Implementation of the 5S system in production

Most companies that have implemented the 5S system in their enterprise, after implementing the first 4 steps (i.e. selection, systematization, cleaning and standardization) wonder: “what to do so that the solutions developed do not go to waste?”. The answer to this question is step 5 of the 5S method, or self-discipline. Among other things, 5S audits are used as part of the 5th step. The task of 5S audits is to maintain the previous 4 steps and continuously improve the 5S system in the company.

5S in production

Many companies treat the 5S audit as a time-consuming activity, often involving many people and not actually bringing any benefit. Those responsible for the 5S system and its improvement do not conduct cyclic audits – they explain the lack of time and lack of human resources – after all, the employees are “producing” now.

Is this approach the right one? When deciding to implement the 5S system in a production environment, we must realize that we are adopting the entire system, not just a part of it. This is why the fifth “S” is necessary not only for the improvement of the system itself, but in its overall existence.

When deciding to implement a 5S system, it is worth answering the following questions:

• Is the 5S system important to the company?
• Does the company want to maintain the current level of implementation, or is it thinking about an even higher level?
• Do the company’s managers care about keeping the staff involved in the existing 5S implementation work?

If the answer to the above questions is “YES” – then the 5S audit system is the ideal tool for your company. So what can you do to make this activity not time-consuming and resource-intensive, while still fulfilling its function?

Organization of the 5S audit system

An effective 5S audit in a production area can take as little as 10 minutes. It all depends on how you prepare for it. Proper preparation for a 5S audit system should include:

• Develop a list of audit questions. In order to save time thinking up questions or tasks to evaluate the functioning of the 5S system in a particular area, it is worth thinking in advance about what you want to verify during the audit. Usually the list of audit questions is divided into 5 areas corresponding to each step in the 5S method. Each question should be evaluated according to a set rating scale. We will devote a separate article on our blog to audit forms. Of course, the person conducting the 5S audit does not have to rigidly adhere to the previously developed questions – the check list is just a guideline. In situations where it makes sense, it is worth asking additional questions and striving to find root causes when certain deviations from standards occur.
• Establish a team of 5S auditors. Management should select a team of people who will be involved in the execution of 5S audits in the company. The team of auditors usually consists of representatives of the areas that are covered by the 5S audit system. These people should not audit the areas for which they are responsible – this would jeopardize objectivity and the possibility of assessing an area with a “fresh set of eyes.” It is worth involving representatives of the company’s top management in the 5S audit system as well. The participation of these people will raise the profile of the audits done and show how important the 5S system is for the company.
• Develop a schedule for audits. If you have already developed a list of questions and assigned 5S auditors, the next step is to develop a schedule, that is, the frequency of audits.
• Prepare an action plan. In order for the 5S audit system to bring the expected benefits, it is necessary to maintain an action plan. In the action plan, the auditor records all non-conformities that he has noticed during the audit. What should the action plan look like? What should be included in it?

Example of an action plan

Conducting 5S audits in production – practical tips

1. Ensure that the person responsible for the area is present at the audit. The area supervisor should be aware of the nonconformities and irregularities noted during the audit.
2. Create audit documentation in the form of photos. Photo documentation not only confirms the state you found the area in. Over time, it can be a reflection of changes that have occurred over a period of time. These can be positive changes, showing progress in the implementation of 5S in the area, or negative changes like destandardization.
3. Enter all nonconformities in the post-audit action plan. Remember to assign a person responsible for completing the task and specify a deadline by which the task is to be completed. A functioning action plan is a living 5S system.
4. When you proceed to auditing a zone, verify the activities from previous audits. During the audit, you can verify the status of activities.
5. Pay attention to aspects of workplace safety. Remember that 5S solutions are aimed at creating orderly, clean, ergonomic and, above all, safe workplaces. New 5S solutions must not interfere with health and safety.
6. Visualize the results. Always remember to summarize the audit and enter the results from the audits. It is also good practice to show trends from 5S results.
7. During the audit (if possible), talk to the employees in the area. Ask them about their knowledge of standards and understanding of the 5S concept. If there is a non-compliance, try to find the reason for it.
8. Create a 5S board on production. For example, use a cork board to create a 5S zone on the production floor. The board should include an audit schedule, an action plan, audit results from each zone, informational materials for employees (e.g. “what is 5S?”, “why use 5S?”), a standards book, photo documentation (preferably showing the “before” and “after” state).

In conclusion, audits are a very effective tool to verify the level of implementation of any system. With a well-executed 5S audit, we can see areas for improvement and places where our system is working perfectly. Audits that are done systematically will allow us to improve areas and have all employees in the company follow the rules and requirements of the implemented system. You can also introduce competition between areas where the 5S system has been implemented. Of course, you can’t forget about the prize for the winning team. Healthy competition will be an additional incentive for employees to take care of their workplace.