Loss of time, mistakes, or unsafe situations are absolutely undesirable in the workplace. A reliable way to create structure and avoid such issues is the 5S method. In this blog, we explain what the 5S method is, how to apply it within your organization, and provide practical 5S examples.
What is the 5S method and where does it come from?
Let’s start at the beginning: What is 5S? 5S refers to five Japanese words that all begin with the letter ‘S’. These are:
- Seiri (Sort)
- Seiton (Set in order)
- Seiso (Shine)
- Seiketsu (Standardize)
- Shitsuke (Sustain)
The idea behind the 5S method is simple, yet it delivers impressive results. The focus is on achieving an organized, clean, and well-structured work environment. By using the 5S method to get your workplace and tools in order, you can achieve higher productivity, greater safety, and fewer errors. In essence, 5S is a complete, systematic approach to organizing workplaces efficiently, clearly, and sustainably – in a way that transforms not only the physical environment but also the mindset and working habits of the team.
The correct sequence of 5S explained step by step
The strength of the 5S method lies in the fixed sequence of its five steps. Each step builds on the previous one, and together they form a continuous improvement process. This makes it very suitable to apply the 5S method in a lean way within an organization. Below, we explain all the steps of the methodology.
Sort: What belongs on the shop floor and what does not?
The first step of the 5S method focuses on distinguishing between what is necessary and what is not. Anything that does not serve a direct function in daily work should not be on the shop floor. This includes broken tools, old documents, unnecessary materials, or unused parts. Removing these unnecessary items creates space, clarity, and safety, as there are fewer obstacles and less time wasted searching. Organizing and tidying the workplace with 5S therefore starts right at this first step.
Set in order: Creating order with a logical layout
Once all unnecessary items have been removed from the workplace, it is time to create order among the essential tools. Everything is given a fixed place, arranged logically based on how often a tool is used and its sequence in the workflow. For example, tools needed daily should always be within reach, while spare parts can be stored a little further away. By using visual aids in this phase of lean 5S, it becomes immediately clear where each item belongs. Examples include colour coding or labels.
Shine: A clean and safe workplace
A clean workplace is automatically a safer and more productive workplace. In the third step of the 5S method, thorough cleaning is carried out — from machines to floors, and from workstations to storage areas. Cleaning also makes it possible to detect deviations or wear early, such as leaks, loose parts, or damage that could later disrupt or slow down processes. So the 5S method also incorporates an element of preventive maintenance and inspection.
Standardize: Agreements and visual aids
After completing the first three steps of the 5S method, the fourth step focuses on standardizing. Clear work agreements, checklists, schedules, or visual instructions ensure that everyone works in the same way and knows what is expected of them. Here too, colour codes, boards, and digital dashboards can be extremely helpful visually. By standardizing processes, deviations become more visible, and improvements can be implemented in a structured and consistent way.
Sustain: Making 5S a new work culture
The final step is often the most challenging: maintaining the 5S method. This step is all about discipline and continuous improvement. Employees must remain engaged and continue to see the value of 5S. Regular audits, training sessions, and improvement meetings support this effort. Once 5S becomes part of the daily routine, it is no longer just a project – it becomes the way of working.
Benefits of 5S: More clarity, less waste
Looking to make an investment that pays off quickly? The 5S method is a perfect fit for your workplace. When implemented correctly, 5S delivers several measurable benefits, both for employees and the organization as a whole. For example:
- Less waste of time and resources thanks to shorter search times and more efficient use of space.
- Higher safety due to a tidy and organized workplace.
- Improved product quality because errors and defects are noticed earlier.
- Greater employee engagement as staff take pride in the state of their workspace.
- Lower costs through fewer breakdowns, damages, and excess inventory.
Implementing 5S: Practical examples from the workplace
The real power of the 5S method becomes clear in practice. To give you an initial impression of the benefits, here are two examples of 5S in action that are likely very familiar:
- On a production line, a large number of tools are needed to complete the process. These tools were scattered throughout the workshop, and operators spent several minutes each day searching for the right ones. After applying S1 and S2 (Sort and Set in order), fixed storage locations were created and visually marked. The result? Fewer errors, a calmer work environment, and (most importantly) significant time savings.
- Imagine a factory deciding to link 5S with digital checklists (for example, via the EZ-GO platform). Operators who previously carried out cleaning rounds and safety checks only on request now perform them digitally and systematically. Notifications are created online immediately, and photos are added as proof. As a result, all employees are more engaged, and everyone contributes to a strong system of continuous improvement.
Common mistakes when applying 5S
Although the 5S method seems simple to implement, there are pitfalls that can block its success. Often, the method is still seen as a one-time project rather than a continuous process. A lack of engagement from employees and/or managers is another common stumbling block. Additionally, insufficient follow-up or oversight is a frequent mistake. Without audits and feedback, the power of 5S is quickly lost. Start small, ensure proper follow-up, and then expand to more complex work areas. Another approach is to make it a competition between different production lines. Competition motivates and adds fun to the work, resulting in creative and collaborative ideas for 5S. And above all: do not forget to celebrate! Making successful improvements visible and celebrating them helps maintain motivation to continue applying 5S.
Tips for sustaining 5S successfully with the EZ-GO platform
Sustaining 5S requires continuous insight, communication, and follow-up. This is where EZ-GO can help. With digital checklists, visual dashboards, and real-time reporting, you can monitor progress and address deviations immediately. Our top tips for implementing 5S sustainably:
- Digitalize 5S inspections with EZ-GO to maintain oversight without paper forms.
- Use photos and notifications to make improvement points visual and share them immediately.
- Schedule periodic 5S audits and let EZ-GO send automatic reminders.
- Encourage ownership by having teams assess their own workspaces.
- Make results visible so that improvements can be celebrated.
Questions about 5S in your factory? Contact us!
Ready to take the next step toward efficiency and work motivation in your factory? Or simply curious how EZ-GO can support your 5S program? Feel free to contact our experts. Together, we will explore how to make your workplace safer and more efficient.