Driving continuous improvement: the role of 5S

This expert article by Karol Wojciechowski, Operations Manager at Radial Europe, offers insights into the application and benefits of the 5S methodology in optimizing warehouse operations.

Introducing 5S methodology has been one of the most impactful initiatives I’ve led at Radial Poland. As someone responsible for its rollout, I’ve experienced how this methodology can truly transform a workplace. The team in Poland was the first to introduce it, followed by the teams in other sites, who are already embracing 5S to foster continuous improvement. Our goal is to expand its use across all our European units. In Radial Poland, the 5S approach was adapted alongside our transition to automation in December 2022. Preparations began six months earlier to ensure a smooth shift from manual to automated processes. Today, the 5S methodology is a key part of our operations.

The 5S is a well-established system for workplace organisation and efficiency, based on five Japanese principles: Sort, Set in order, Shine, Standardize, and Sustain. These principles aim to create a clean, well-organised, and efficient workspace that minimizes waste, enhances safety, and boosts productivity. Originally developed in Japan as part of Lean Manufacturing, 5S has become a globally recognized tool for improving operations in warehouses and production environments.

The primary goal of adopting the 5S methodology is to enhance safety for goods and, most importantly, for people, who are Radial’s greatest asset. By improving physical working conditions and fostering a safety-focused culture, 5S actively engages employees in maintaining cleanliness and shared responsibility for workplace safety. This consistent adherence to organisational standards shifts mindsets, raising awareness of potential hazards and promoting preventive measures to address them effectively. The importance of 5S is especially pronounced in automated warehouses, where maintaining order and safety is critical to operational success.

Applying 5S at Radial Poland required a comprehensive approach and a shift in mindset across the organisation. The challenge lies in ensuring employees understand that 5S is not a one-time initiative but a continuous process dependent on self-discipline and adherence to established standards. Proper training was essential. Without a clear understanding of 5S principles and their benefits, employees might not adopt the methodology effectively, impacting its success.

To address this, we conducted training sessions at all operational levels and engaged employees in workshops to highlight common wastes (Muda) in processes. By analyzing existing workflows through this lens, staff began to identify areas for improvement. The focus shifted from changing old habits to adopting a mindset of continuous enhancement. Ultimately, 5S is more than a set of steps. It is a tool that supports waste elimination and fosters ongoing improvements in the way we think and act.

In a dynamic warehouse environment, particularly in the packing areas, dust, tape, and packaging residues accumulate on workstations, compromising the quality of packaging and potentially affecting lead times.

Actions:

Results: These measures reduced product damage during packaging, enhanced customer service through cleaner packaging, increased employee comfort, and boosted productivity.

In a multi-customer warehouse, variability in order processing due to the absence of standardized procedures resulted in errors, inconsistent packaging, and long lead times.

Actions:

Results: Standardizing processes reduced errors and delays, improved operational efficiency, and ensured better quality control at each stage of order fulfillment.

After adopting 5S in an automated warehouse, there were challenges in maintaining standards, with unnecessary items accumulating and processes becoming less efficient.

 Actions:

Results: These efforts ensured long-term maintenance of 5S standards, preserving high operational efficiency in the warehouse.

An efficient warehouse layout is essential for minimizing picking time and increasing accuracy. The key lies in analyzing the flow of goods, selecting the appropriate storage methods, leveraging modern technology, and continuously improving processes.

Warehouse strategies must be tailored to the specific characteristics of the products and the space available. No one-size-fits-all approach exists. To maximize picking efficiency, various factors must be considered, acting like a set of interconnected elements. A crucial component in this is the Warehouse Management System (WMS). At Radial, we use Manhattan Active, which is continuously enhanced with new functionalities.

Testing and ongoing process improvements are central to refining our layout. By analyzing data such as picking times, order accuracy, and error rates, we identify areas for improvement and adjust our strategies accordingly. This data-driven approach helps ensure that our warehouse layout remains optimized for efficiency and accuracy.

The tangible benefits of applying 5S include improved warehouse organisation, the elimination of unnecessary items, and more precise labelling of storage locations. These improvements lead to quicker product retrieval and greater operational efficiency in tasks such as loading, unloading, and picking.

Key success metrics include the time required to complete warehouse operations, such as the time taken to find goods and pick an order. We also track the number of errors in goods location, measured in terms of items and orders processed per employee per shift. These metrics provide insight into the impact of 5S on warehouse performance and help guide further improvements.

Management commitment is crucial for sustaining 5S and fostering a culture of continuous improvement. Introducing 5S goes beyond altering the physical layout; it requires changing the way the entire team thinks and works.

Leaders play a key role in ensuring the success of 5S. They define its goals, align it with the company’s strategy, and prioritize its integration into daily operations. Without this commitment, employees may see 5S as a temporary initiative, not a lasting cultural shift. This commitment is essential for its long-term effectiveness.

In fulfilment centres, speed, accuracy, and packaging quality are key factors in customer satisfaction. By applying 5S, we have improved process efficiency, reduced errors, and enhanced accuracy in order fulfilment. These improvements directly contribute to a better customer experience, which can strengthen customer loyalty. Our goal is to ensure that customers are satisfied with the services we provide, helping to grow their businesses.

Introducing 5S in warehouse logistics is a complex but highly beneficial process. It requires team involvement, careful planning, and overcoming challenges such as resistance to change, the need for training, space reorganisation, and initial investments. However, with strong management support, 5S can significantly boost operational efficiency, improve work quality, and enhance safety in warehouses.

Moreover, 5S promotes sustainability by optimising space and managing resources more efficiently. A tidy and well-organised warehouse reduces the consumption of energy, paper, packaging, and other resources, positively impacting the environment. By consistently applying 5S principles, companies can achieve greater efficiency, reduce costs, improve the working atmosphere, and ultimately enhance business performance. This makes 5S a method worth considering for any company in the industry.