Of all the steps in the 5S system, "Sort" is the first and arguably the most crucial. It’s the initial, decisive action to separate the necessary from the unnecessary, clearing the way for a more organized and efficient workspace. But how do you approach this without creating more chaos?
The answer is the Red Tag Method.
This simple but powerful technique provides a systematic framework for identifying, questioning, and managing potentially unneeded items in the work area. It transforms the "Sort" phase from a subjective guessing game into a structured, visual, and collaborative process.
Here is a practical, step-by-step guide to implementing an effective Red Tag strategy with your team.
Step 1: Define Your Criteria
Before a single tag is applied, the entire team must agree on the rules of the game. This is a critical step to ensure consistency and prevent arguments. Hold a brief team meeting and establish clear criteria for what gets a red tag.
Good starting criteria include:
- Is this item needed for daily work? If not, does it have a clear purpose?
- When was this item last used? Agree on a timeframe (e.g., "If it hasn't been used in 30 days, it gets a red tag").
- Is this item broken or obsolete?
- Is this a duplicate or an excess quantity?
- Does anyone know what this is? If an item is a mystery, it gets tagged.
Step 2: The Red Tag "Blitz"
Once the criteria are set, it’s time for action. Schedule a "blitz" where the team goes through the designated work area together. This should be a collaborative effort, not a task for one person. Team members should openly discuss items, apply tags according to the agreed-upon rules, and move efficiently through the space.
The leader's role here is to facilitate, ask questions, and ensure the team adheres to their own criteria, not to dictate which items get tagged.
Step 3: What Goes on the Tag
A red tag is more than just a marker; it’s a data-collection tool. Each tag should be filled out clearly to provide context for later decisions. While you can buy pre-made tags, a simple, standardized template works just as well.
Essential information on every red tag includes:
- Item Description: What is it?
- Location Found: Where was it discovered?
- Date Tagged: The date the tag was applied.
- Reason for Tagging: A brief note explaining why it was tagged (e.g., "Unused in 60 days," "Duplicate," "Broken," "Unknown purpose").
- Team Member Name: The person who tagged the item.
Step 4: Establish a "Red Tag Area"
This is the most critical step for visually clearing the clutter. As items are tagged, they must be moved out of the primary workspace and into a single, clearly marked holding area. This could be a cordoned-off section of the floor, a specific set of shelves, or a designated room.
Physically moving the items to the Red Tag Area instantly improves the workspace and makes the scale of the unnecessary items immediately visible to the entire organization.
Step 5: Disposition the Items
The Red Tag Area is not a permanent home. It’s a temporary waiting room. After a set period—typically 30 days—the team must make a final, irreversible decision on every item in the holding area.
The four primary disposition options are:
- Relocate: The item is necessary, but it belongs in a different, more logical location (e.g., a shared tool crib, long-term storage).
- Repurpose: The item can be used for a different purpose or by a different team.
- Remove (Sell/Recycle/Discard): The item provides no value to the organization and should be sold, recycled, or disposed of properly.
- Retain: In rare cases, an item might need to be returned to the work area. This decision should be challenged: why was it tagged in the first place, and what has changed?
By following these five steps, the Red Tag Method provides a structured, disciplined, and transparent way to sort any workspace. It empowers the team, removes clutter, and sets the stage for a truly organized and efficient environment.
