5S Practices
Organise your workplace efficiently.
Sustain good practices every day.
GIC Vietnam independently assesses how businesses implement and sustain 5S against applicable criteria, based on practical evidence. Certification helps businesses demonstrate their implementation results, strengthen employee awareness and responsibility, and encourage continual improvement.
5S brings change to everyday work
5S is a method for organising and maintaining an orderly workplace, comprising Sort - Set in order - Shine - Standardise - Sustain. It focuses on efficient workplace organisation, standardised practices and self-discipline in daily work.
Easier everyday work
Items and records are kept in designated locations, making them easy to find, retrieve and return, while reducing search time and unnecessary movement.
Easier detection of abnormalities
A clean workplace with clear labels and visual markings helps identify misplaced or missing items, leaks and damage.
Consistent working practices
Clear instructions, defined responsibilities and regular checks help departments work consistently, sustain results and take the initiative to improve.
Where 5S applies: Production facilities, warehouses, offices, service areas and shared spaces. Businesses may apply for certification covering one or more clearly defined areas or sites.
From 5S practice to assessment evidence
The assessment combines workplace observation, discussions with personnel and a review of records to determine how effectively the business implements and sustains 5S.
| 5S element | Workplace practices | Examples of evidence |
|---|---|---|
| S1 · SortSeiri | Distinguish necessary items from unnecessary ones; take appropriate action on surplus, damaged or unsuitable items. | Lists of items awaiting action; clearly identified holding areas; records of actions taken and the personnel responsible. |
| S2 · Set in orderSeiton | Arrange items so they are easy to find, retrieve and return; clearly identify storage locations and walkways. | Layout plans, shelf labels and area markings; how items are retrieved, used and returned in the workplace. |
| S3 · ShineSeiso | Combine cleaning with inspection; identify and address sources of dirt and signs of abnormalities. | Actual cleanliness of the workplace; cleaning schedules and assigned responsibilities; records of abnormalities and actions taken. |
| S4 · StandardiseSeiketsu | Standardise practices and maintain the first three Ss through instructions, assigned responsibilities and checks. | Area-specific instructions and reference images of the required condition; inspection schedules, checklists and follow-up records. |
| S5 · SustainShitsuke | Build self-discipline and consistent adherence to agreed practices; proactively sustain and improve 5S in daily work. | Employee awareness and practices; inspection results over time; action to address issues and participation in improvement activities. |
Assessment focus: Conditions observed during the assessment are checked against evidence of sustained 5S practices in daily work. Before-and-after photographs may provide supporting evidence and should clearly identify the area, dates and changes made.
Certification outcomes reflect the assessed scope
Before the assessment, GIC Vietnam agrees with the business on the sites, areas, activities and certification criteria, and clarifies the conditions for certification, the validity period and ongoing requirements under the applicable scheme.
What will your business receive?
- Assessment report: Sets out the level of conformity, supporting evidence and issues requiring corrective action or improvement within the assessed scope.
- A basis for prioritising improvements: Helps the business identify areas for improvement, assign responsibilities and track results.
- 5S certificate upon meeting the requirements: Specifies the scope, basis for certification and validity period.
Steps to certification
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Agree on the scope and plan
GIC Vietnam receives the application, reviews its ability to provide the service and agrees with the business on the scope, criteria, assessment duration, fees and schedule.
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Assess 5S practices on site
The assessment team observes the workplace, interviews personnel and reviews records, then consolidates the results and discusses the findings with the business.
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Address nonconformities
The business identifies the causes, takes corrective action and provides evidence. GIC Vietnam reviews the results and conducts additional checks where needed.
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Review and certification decision
The assessment documentation is reviewed and the certification decision is made by personnel who were not involved in the assessment. A certificate is issued when the business meets all requirements.
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Maintain 5S and undergo subsequent assessments
The business maintains 5S practices, reports changes affecting the scope and conditions of certification, and cooperates in surveillance and reassessment under the applicable scheme.
Preparing for the assessment
Businesses should review their information and records and make assessment arrangements in the following four areas:
- Scope and contact personIdentify the sites, areas and activities proposed for certification, the workforce size, working shifts and the person responsible for 5S.
- Current rules and instructionsPrepare 5S instructions, assigned responsibilities, cleaning schedules, identification rules and inspection criteria for each area.
- Implementation and maintenance recordsCompile self-inspection results, 5S training or awareness records, and evidence of corrective action and improvements over time.
- On-site assessment arrangementsArrange access to the areas during appropriate operating hours and ensure relevant personnel are available for discussions and to provide evidence.
Frequently asked questions
How far should 5S implementation progress before an assessment?
Businesses should have 5S practices in place in the areas proposed for certification, with clear responsibilities and evidence of checks and ongoing maintenance. When applying, provide information on the current implementation status so GIC Vietnam can review it and agree on a suitable assessment plan.
Can a single production facility or department be certified?
Businesses may apply for certification of a specific production facility, department or site. GIC Vietnam reviews the scope under the applicable scheme. Any claims about certification and use of the certificate must be consistent with the scope stated on the certificate.
How long is the certificate valid, and what are the requirements for certification?
The validity period, assessment method, required score and ongoing requirements are defined by the applicable 5S certification scheme. GIC Vietnam provides specific information before the assessment to help the business prepare.
How are fees and timelines determined?
Fees and timelines depend on the number of sites, scale and nature of operations, working shifts and current 5S implementation status. GIC Vietnam proposes a plan and quotation based on the application information. Certificate issuance depends on the assessment results, completion of corrective action and the certification decision.
Discuss your 5S certification needs
Please provide details of the sites and areas proposed for certification, workforce size and current 5S implementation status. GIC Vietnam will guide you through the application and propose a suitable plan and quotation.
