5S Implementation Plan for Service Techs [2023] Phyxter Digital Marketing

We discussed Visual Management in one of our previous intro articles. Visual Management helps in recognizing the good from the bad. It's easier to identify the bad when the workspace is clean and tidy.

The key goal is to recognize and eliminate waste. Remember our article on the eight types of waste TIM WOODS?

So how do we do this again? We start the journey through the implementation of 5S.

A 5S system is a simple tool and organizational system designed to improve workplace efficiency through workplace organization.

It is a process for creating and maintaining an organized, clean, safe, and high-performance workspace. It is a performance management system that helps foster a continuous improvement culture.

Each S within 5S represents the following key steps:

Each step in 5S plays an integral role in helping the crew implement and sustain the system. Therefore, once each step has been successfully performed, 5S should function indefinitely.

To achieve this level of sustained success, managers and crews must embrace the system. They assimilate 5S methods and techniques into their daily work procedures.

Reaching the system's final step only concludes when the initial implementation phase is complete.

Keep in mind that 5S should continue to cycle through its previous actions, so a workspace remains organized for maximum efficiency at all times.

Before moving forward on any workspace reorganization, seek the consent of all potentially affected team members.

Staff involvement can greatly help facilitate the conversion to 5S and may even provide new and more practical ideas for implementation.

Applying 5S in the context of Field Service, we will look at the three main areas requiring 5S attention:

• The Service Van
• Tools and Equipment
• Parts inventories

Please read through and understand all instructions before undertaking a 5S project.

Once started, it requires time and commitment to achieve all the goals outlined in this document.

In 5S, SORT is the first step in implementation.

The goal is to evaluate all workspaces, inventories, and tooling so unwanted items and hazards can be removed from the workspace.

Sorting will help you get rid of the following problems:

• Unnecessary tools and materials that impede workflow
• Wasted time looking for tools, spare parts, and equipment
• Stockpiling unnecessary and expensive inventory
• Safety hazards resulting from clutter

The goal of SORT is to remove all the unnecessary tools and materials and create a space free of clutter.

This task allows for a workflow free from disruption. An excellent way to look at it is: "If you do not use it often, throw it out."

Leave only the items you need to get your job done. These items include tools, materials, and equipment.

Who knows how much fuel is wasted for all of those items you are hauling around?

When implementing the SORT step, your approach must be vigilant and ruthless.

Correctly conducting this first step will lay the groundwork and ensure a successful implementation of the 5S model.

Identifying unnecessary parts and tools is not always an easy task. Techs and Managers get so used to a chaotic workplace; they don't even see it anymore.

5S has a valuable tool that will help you with your SORT process, and its called RED TAGGING.

Red tags identify unnecessary items that need to be removed from your workspace.

Red tagging is a visual management tool that communicates to others that this item may be useless in your workspace.

When you identify anything you think is superfluous, red tag it and place it in a red tag holding area for review.

Red tag items that possibly hold value or can be reused. Anything determined junk can be thrown away immediately.

That includes your McDonald's wrappers hiding behind your driver's seat.

Red tagging allows you to review it again and decide on an appropriate action later. But for now, it's removed from your workspace before moving forward.

Using the red tag, you will want to indicate what action is to be taken. These could be:

• Relocate the item. One of your fellow techs may use it.
• Return to the store. It can be resold to someone else.
• Dispose of or recycle the item.
• Leave it in the red tag holding area if you have no idea.

Once items are placed in a red tag holding area, they can be reviewed until their value is determined.

But at least for now, it's out of your way. Your company may have a policy of holding onto red-tagged items for a predetermined amount of time.

After that, it can be assumed it's not needed and then discarded. Maybe leave it to your boss to make that decision.

TIME TO TAKE ACTION!

Follow our attached Checklist to implement and complete the SORT phase.

The second step in our 5S implementation plan is STRAIGHTEN or SET IN ORDER. The goal is to arrange what's left to promote efficient workflow.

This is where we find a place for everything and ensure everything is in its place. In the context of a field service van, this is about creating a standardized and consistent layout based on how and when tools and materials are accessed.

Not only will you improve your efficiency in working, but you will also help promote your reputation to customers based on their first impressions.

How will you perform on the job site if you can't keep a van organized?

Here are the questions that need to be answered during the STRAIGHTEN process.

• Do you have a preferred layout for everything in your van?
• Which one of your Techs has the safest and cleanest layout?
• Do you have everything you need now ready to place back in your van?

This phase is now an excellent opportunity to sit down with your Techs and figure out a plan on how to stack out a van safely and efficiently.

If all your Techs do similar work, then maybe you should completely standardize your vans to have the same layout.

A great idea here is to draw a design on a whiteboard with input from your Techs.

You can all agree on the best arrangement for a van. The end goal is to ensure uniformity and proper visibility so Techs can find everything efficiently.

Consolidate all similar tools and materials together. Here are some things to consider when looking at storage:

• Hand and power tools, including toolboxes
• Electrical equipment
• Gas equipment
• Spare parts inventory
• Safety equipment and PPE

Now that you have an idea of what you should carry, consider where it will go.

What's your layout plan for:

• Rooftop: Often wasted but an excellent place for longer items. Ladders, pipes, etc. Tubing will help protect items from the weather.
• Drivers Cabin: Shelving could be useful for storing manuals, paperwork, laptops, Ipads.
• Rear cabin light installation: Proper lighting helps you work efficiently.
• Flooring: Equipping your van with flooring makes it easier to keep clean, protects the floor from heavy tools, and helps identify fluid spills quickly.
• Doors: Doors can be a practical place to carry tools. Ensure you use the right hanging system to ensure they're attached correctly.
• Types of shelving required: This is to secure tools to ensure safety and prevent damage.
• Are partitions required? Do you need to guard the front cabin against the rear? Partitions also provide extra space for tools and materials.
• Within the shelving, what storage bins are required? What types of parts are you carrying?

Thinking about using all available space from the roof to the floor, Have you thought about the following?

• For efficiency, regularly used tools and materials should be closer to the rear or side door.
• Smaller parts that are used regularly should be stored higher. Heavier and less used items should be stored lower. This makes for a safer layout. You don't want to bend over to retrieve those frequently used parts constantly.
• Safety equipment and PPE should be easily accessible, especially the First Aid kit.
• Now that you have an idea of where everything is going to go, its now time for Visual Management.
• Ensure that all locations are marked with the correct labels and signs. Maintain conformity across your fleet.
• If hanging equipment, shadow boards are a great way to ensure tools go back to their original location.
• Use tool foam in toolboxes to create a system to prevent tools from going missing.
• Line mark areas on the floor where you may be storing specific items.

TIME TO TAKE ACTION!

Follow our attached Checklist to implement and complete the STRAIGHTEN phase.

The third step in our plan is to SHINE.

The main goal is to clean everything in the workspace so that equipment, tools, and parts are easily and quickly identifiable. Another goal during this phase is about inspection and maintenance.

A messy workspace is a sign of inefficiency. As mentioned before, it also looks unprofessional to our customers. Also, your Techs will like coming to work in a clean and professional environment.

When everything is clean, it's easier to identify issues such as damage or an oil leak from your transmission.

Clean and properly maintained tools and equipment equate to increased safety in the workplace. Less downtime also equates to higher productivity and greater morale of your techs. Downtime equals lost opportunity!

Also, don't just think about the van's interior; think of the outside. Does the van have damage? Are the tires in good condition? Is your logo easily identifiable on the outside? Think about your professional image.

In this context, the final part of SHINE is putting everything away once it's clean and inspected. In the last phase, we identified a place for everything; now, it's time to put it in its place.

This is also an excellent time to inspect your equipment, tools, and inventory. If you find anything requiring a fix, then fix it or red-tag it and remove it for further evaluation.

Once SHINE is complete, we will move on to STANDARDIZE, where it all comes together as a holistic program.

TIME TO TAKE ACTION!

Follow our attached Checklist to implement and complete the SHINE phase.

STANDARDIZE is where all your hard work so far comes together.

This phase standardizes all previous steps to be the same across the board. This helps maintain and improve the first three phases.

The fundamental goal here is to create a system of tasks and procedures to ensure the principles of 5S are conducted routinely. Cleaning schedules are a great example of this!

Here we will prepare written procedures and a set of checklists based on a schedule to ensure that every step in a 5S program is followed precisely the same way every day.

This way, every Tech and any other employee understands their daily and weekly SORT, STRAIGHTEN, and SHINE tasks.

Using these scheduled checklists, we make it part of their daily routine. If your people are trained correctly, they will conduct each step of 5S without thinking about it.

The formulation of standards should be done in consultation with the Techs. They know their daily operations and equipment the best.

This allows for reviewing and removing obsolete or unnecessary tasks from the list. Once developed, everyone should sign off. This can now be implemented.

How deep you go will be based on your type of operation. Ensure that all aspects of SORT, STRAIGHTEN, and SHINE are included in your Checklist.

This ensures the correct focus on the following:

• Reviewing tools and parts regularly – SORT

• Ensuring everything is in its place and not missing and secured correctly – STRAIGHTEN.

• Everything is cleaned periodically – SHINE.

Once these are in place, you can evaluate each Tech's performance regularly. This will ensure the process becomes routine and will ensure long-term success.

TIME TO TAKE ACTION!

Follow our attached Checklist to implement and complete the STANDARDIZE phase.

We have also included a checklist template you can use to ensure ongoing compliance. These are not definitive but guide you on how to sustain a 5S system.

Duties can be daily, weekly, and monthly depending on your business. These checklists can be printed and placed in the workspace. This will ensure compliance and act as a reminder for everyone.

If you have successfully got to this point, then congratulations!

Sustaining 5S is the final step. Sustaining 5S will help maintain the system for the life of your business.

All the previous stages should now be part of your daily operations.

All team members should now think of 5S-related tasks as just an everyday occurrence that's part of their role within the business.

They see it as a competitive advantage to ensure the company is safe, productive, and profitable.

The following steps will help you stay on track:

• The whole organization must be on board with managing the business to a 5S standard. This ensures buy-in from lower-level staff when a standard is consistent throughout the company. This helps build organizational commitment from all levels of staff.
  
• Team Leaders and Managers should set an example by following through on scheduled workspace inspections and ensuring all employees are accountable for completing 5S tasks.
• Assigning the time
• Ensure your team has the time allocated into their schedules to conduct 5S tasks—our checklists highlight tasks at the start and end of shifts. The main focus during these allocated times is organizing and cleaning as per their checklists.
• Measure and create a reward system
• Create an evaluation system to measure the progress of 5S in your organization. This evaluation will allow you to gauge your successes. A rating system will allow you to provide feedback to employees if they need further improvements. We have included a simple checklist to manage the sustainment of 5S.
• Post evaluation results in common locations for all employees to see everyone else's ratings.
• Provide the top-performing teams or individuals with a reward for their hard work. This doesn't need to be expensive. It may even be an extra day off.
• Visibility
• Using the attached checklist template, you should post such procedures and schedules in critical places to help promote continued self-management and reduce confusion. You will find that these are very helpful in training newer employees.

This article was written by Russell Jones

VP of Operations @ Phyxter and Operational Excellence Specialist

Click here to connect with Russell on Linkedin