Have you ever lost your car keys? You check everywhere—drawers, countertops, bags—because there are a million places they could be. Then, in frustration, you promise yourself you’ll always put them in the same spot so you can stop wasting time scrambling around when you’re already late.
That designated key spot? That’s 5S in action.
5S is a workplace organization methodology made up of five Japanese steps: Sort, Set in Order, Shine, Standardize, and Sustain. Its purpose is to improve efficiency, productivity, and safety by creating a clean, organized, and standardized work environment. It’s a foundational tool in Lean manufacturing—and it works just as well in offices, labs, and shop floors.
Step 0: Get Buy-In and Plan Ahead
Before you start, prepare a brief presentation to introduce 5S to your team—engineers, operators, supervisors, and managers. Then assign area owners.
💡 Pro tip: If the operators who run the stations aren’t involved from the start, the initiative will fail fast. People will revert to old habits the moment the pressure is off.
You’ll also want to gather basic supplies:
- Clear storage containers so items can’t be hidden and contents are visible without opening.
- Tape and labels for outlining and naming spaces.
- Any other organizational tools specific to your area.
Plan your implementation during a slow production period, not at the end of the quarter when everyone is scrambling to hit targets. Timing is everything.
1. Sort
By this point, you should be familiar with the process flow and the tools required. If not, sit down with operators and learn what’s used daily, weekly, monthly, and yearly. A control plan listing approved equipment, fixtures, and tools is extremely helpful.
Clear off each workstation completely and go through every single item:
- Daily use: Should be within arm’s reach.
- Weekly/monthly use: Should be in the same room, within a one-minute walk.
- Everything else: Remove from the area.
Label removed items with the date they were taken out and when they were last used. Store them for up to a year before final disposal. Replace anything broken or marginal, and take this opportunity to update control plans, work instructions, and SOPs with the correct tools and equipment.
2. Set in Order
Arrange the remaining items so they’re easy to find, use, and return. Create a place for everything—and make sure everything is in its place.
Example: If your car keys aren’t in their designated spot, you know the car is gone. The same logic applies on the production floor.
I personally like to do Shine before Set in Order, so everything gets deep-cleaned before taping out and labeling areas. Mark locations on floors, workstations, and cabinets—even small things like a corner for Post-its. The goal is visual control and immediate recognition when something is missing or broken.
3. Shine
Deep clean everything. Not a quick wipe—deep.
- Organize cables
- Wax floors
- Clean hard-to-reach places
- Wipe down from top to bottom, including footrests
You’ll be amazed at what you find—pizza menus under ESD mats, Skittles in drawers, mystery screws. While cleaning, inspect equipment for leaks, damage, or wear. Do this during slower production times to minimize disruptions.
4. Standardize
Now that your stations are spotless and organized, document the standard.
- Take “after” photos of every station.
- Define rules for how each area should look.
- Create daily routines and brief wipe-down meetings.
- Audit stations at the beginning and end of each shift.
I use a simple Excel grading sheet for audits and schedule weeklyy 5-minute cleanups. During audits, talk to operators—ask if they need anything, note any “new” items that need a proper place, and follow up quickly. This builds trust and keeps the system alive.
Remember: the production floor is a living, evolving environment. 5S isn’t a one-time cleanup; it’s an ongoing discipline.
5. Sustain
This is where most 5S efforts fail. Think of it like New Year’s resolutions—most last less than four months.
Set monthly meetings and audits for the first six months, then transition to yearly follow-ups. I like to start in January, when production is slower and everyone is refreshed after the holidays. Review all audits, show before-and-after photos, and update documents as needed.
No system is perfect—operators will catch changes you missed, so keep communication open and improvements continuous.
Final Thoughts
Let’s be real: this process can feel like pulling teeth. No one likes being told to clean their “room.” But if you get operator and lead buy-in early, the resistance fades and the results speak for themselves.
Start small—tackle one area to build confidence. Other managers will notice the transformation and start asking for your help. Follow up consistently, and revisit each area yearly.
I’ve never implemented 5S and had operators say it was a waste of time. People may hate the process, but they love the result. It’s like a Marie Kondo episode—everyone admires the “after,” but no one enjoys sorting through the junk. Stay the course, and your workplace will thrive.
A Quick Note on Safety
Some people use 6S, adding Safety as the sixth “S.” I prefer to integrate safety into every step:
- Use safe chemicals when cleaning.
- Dispose of sharp objects properly during sorting.
- Arrange items to avoid trip hazards when setting in order.
- Ensure everyone can perform tasks safely during standardization.
- Include safety checks in your audits during sustain.
Safety shouldn’t be an afterthought—it’s woven through every part of 5S.
Bottom line: 5S isn’t just about cleaning. It’s about building habits, empowering teams, and creating a workplace where efficiency and pride thrive. Start small, stay consistent, and enjoy the transformation.
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