear to all.  Including pictures, sketches or examples, and being very specific. Not only they had to say what has to be done, but how, when, and by whom.

The fifth S, Self-organize

And before implementing the fifth S is where many companies abandon 5S. 5S in industries is not an effort of a couple of months of training, but it is a new habit. 5S is not implemented until employees are proud of their workplace. When they reach this level, they have incorporated 5S in their way of working and living. They even apply the knowledge at home and within their personal lives. Clear indications of a 5S level are when employees are requesting the internal audit, or sending pictures showing their accomplishments.

RECOMMENDED TRAINING: 5S Methodology

To implement 5S in industries everybody, including management, should practice the following:
– Never forget that the principles of 5S apply all the time in all places, even when there is no one looking
– respect the agreed procedures and signage
– improve continuously, every problem is an opportunity for improvement
– repeat, repeat and repeat until it becomes a habit: do not get dirty, use it and put it back, follow the optimal procedure defined by the group, not the easiest procedure to me.
– Regular control with audits and findings follow-up

Benefits

Some of the benefits obtained throughout the company were:

• Greater productivity and fewer delays
• Increased productivity levels and fewer delays, even during a turnaround
• Improved employee morale, engagement and team work
• reduced waste on the floor and inside cabinets
• optimized use of space
• Improved safety by moving items located in inadequate places or reducing hazards
• Improved detection of water, oil and product leaks
• Enforced ownership of all items and all areas
• improved equipment maintenance
• improved inventory management and retrieval time

Resources needed

To implement 5S in industries, all you need is, especially, commitment. Some materials required are drawers, signage or paint, but they are not a MUST, just a desire. It all depends on how much you can invest. Many of the employees’ proposals are expensive, and may or may not be a priority for the company, but many other proposals can also be made with existing materials not used by other areas or recycled. The fewer resources, the more innovation, so it’s not an excuse! What is a MUST is the commitment from ALL to make a cultural change, to modify small habits and make them part of our day-to-day. Are you ready for the challenge?

We would love to help you implement 5S, contact us today!

Lu Paulise

luciana@biztorming.com

@lupaulise

Biztorming Training & Consulting

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