A 5S system is a world-renowned methodology for better organizing workplaces to perform the task efficiently, with a lot more safety and efficacy. This system forces everything to its original place and keeps the area clear for the people to do their respective jobs. Hence it also ensures that work personnel can perform their duties without wasting their time and risking their health.
In this article, we will discuss the basics of 5S and how you can use this versatile rule in your everyday life.
What is 5S?
The term 5S originally came from Japanese words. These are given as
In English, we translate these words as
- Set in Order
Each S in these words represents one of the most vital parts of the whole methodology. Collectively they come forward as the best method to maintain a work area in its most efficient state. The work area can be any including office, home, industry and so on.
Therefore, you can apply this methodology in your everyday life in any setup to have the maximum output with minimum effort. Let us discuss how we can use the 5S methods in our lives to have the best picture of it.
Applying 5S methodology in Everyday Life:
Now you know the basics of the 5S methodology. This section will discuss all the effective methods and techniques to make 5S practical in our everyday lives.
Sort It For You!
Start with a very basic mind dump. Determine the worth of everything and prioritize the things according to urgency. You may set aside for a complete hour or half an hour at the start of the day and mark your TDL. Make an appointment with yourself and never get distracted during this time. If you are too busy to spare time every day, do it every week or at least every month. Take a pen and a paper and start writing everything down. Write everything you need to complete. It may include every kind of commitment, project, responsibility, and activity you need to complete in a specific duration.
Mind to include every kind of stuff in your mind. Keep writing until you have to pause for several minutes to write the next item. Brainstorm your maximum, and do not miss anything. This step is the only way by which you can complete your Sorting phase of the 5S methodology.
Now, review your complete list and sort everything according to:
- Priority: Start your list with the utmost priority tasks and those you need to get done in the minimum possible time. Rate every job according to the preference from 1 to 10.
- Effort: Now rate every task from 1 to 10 based on actions it requires to complete. Moreover, go the extra mile and look into the possible time you will need to complete the task. Always have 20% spare time from your expected duration and write it down.
All this will give you an entire 30 days long timeline with your most essential tasks highlighted in a row.
The Sort Rule of 5S says that you need to multiply the rating number of both priority and effort. For example, if something rate 5 in preference and 10 in action will have a total of 50 (5*10=50). This step completes the sorting rule of the 5S. Now, you are ready to move to the next phase.
Set in Order
Now, you have everything on your brainstorm list, and it is time to make an order of all your tasks. There are different ways of it
- You can enlist everything based on the number you got from the first step after multiply. It is most effective when you are making a monthly list
- You can enlist everything solely based on priority. It is most effective if you have short deadlines and pending tasks on your end.
- You can enlist everything based on effort. It is most effective if you make your list day today. Check which tasks you can complete right away, such as sending an email, taking your dog for a walk, etc. Complete them and cut them from the list. This step will give you the much-needed momentum for your day.
“Shine” is another critical step in your 5S methodology. Now you have the complete list of your tasks in perfect order. You can now do the necessary clean-up and know the steps you need to complete all your chores for the following week.
Look into the highest-ranked item and review it. Ask yourself what you need to complete it. For example, you may need someone’s suggestion, surf the internet, visit a place, and so on.
This step’s fundamental goal is to create an actionable plan for all of the highest priority items and ambiguous or difficult tasks. Only it is breaking down everything into actionable steps. This step exclusively focuses on Execution, a relentless execution!
Standardization is the step of the routine. As you continue following the 5S methodology, you will gradually know that there are certain things you can’t control. Moreover, certain items are not that important or are done enough. So, in this way, you can standardize everything. This process will affect the above S a lot, i.e., Shine!
You will now have a better methodology and plan every time you do it. The best way is to have a weekly review meeting with yourself at the end of the week. Protect this time for you with your life, and do not let anything interrupt it!
In this meeting, you will know the things you need to prioritize in your life, how much control you have, and how you will be able to improve your methodology.
Standardize your coming week based on evaluations from the previous week. Become more precise on your priority and your “Yes’s” and “Nos.”
Sustenance is the most challenging part. However, with time it will become a habit. Sustain step of the 5S methodology is putting your weekly review into practice and continue with all your commitments during the specific duration. In the beginning, you may include realistic breaks and have a good time for urgent tasks. In the next weekly review, you may know your real capacity and manage the plan accordingly. The key is to go on with the program. It doesn’t matter if you deviate a bit, but try to keep everything according to strategy. In this way, you will be able to master this part of your life.
The 5S methodology is one of Six Sigma’s most versatile methods that can increase office and industry efficiency and everyday life. In the above article, we talked about all the vital steps of 5S in detail. If you follow it precisely as mentioned above, we guarantee you cent percent success. In case of any query, feel free to contact me. We would be delighted to help.
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