Applying the PDCA Cycle: A Blueprint for Continuous Improvement
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The PDCA Cycle is a framework for problem solving, continuous improvement and change. It is widely recognized as the basis of continually improving the quality of processes, products, and services. It is an easy to remember four logical sequence steps: Plan, Do, Check and Act.
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Applying the PDCA Cycle: A Blueprint for Continuous Improvement
- 1. CITOOLKIT PDCA Cycle Applying the PDCA Cycle: A Blueprint for Continuous Improvement P D A C
- 2. citoolkit.com Definition The PDCA Cycle is a four-step model for problem solving and continuous improvement. It provides a simple and structured way for solving problems and creating positive change. PDCA Cycle 2 It helps them to compare and evaluate multiple designs with respect to customer requirements as the criteria.
- 3. citoolkit.com Definition An easy to remember four logical sequenced steps . . . PDCA Cycle 3 Plan Check Do Act Cycling through Plan, Do, Check, and Act until desired result is achieved is essential for continuous improvement.
- 4. citoolkit.com Definition Represents the logical way of thinking we tend to follow when solving problems or implementing continuous improvement. PDCA Cycle 4 Guides through a logical sequence of steps from planning and implementation to evaluation and adjustment.
- 5. citoolkit.com Applications The PDCA cycle can be applied in most kinds of projects and improvement activities . . . PDCA Cycle 5 When planning to change the supplier of a product or service When trying to implement a new safety program within a facility When planning to improve the skill level of employees in an organization
- 6. citoolkit.com Applications The PDCA cycle can be applied in most kinds of projects and improvement activities . . . PDCA Cycle 6 When planning to increase the quality of care and patient engagement in a hospital When an online business is not producing good results and customers are not converting When the marketing effort is not generating the desired results
- 7. citoolkit.com Applications Another common example is when you are dealing with customer complaints. PDCA Cycle 7 What we have just listed is a PDCA cycle Produce solution ideas to deal with the most frequent complaints You may often need to review the complaints and prioritize them Conduct pilot surveys with sample customers to test new options Collect and analyze customer data and feedback Use the lessons learned to implement the new options in full scale
- 8. citoolkit.com Applications PDCA is often used when the solution to the problem is known. PDCA Cycle 8 A3 / 8D Applicable whether the intended improvement is a breakthrough or incremental.
- 9. citoolkit.com Applications The PDCA cycle is particularly effective when intending to make changes to any process. PDCA Cycle 9 Notify applicant of schedule Notify interview panel Prepare questions Arrange room Meet applicant Ask questions Close interview Hence, organizations can use the PDCA cycle to optimize their processes and enhance their overall performance. Toast bread Make orange juice Prepare pastries
- 10. citoolkit.com Applications TQM, ISO standards and the A3 thinking process are all based around the PDCA philosophy. PDCA Cycle 10 TQM ISO A3 PDCA stands at the core of all quality systems
- 11. citoolkit.com Benefits PDCA provides an effective approach for solving quality-related issues such as nonconformities, inefficiencies, and process variability. PDCA Cycle 11 The aim is to get closer to whatever goal we have
- 12. citoolkit.com Benefits PDCA Cycle 12 Encourages the methodical way of problem solving and implementing solutions 02 Brings you closer to your goals as knowledge is increased from solving problems, failures the received feedback 03 Improves the critical thinking skills of your team 05 Helps your organization to reach towards a more integrated system 06 Provides feedback to justify guesses hypotheses and ensures incorporating feedback before starting full-scale implementation 04 Helps closing the gap between planning and doing 01
- 13. citoolkit.com PDCA Diagram The PDCA cycle can be represented in the form of a diagram. PDCA Cycle 13 Act Plan Check Do Implement the best solution Identify the problem / opportunity Study the results and feedback Test potential solutions
- 14. citoolkit.com Plan The PDCA cycle begins with a Planning phase where the problem and objectives are identified. In this phase, the team agrees on the problem to be solved or the process to be improved. You then need to analyze the current situation, identify solution alternatives, and select and schedule the most promising solution. PDCA Cycle 14 P D A C
- 15. citoolkit.com Do The selected solution is then tested on a small-scale basis in the Do phase. It is important to ensure that the selected solution is appropriately implemented before committing to full implementation. This phase also involves measuring the progress and collecting data and feedback for later analysis. PDCA Cycle 15 P D A C You may need to conduct the pilot test within a department, in a limited geographical area, or within certain demographic group.
- 16. citoolkit.com Check Check involves analyzing the collected data and feedback and comparing the outcome against the planned objectives. It allows to evaluate how well the solution has worked and whether further improvement is needed. This phase is also concerned with identifying the unexpected issues and gathering and summarizing the key learnings. PDCA Cycle 16 P D A C Current plans can be altered according to the received feedback.
- 17. citoolkit.com Check Note that you may need to repeat the Do and Check several times until you achieve desired results. PDCA Cycle 17 P D A C P D A C P D A C P D A C Sometimes you may need to return to the planning phase
- 18. citoolkit.com Act Act is where you implement the solution in full scale. It involves taking actions based on what you learned in the Check phase. A plan should be created for the full implementation after evaluating the costs and benefits associated. If the potential benefits are not sufficient, the team should reevaluate the plan and the project may be terminated. PDCA Cycle 18 P D A C
- 19. citoolkit.com Act Act is also concerned with . . . PDCA Cycle 19 Documenting Standardizing Sustaining the improved process Integrating it into the organization’s system
- 20. citoolkit.com Multiple Iterations The use of the PDCA cycle doesn’t necessarily stop once the Act phase is completed. The improved process may become the new baseline, and you may start again at the Plan phase. PDCA Cycle 20 P1 D1 A1 C1 P2 D2 A2 C2
- 21. citoolkit.com Multiple Iterations Multiple iterations of the PDCA cycle could be necessary to solve the problem permanently and reach the ultimate future state. Each cycle will bring you closer to your goals and will extend your knowledge further. PDCA Cycle 21 P D A C
- 22. citoolkit.com Multiple Iterations The PDCA cycle can be repeatedly applied in a process of continuous improvement where there is no end to it. PDCA Cycle 22 Repeating the PDCA cycle frequently can be helpful in implementing Kaizen and other continuous improvement initiatives
- 23. citoolkit.com Multiple Iterations When the first iteration of the PDCA cycle ends, lessons should be gathered for the next cycle. Our knowledge and skills will grow as we continue to work on the project. PDCA Cycle 23
- 24. citoolkit.com Multiple Iterations Data should be collected continuously to measure and evaluate the performance on a continual basis. PDCA Cycle 24
- 25. citoolkit.com Steps for Implementing a PDCA Cycle PDCA Cycle 25 With your team, identify and understand the problem • Brainstorm and screen solution ideas. • Develop and implement a plan along with responsibilities, milestones, review periods and metrics. P D A C
- 26. citoolkit.com Steps for Implementing a PDCA Cycle PDCA Cycle 26 Put the implementation plan into practice • Run the pilot solution (produce, serve, purchase, survey, train, etc.). • Gather data and measure performance outcomes. P D A C
- 27. citoolkit.com Steps for Implementing a PDCA Cycle PDCA Cycle 27 Review the obtained results and collected data • Analyze and compare the results against the initial state. • Assess whether the solution solves the problem and discuss if further improvement is needed. P D A C
- 28. citoolkit.com Steps for Implementing a PDCA Cycle PDCA Cycle 28 Use what you learned to plan your improvement • Implement the solution in full scale. • Train employees on the new process. P D A C
- 29. citoolkit.com Example – New Product Development A team is initiating a new product development. PDCA Cycle 29 Fully implement the new design acting on the collected feedback Create a prototype, test it, & collect data from the customer Plan for the new product development & production process Analyze the collected data to measure customer satisfaction Act Plan Check Do
- 30. citoolkit.com Example – Delayed Test Results A lab team is planning to solve a customer complaint about the delayed test results. PDCA Cycle 30 Take actions based on the analysis and fully implement the best solution. Do a small-scale study to execute the ideas and collect data on the time spent waiting for results. Explore all available information & generate solution ideas to deal with the complaint. Analyze the data to show the options that will result in greater customer satisfaction. Act Plan Check Do
- 31. citoolkit.com Further Information The PDCA cycle is often referred to as the Shewhart Cycle or Deming Wheel as it is defined by Shewhart and modified by Deming. PDCA Cycle 31 Shewhart and Deming are recognized as pioneers in the quality management movement.
- 32. citoolkit.com Further Information In 1990, Deming introduced the PDSA cycle which is a modified version of the PDCA cycle. PDCA Cycle 32 P D A S It is believed that data analysis is important for any improvement effort, and “Checking” does not really imply studying and analyzing the data.
- 33. citoolkit.com Further Information OPDCA is another version of PDCA where the ‘O’ stands for Observe. PDCA Cycle 33 P D A C O The Observe is added at the front of the cycle to emphasize the need to observe before creating any plan.
- 34. citoolkit.com Further Information PDCA relies on trial and error, however, it keeps improving until it achieves excellence. Going through the PDCA cycle is not straightforward and can be slow. PDCA is not the appropriate approach when dealing with urgent issues. PDCA Cycle 34
- 35. citoolkit.com Further Information PDCA can also be used at the personal level to improve your own performance: PDCA Cycle 35 D - Try different ways to achieve the results you want to obtain. P - Identify what is holding you from reaching your true potential. C - Review your progress and adjust your behavior accordingly. A - Implement what is working regularly and change what isn’t.
- 36. citoolkit.com Further Information - Useful Tools PDCA Cycle 36 PLAN Process mapping, brainstorming, waste analysis, prioritization matrix, improvement roadmaps, gap analysis, and force field analysis. DO Gantt charts, dashboards, data collection methods, sampling, observation, check sheets, and control charts. CHECK Graphical analysis, statistical analysis, fishbone diagram, Pareto analysis, root cause analysis, and decision-making techniques. ACT Process mapping, Gantt charts, dashboards, control charts, control plans, visual management, and standard work.
- 37. © Copyright Citoolkit.com. All Rights Reserved. CITOOLKIT Made with by The Continuous Improvement Toolkit www.citoolkit.com