What is Kaizen? What are the 5S Pillars?

Are you familiar with the term “kaizen”? It comes up in my work with clients on an almost daily basis. It’s a Japanese word (in which it is written “改善”), with a literal translation of “good change,” or “change for better,” but it is most commonly used to mean continuous improvement, often – though not always – through small, incremental tweaks rather than sweeping change.

One activity I use a lot with clients – ranging from c-suite executive teams all the way to high schoolers – illustrates the concept of kaizen well. Inside a circle of rope are a series of numbered pads; the group’s goal is to touch each numbered pad in sequence as quickly as they can (within certain rules and parameters – only one person in the circle at a time, only touching one pad before exiting, etc.) over a series of five rounds. After each round, the group considers how they used their time, and what tweaks they can make to their strategy to improve their time for the next round. Knowing they have five rounds from the very beginning, they create targets for themselves to improve each round. (It’s worth noting that when I have run this same activity without introducing the concept of kaizen and without limiting the number of rounds to five, groups are quick to say they’re satisfied with their time after the second or third round and don’t want to try again.)

Unconsciously, the group’s five rounds often mirror the five phases of 5S methodology commonly associated with kaizen: Sort (seiri, 整理) – in which they discuss their roles and find their numbers; Set in order (seiton, 整頓) – in which they often rearrange the numbers, or themselves; Shine (seisō, 清掃) – in which they remove distractions and simplify; Standardize (seiketsu, 清潔) – in which they settle on their final strategy; and Sustain/self-discipline (shitsuke, 躾) – in which they optimize their agreed upon strategy.

5S methodology is often used as a system to reduce waste and optimize productivity through maintaining an orderly workplace. Implementation of this method “cleans up” and organizes the workplace basically in its existing configuration, and uses visual cues to achieve more consistent operational results.

But the 5S methodology can also be applied more broadly – not just in physical spaces, but also in other aspects of our life and work.

To review, the five phases of 5S methodology are:

1. Sort (seiri, 整理): Focus on eliminating unnecessary items from the workplace that are not needed for current production operations. A common visual method to identify these unneeded items is called “red tagging”, which involves placing a red tag on all items that are not necessary for ongoing operations, or are in the wrong place. These help to evaluate the necessity of each item in a work area and to deal with it appropriately.
2. Set in order (seiton, 整頓): Create efficient and effective storage methods to arrange items so that they are easy to use, and label them so that they are easy to find and put away. This might involve putting up shelving, painting floors, separating areas of space, affixing labels and placards, etc.
3. Shine (seisō, 清掃): Remove distractions by cleaning. If the space is clean, you are more likely to see things that need to be repaired or dealt with. (This may end up happening concurrent with one or both of the first two pillars.)
4. Standardize (seiketsu, 清潔): Implement routines and practices to leave the space ready for a clean start the next day. This may involve scheduling 5-minute 5S periods, assigned roles, and the prevention of new accumulation.
5. Sustain/self-discipline (shitsuke, 躾): Create new habits to replace the old ones. Reminder signs and checklists can help, as can an email or Slack campaign to support productive actions and prevent backsliding.

Articles abound about the benefits of 5S methodology in the workplace (if you’re interested, visit the EPA, LinkedIn, or the Harvard Business Review), but I wonder how the 5S methodology might also help us to sort through the myriad of thoughts that run through our minds each day; the combination of worries, excitements, and distractions that make up our internal monologue.

This Week’s Tip:

Practice using 5S methodology for your thoughts and mental health. This will look different for everyone, but some suggestions are below:

1. Sort: Identify distractions that take you away from what you are presently doing, and find ‘parking spaces’ for them to allow you to focus. This might mean turning off devices (or placing them in ‘do not disturb’ mode).
2. Set in order: This could involve and writing down – ideally on paper – any thoughts that crop up distracting you from what you are doing; some people suggest bringing a small notebook around with you all day (and placing it next to your bed at night) to use as a capture tool for stray thoughts – you can look at them later, but in the meantime, you are free to forget about them as soon as they are on paper and not in your head. You can label and categorize them to return to them later.
3. Shine: Perhaps it’s time to sort out your inbox, or your desktop screen – or perhaps your bedroom or social calendar? Simplifying isn’t simple, but it can certainly support mental health.
4. Standardize: Take five minutes at the end of your work day to jot down notes on your highs and lows of the day, as well as incomplete tasks to focus on the following day. This will take practice, but can be helpful in freeing your mind for your time away from work.
5. Sustain/self-discipline: You might find it helpful to schedule time on your calendar for reflection at the end of each day, as well as more regular breaks – both of which you would prioritize over meetings or other demands.

Try any or all of these this week, and let us know how it goes – we’d love to hear from you.

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