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5 BENEFITS OF USING THE 5S SYSTEM FOR MANAGING TOOLS AND EQUIPMENT

By Grainger Editorial Staff 9/15/23


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The 5S system helps create a clean, well-organized and standardized work
environment to improve safety and productivity. While the system is widely used
in manufacturing, production and assembly line industries, it can also be
applied to other areas, like tool and equipment management. Learn how it works
and see if your business could benefit from implementing the 5S system.


WHAT IS THE 5S SYSTEM?

The 5S system is based on Japanese lean manufacturing principles designed to
help improve the efficiency and productivity of work environments through better
organization and reduced waste. The five steps in the 5S system are Sort, Set in
Order, Shine, Standardize and Sustain. Each step is specifically designed to
help improve a work area.

“5S is a methodology that results in a clean, uncluttered and safer workplace,”
said Brandon Verzal, a national account manager for Stanley Black & Decker.


5 BENEFITS OF USING THE 5S SYSTEM

Using the 5S system to manage tool and equipment inventory has several benefits,
including:

 1. Improved safety: When tools and equipment are easier to find and use, there
    is less clutter to trip over or fall on. From an ergonomic perspective,
    keeping tools closer can help reduce worker fatigue. Cleaner workspaces also
    help prevent slip and fall incidents and lower the risk of other safety
    hazards.
 2. Increased efficiency: Employees save time by quickly finding the tools and
    equipment they need leading to increased productivity and less downtime.
    “Having the right tools in the right place at the right time helps cut out
    seconds per tool grab,” said Verzal. 
 3. Better quality: A messy and disorganized workplace can lead to mistakes.
    With a clean and tidy workspace, there is less chance for tools and
    equipment to become lost or damaged.
 4. Lower costs: Improved organization can reduce the need for new tools and
    equipment, which results in less waste and rework. 
 5. Boost morale: Employees’ mental and physical health benefit from a clean,
    organized workspace and a more pleasant work environment.


HOW TO IMPLEMENT THE 5S SYSTEM


SORT

To start using the 5S system to organize your tool inventory, gather all your
hand tools, power tools, accessories and storage containers. Sort all tools and
equipment into three categories: necessary, unnecessary and for repair.
Eliminate all unnecessary items from the workspace, keeping only essential tools
and equipment.

Next stockpile unnecessary tools and remove them from the toolbox or work area.
This part of sorting is a critical step. "Don’t discard any tools. Some of the
unnecessary tools may be needed in a different workspace, and we can save money
by collecting those,” said Verzal. Some organizations use a red/green inspection
tag process, with green tags indicating the tools they plan to keep and red
tags marking the tools that need to be removed for maintenance. “The red tag
process can also help identify any broken tools that need to be warrantied,
discarded or repaired, ensuring those tools are set aside to go through the
proper process,” said Verzal.


SET IN ORDER

Next, organize all necessary tools and equipment in an easy-to-find logical
manner. This could mean grouping or moving frequently used tools closer to the
worker. You can use bins, shelves, tool lockers, cabinets and other portable or
modular storage containers to help keep tools organized. Labels, shadow boards
and color coding can help workers identify and locate tools quickly.

“A good rule of thumb is if the tools are used together, they should be stored
and organized together, creating less reaching and user fatigue,” Verzal said.


SHINE

After sorting, it’s important to clean and inspect all tools and equipment.
Tools and equipment should be inspected regularly and replaced to ensure they
are in good working condition. Rotating tools regularly helps ensure they are
used evenly. Maintaining a tidy workspace keeps tools readily available and
helps improve productivity. Routine cleaning and maintenance help reduce the
risk of accidents and can extend the lifespan of tools and equipment.


STANDARDIZE

After cleaning, creating a standard process for keeping tools and equipment neat
and organized is essential. These standards should be followed by everyone who
works in the area to maintain consistency and efficiency. This step involves
creating a tool record and setting up a system for tracking the purpose and
location of all tools in your inventory. 


SUSTAIN

Make the 5S system a continuous improvement process. This step involves
maintaining the improvements made during the previous steps by training
employees to ensure they follow the correct procedures. Conduct regular
inspections to ensure that the workspace remains organized. Employee engagement
and ongoing training are essential to maintaining the system’s effectiveness,
organization and cleanliness. A reward system can be a helpful way to encourage
workers to sustain the 5S process. 


CUSTOMIZE YOUR APPROACH 

Every organization has unique challenges and opportunities regarding storage and
organization. There is no “cookie cutter” approach to implementing a 5S system.
However, for organizations looking to employ a 5S system around tooling, Verzal
recommended working with a specialist to explore options like foam kitting or
shadow boards, which can be customized.


IMPORTANT CONSIDERATIONS

Despite the many benefits of a 5S system, change can be difficult. Verzal said
one of the biggest challenges with 5S and lean production principles, in
general, is the fifth step — the ability to sustain the work. “It has to be seen
as a new process that continually has to be executed, inspected, trained,
cross-trained and maintained,” he said.

Successful implementation involves creating a culture of team member
accountability where everyone understands the benefits to their job and the
entire facility or organization when they maintain the 5S process.

The following are some tips to consider when implementing a 5S system: 

 * Equipment consolidation:  Many companies employing a 5S system find immediate
   cost savings. “Most customers can start a 5S process with the tools they
   currently have on hand,” Verzal said. "Most of the time, they find they have
   an excess of what they need and can reduce waste.” 
 * Product warranties: “From a warranty standpoint, keeping brands underneath
   one warranty makes it easier for technicians to warranty their tools leading
   to additional cost savings,” said Verzal. If tools aren’t standardized from a
   brand or distribution standpoint, technicians could throw away tools or ask
   for a replacement, and this unstandardized approach often results in a lot of
   duplicate spending.
 * Research new technology: When evaluating your tool budget, it’s important to
   research new technology to see if there is a safer tool for a specific
   application. From enhanced ergonomics to vibration control, many new power
   tools and cordless options can help reduce worker fatigue and help to
   mitigate other safety hazards. 
 * Focus on training and communication: Provide comprehensive training to
   employees regarding the 5S principles, their benefits, and how to implement
   them effectively. Regular communication channels should be established to
   address questions and share progress.
 * Get everyone involved: The 5S system is most effective when everyone in the
   workplace is involved. Ensure that employees know the system’s benefits and
   are allowed to participate in the implementation process.
 * Start small: Don’t try to implement the 5S system in your entire workplace
   all at once. Start with a small area, such as a workbench or a tool cabinet.
   This will help you get a feel for the process and identify any challenges you
   may need to address.
 * Be patient: The 5S system is a long-term process. “It’s taken a long time in
   many cases to get to the point where our workspace is cluttered and
   unorganized, so it’s going to take a little bit of time to employ the 5S
   process,” said Verzal. Don’t expect to see results overnight. 




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The information contained in this article is intended for general information
purposes only and is based on information available as of the initial date of
publication. No representation is made that the information or references are
complete or remain current. This article is not a substitute for review of
current applicable government regulations, industry standards, or other
standards specific to your business and/or activities and should not be
construed as legal advice or opinion. Readers with specific questions should
refer to the applicable standards or consult with an attorney.





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