The 5S methodology for a more intentional practice

I am a big fan of Kaizen, the philosophy of continuous improvement through small, incremental change. Less well known (and recently new to me) is the 5S methodology, another concept originating from Japanese industry, designed to improve efficiency, reduce waste and create clarity in the workplace.

At first glance, 5S appears to be a simple organisational system. Look a little deeper, however, and I think it offers us a useful framework for thinking about how we work, learn and develop as professionals.

The five principles are Sort, Set in Order, Shine, Standardise and Sustain.

Sort

The first principle is simple: remove what’s not needed. There’s no quicker way to clarity than through a declutter or reset. On a practical level, keep only what you need and use regularly. Discard, recycle or relocate anything else.

There is also a broader interpretation. Many of us carry commitments, assumptions and habits that once served a purpose but are no longer particularly useful. We continue with them because they’ve become familiar - to the point of being overlooked completely. In a recent review of their systems a colleague asked her team how much use they got from their scheduling platform. Each member looked at each other until it became clear that absolutely no one used it.

Sometimes the most productive sorting decision is deciding what to stop.

Set in order

Once unnecessary items have been removed, the next step is to organise what remains. Within your practice, this means making sure that your equipment, processes and information are easy to find. You might need to move things around quite significantly – avoid keeping things where they are because that’s how it’s always been.

The same principle applies to our professional lives and personal priorities. What deserves your attention over the next year? Which skills would you genuinely like to develop? What matters most? It’s motivating to realise that once you have clarity, you have focus.

Shine

Shine refers to cleaning and inspecting your workplace. Interestingly, the emphasis is not purely on cleanliness – it’s also about observation. While inspecting equipment and workspaces, small issues become visible before they develop into larger problems.

The same can be true professionally. What have you stopped examining or assessing? Perhaps it’s a workflow that no longer works for you. Perhaps you have creeping stress, fatigue or a loss of enthusiasm that has developed gradually over time. Use your shine time for perspective and reflection (excuse the pun).

Standardise

Once improvements have been made, the next step is to create consistency. In dentistry, systems and protocols help us to maintain quality, standards and predictable outcomes. These are rarely the result of luck, but more likely the result of repeatable processes.

The same applies personally. What routines support your best work? It might be consistent preparation before a clinical session, regular exercise, protected thinking time or simply taking a proper lunch break. Small habits often have a greater impact than occasional bursts of motivation.

Consistency is the cousin of standardisation. It’s what successful business models are based on. It’s why Steve Jobs wore the same make and style of a black designer turtleneck and Levi jeans every day. It worked for him, he no longer had to make clothing decisions, so it was an easy win in terms of standardisation, giving him time back to focus on things he cared more about.

Sustain

The final and perhaps most challenging principle is Sustain. Sustainability is often the forgotten stage of improvement. We focus on the excitement of change but pay less attention to maintaining it.

The most effective systems are not necessarily the most sophisticated – they are the ones people continue to use. A reorganised surgery remains organised only if the new habits continue because the reorganisation makes sense. The same is true of professional development, well-being and personal goals.

A final thought - 5S in practice

What makes the 5S methodology so enduring is its simplicity. It recognises that excellence is rarely created through sweeping change. Instead, it emerges from thoughtful actions repeated consistently. Whether applied to a surgery, a workflow or a career, the principle remains the same: clarity creates efficiency, and efficiency creates space for better thinking, better decisions and ultimately better dentistry.

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ABOUT THE AUTHOR

Dr Dhiraj AroraBDS MJDF RCS (Eng) MSc (Endo) PG Cert CE.

Owner of evo endo with three practices (limited to endodontics) in Twickenham, Gerrard’s Cross and Slough.

He is a passionate teacher and ambassador for all things endo.

Follow him on Instagram: @drdij_evoendo

This article first appeared in The Probe magazine