5S Pocket Guide

8/12/2019 5S Pocket Guide

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Our pocket guide to 5S was prepared as a service to the NHS by biosign.Any employee of the NHS may use or reproduce any part of this guide onthe condition that the source of the material is acknowledged as biosign

and references the accompanying URL of www.biosign.co.uk.

The biosign name and biosign symbol are registered trademarks ofCenturion Europe Ltd.

Copyright Centurion Europe Ltd. 2010. All rights reserved.


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5S Pocket Guide

For Best Results,Use 5S

Originated in Japan, 5S is a bestpractice set of techniques providing a

standardised approach to workplaceimprovement and activity.

The term 5S is a reference to the collective Japanese

terms designated to form the ve pillars` of thephilosophy - Seiri, Seiton, Seiso, Seiketsu and Shitsuke.

With a literal translation not offering the samemnemonic, a derivative of Sort, Set (in order), Shine,Standardise and Sustain is used within this guide to

capture the essence of the system.

5S can be used in any environment to support work-place issues including process, delivery, safety, quality,stock, equipment control and improvement targets.

This guide has been produced as a service to the NHSand therefore, considers those categories specicallyrelevant to the healthcare environment.

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5S Pocket Guide

For Best Results,Why 5S?

Releasing time to care is a stated aim of5S within the NHS and the biosign guide

will attempt to show how this can beachieved.

5S as stated, was originated in Japan, inspired by Toyotas industrial philosophy with the intention toimprove morale, safety and efficiency.

These benets are derived from 5S because staff areknown to be happier, safer and more productive in aclean, tidy and well organised environment.

5S is often summed up simply as a place for everythingand everything in its place` but while being accurate isonly a part of 5S and not the whole story.

A number of tools and techniques can be used withinthe system to aid implementation and help achieve theorganisations objectives.


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5S Pocket Guide

For Best Results,Why 5S for the NHS?

Quite simply, there are numerous benetsfrom the implementation of 5S within a

shared workplace such as an NHS ward ordepartment.

Increased moraleImproved safetySaved timeEnhanced qualityGreater communicationEmpowered staff

Control through visibilityEarly identication of problems

5S has more recently been referred to as 6S withanother pillar added - Safety. Safety has always been

a benet of 5S but should also be a consideration toany 5S implementation. The system is best explainedby taking each of the pillars in turn.

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O R T SORTAny work area should haveonly those items needed toperform the work required inthat area.

Cluttered work areas createwaste searching for things andtherefore, waste in lost time.


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Sort

For Best Results,Declutter

Sort could be considered as declutter andrelates to the initial practise of sorting

through all equipment and materials.

The objective is to keep on-hand only those essentialitems that are required for frequent use.

Work and storage areas tend to accumulate materialsand equipment over time. Archive or dispose of all non-essential items.

Identify whether the item is really needed by using red

tags and a red tag register - simple tools of 5S that canbe used to identify relevance and frequency of use.

Take care with medical equipment as it is important tonote that frequency of use may be low but an item mayneed to be maintained in the area in case of emergency.

Ask if an item is really needed, how often it is neededand be sure that everything kept is in date.

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E T SET

Set focuses on the need for anorderly workplace - a place foreverything and everything inits place.

Best practise includes thereturn of any equipment to itsdesignated location.


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Set

For Best Results,An orderly workplace

Equipment and materials stored in a setlocation will be readily available when

required by the next person.

To ensure that time is not wasted looking for things, allitems and equipment should be assigned a designated

location and be returned to that location once used.

The actual storage place should be considered wherepossible so that equipment and materials can be closeby and accessible when required, saving further time.

Bespoke oor graphics from biosign can help toidentify the footprint of equipment stored on the ooror walls. These graphics will not only make it clearwhere equipment is to be stowed away but also make itobvious when it is not in its place.

Set is especially important in a shared workplace butwill only be effective if changes are communicated tothe staff so that the locations are maintained.

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H I N SHINE

While the initial practise of5S relates to the tidiness andorganisation of the workplace,Shine relates to cleanliness.

The key concept of shine isthat cleaning be routine andcontinuous.


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Shine

For Best Results,Routine cleaning

Routine and continuous cleaning of theworkplace reassures the patient and

visitor that the area is under control.

Following the implementation of Sort and Set, toremove clutter and designate item locations, cleaning

can be much more efficient.

Cleaning should be a daily routine and used to preventmess, not to clean it up afterwards.

Cleaning should consider the whole environment,

including equipment after use.

Biosign products are all designed to be easily wipedclean and have a low prole and edge-to-edge seal soas not to harbour dust or bacteria. Details like radiusedcorners also prevent cleaning cloths from snagging.

All cleaning should conform to the trust policy forinfection prevention and control.

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T A N STANDARDISEHaving an agreed anddocumented procedure willensure consistency of service.

Standard procedures can alsobe used as an aide memoireand for training purposes withnew staff.


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Standardise

For Best Results,Follow procedures

Standardised practices and proceduresprovide consistency, increase efficiency

and quality.

Procedures should be documented and written in a wayas to be clear and communicate standards.

Well communicated, written procedures are only onemethod to help standardise working practices.

Visual control systems help provide continuity of serviceand ensure routine tasks are carried out as required,

whether by the same person or where responsibilitiesare shared.

A biosign patient observations careboard would bea simple example of where such a system would beeffective and ensure all observations were completed.

The identication of routine tasks enables staff toshare responsibilities and ensure work is completed.

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U S T SUSTAINSustain relies on the disciplineand committment of the team.

While sustaining 5S practises,better ways of doing thingsmay also be identied whichshould be considered andcommunicated to the team.


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Sustain

For Best Results,Keep it up

Sustain refers simply to maintaining thehigh standards set - the high 5S standards,

by adopting the previous disciplines.

Whereas, the previous disciplines can be implementedby a nominated person or team, sustain depends on

everyone to maintain the improvements.

To ensure improvements are sustained, a 5S audit canhelp provide early awareness of any practise that mayhave been neglected.

Audit results should be communicated to all the teamand published to relevant notice boards.

After all the hard work and effort to implement 5S,sustain the improvements through discipline andcommittment.

Setting the standard is not enough, sustain thebenets of 5S for long term improvement.

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A F E SAFETYSafe working practises are aprerequisite requirement of5S although implementationof the previous initiatives willfurther help to reduce risk.

Safety can also be improvedwith increased awareness.


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Safety

For Best Results,Be safe

A recent addition to the 5S mnemonic,safety has always been considered a

benet of 5S implementation.

Safety is the responsibility of everyone and can takemany forms including conformance to legislation,

working practises, risk management, patient care andinfection control.

Safety can be a consideration of 5S such as storing large,heavy items low down during Sort or it can be a result of5S such as infection prevention following Shine.

Biosign safety signs cover all legislative requirements,are anti-microbial as standard and designed specicallyfor ease of cleaning.

One off biosigns and awareness campaigns can replace

home-made notices for clear, effective messaging.

Safety is the responsibility of everyone, every day.

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tain

S e t

S h i n e

StandardiseSet and usestandard work

procedures andensure routinetasks are carriedout as required.

SustainMaintain the highstandards set byadopting all the5S disciplines.

SafetyA later additionto the 5Sphilosophy, know6S to conformto legislationand follow safeworking practices.


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I S U A VISUAL MANAGEMENT5S and visual controls areorganisational tools to aidorganisational improvement.

5S and visual controls areof signicant benet in theshared workplace with sharedresponsibilities.


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Visual Management

For Best Results,Make it visual

Visual management is key to thesuccessful implementation of 5S to help

identify problems, abnormalities or waste.

Biosign careboards` provide what we term as the 5Cs:

ClarityControlConformanceContingencyCleanliness

The rst 4Cs refer to objectives and benets of thecareboard, with all information provided at a glance.

The 5th C refers to a benet of the product itself with allbiosign careboards providing active hygienic protection,eliminating harmful microbes including MRSA and E-coli .

Early identication of problems allows staff to takeimmediate remedial action to overcome the issue.

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Visual Management

For Best Results,Get it right

Introduction of a biosign careboardshould follow a number of sequential

steps starting with identication of theprocess to control.

The process steps should be mapped out sequentially.

Key check points should be established that will need tobe tracked in order to ensure any process is on track.

Simple documentation should accompany each systemto clearly articulate how it needs to be maintained

and ultimately, to ensure consistency throughout theprocess.

Key aspects on how to use the board should be postedclose by or on the careboard itself, if appropriate.

All these steps should be followed for thecareboard to work as it should and provide problemprevention, rapid response and reduction of waste.


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Visual Management

For Best Results,Use it

Following implementation, on-going,conscientious use is key. If checks and

notations are not updated in a timelyfashion then the system will be inefficient.

All staff must champion the process otherwise the

careboard will simply end up as a form on the wall andnot offer the arms-length control that would otherwisebe the case.

Supervisors should keep themselves availed of theprocess status by monitoring the system and offering

feedback to users.

Periodic evaluation or audit of the system should takeplace, using a checklist (supplied with all biosigncareboards), to determine whether the system is beingused correctly.

It goes without saying that the careboard will serveno function if the mechanisms are not actually used.

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Biosign

For Best Results,Use biosign

Biosign technology utilises silver whichis widely accepted as an additive havingbroad-spectrum anti-microbial activity.

All our products showing the biosign mark containhigh levels of silver ions which they release at a very low,controlled rate.

The low release rate is dependent upon the bacterialchallenge present which ensures they retain theirefficacy for the lifetime of the product.

Biosign products include health and safety signs tocover all legislative requirements, posters, awarenesscampaigns, door guardians and hygienic wall claddingwith other products available on request - just ask.

With screen and digital print facilities, in-house designservice and manufacturing exibility, products can beproduced in 1000s or as one-offs.


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Biosign

For Best Results,Get help

At Biosign we do more than sell anti-microbial products - we help with yourinfection prevention, safety and efficiency.

We hope that the biosign 5S pocket guide has beenuseful but if we can be of further assistance then pleaseget in touch. Contact details on the back cover.

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Further information about Biosign

Biosign products are generally produced from PVC for its inherentmicrobiostatic properties which affect a significant number of pathogenic

microbes. PVC is also highly resistant to the strongest chemicalsand cleaning agents as well as achieving the highest fire rating of allinternational standards.

Biosign products are also coated with silver ions as a final step in themanufacturing process to ensure the product including any print isprotected and offers an active antimicrobial protection.

Silver is widely accepted as an additive having broad spectrumantimicrobial activity. Biosign products contain high levels of silver ionswhich they release at a very low, controlled rate. The low release rate isdependent upon the bacterial challenge present which ensures that theyretain their efficacy for the lifetime of the product.

Biosign protection can be applied to as many different products as yourequire.

Here are a selection:

Safety signs Taktyle Hygienic braille signsWall claddingDoor guardians

Visual management boardsFloor graphicsDisplay produtsDocument holdersCustom products to meet customer requirements

We can also print awareness campaigns in a number of different formats.For further information, refer to our website at www.biosign.co.uk, orrequest our literature including details of our Keep Clean and Carry Oncampaign (right).


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Find out more about our Keep Clean and Carry On campaign, to raisehand hygiene awareness and compliance, at www.biosign.co.uk.


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BiosignCenturion House

Hunt LaneDoncasterSouth YorkshireUK DN5 9SH

T +44 (0)1302 788 700F +44 (0)1302 390 004E [email protected] Order a copy of this booklet or

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5S Pocket Guide