02/25/2025

Content
1. Introduction to Workplace Housekeeping
2. The 5S Approach

3. Good Housekeeping and WSH

4. Good Housekeeping Examples
WORKPLACE HOUSEKEEPING 5. Housekeeping Inspection Checklist

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Workplace Housekeeping

[DEFINE] Housekeeping
“The routine tasks that must be carried out in order
for a system to function or to function efficiently.”
Workplace Housekeeping
[DEFINE] Workplace Housekeeping
Workplace housekeeping concerns doing the necessary to make
workplaces tidy, clean, organised and safe. With good housekeeping, “Activities undertaken to create or maintain a
companies may look forward to increased productivity, improved WSH tidy, clean, orderly and safe working environment.”
performance and enhanced corporate image. Source: WSH Guidelines on Workplace Housekeeping

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Poor Housekeeping Good Housekeeping

Industry Examples

Outdoor
storage

Source: Ministry of Manpower

Tidy
Clean
Orderly
Corridor

Safe

Storeroom
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Housekeeping Benefits Aren’t you frustrated in your workplace?

Good for Business
Oh, this position
• Elimination of hazards makes me tired ! I cannot remember
• Hygienic working conditions what/how to next…
• Improved staff morale & wellbeing
• Increased productivity
Where is that
• Improved quality control document ?
Why I am making
• Better WSH performance mistakes again and
I cannot find it !
again
• Effective use of space
• Better inventory control
• Enhanced company image Why we cannot
• Commitment to WSH Oh time is not enough communicate
to complete this work! properly?

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There are useful tools What is 5S ?

• 5S is a philosophy and a way of organizing and
managing the workspace and work flow with the
intent to improve efficiency by eliminating waste,
5S improving flow and reducing process
unreasonableness.
approaches
It is for improvement of
working environment
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What is 5S ? 5S in Japanese/English/Filipino
5S is literally five abbreviations of Japanese terms with 5 initials of S.
• 5S activities are to create good working
Japanese English Filipino
environment through reduction of “Muri”,
“Mura”, and “Muda” S-1 Seiri Sort Suriin
• It help to have a basis of strong management
of workplace S-2 Seiton Set Sinupin
• What is “Muri”, “Mura”, and “Muda”?
– Muri : overburden, unreasonableness or absurdity S-3 Seiso Shine Simutin
– Mura : unevenness or inconsistency, primarily
with physical matter and the human spiritual S-4 Seiketsu Standardize Siguruhin
condition
– Muda : activity which is wasteful or doesn’t add
value S-5 Shitsuke Sustain Sariling-kusa

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Background:
Background on 5S activities
- National Demonstration Project -
• The word “5S(five S)” was generalized in • NDP was designed to test TQM approach for
1980’s in manufacturing sector in Japan, health care quality and safety improvement
as Toyota Production System (TPS) • NDP was conducted in US (1989-1990) and
became famous in the sector and “5S Japan (2000-2004)
activities” were set as one of the bases of • Many private hospitals in Asia, Europe, and
TPS US are practicing KAIZEN-TQM approaches
• Service industry started to used “5S” in for health care quality, hospitals management
1990’s and safety improvement

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Team work improvement through

everyone’s participation
What 5S can do?

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Identify wastes and reduce the wastes

Identify Abnormalities

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The 7 wastes
Improve productivities
Overproduction
Over processing
Inventory

Rework Waiting

Transportation Motion
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Mr. Taiichi Ohno, Former President of Toyota Motors

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If no 5S activities….

Improve safety

Hesitate what to do
Looking for necessary
items

Remember what /
how to do Making mistake
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5S: Sort-Set-Shine-Standardize-Sustain

S1:
Sort

Details of 5S approach
S5: S2:
Sustain Set

S4: S3:
Standardize Shine
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S1: Sort S1: Sorting activities

Equipment, material, tools files, furniture etc. can be
categorized based on the frequency of use!
• Focuses on eliminating
unnecessary items from the S1:
workplace
Sort Equipment,
materials
• Categorize equipment, tools etc. in your
May need it

furniture, tool in your S5: S2: work place

Sustain Set
working place into the Items only used occasionally
are in this category
following 3 categories
1. Necessary
Not need it
2. Unnecessary S4: S3:
Standardize Shine
3. May not necessary Need it
• This step will also help with Items not used in current work
process are in this category
the “just in case” attitude 25 Items often use are in this category
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Examples of “Sorting”

• Place “Red tag” for categorization of items to

identify unnecessary items
• Move unnecessary items( broken tools, obsolete
jigs and fixtures, scrap and excess raw material
etc.) to central stored area
• Free up valuable floor space (Space utilization)
• Finding abnormality of equipment and tools (Out
of order, missing parts etc.)

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S2: Set S2: Setting activities

Think not only “beautification.
Need to consider workflow and
• “Set” is based on arrange items
finding efficient and S1:
Sort
effective storage of
• Needed items
necessary items • Items often use
• Apply “Can see, Can
S5:
Sustain S2:Set (with current
work process)
take out, and Can
return” philosophy Have consensus among Use 5S tools for proper
Arrange them properly based on
“Can see, Can take-out, Can
co-workers on where and Organization of items
• This will save time S4: S3: how to organize necessary such as
return” Philosophy
Standardize Shine items • Labeling
and energy to look for • Color coding
something • Numbering
• Zoning etc.

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BASELINE ADMINISTRATION
PHOTOGRAPHS
Example of “Setting” activities AUGUST SEPTEMBER
2008 PROCESS 2008

• Labeling , numbering, zoning for clear

identification of storage areas to keep
necessary items
• Set necessary items matching with
workflow to minimize unnecessary
movement and transportation time

Before MID. After

5S YEAR 5S
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S3: Shine S3: Shining activities

• Cleaning up one’s S1:

workplace daily so Sort

that there is no dust

S5: S2:
on floors, machines Sustain Set
• Clean floor, windows and walls.
• Clean and Maintain office automation
or equipment. machines, medical equipment and tools,
office furniture
• It will create • Develop and follow regular cleaning

ownership and build S4:

S3: and Maintenance schedule

pride in the workers Standardize

Shine

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Example of “Shining” activities

• Daily sweeping and mopping of floor,
bathroom, corridor etc.
• Regular cleaning and maintenance of
equipment and tools
• Periodical check for changes in equipment
and the service area such as: leaks,
vibration, misalignment, breakage etc.
• IPC activities such as hand hygiene, waste
segregation are also part of shine
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S4: Standardize S4: Standardizing activities

• Maintain an environment S1
S1:
where S1 to S3 are Sort
implemented in the same S2

manner throughout the S5: S2:

S3
organization Sustain Set

• Give opportunities to
Develop mechanism to standardize Standardization will leads equalization of activities
employees to take active S1-S3 implementation for continuation = “Production leveling and smoothing”
part in the development S4: S3:
Shine
of these standards. Standardize Standardization is useful for;
• Easy implementation of S1 to S3 activities
• Equalization process output
• Everyone’s participation
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Example of “Standardize”
activities
• Work instructions, Standard Operating
Procedures (SOPs)
• Checklist development and regular usage
for SOPs
• Mechanism and format development for
ordering supplies, reporting etc
• Color coding for waste segregation
• Standardized common symbols
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S5 : Sustain S5: Sustainability activities

• Maintain S1-S4 People get bored if no changes.
through discipline, S1: Need to develop a mechanism to
make staff exited and motivated
Sort
commitment and
empowerment S5: S2:
Further Improvement

• It focuses on Set

defining a new Sustain

Prevent fallback
mindset and a
standard in S4: S3:

workplace Standardize Shine

Improvement

Measure improvement with proper

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Example of “Sustain” activities

• Regular progress reporting
• Refresher training
• Periodical evaluation of 5S activities with
proper advices for continuation and
further improvements
• Appreciation, recognition and awarding
on good 5S activities
• Reminder using 5S corner, new letters,
good practice sheet etc.

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5S is becoming popular for

5S Conceptual Framework seven solid reasons
1. Visible results enhance the generation of more and
new ideas
SORT 2. The workplace gets cleaned up and better
organized
3. Hospital and office operations become easier and
safer
SUSTAIN STANDARDIZE SET
4. Results are visible to everyone - insiders and
outsiders
5. People are naturally disciplined
6. People take pride in their clean and organized
workplace
SHINE 7. As a result the company’s good image generates
more better
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5S-KAIZEN-TQM Phases Target of 5S

Targets of Five-S include:

Preparatory Introductory Maintenance  Zero changeovers leading to product/ service

phase Phase
Implementation phase
2 years
phase diversification
3 month 6 month On going
 Zero defects leading to higher quality
 Zero waste leading to lower cost
•Situation
analysis
•Training
of staff
•Standardizing • Continue 5S
cycle
 Zero delays leading to on time delivery
•Sustaining
•Training •Sorting •Expansion areas to practice  Zero injuries promoting safety
of •Setting 5S activities
managers •Shining  Zero breakdowns bringing better
maintenance
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Remember (1/2) Remember (2/2)

• 5S implementation can improve both working • Effectiveness of 5S in improving health care
environment and the service content. services content:
– Benefits on WEI will be better realized as you go – Complement to patient safety efforts, e.g.,
along the training. • Minimizes chances of providing wrong
medicine, and treating wrong patients through
• Go systematically to implement S1-S5: proper sorting (files, records) and appropriate
– Sort necessary & unnecessary items; labeling (medicines, op-sites), as well as, use
– Arrange items according to work flow; of checklist to avoid leaving items (such as
– Make workplace and tools shining (daily gauze and scissors) by use of safe surgery
cleaning); checklist.
– Standardize “sort-set-shine” process; and – Contribute to better continuum of care, e.g.,
– Workers acquire positive attitude to sustain & • Use of patient discharge checklists ensure
improve quality of health services. correct linkages to needed services.

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Example of 5S activities Example of 5S activities

Before 5S (2009) After 5S (2010) Before 5S
Disorganized items in the store. Took Use labeling and organize items lead
Disorganized cabinet in a ward at
After 5S
long time to searching items needed to minimize time for searching items,
easy to control stocks Usangi DH

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Wrap-up

• Positive attitude is very important for implementation

of 5S activities
• It is not “Cleaning Campaign”
• 5S activities are to create good working environment
through reduction of “Muri”(overburden),
“Mura”(unevenness), and “Muda”(waste)
• 5S can identify and reduce “abnormalities” and
“waste”, improve “team work”, “cleanness”, “safety”
Using color coding for Visual control of ampules in a ward at MNH and “productivity”
Green means Yellow means giving warning on Red means giving warning on
“enough stock” “stock is getting less” “close to stock out and refill ” • It is a basis of organization management

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Housekeeping Inspection Checklist

Inspection of Housekeeping Aspects that affect WSH Yes No
1 Work area is clean, tidy and clutter-free. [RECALL]
2 There are no unnecessary items in the work area.
3 There are no food and drinks in the work area. Housekeeping
4 Aisles, walkways, stairways and exits are unobstructed.
5 There are no objects protruding into aisles and walkways.
6 No item is placed around emergency equipment (e.g., fire extinguishers, first aid kits).
7 Floors (e.g., tiles, boards and carpets) are in good condition.
8 Floors are dry and free from accumulated dust, broken glass and leaks or spills (e.g., oil or
“The routine tasks that must be
carried out in order for a system to
function or to function efficiently.”
Thank you for listening !
water).
9 Floor markings are highly visible and not faded.
10 Floor openings or holes are guarded by a cover, grating or guardrail on all sides (except at
entrances to stairways or ladders).
11 Lamps or light sources are clean and provide adequate illumination for working.
12 Warning signs are in good condition and can be clearly seen from afar.
13 Cords, cables and hoses are bundled up when not in use.
14 Machine and equipment guards are in place and secure.
15 Tools are in good condition and in their designated location.
16 Storage areas are clean, tidy and organised.
17 Stacked materials are placed on a flat and firm foundation.
18 Storage racks used are adequate for the task and in good condition.
19 Heavier and bulkier items are placed on the lower shelves of a storage rack.
20 Hazardous substances (e.g., flammable materials, toxic substances) are stored in
compatible containers, stored under appropriate conditions and affixed with GHS labels.
21 Physical barriers and warnings signs are installed around workplace hazards (e.g., sharp
objects, protruding objects, a hot surface, a floor opening).
22 Proper waste bins for general waste, recyclable waste, hazardous waste, and so on are
provided at work areas to facilitate responsible disposal.
23 Combustible waste is properly disposed of. For example, oily rags are disposed in closed Source:
metal waste bins. WSH Guidelines on Workplace Housekeeping
24 Waste (including hazardous waste) is collected regularly so that there is no unnecessary
accumulation of waste. Insert company 55 / 42
25 A predetermined disposal area has been designated for situations where waste materials
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