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5S office checklist

5S office checklist

Use this 5S office checklist to keep your workspace organized and efficient, with structured steps like sorting, labeling, and removing clutter.

Use this template with Lumiform

  • Customize this template or build your own
  • Fill out templates via mobile app
  • Get reports and analyse your data
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5S office checklist

Use this 5S office checklist to keep your workspace organized and efficient, with structured steps like sorting, labeling, and removing clutter.

Use this template with Lumiform

  • Customize this template or build your own
  • Fill out templates via mobile app
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

Transform your office from chaotic to organized with our 5S office checklist. This template adapts the powerful Japanese workplace organization methodology to specifically address office environments, going beyond basic cleaning to create sustainable systems. Each section—Sort (removing unnecessary items), Set in Order (organizing essentials), Shine (cleaning), Standardize (creating protocols), and Sustain (maintaining improvements)—is tailored for office-specific applications like document management, desk organization, and shared spaces.

When team members waste valuable time searching for files or supplies, this checklist provides the structure to eliminate these inefficiencies. Research shows proper 5S implementation can reduce wasted search time by up to 30% while improving workplace morale and productivity.

Related categories

Preview of the template
Audit
S1 – Sort – SEIRI
No unnecessary reference elements, documents, drawings, etc.
The warehouse area is set to store unneeded items and old documents.
There are standards for eliminating useless items exist and they are being followed.
No excess items of equipment, documents, etc.
S2 – Set in order – SEITON
All devices and tools are stored in a fixed place.
Devices and equipment are well organized for the efficiency of taking and return.
Safety equipment is quickly accessible and in good condition.
Labelling of cabinets, shelves and folders allows direct identification.
Desks and cabinets are free of accumulations of documents and other objects.
Documents are filed in accordance with the Record Retention Guidelines.
Displays are tidy, free of clutter, labelled and updated.
S3 – Shining – SEISO
Trash bins are emptied on a regular basis.
Racks and furniture are kept clean and are in good condition.
The floor is kept clean and has no signs of damage.
Equipment and tools are kept clean, neat and in good condition.
Desks, tables and other furniture are kept clean
Lighting is enough and the angle and depth of illumination are suitable.
Walls and roofs are in good condition and free from dirt and dust.
Good movement of air exists through the room.
S4 – Standardize – SEIKETSU
Visual controls and presentation boards are used and periodically updated.
Methods for maintaining the first three S's are being presented.
5S checklists, plans and routines are defined and being used.
Everyone understands his/her responsibilities, when and how.
Routine audits are taking place using checklists and measures.
S5 – Sustain – SHITSUKE
5S seems to be a way of life rather than just a routine.
Success stories are being presented (i.e. before and after pictures).
Rewards and appreciation is part of the 5S system.
Completion
Recommendation:
Name and Signature of the Inspector:
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Frequently asked questions

What measurable improvements can I expect after implementing the 5S office checklist?

When fully implemented, expect reduced search time for documents and supplies (typically 20-30% improvement), decreased stress from workplace disorder, improved meeting efficiency, and better cross-training capabilities. The checklist includes measurement criteria for tracking these improvements through before-and-after comparisons.

How do I customize the 5S office checklist for my specific workspace?

Adapt the checklist by walking through your office and noting unique areas requiring organization. Add specific categories for your document systems, digital workspace, and shared areas. Involve team members to identify pain points, then modify assessment criteria to address these specific challenges while maintaining the core 5S structure.

What’s different about applying 5S in an office versus a manufacturing environment?

Office 5S focuses more on information management, digital workspace organization, and shared resources rather than physical production equipment. The checklist addresses document filing systems, computer desktop organization, email management, and meeting space optimization—areas not typically covered in manufacturing 5S implementations.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.