6 Common Japanese Philosophies Applied to Facilities Management

5S is a workplace organization methodology that promotes a clean, efficient, and safe environment. It comprises five Japanese words: Seiri (Sort), Seiton (Set in Order), Seiso (Shine), Seiketsu (Standardize), and Shitsuke (Sustain). It is not just about cleaning, but also a systematic approach to creating an efficient workspace.

Kaizen, one of Japanese philosophies that means “continuous improvement,” is a philosophy that emphasizes ongoing efforts to enhance processes and eliminate waste. This is a mindset that encourages people to look for small, incremental improvements.

Application in Facility Management:

• Encourage employees to identify and suggest improvements in maintenance procedures, energy efficiency, and waste reduction.
• Implement regular reviews of maintenance schedules and workflows to identify bottlenecks.
• Use feedback to refine processes and optimize resource utilization.

Example: A commercial building implements Kaizen to reduce energy consumption. They analyze energy usage data, identify areas for improvement, and implement changes like automated lighting controls, occupancy sensors, and high efficiency HVAC filters. This results in significant energy savings and reduced operating costs.

Genchi Genbutsu: Go and see for accurate problem solving

Genchi Genbutsu, meaning “go and see,” emphasizes the importance of firsthand observation and data collection at the source of a problem. It’s about getting to the root cause by going to the place where the work is done.

Application in Facility Management:

• Encouraging managers and technicians to physically inspect equipment and facilities to diagnose issues.
• Gathering firsthand information to understand the root cause of problems by observing the process.
• Making data-driven decisions based on direct observation and analysis.
• Using visual management tools to track the status of equipment and identify potential problems.

Example: When an HVAC system malfunctions, a facility manager goes to the mechanical room to inspect the system, rather than relying solely on remote diagnostics. This allows them to identify a faulty sensor and resolve the issue quickly.

Mottainai: Respecting resources and reducing waste 

Among the core Japanese philosophies, Mottainai expresses a sense of regret over waste and promotes resource conservation. It’s about using resources wisely and avoiding unnecessary waste.

Application in Facility Management:

• Implementing energy-efficient lighting, HVAC, and water systems.
• Promoting recycling and waste reduction programs.
• Extending the lifespan of equipment through regular maintenance and repairs.
• Using renewable energy sources.
• Implementing water conservation measures.

Example: A facility manager implements a rainwater harvesting system to reduce water consumption for landscaping. They also implement a comprehensive recycling program and replace outdated equipment with energy-efficient models.

Kanban: Visualizing workflow for enhanced efficiency

Kanban is a visual workflow management method that uses a system of visual cues to track the progress of tasks and limit work in progress. It’s a pull system that ensures work is only done when there is demand.

Application in Facility Management:

• Using Kanban boards to track maintenance work orders, schedule preventative maintenance, and manage inventory.
• Visually representing the status of tasks and identifying bottlenecks in workflows.
• Prioritizing tasks and optimizing resource allocation.
• Using digital Kanban systems to track tasks in real-time.
• Implementing Kanban in inventory management to ensure timely replenishment of supplies.

Example: A data center uses a digital Kanban system to manage maintenance work orders. Tasks are assigned to technicians, and their progress is tracked in real-time. This provides a clear overview of the workload, helps prioritize urgent tasks, and reduces downtime.

Poka-Yoke: Mistake-proofing for enhanced quality 

Poka-Yoke, meaning “mistake-proofing,” is a quality control technique that aims to prevent errors from occurring in the first place. It’s about designing systems that make it impossible to make mistakes.

Application in Facility Management:

• Implementing physical or procedural safeguards to prevent common errors during maintenance and operations.
• Using checklists and visual aids to guide technicians through complex procedures.
• Implementing sensors and alarms to detect and prevent potential problems.
• Using color coding for wires and pipes.
• Using keyed connectors that only fit in one way.

Example: A facility manager implements keyed electrical plugs that only fit into their designated outlets, preventing technicians from accidentally connecting equipment to the wrong power source. They also implement sensors that shut down equipment if it overheats.