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5S Set in Order Video

  • 5S is an integral part of Lean and Set-in-Order is the second stage of 5S. Set-in-Order is probably one of the most difficult steps in the 5S process, but there are also more tangible benefits from implementing Set-in-order.
  • If you have not already done so, you might want to first watch our 5S Overview and Sort videos.
  • In review, the 5 S's are Sort, Set-In-Order, Shine, Standardize, and Sustain in that order. We will now focus on Set-in-Order for the remainder of this presentation.
  • Set-in-Order means arranging all of the items you have determined are necessary for production so they are easy to find, easy to use and easy to put away when finished. This includes determining the best locations for machines and equipment. Locations should be created for each item and clearly labeled. This reminds us of an old adage, "a place for everything, and everything in it's place".
  • Before you even begin Set-in-Order ensure that the Sort phase is completely finished. After all, why would you want to spend time creating locations for items you don't even need?
  • You already know a little bit about this phase of 5S, because we all practice Set-in-Order in areas that are important to us. For example:
    A: When it's time to eat, do we have to search for silverware, or do we have it perfectly organized and ready right where we need it?
    B: For you golf enthusiasts, the golf bag and cart are a perfect example of set-in-order. The clubs all have their own specific location, the cart holds the bag at just the right angle to allow the clubs to be easily retrieved and put away again. And there are special pockets for balls, tees, and every other accessory needed.
    C: Fishermen are the same way. When it comes time to find that special lure or any other piece of fishing equipment they have got it going on.
    D: Is hunting your sport? I'll bet you have a special cabinet at home where you carefully store all of your guns, ammunition, and other accessories where you can easily find them.
    E: And...well, you get the picture. If it's important to us, we practice set-in-order.
  • If we can make our workplace as important to us as our favorite sport or hobby, and practice set-in-order, we would enjoy our jobs much more than we do now.
  • 5S is also referred to as a visual workplace. Set-in-Order is the method we use to create a visual workplace. We want everything to be organized so we can know the status of everything at a glance.
  • In this example you can clearly see one tool is missing and by the red shape, you can tell even from a great distance away, it is the hammer that is missing.
  • In this example you can see that all of the brake form tooling is well organized, labeled, and color coded. It is very easy to find the tools you need and put them back in the correct place afterwards.
  • Our inventory needs to be organized so we can learn at a glance the status of it. The clear Plexiglass in this example allows us to review all inventory levels at once.
  • Here is a great example of setting up your inventory so you know exactly when you need to replenish it.
  • Another example of setting up a Kanban area where again at a glance you know the status.
  • You also want to create a workplace where the flow of work is obvious to anyone.
  • With visual instructions on how the work is to be performed
  • Kanban boards are an excellent visual tool.
  • Set-in-Order applies to safety equipment also. You want fire extinguishers to be visible so anyone can locate it in case of emergency.
  • You also want to make first aid kits visible and easily accessible in case of an emergency.
  • Let's look at some storage options to consider, for example:
    A: Some items can only be stored on the floor such as large machines or other large items.
    B: Some equipment can be made portable, which is ideal for flexible manufacturing
    C: Racks and Shelving can increase your storage capacity in a small amount of floor space
    D: And carts on wheels can be very helpful
    E: Flow racks can be used for work in process
    F: Storage bins are easy to identify and great organizers and space savers
    G: Cabinets
    H: Shadow Boards
    I: And also tools that hang from the ceiling
  • When it comes to implementing Set-In-Order, it's just like real estate. It's all about location, location, location. Let's talk about how to decide appropriate locations for items.
  • First let's create a spaghetti diagram to determine where the operators have to travel to get the items they need for production. This is easily done by observing and tracking the operators as they go about their normal production.
  • Here is an example of what a completed Spaghetti diagram looks like. Use this diagram to improve the layout of needed items by identifying and eliminating any excess motion. By locating parts, equipment, machinery, and tools in the best locations possible, we can minimize motion waste. Keep in mind that locating machines close together may give you the opportunity to have one person operate more than one machine as shown in this example. A proper layout improves flow and requires less people for production, which improves productivity dramatically.
  • Locate items based on the frequency of their use. The more an item is used, the closer it should be to the actual point of use. This shadow board mounted on the outside of this CNC machine could not be better positioned. This Brake Form machine has all of the necessary tools for set-up stored close by for easy access. Here is an example of a machine that needs to be adjusted on a daily basis. In this case it would be wise to store this wrench as close to the actual point of use as possible, even if it means having to buy an extra wrench to do so. Do not store items in a manner that would cause unsafe conditions however.
  • If items are used together they should be stored together. For example, this drill, drill chuck, and drill bits are all used together, so they should all be stored and organized in the same place. This helps eliminate searching waste.
  • Be creative when implementing set-in-order. Set-in order is only limited by your imagination. This safety barrier for the Timesaver Deburring machine doubles as a storage location for the sanding belts that are needed for that same machine.
  • If applicable, develop tools that retract to a home position so that you will always know where it is. Here is an example of a drill that when you let it go of it, it moves up and out of the way. Here is an example of a hose reel that takes care of storing that needed item.
  • When it comes to the tools that you use, you are in complete control. Here are some different tool options to consider:
    A: Develop tools that serve multiple functions. This means less tools to store and create locations for.
    B: Think about using a substitute for the tool; the need for this wrench for example can be eliminated...
    C: With a nut like one of these that can be turned by hand.
    D: Also think about eliminating tools and speeding up the process significantly by substituting a different method. For instance, automatic clamping can be used instead of nuts and bolts saving a great deal of manual labor.
  • Creating locations for items will limit how many items can be stored in the area and when done properly will give good visual control on inventory levels as shown in this example. This makes it impossible to store more items than are necessary in a given area.
  • Outlining is used on floors to show the location of a particular item and also to limit the amount of inventory that can be placed there. Each storage area should be clearly labeled. Outlining is also used to clearly show aisle ways, electrical panels, and locations of potential safety hazards.
  • It's a good idea to develop a color code strategy for marking your floors and then standardize it. Color coding your tooling also has some great potential. This example shows how the tooling is color coded by the radius size of the tooling.
  • Tool boards also have great potential for a visual workplace. You can outline the tools and label them so they are easy to find and put away. You can also see if a tool is missing from 20 feet away. Just keep in mind that shadow boards may not always place the tools as close to the point of use as possible based on the frequency of their use.
  • Where storage locations might change slightly, consider portable labels. For example, magnetic labels work extremely well on metal racking, drawers and metal storage racks.
  • It would be very difficult to find the item you need and put it away again in this tool cabinet without proper labeling, and even with proper labeling, there is absolutely no visual control at all. Here is a great example of tool organization and labeling. The use of Plexiglass keeps the tools clean and it makes the tool storage very visual. Setting the shelves at an angle also makes the tools even more visual.
  • Set in Order eliminates many kinds of waste as follows:
    A: The waste of searching is eliminated by locating items where they are easy to find and put away again.
    B: Motion waste is eliminated when we eliminate the waste of searching. Motion waste is also reduced when we place tools at the point of use and change the layout of equipment and machines to create flow.
    C: The waste of human energy and frustration is eliminated when items are easy to find and we have a less stressful environment to work in.
    D: The waste of excess inventory is eliminated by creating specific locations for your inventory with only enough space for the items we need.
    E: The waste due to difficulty in returning items is eliminated when we make it clear where items belong and it becomes easy for anyone to return items.
    F: The waste of unsafe conditions is eliminated when aisle ways are clearly marked
    G: Along with fire extinguishers, first aid kits and other safety items being clearly marked.
    H: This results in decreased medical and insurance costs
    I: The waste of defective products decreases as our work areas are organized and efficient.
    J: Productivity increases when machines are moved to create flow and all of the above wastes are eliminated
    K: Employee satisfaction increases as it becomes faster and easier to do their job.
    L: And last, bottom line profitability increases from all of these efforts.
  • Set-in-Order is probably one of the most difficult steps to implement on the shop floor. It requires a tremendous amount of time, a lot of planning and hard work, top management support, lots of teamwork and plenty of creativity.

Most companies fail to implement set-in-order properly because it is so all encompassing, so if you need help with 5S training and/or implementation, give us a call today, and don't forget to check out the other videos in the 5S Series. We're the guys who make this process simple!


About the author:

Jeff Hofstetter

Jeff Hofstetter Jeff is the President of Xtreme Lean Consulting with over 24 years of experience in Lean and Six Sigma Consulting. Jeff is a results-driven, decisive leader with a proven track record of initiating time and cost-saving operational improvements while leading diverse teams to strong, sustainable performance gains. Skilled mentor and coach with a hands-on, positive approach to resource management, leadership development, and training.

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