Phase 3 - Seiso of the 5 S methodology

The 5 S Methodology is a systematic way to clean, develop and sustain a productive working environment. Using the 5 S methodology you will create visual reminder to help your company achieve consistent improvements without changing your existing configuration.

5 S was originally developed in Japan as a workplace improvement method. The 5 S letters are: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. Those words translate to: sort, straighten, sweep, standardize, and sustain. In order to determine if you need to implement the 5 S methodology, you should take a good look at your workspace and ask the following questions: Is my workspace crowded with tools, parts and papers? Are unneeded item stacked in my office? Is there excess inventory on the floor? Are excess items making it difficult to operate machines? Is equipment becoming a collection area for miscellaneous materials? Are tools and other needed equipment difficult to find? If you answered yes to any of the above questions, then you need to implement the 5 S Methodology.

Here is a breakdown of the 5 S Methodology:

Seiri - Seiri is the first phase in the 5 S Methodology and it is translated as the sorting or organizing phase of the program. During this step you will create piles and sort through all the tools, materials and other products used in your company and keep only the essential items. The non-essential items will be discarded out or stored away in an location that is out of the way from daily activities.

Seiton - Seiton is the second phase in the 5 S Methodology and it means to straighten or set in order. The Seiton phase is focused on creating efficiency in the workplace by arranging the tools, equipment and parts after a manner that will promote proper work flow. The tools should be placed in an area that promotes work flow and are easy to find for specific job responsibilities. Typically signs and labels are created to help organize the tools.

Seiso - Seiso is the third phase in the 5 S Methodology and it is the sweeping phase or the systematic cleaning of your workplace to keep it need and tidy. Seiso is the only phase that is considered a daily activity. This phase should be performed at the end of each shift to ensure everything is cleaned, and restored to its proper place. Seiso makes it easy to know where everything goes and what items are essential to the workplace.

Seiketsu - Seiketsu is the fourth phase in the 5 S Methodology and it means standardizing. Having a standardized work practice in place will allow your company to operate in a consistent or standardized manner. This allows for everyone in your company to know exactly what their job description is and know how they fit into the 5 S methodology.

Shitsuke - Shitsuke is the final phase in the 5 S Methodology and it means sustaining. Shitsuke is about maintaining and reviewing of standards. Once you have properly established the other steps in the 5 S methodology, you will maintain this new way of operating. This final step will help you to eliminate the need for a gradual decline back to the old ways of operating.

The first 2 steps of the 5 S methodology help you organize and create a neat, tidy environment. The third phase of the 5 S Methodology helps people to eliminate dirtiness. Far too often people believe that cleaning should be someone else's responsibility; unfortunately this thinking leads to a dirty work environment. The third phase in the 5 S Methodology, Seiso, considers dirtiness and untidiness intolerable and focuses on changing the mindset of individuals who think cleaning is below them. Common mindsets of employees include: I am clean and I will not get my workplace dirty I do not spill I always clean things right away I will not scatter things around the office I tape up papers that have fallen down I will pick up litter in the office if I see it

Seiso implements a method to train people how to clean and make it a necessity and a responsibility. Each member of your company will then learn different cleaning methods and the responsibilities will be rotated around the company.

Dirtiness leads to several other problems within an organization. Dirtiness tends to cover up underlying problems like leaks, scratches, and covers hazardous areas. In fact, dirtiness can be hazardous itself because it could be poisonous, cause accidents if people slip on it.

There are 3 levels in the cleaning phase:

• The overall cleaning of the entire business
• The cleaning of specific items, tools, workplaces, and machines
• Detailed cleaning to remove grime in corners, crevices, and other places

Starting with the first level, you will clean the entire business. Start the cleaning phase by diving the business into different sections have allocate responsibility to each member of your company. Identify what needs to be cleaned and in what order things need to be cleaned. Next, obtain all the proper tools for cleaning, including paper towels, solvents, brushes, and other cleaning products. Be sure to include protection for the cleaning such as face-masks, gloves and overalls. Now, you should perform the cleaning yourself and determine what needs to be improved for your employees to perform the cleaning the next time. You should be able to identify if you are using proper tools to clean the dirty area. For example, if you are trying to scrub a layer of grease off a metal surface, you will need a scouring pad, water, and grease cutting spray. If you use a wet cloth and merely wipe the surface you are leaving the area unclean and causing potential future problems. Always be sure the appropriate tools are used to avoid potential problems.

After you have thoroughly cleaned the entire business, it is time to go back to the principles of Seiton, and neatly put away the cleaning tools. The cleaning tools may also require cleaning, such as emptying a vacuum machine or emptying a mop bucket. Ensure the cleaning materials are also clean so you aren't transferring dirt to the company as you clean. When you move onto the Seiketsu phase, you should create diagrams, checklists, and charts to help ensure that everything is properly cleaned. You need to take time to train your staff members on the proper cleaning procedures and how to check off their cleaning responsibility.

During the Seiso phase you need to identify reasons why the item or area got dirty in the first place. Decide if there is leakage from somewhere or if your employees are simply dirty. You should also look for waste receptacles and determine if things are getting properly disposed of. It is essential to find the root causes of the dirt problems and eliminate them. You may notice dirt in the air and this can be directly traced to your ventilation system filters.

The phase of Seiso involves more than just cleaning, it also involves inspection. While you are cleaning something, you should also be inspecting it for damage, defects, and potential problems. Seiso is looked at as a preventive maintenance process that helps to ensure things do not fail during their normal operation. As you are cleaning and inspecting the business, you should be tightening loose screws, and other things.

Seiso also involves spending time looking at items and deciding how they can be improved. For example, you should look for ways to prevent grime build-up and look at what the grime build-up is affecting. By eliminating the grime, you may be eliminating problems in other areas of the business.

In the office, there are small areas to look for when you are cleaning. One area that commonly is overlooked is the keyboard. Clean out the keyboard with air dusters to remove paper and dirt that have slipped into the cracks. You should also use the air duster to spray the computer itself to remove dust build-up on the fan in the computer. Telephones need to be cleaned on a daily or weekly basis, as they are one of the most common areas to transfer viruses. Since telephones are used by several people, their germs get transferred to their co-workers and can cause an office virus, affecting each employee to sporadically get sick.

If you work in a laboratory, Seiso can help you look for hazards. Biochemical materials need to be properly disposed of. The same cleaning procedure needs to be applied to hospitals where needles and other bio-hazardous materials are used. When you begin cleaning out the junk and removing the dirt and grime, you will be able to see what it really there. Seiso needs a complete mindset change on the part of every staff member. Cleaning is not below everyone, no matter if they are management or the official janitor. By implementing a standardized cleaning procedure, you will eliminate any confusion your staff members may have about keeping their work areas clean.