The Complete Guide to the 5S Audit

What is the 5S System?

The 5S system is a structured methodology rooted in the Japanese manufacturing context, aiming to optimise workplace organisation, efficiency, and safety. 

By implementing 5S, manufacturing processes can be streamlined, waste reduced, and productivity boosted. Each of the five “S” stands for a specific step, and together they form a holistic approach to maintaining a clean, organised, and efficient workspace.

Seiri (Sort)

The first step of the 5S system starts with organisation. Seiri involves going through all the items in a workspace and removing those that are not needed regularly. It aims to declutter the workspace and keep only essential items.

On a manufacturing floor or a machine shop, operators might have a variety of tools and equipment scattered around their station. During the “Sort” phase, they would identify and remove any tools that are not frequently used, ensuring that only the most relevant tools are within easy reach, reducing the time spent searching for them.

2. Seiton (Set in order)

Once non-essential items have been sorted out, this step ensures that the remaining items are organised in a manner that they can be easily accessed and used. A place for everything and everything in its place is the guiding principle.

In the same machine shop, operators would then organise the retained tools in a logical order, perhaps by frequency of use or size. Tools might be placed on pegboards, labeled, and shadowed, so it’s evident where each tool belongs and when one is missing.

3. Seiso (Shine)

Seiso focuses on cleaning and inspecting the workspace, ensuring everything is in good working condition. Regular cleaning can also act as a form of inspection to detect any abnormalities early on.

Let’s return to the machine shop example. After daily operations, the machine shop floor might be covered in metal shavings, grease, or oil spills. The “Shine” phase would involve cleaning these up and inspecting the machines for any leaks or malfunctions that might have caused the spills, addressing potential issues before they escalate.

2. Seiketsu (Standardise)

With the first three steps in place, this phase emphasises establishing standards to maintain the new orderliness. It involves setting up regular tasks, schedules, and procedures to maintain the newly organised workspace.

In manufacturing, a shop might implement a checklist that operators must complete at the start and end of their shifts. This could include tasks like checking tool inventory, cleaning specific parts of their workstation or performing basic machine diagnostics. This ensures that the benefits of the first three S’s are sustained.

5. Shitsuke (Sustain)

The final step – Shitsuke – all about creating a culture where the standards set in the previous step are maintained. This involves regular training, audits, and continuous improvement to ensure the 5S principles become a part of the company’s DNA.

The machine shop could conduct monthly 5S audits where teams evaluate how well they adhere to the 5S principles. Regular training sessions could be held to onboard new employees or refresh the existing ones. 

Recognising and rewarding teams or individuals who excel in maintaining the 5S standards can also reinforce the importance of sustaining the improvements.

What are the Typical 5S Audit Questions?

As you can imagine, the 5S system can bring plenty of benefits to the manufacturing sector. But a system is only as valuable as its implementation and execution – which is why 5S audits are so important.

5S audits ensure consistent application and adherence to the 5S principles. By posing focused questions for each “S,” organisations can pinpoint areas of strength and those requiring improvement. Here are five questions for each of the 5S principles:

Seiri (Sort)

1. Are all items in the workspace deemed necessary for current operations?
2. Can any items be removed, recycled, or relocated to optimise the workspace?
3. Is there a clear distinction between necessary and unnecessary items?
4. Are items used infrequently kept separately from those used regularly?
5. How frequently is the workspace assessed for redundant or obsolete items?

Seiton (Set in order)

1. Are tools and equipment arranged in a logical order for ease of access?
2. Do clear, designated places exist for all items?
3. Are tools and materials located near their point of use to minimise movement?
4. Are storage methods (like shadow boards) in use for easy tool identification and placement?
5. Are pathways, borders, and zones clearly marked and labeled?

Seiso (Shine)

1. Is the workspace visibly clean, with no signs of dirt, dust, or spills?
2. Are cleaning supplies easily accessible and located near areas that require regular cleaning?
3. Is there a routine cleaning schedule in place and followed consistently?
4. After cleaning, are tools and machines inspected for defects or wear?
5. Do employees take initiative to clean and maintain their personal workspaces?

Seiketsu (Standardise)

1. Are standarised procedures documented and displayed visibly for all tasks and processes?
2. Do checklists or visual aids exist to guide cleaning and organising activities?
3. Is there consistency in how different workspaces or workstations are organised and maintained?
4. Are employees trained on the 5S principles and their specific roles in maintaining standards?
5. Are there regular reviews to update and refine the standarised processes?

Shitsuke (Sustain)

1. Is there an ongoing commitment from leadership to support and enforce 5S principles?
2. Are 5S audits conducted regularly to evaluate adherence and identify areas for improvement?
3. Are employees empowered to suggest and implement improvements in the 5S system?
4. Is there a feedback mechanism in place for employees to report challenges or successes with the 5S system?
5. How are teams or individuals recognised or rewarded for consistently upholding or improving upon the 5S standards?

Using a 5s audit sheet or a digital checklist? Pros and Cons

Traditionally, 5S audits have been conducted with paper-based checklists. This is an effective method to score standards of cleanliness and orderliness, but it can be time-consuming and inefficient – especially when multiple audits need to be conducted. 

Digital checklists are increasingly being used as they offer a number of advantages, such as speed and accuracy in data collection, real-time reporting that can help identify areas for improvement, or the ability to run analytics on the collected data. Let’s look at the pros and cons of different 5S audit checklist methods:

Pros of a digital checklist:

• Flexibility: Can be accessed from any device.
• Collaboration: Tools like Azumuta allow managers and operators to collaborate, and add images, videos, and other interactive elements directly from the shop floor.
• Eco-friendly: Reduce the use of paper and enhance sustainability measures.
• Automation: Results are easily stored in a centralised database for further review and analysis.
• Accuracy: Digital checklists enable data accuracy across multiple audits, reducing the risk of human error.
• Actionable Data: Collected data can be used to identify trends or areas of improvement over time.

Cons of a digital checklist:

• Initial Set-up Time: Transitioning from paper to digital might require training.
• Cost: An upfront investment is needed for the hardware and software setup.
• Security Concerns: Digital systems should include a secure data system to protect against unauthorised access.

Pros of a paper-based checklist:

• Simplicity: Easy to use without much technical know-how.
• No Dependency: Not reliant on power or internet connectivity.
• Lower Cost: Requires minimal setup and no additional hardware or software costs.

Cons of a paper-based checklist:

• Time-Consuming: Manual data entry adds an extra step and time – particularly when updating or retrieving information.
• Security Risk: Paper checklists can be easily accessed by an unauthorised user, leading to potential misuse of data.
• Inefficiency: Without integration into a larger system, paper-based checklists cannot provide real-time updates on progress or tasks completed.
• Limited Analysis Ability: Difficult to accurately track progress over time without digital records.