The Ultimate Guide to 5S: Transforming Your Workplace with Lean Methodology
The 5S methodology is worth knowing about. Why? It solves the common issues stopping your business from achieving its objectives, whether that’s wasted time and materials, slow processes, or clutter. At Lean 5S Products, we’ve been in the lean manufacturing industry for over five years and we’ve seen firsthand how much of a difference the 5S methodology can make.
In this guide, we’ll define what the 5S system is, how you can apply it, and what makes it so worthwhile.
What is 5S?
The 5S system consists of five principles: Sort, Set in Order, Shine, Standardise and Sustain. The idea behind it is that you work through the process to create a well-organised work environment—and keep it well-organised, long-term.
This can also be known as a visual workplace or visual factory, as it includes the use of clear visual cues, such as labels, floor markings, shadow boards, and signage to make everything easy to locate and identify.
Let’s go into more detail on each of the principles:
Sort
This first step is important to make sure you’re not starting with a cluttered space. Look for anything that you and your workers don’t use, and remove it—this opens up space for you to use for organisation, as well as floorspace for your employees.
If you’re not sure whether an item is needed, you should think about its purpose, how often it’s used, and who uses it (and make sure to involve these people in the decision-making process).
Set in Order
Go through the equipment that you have left after the “Sort” stage, and create a place for it. Every time the piece of equipment is used, it should be returned to its place to make sure that each employee knows where to find it, and doesn’t need to spend time looking for it.
You can also use products like floor tape to clearly define the edges of your storage areas and prevent any clutter from spilling out or building up.
Shine
This stage is all about keeping the workplace clean. It sounds simple, but it’s easy to overlook. The 5S methodology encourages daily cleaning, with each employee taking responsibility for cleaning up their station after they’ve finished working. Cleaning stations are a common aspect of 5S, making it easy for each member of your team to find the supplies they need, when they need them.
Regular cleaning means your employees can pay closer attention to their tasks and spot potential issues with the equipment they’re using much faster than if it hadn’t been cleaned. The shine stage also refers to scheduling in regular maintenance for your machinery, so that you aren’t slowed down by breakages.
Standardise
“Standardise” means creating standards that incorporate 5S, so that your workplace stays organised long-term. How do you do this? Assign job responsibilities for maintaining “Sort”, “Set in Order” and “Shine”.
For example, one of your workers is responsible for looking through and checking if any unnecessary items have made it into the workplace once a month for “Sort”. If they find anything, they should use a red tag to mark it so that the other workers can confirm whether they need to use it. We recommend using charts to track systems like this—for example, your worker could write a description of the item they found, where it was, and the date it will be removed if no one claims it.
Sustain
“Sustain” means making a habit of 5S, and building participation to make sure that it continues to be followed out. It’s about encouraging change in the workplace and ensuring that workers don’t default back to the old practices that they’ve been used to for years. Make sure to provide training on the 5S principles, so that there’s no confusion over what anyone’s supposed to be doing.
It pays off to be open to your employees feedback. If they feel the way you’re incorporating “Set in Order” isn’t working, is there a way you could do it more effectively? For example, could you use shadow boards to make it easy for workers to visually tell where each tool needs to go?
The Origins of 5S Lean Manufacturing
5S was developed in Japan by world-leaders in vehicle manufacturing, Toyota Motor Company. The Toyota Production System introduced a range of concepts that greatly improved the efficiency of manufacturing, which you can explore in our blog on lean techniques.
But it all starts with a clean and well organised workplace, which is created by the 5S methodology. Toyota’s track record and reputation for high-quality reliable vehicles serves as an example of the impact made by lean manufacturing, and the foundation that 5S lays for it.
What are the Benefits of 5S?
We’ve already gone through some of the advantages 5S can bring to your day-to-day operations. But how else can it benefit your business?
Eliminating Waste
Waste happens easily in busy workplaces. Everyone is focussed on doing their job as quickly and effectively as possible, and that doesn’t always mean remembering to use up stock. 5S encourages a culture of zero waste by making sure everything is properly organised and easily accessible. It can also include visual management boards like FIFO Boards, which clearly show workers the stock that needs to be used up first.
Improved Productivity
Improved productivity is the biggest benefit of using 5S. Your processes become much clearer, as everything is clearly marked—whether with flooring tape, colour-coded equipment, or visual management tools like signs and labels. Employees spend less time searching for tools, materials, or information and more time focused on their tasks.
A Safer Workplace
Safety is sometimes referred to as the “sixth S,” and for good reason. By focusing on organisation and cleanliness, 5S minimises the risks of accidents and injuries. Employees can quickly spot where tools belong and are less likely to leave items in unsafe locations, like in walkways or near hazardous machinery. Marking areas for specific activities, such as forklift zones or storage areas, also helps to prevent collisions and missteps and colour coding your cleaning stations and tools prevents cross-contamination.
Top Industries That Use 5S
The 5S methodology can be used across a range of industries to achieve different outcomes, whether that’s to reduce waste, improve organisation, or increase efficiency. Let’s go into some examples of how the three industries that use 5S the most—manufacturing, healthcare and retail—utilise the 5S methodology.
Manufacturing Industry
Manufacturing is where 5S shines the brightest. With fast-paced production processes, large machinery, and high supply demands, keeping everything organised and running smoothly is essential. Using 5S, manufacturers can create designated, clearly marked areas for tools, raw materials (with a separate section for any hazardous materials), and completed products, reducing downtime and minimising errors.
Healthcare
In healthcare, where lives are on the line, efficiency and cleanliness are non-negotiable. The 5S system ensures medical supplies, equipment, and tools are always in the right place, reducing the time it takes to respond to emergencies. For instance, colour-coded storage bins can help staff quickly locate specific medicines or surgical tools, while regular “Shine” inspections ensure equipment stays sterilised for patient safety.
Retail
Retail businesses use 5S to streamline backroom organisation and improve the shopping experience. Properly labelled stockrooms, shelves arranged by category, and regularly cleaned displays ensure a smooth flow from inventory management to customer satisfaction. The “Sort” principle helps retailers remove outdated stock and make space for new products, keeping operations fresh and efficient.
Implementing 5S in Your Workplace
The key is to approach implementing 5S step by step, focusing on practical solutions for your unique workplace. Here’s a straightforward process to help you implement 5S effectively:
1. Assess Your Workplace Layout
Take a good look at your workplace. Are there areas that feel cramped, disorganised, or inefficient? Identify problem spots, such as cluttered workstations, poorly arranged equipment, or unclear storage zones. Think about how your current layout impacts daily operations—does it slow down productivity, create safety risks, or frustrate your team? This initial assessment will give you a clear starting point for improvement.
2. Identify Common Problems
Once you’ve assessed the layout, think about the recurring issues your team faces. Are tools frequently misplaced? Is valuable time wasted searching for supplies? Are there safety concerns due to clutter or unclear pathways? Involve your employees in this step—they’re the ones experiencing these challenges first hand and can provide valuable insights into what needs fixing.
3. Develop an Organisational Plan
With your problems identified, it’s time to create a plan. Start by visualising how your ideal workspace would look and function. Consider grouping tools and materials by task or frequency of use. Think about how you can make everything as accessible and intuitive as possible. This might involve reorganising storage areas, introducing shadow boards, or using colour-coded systems to differentiate tools and supplies. You can then start running through the 5S process, starting with “Sort.”
4. Engage and Train Your Team
5S thrives when everyone is on board. Provide training sessions to explain the principles and how they’ll benefit both the team and the workplace. Encourage open dialogue—listen to your employees’ feedback and ideas for improvement. When workers feel involved and valued, they’re more likely to take ownership of the process and commit to sustaining the changes.
5. Monitor Progress and Adjust
5S is a journey, not a one-time fix. Regularly review how the system is working and whether there are areas for improvement. Conduct audits or walk-throughs to identify new challenges or opportunities for refinement. If something isn’t working as planned, it’s okay to tweak the system to make it more effective.
6. Celebrate Success
Don’t forget to acknowledge and celebrate your team’s achievements along the way. Whether it’s hitting a milestone like a fully organised storage area or seeing noticeable improvements in productivity, recognising progress reinforces positive behaviour and keeps everyone motivated.
Ready to Transform Your Workplace?
Looking to implement 5S in your workplace? Lean 5S Products can help you turn ideas into action with customised solutions built for your specific needs. From branded shadow boards and cleaning stations tailored to your tools to innovative equipment that supports your 5S goals, we provide the tools and systems that make a real difference.
Not sure where to start? We don’t just supply the tools—we can advise you on the best way to implement 5S in your workplace. With our experience in lean manufacturing, we’ll help you overcome common challenges and create a practical, sustainable plan that suits your operations.
Frequently Asked Questions
We’ve answered some of the most common questions on 5S below.
What does 5S stand for?
5S stands for Sort, Set in Order, Shine, Standardise, and Sustain, with each principle representing an important step in creating and maintaining a clean, efficient, and organised workplace:
Sort: Identify and remove unnecessary items from the workspace to reduce clutter and free up space. Keep only what’s essential.
Set in Order: Organise tools, materials, and equipment so that everything has a designated place, making items easy to find and return after use.
Shine: Keep the workspace clean and tidy through regular cleaning and inspections to maintain safety and identify potential issues early.
Standardise: Establish clear routines and processes to ensure the first three steps are consistently followed, creating a uniform way of working.
Sustain: Encourage long-term commitment by embedding 5S into workplace culture through training, accountability, and regular audits.
What are the disadvantages of 5S?
While 5S is highly effective, its success depends on consistent effort and employee buy-in. Without proper training or leadership support, the system may not achieve long-term results.
Does 5S drive continuous improvement?
5S and continuous improvement go hand in hand. Once your workplace is organised, it becomes easier to identify areas for improvement.
The principles of 5S create a feedback loop—by sustaining organisation and cleanliness, you naturally highlight inefficiencies or issues as they arise. This ongoing cycle fosters a culture of accountability and improvement, where employees take pride in their contributions to workplace excellence.
By Greg McCarthy
Posted on 10th February 2025