5S system's role in improving quality at workplaces

By Zairul Zaha bin Sallehuddin


An organization or company requires a motivational programme to make the organization becoming example for other organizations.


Every kind of quality programme such as 7 Habits, 5S Programme or other motivational programme is designed to improve quality and productivity at workplaces. With such programmes it can make the workers or staff of a company to become perfect.


Pretty popular motivation programme in manufacturing and private sectors was 5S Programme. This 5S's programme are brought and introduced by Japanese companies which operates in Malaysia. When Malaysia develop into becoming an industrial country and matched the 'Pandang ke Timur' policy by ex-Prime Minister, Tun Dr. Mahathir Mohamad during late 80's and 90's make this programme catches on with encourages. How far this 5S's effectiveness and what its got to do with increasing quality at workplace we will see based on what 5S's have practiced for the programme itself.


5S was abbreviation to five Japan words namely Seiri, Seiton, Seiso, Seiketsu and Shitsuke. Seiri refers separate goods that are not required anymore or remove goods that unusable. Hereby space saving to keep goods are feasible and the goods which are not required will be remove.


Seiton meaning arranging goods with more ordered numbers according to particular kinds so that it will be easy to find when needed. We can see the chronological or association between five arrangement or the 5S's structure. After removing we will arranging or updating. Then we will clean the whole office area to prevent messy or scattered place. This activity is called Seiso.


After cleaning we will make coordination and inspection on work area from time to time so that cleanliness can be maintained and the practice continues. This activity is called Seiketsu. Lastly in this programme, the final principle is called Shitsuke. Shitsuke refers that cleanliness can be accepted by all staff members and train others to practise 5S principle nicely.


Obvoiusly that 5S principle is a systematic method that able to increase quality at workplaces. This is because one who was revealed and trained with 5S principle would be able to disciplining its own self unbidden by others.


Discipline is something we studied and followed for more ethical living. Discipline is civilization and life basis. Parents will train their children to be discipline and virtuous. At school teachers will train and guide pupil and student about discipline so that they can become a responsible citizen.


Likewise when these students are grown up and step into job environment, discipline still emphasized so that staff and workers of the company can do their work pegged. 5S, respectively, helped workers to be disciplined and discipline also made stand-alone system for workers.


5S system or principle also closely linked with cleanliness. The reason why 5S was accepted in Malaysia is because of Malaysia's official religion, Islam. In Islam, cleanliness is a fundamental of faith. Islamic devotees was taught and claimed to carry out cleanliness. When cleanliness a must at workplaces, it can create clean environment. With clean environment, automatically it raise up corporate image of the company.


Try to imagine, who wants to deal with a company which is low in corporate image and business etiquette. Who wants to step into scattered and haphazzard office space and does not guarantee its residents safety and visitors. Staff and workers also are not in well-dressed and disregard of work procedures. The matter can make customers or investors progress into other company.


With 5S principle, the matter can be avoidable. 5S will train us to be more responsible and dedicated to our work. A customer first perception about a company is the cleanliness and efficiency. Then would be vital for us to take care of cleanliness and positive image. Customer would give good insight if clean and comfortable workplace because it would be symbolized its disciplined and responsible employees.


5S also afford whistle a different tune and someone's style of thinking. Basic point would be trained by 5S was social intercourse. Positive and healthy social intercourse make a person likable by his other colleagues. This also could prevent someone from become anti social or in Malay proverb mentioned as 'odd man out'.


An excellent workplace need harmony among staff and workers. Regardless of rank or post, in a company or organization every member counted as important and able to contribute something for the company.


Everyone free to voice idea or opinion to increase capability of the company. If communication between employees are weak, then wrong information between one another will happened. Negative matters such as breach or trust, absent work etc will increase. So 5S becomes catalyst to create good relationship between employee no matter lower class or superior group.


In brief, a result of self discipline, spirit of working and high performance is nourished by 5S system somewhat had contributed to productivity improvement. That was a little bit about 5S role in improving quality in a workplace. Try to emulate diligent and cooperative ant as one group to form a colony although we have to face many resistance and obstacles.