Does your workspace feel cluttered and chaotic, slowing down your productivity? If so, you’re not alone and need to learn the 5 Steps of 5S. Many workplaces struggle with inefficiencies caused by disorganization, which leads to wasted time, increased frustration, and even safety risks. The good news? There’s a proven method to turn things around: 5S.
Rooted in Lean methodology, 5S is a simple yet powerful system for organizing and maintaining efficient work environments. It’s not just about cleaning up—it’s about creating a workspace that promotes flow, reduces waste, and sustains improvements over the long term. Whether you work in manufacturing, an office, or even at home, the 5S approach can help you create order out of chaos.
In this post, we’ll break down the five steps of 5S—Sort, Set in Order, Shine, Standardize, and Sustain—and show you how to apply them effectively in your workspace. By the end, you’ll have the tools to kickstart your journey toward a more organized and productive environment.

What are the 5 Steps of 5S?
At its core, 5S is about creating an organized, efficient, and safe workspace. It originated in Japan and has Japanese terms (in brackets below), as part of the Toyota Production System and is now a cornerstone of Lean methodology, widely used across industries like manufacturing, healthcare, logistics, and even offices.
5S Is a Simple method that relies on following 5 Straightforward Steps:
- Sort (Seiri)
- Set In Order (Seiton)
- Shine (Seiso)
- Standardize (Seiketsu)
- Sustain (Shitsuke)
Why is 5S so impactful? It addresses common workplace inefficiencies such as lost tools, cluttered workstations, and inconsistent processes. These issues not only slow down operations but also lead to frustration, errors, and even safety hazards. A 5S-organized workspace eliminates these barriers, making everything you need easy to find and use while fostering a sense of pride and ownership among team members.
How to Apply 5S
Now that you know what 5S is, let’s explore how to apply it. Each step is simple and builds on the one before it, creating a system that’s easy to follow and maintain. Here’s how you can start using 5S in your workspace:
Step 1: Sort (Seri)
What It Means: Get rid of what you don’t need. Every workspace will have obsolete tools equipment they dont need anymore or items that were “temporarily” place there but ended up staying for months or years collecting dust. To organize the workplace, we first need to know what we are dealing with. So review the area (start small) remove what is not needed.
How to Do It: Go through your workspace and separate the items you use from those you don’t. Tools, materials, and equipment that are unnecessary should be removed, relocated, or discarded.
Example: In a manufacturing area, remove broken tools or obsolete equipment. In an office, clear out old files, unused supplies, and cluttered drawers.
Quick Tip: Use a “red tag” system—mark items you’re unsure about and review them later to decide if they’re needed.
Step 2: Set in Order (Seiton)
What It Means: Now that you’ve cleared out the junk, it’s time to organize what’s left. Imagine trying to get your work done but spending 20 minutes searching for a tool, annoying, right? Set in Order is all about putting things in logical places so you can grab what you need without breaking a sweat.
How to Do It: Arrange tools, materials, and equipment based on how often you use them. Daily essentials? Keep them within arm’s reach. Rarely used items? They can be stored further away. Make things visually clear with labels, shadow boards, or even color-coding.
Example: Hang tools on a shadow board near your workbench. Label file drawers with names like “Contracts” or “Invoices” instead of “Miscellaneous Stuff.”
Quick Tip: Channel your inner Marie Kondo—if an item doesn’t “spark efficiency,” find a better place for it or get rid of it.
Video Credit: Lean Institue Brasil
Step 3: Shine (Seiso)
What It Means: Clean your workspace and keep it spotless. Think of Shine as the “spring cleaning” step of 5S, except it’s not just once a year, and it actually makes your workplace safer and more efficient.
How to Do It: Dust, mop, polish, or scrub—whatever it takes to make your workspace shine. Pay special attention to equipment; clean machines run better, and fewer breakdowns mean less downtime. Additionally machines that are clean make it easier to spot damage and leads that need attention before breakdowns occure.
Example: Wipe down machinery after every use, clean tools before returning them to storage, and vacuum that office chair that’s been doubling as a crumb collector.
Quick Tip: Make cleaning part of everyone’s routine. Turn it into a quick team challenge—whoever cleans their area fastest gets bragging rights for the day (or maybe a donut).
Step 4: Standardize (Seiketsu)
What It Means: Don’t let all your hard work go to waste by sliding back into old habits. Standardize is where you turn your new organized workspace into the norm, not the exception. Think of it as “locking in” the improvements so everyone’s on the same page.
How to Do It: Create simple, clear procedures to maintain the first three steps. Use checklists, schedules, and visual aids to keep everyone aligned. And no, “just wing it” isn’t a procedure.
Example: Post a daily cleaning checklist in your work area. Use labels to keep storage bins consistent. Schedule a 10-minute weekly team walkthrough to review 5S compliance.
Quick Tip: Make it idiot-proof (or “creative-proof” for those who think rules are optional). The easier your standards are to follow, the more likely they’ll stick.
Step 5: Sustan (ShitSuke)
What It Means: The toughest part of 5S is keeping it alive. Sustain means turning 5S into a habit and eventually a culture. No more “We’ll just tidy up next month”—it’s about keeping the system running smoothly every single day.
How to Do It: Schedule regular 5S audits and refreshers. Hold team meetings to discuss what’s working and what needs improvement. Celebrate successes (yes, even small ones) to keep morale high.
Example: Conduct a weekly 5S audit and share scores with the team. Provide training for new employees so they understand the system from day one.
Quick Tip: Think of 5S as the gym membership for your workplace—it only works if you stick with it. And just like with the gym, a little friendly competition can go a long way.
See 5S in Action (Watch the Video Below)
Conclusion
By now, it’s clear that 5S isn’t just about tidying up, it’s a proven method for creating an efficient, organized, and safe workspace. Whether you’re sorting through a chaotic toolbox, labeling files in an office, or turning cleaning into a team sport, each step of 5S builds a foundation for continuous improvement.
The beauty of 5S is its simplicity: anyone can start with small changes and see immediate benefits. Remember, the goal isn’t perfection—it’s progress. Pick an area, apply the steps, and watch how even minor adjustments can make a huge impact on productivity and morale.
So, are you ready to take the first step? Start sorting, get your red tags ready, and see how much better your workspace can be. And don’t forget to share your success stories (or funny 5S mishaps)—we’d love to hear them!
Let’s get organized, one step at a time. You’ve got this!
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