ሣትኮም ቴክኖሎጂ እና ቢዝነስ ኮሌጅ

SATCOM TECHNOLOGY & BUSINESS COLLEGE

BASIC CLERICAL WORKS

LEVEL- I
Learning Guide #15
APPLY 5S (KAIZEN)
LG Code: EIS BCW1 M15 LO1-LO6

TTLM Code: EIS BCW1 M15 TTLM 0119V1

LEARNING OUTCOMES:
LO1:- Develop understanding of quality system
LO2:-Sort needed items from unneeded
LO3:-Set workplace in order
LO4:-Shine work area
LO5:-Standardize activities
LO6:-Sustain 5S system
March, 2021
SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

INFORMATION SHEET LEARNING GUIDE # 01 APPLY 5S (KAIZEN)

Unit purpose

This unit describes the performance outcomes, skills and knowledge required to deliver all
aspects of customer service at an introductory level. It includes creating a relationship with
customers, identifying their needs, delivering services or products and processing customer
feedback.

Learning outcomes

1. Develop understanding of quality system

2. Sort needed items from unneeded
3. Set workplace in order
4. Shine work area
5. Standardize activities
6. Sustain 5S system

Reporting of assessment outcomes

Your result will be recorded and reported to your as competent or not yet

Competent

Requirement of successfully complete this unit of competency

You are required to complete

 Your work book

 Work experience
 Practical task
 Work exercise

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

INFORMATION SHEET LO:-1 Develop understanding of quality system

Quality Assurance (QA)

Quality assurance (QA) is a process-centered approach to ensuring that a company or organization

is providing the best possible products or services. It is related to quality control, which focuses on
the end result, such as testing a sample of items from a batch after production. Although these terms
are sometimes used interchangeably, quality assurance focuses on enhancing and improving the
process that is used to create the end result, rather than focusing on the result itself. Among the parts
of the process that are considered in QA are planning, design, development, production and service.

Good QA requires good social skills, communication skills, and unilateral thinking and acting on the
QA person's part; it also requires a company willing to embrace people with such an approach. Good
QA requires gathering and implementing semantics from the customer, not just heartless
specifications.

Quality Assurance Plan

 In many cases, it is important that you choose a technician who has earned necessary
professional certification. A pharmaceutical quality assurance technician, for example,
should have certification from an organization such as the Food and Drug Administration
(FDA) in the United States.

They learn about how different practices affect production. A person who wants to become a quality
assurance supervisor should plan on working a few years in this kind of position and learning about
how his or her organization structured and which kinds of tools, such as software and machines, are
used in processes.

Quality Assurance Systems

 Deciding on the best courses will depend greatly on what needs to be optimized, which can be
anything from internal tasks to products or customer relationships. Quality assurance is an
organized way in which systems and procedures are tested and maintained for the highest
possible production and efficiency.

 While similar in scope to a systems analyst, who develops computer systems, a quality
control analyst focuses more on quality assurance through the testing of systems. His or her
main purpose is to make sure that all computer systems work efficiently and are functioning
properly.

Quality Control and Assurance

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

 This is especially important for service-oriented companies, because the employees are the
product that they provide to customers. Often, quality control is confused with quality
assurance. Though the two are similar, but there are some basic differences.

 Here, the goal is to work within the established order so the company realizes its goals of
turning out quality products, a move that essentially completes the overall task that both
quality assurance and quality control are designed to accomplish. One of the reasons that
many people use quality assurance and quality control interchangeably is that there is often
a great deal of overlap in terms of the personnel that engage in each phase.

Quality Assurance Jobs

 Training department managers to locate and correct potential problems before they occur is a
huge aspect of quality assurance, not only from a profit standpoint, but also from a safety
standpoint. In some industries, quality assurance directors also work alongside the staff to
create new products or improve existing ones, meaning that they have to be extremely
organized and very flexible within their daily operations.

The analyst validates the phone staff is friendly and personable during interactions with the
customers. Quality assurance jobs typically require a strong knowledge of the business processes of
an organization.

5S system

The heart and soul of visual management is 5S. It is systematic approach to workplace organization
and cleaning that will transform a disorganized workplace into an efficient running machine.
The 5Ss are: listed by English & Japanese language
• Sort (Seiri) – The first step in 5S is to eliminate all the things in the workspace that are not
being used and store them away. If a tool are material is not used on a daily basis, eliminate it
from the workstation.
• Set in Order(Systematize / Stabilize / Straighten)(Seiton) – The second step is to arrange
the items used on a daily basis so that they can be easily accessed and quickly stored. Your
goal is to make eliminate any unnecessary movements and actions by the worker to make his
process as efficient as possible.
• Shine/Sweep/Clean (Seiso) – Next is to get everything cleaned and functioning properly.
The goal is to remove all the dirt and the grime and to keep it that way on daily basis. You
want to get it clean and keep it clean.
• Standardize/Sanitize (Seiketsu) – The fourth step is to develop a routine for sorting, setting
and shining. Standardize creates a system of tasks and procedures that will ensure that the
principles of 5S are performed on a daily basis.
• Sustain/Self-discipline (Shitsuke) – In the last step, you want to create a culture that will
follow the steps on a daily basis. The chief objective of sustain is to give your staff the
commitment and motivation to follow each step, day in and day out.

What is 5S?

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

5S is a systematized approach to:

* organize work areas
* keep rules and standards
* maintain discipline

5S utilizes:
* workplace organization
* work simplification techniques
5S practice:
* develops positive attitude among workers cultivates an environment of efficiency,
effectiveness and economy

What can you gain from 5S?

Practicing 5S brings benefit not only to the company’s business but also to the people who practice it.
• 5S makes your workplace more pleasant
• 5S makes you work more efficiently
• 5S improves your safety
What can a company gain from 5S?

P 5S increases PRODUCTIVITY.
Q 5S improves QUALITY.
C 5S reduces COST.
D 5S makes DELIVERY on time.
S 5S improves SAFETY.
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M 5S improves MORALE.

Why 5S brings such benefits?

• 5S improves CREATIVITY of people.

• 5S improves COMMUNICATION among people.
• 5S improves HUMAN RELATIONS among people.
• 5S improves TEAMWORK among people.
• 5S improves CAMARADERIE among people.
• 5S gives VITALITY to people.
5S in WORK STATIONS

VISIBLE RESULTS:
• Decrease in the number of accidents and close calls
• Proper storage
• Improved productivity
• Greater people involvement in improvement activities
• Better use of floor space
• Early detection of problems
• High product quality
• Decreases delay
• Low employee turnover
• Low machine breakdown rates
• Detection system
• Zero breakdown
INVISIBLE RESULTS:
• Happier employees with high morale.
• Happier customers.
5S PHILOSOPHY

 Productivity comes from the elimination of waste

 It is necessary to attack the root cause of a problem, not just the symptoms
 Participation of everybody is required

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

INFORMATION SHEET LO:-2 Sort needed items from unneeded

SEIRE (SORT)

Sorting is a step that involves selecting what you need to complete the job and removing everything
else from your work area.
 Taking out and disposing unnecessary items.
 Sort/classify the items that you “need” from the items that you “want or not needed”.
 Dispose the items that you do not need and regroup the items that you need..
Clearly distinguish needed (frequently used) items from unneeded items and eliminate the later.

PROCESS/PROCEDURE:

Step 1: - Look around your workplace with your colleagues.

- Decide and identify which items are unnecessary for you.
- Dispose of unnecessary items.
Step 2: - If you and your colleagues cannot decide if an item is unnecessary, place a Disposal
Notice on the item, indicate the date and set the item aside.

Step 3: - After a certain period, check if the item is still needed or not.
- If no one needs the item after 3 months, it only means that the item is no longer needed
hence, dispose the item right away.
NOTE:
• It is recommended that this approach be used company-wide, involving people from
different departments.
• Never keep anything which is unnecessary to your work.
• While looking around for unnecessary items in your workplace, look at every nook
and corner like when you are looking for cockroaches.

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Lo – 3 Set workplace in order

SEITON (SYSTEMATIZE / SET IN ORDER / STRAIGHTEN)

This step customizes your workstation and surrounding area to meet your work area needs. Arrange
remaining items so they are easy to select, use, and to return to their proper location.
 Arrangement / organization of necessary items in good order for use.
Keep needed items in correct place and sequence of use to allow easy and quick retrieval.
PROCESS/PROCEDURE:
Step 1: - Make sure that all unnecessary items are eliminated from your workplace.
- Decide where you can place necessary items.
- Take into consideration the flow of your work.
- Take into account the movement of carts or even people passing your desk from this
point of view to ensure safe and efficient operation.
Step 2: - Place frequently needed items close to the user to minimize effort and time wastage.
- Things that are not used often could be places lightly farther away.
- Make a plan on these principles and locate/store things accordingly.

Placement of Materials/Equipment Based on Frequency of Use

Priority Frequency of Use How to Store

Low Less than once a year Throw away
Once a year or so Store in distant place
Once every 2-6 months
Average Once a month Store together some-
Once a week where in the office
High Once a day Carry or keep at
Once an hour your workplace

STEP 3: - It is necessary to make sure that everyone in your workplace knows where things are kept
for efficient use.
- Make a list of things with their locations.
- Label each drawer and cabinet to show what is kept inside.
STEP 4: - Apply the same principles as in Step 3.
- Indicate the places where fire extinguishers are located as well as passages for carts.
- Place warning signs for safety precautions.

NOTE:
Three Rules for Storage Space
• Get rid of all unnecessary items
• Decide proper storage layout/classification
• Standardize names
Arrange necessary items in good order
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 prevent loss and waste of time

 easy to find and pick up necessary items
 ensure first-come-first-served basis
 make production flow smooth and work easy
SEITON PRACTICES
 Don’t place goods in frontage along passages
 Store goods for first-in-first-out retrieval
 Everything must have its location
 Label items and their location systematically, mark everything
 Separate special tools from common ones
 Frequently used items nearer to the user
 Make things visible to reduce searching time, organize by color
 Keep space for safety equipment and evacuation passages clear

Things used Place as close

constantly as possible

Things Things used occasionally Place a little

neede Further away
d
Seldom used,
Enclose in a separate,
but still
Designated place
needed
Classification
Immediate disposal
No potential use

Things Potentially Consider where

not useful Useful and move
neede or valuable
d

Arrange responsible,
Requiring special disposal
Inexpensive disposal

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

Lo – 4 Shine work area

SEISO (SHINE / SWEEP)

This step is powerful because its purpose is to find the reason why things become dirty. Emphasis is
on the removal of dust, dirt and grime to reveal the source and eliminate it.
 Cleaning of the workplace, including tools and equipment
Clean it so that defects are so easy to spot and eliminate.

PROCESS/PROCEDURE:

Step 1: - Determine the subject of clean up (what to clean)

e.g, location (storage, shelves, etc.), equipment, space (passageway, room, etc.)
Step 2: - Assign persons responsible for cleanup (who, where).
Step 3: - Determine the method of clean up (how to do it).
- Target the ff areas for cleaning (storage, equipment and surroundings)
- Draw up a cleaning responsibility map
- Create a cleaning schedule.
Step 4: - Implement cleaning.
Step 5: - Make a daily 5-minute cleaning habit before going home (Keep it simple and easy to
understand.)
NOTE:

• Do not wait until things get dirty.

• Clean your workplace; machines and equipment, tools and furniture regularly.
• Put aside 3-minute of seiso per day.
• Be responsible for your own work area.
• Never throw anything and make it your habit.
• Cleaning is also checking.
Clean your workplace completely
 keep environmental condition as clean as the level necessary for the products
 prevent deterioration of machinery and equipment and make checking of abnormalities
easy
 Keep workplace safe and work easy
SEISO PRACTICES
 Big Seiso ( Clean-Up Day )
 3-5 minute cleaning daily
 Assign owner to each machine
 Combine cleaning with inspection
 Make daily maintenance points clear by providing visible instructions
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 Prevent causes of dust and dirt

Lo – 5 Standardize activities
SEIKETSU (SANITIZE / STANDARDIZE)

This step creates a work area free of checklists; if good standards are put in place it will be easier to
maintain and continue improving.
 Maintaining the workplace in high standard of housekeeping and organization.
Set easy-to-follow standards and develop a structure to support the three first (S’s) pillars.

PROCESS/PROCEDURE:

Step 1: - Establish standards for maintaining compliance with 3S.

- Remember the 3 “NO” principles:
 No unnecessary items
 No mess
 No dirt

Step 2: - Make a schedule for cleaning your workplace.

Step 3: - Interdepartmental competition and cooperation is a very effective means of sustaining
And enhancing people’s interest in 5S
Maintain a high standard of housekeeping and workplace organization at all times.

 Maintain cleanliness and orderliness

 Prevent miss-operation
 Make it easy to find out abnormality
 Standardize good practices

SEIKETSU PRACTICES
 Visual control signs
 Color coding
 Maintenance labels
 Fixed-point photography

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

Lo – 6 Sustain 5S system
SHITSUKE (SUSTAIN/SELF-DISICPLINE)
Sustaining is the end result of how well we have performed the previous four S’s. In the sustainability
stage, think of ways to eliminate effort in maintaining an area.
 Doing things spontaneously without being told.
Educate people so that 5S expands beyond initial limits and turns into natural standard behavior.

PROCESS/PROCEDURE:
Step 1: - Create reasonable rules.
 Create reasonable rules of behavior in the workplace. Engage everyone concerned in
the creation of rules not just the department heads or supervisors.
 Discuss the rules with everyone concerned. This will result to a feeling of
involvement.
 Show rules and standards clearly and attractively using illustrations, photographs and
color-coding.
Step 2: - Exhibit before and after 5S photos where everyone will see them.
Step 3: - Recognize good practices and good performance.
Train people to follow good housekeeping rules autonomously.
• Enhance autonomous management activities
• Maintain the discipline needed to do a good job
• Upgrade productivity and quality consciousness
 Wash hands after going to the toilet
 Wash hands before and after meals
 Eat and smoke at designated places
 Keep workplace always clean and tidy
 Wear clean uniform and shoes
 Follow safety rules
 Put things back in their proper places
 Work according to standards
 Observe proper office decorum

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

Self-check
I. Write the correct answer on the blank space.
1. ____________ is a process-centered approach to ensuring that a company or organization is
providing the best possible products or services.
2. _____________typically require a strong knowledge of the business processes of an
organization.
3. Write the 5S in Japanese and English terms.
1. ____________________
2. ____________________
3. ____________________
4. ____________________
5. ____________________

4. What is 5S?
5. 5S is a systematized approach to:
1. _____________________
2. _____________________
3. _____________________
6. What can a company gain from 5S?
P. __________________
Q. __________________
C. ___________________
D. ___________________
S. ___________________
M. ___________________
7. What are the benefits of 5S?
A. _______________
B. _______________
C. ________________
D. ________________
E. ________________
F. ________________

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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

8. __________is a step that involves selecting what you need to complete the job and removing
everything else from your work area.
9. ___________ is Arrangement / organization of necessary items in good order for use.
10. What is the use of arranging necessary items in good order in implementing the 5S?
i. _______________________
ii. _______________________
iii. _______________________
iv. _______________________
11. _______________is powerful because its purpose is to find the reason why things become dirty.
12. _______________a work area free of checklists; if good standards are put in place it will be
easier to maintain and continue improving.
13. _______________ is the end result of how well we have performed the previous four S’s.

Answer key
1. Quality assurance
2. Quality assurance jobs
3. 5S:-
1. SEIRE (Sort)
2. SEITON (Systematize / Stabilize / Straighten)
3. SEISO (Sweep / Shine)
4. SEIKETSU (Sanitize / Standardize)
5. SHITSUKE (Self-discipline / Sustain)
4. 5S means good housekeeping and workplace organization
5.
1. organize work areas
2. keep rules and standards
3. maintain discipline
6.
a. P. 5S increases PRODUCTIVITY.
b. Q. 5S improves QUALITY.
c. S. 5S improves SAFETY.
d. D. 5S makes DELIVERY on time.
e. C. 5S reduces COST.
f. M. 5S improves MORALE.
7.
• 5S improves CREATIVITY of people.
• 5S improves COMMUNICATION among people.
• 5S improves HUMAN RELATIONS among people.
• 5S improves TEAMWORK among people.
• 5S improves CAMARADERIE among people.
• 5S gives VITALITY to people.
8. Sorting
9. Systematize
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SATCOM TECHNOLOGY & BUSINESS COLLEGE BASIC CLERICAL WORK

10.
 prevent loss and waste of time
 easy to find and pick up necessary items
 ensure first-come-first-served basis
 make production flow smooth and work easy
11. SEISO (SHINE / SWEEP)
12. SEIKETSU (SANITIZE / STANDARDIZE)
13. Sustaining

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