Companies are willing to put a lot of effort into 5S programs. Employees are trained, posters are distributed, rolls of tape, red tags and boxes are purchased. ‘Yes, we will make this place better!’ –  steering committee announces. What happens next is history. Relax, this article is not about 5S implementation. Nor it is about the value of 5S initiatives. Waste reduction and work optimisation are vital ingredients of a successful organisational change.

There is, however, one particular task that is often overlooked and can lead to dramatic consequences. You should watch out for 5S audits.

The biggest enemy of the 5S

Working with national standards make it relatively easy to plan and conduct the audit. The skilful auditor is still required, but the core requirements can be taken directly from the governing document. There is plenty of training available, and some come with recognition. Sound about right doesn’t it?

The situation looks different when it comes to dealing with 5S programs. There are no strict rules or regulations to determine how an audit should be carried out, who should do it and how often. It’s company specific and usually relies on the employees and their competence. Yes, it’s clear what Sort, Set in Order, Shine, Standardise and Sustain means but that’s about it.

I have been involved in numerous 5S programs. The most valuable lesson I have learnt was that even

the best effort can be single-handedly killed by poor auditing.

And here is why:

• Often 5S auditors have no auditing experience. Literally. They are elected from the group of employees who have attended the general training. Unfortunately, even the best intentions will not compensate for the lack of skills.
• Audit checklists have weak relevance to the environment of change. It should not surprise anyone considering that these documents are usually drafted in isolation from the implementation process. We won’t see a team effort here either.
• Management is not involved in auditing. Key people are usually present during the launch event. Unfortunately the next time you will hear them mentioning the 5S is when they give a tour to visitors.

Quality of the audit should match or exceed the quality of the 5S program.

Let’s put lack of auditing experience and limited involvement of management to the side. These are the topics that deserve separate writing. One thing I would like to interest you in is an audit checklist.

Good audit checklist will give you a winning start.

What you can see below is a screenshot of an audit checklist that has been successfully used in a small manufacturing facility.

Why is this checklist so successful?

• It has been developed during the 5S program implementation.

It’s usually left for when it’s too late. Audit checklist can be neglected, and its relevance underestimated. Next time you kick off the 5S project, start working on the checklist from day one. Work with the team to note down all areas of interest. At the end of the process, it’s far better to tailor the long list instead of inflating a poor one with some artificial bullet points.

• It has been created by the team.

Audit gives an excellent opportunity to interact with people. Developing a checklist with the team support “our work environment” ethos rather than “I am watching you” approach.

• It has been made simple.

Audit checklist should cover areas that matter. There is no point in drilling into details if there is no real benefit from it. Keep in mind that 5S auditors may not have sufficient experience. Complexity will only make matters worse.

• It has been made +1 (Safety).

Last but not least 5S program gives an excellent opportunity to review H&S aspects of the work environment. Next time you will visit an assembly cell why don’t you check on potential hazards etc.? It’s a little extra effort that could bring substantial benefits.

Like I’ve said at the beginning, the 5S program has to be tailored to the specific needs of the business. There is no easy way out if you want to create value, not a liability. I believe that understanding the importance of auditing will help you approach the subject with confidence.

You will avoid 5S failure by focusing on 5S auditing.

As always, You are welcome to download a FREE copy of the 5S+1 Audit Form from the PREMIUM LIBRARY. Click on the icon below: