What is PDCA

PDCA is a four-step model to help solve a problem. This model is usually used when a solution to the problem is known. It is a beneficial tool to help teams improve critical thinking when solving a problem.

PDCA stands for;

P = Plan = This is the stage where you identify the problem

D = Do = In this step you will test the solutions that you have agreed upon

C = Check = Study the results and gather feedback on the solution implemented

A = Act = implement the best solution that the team tested

Each phase is an important step that is needed to achieve your end goal of solving a problem. Let’s break down what is done in each step and the tools that you and your team can use to complete each stage.

Plan

During the planning stage, you and your team will define the issue you are planning to improve. Discuss with your team and agree on the issue you will be correcting. After you have chosen the improvement project, brainstorm the solution and decide which one you would like to test in the process. Don’t be afraid to have multiple steps you would like to try, this is pretty common.

Some of the tools that you can use during the planning phase is;

  • Process Mapping – Review the process map and see if there are steps that need to be addressed to make this improvement.
  • Brainstorming – Discuss with your team the issue and gather ideas from the team members on how they would solve the issue. Always be positive in the brainstorming session, do not shoot down any ideas.
  • Waste Analysis – Take any data that you may have that will show you where there is waste in your process. Good reports to review are;
  1. Defects
  2. Warranty Claims
  3. Scrap Cost
  4. Labor Efficiencies

Do

You have a few potential solutions, now it is time to test them. Do not start to test the items at 100% run rate of the production line, start slow. Depending on the change you and your team are implementing, you want to minimize your risk and make sure that you do not cause any issues when you implement the solution and it might not work.

You want to make sure that you’re testing that has been done with all the solutions working properly before you commit to fully implementing the solution you have chosen. Validate the choice you made by looking at data and analyzing it that proves that one solution is better than the other.

Some of the tools you can use during the “DO” section are

  • Ghant Chart – Begin chart will help you organize and plan each trial and testing for the items you want to try in the actual process. Write down the items you will be testing and put the time to each action that needs to be performed to complete the testing.
  • Data Collection Method – You will need to determine what data collection method you will use to validate which idea worked better in your process.
  • Observation – Some improvements might not have many data points that you can validate your ideas based on this information. Go to the process and validate that the improvements are working based on your observations. Use observations and data points to validate which items you will implement in your process.

Check

These actions will help your team get a better understanding of what might work better the next time you perform the PDCA method. Some of these tools that can be used during the “CHECK phase to help you review the data are;

  • Graphical Analysis – Charting or graphing your data will help you see trends that may be positive or negative. Take the data points you have and graph them to show the team.
  • Statistical Analysis – Some data that you compare will need to be analyzed differently and may need to be shown statistically. Review your data and determine what would be the best way to show this information.
  • Pareto Analysis – With Pareto Charts, you will be able to break down the different ideas and trials into groups to see the data differently. Take data points and add them to the Pareto Chart to review the data.

Act

You have reviewed your data and you have decided which solution you are planning to implement into your process. Sit with your team and decide how you plan to implement the changes to improve or eliminate the issue you have chosen.

Your implementation plan can also include standardizing the process and documenting the changes you have made. This standardizing and documentation can be shared with other teams in your organization so they can learn from your trials and testing.

Tools that you can use when you are in the “ACT” stage are;

  • Process Mapping – The process map that you reviewed in the “PLAN” stage, can be updated with the new changes that were implemented. If a major change was completed and time was reduced in a specific work area, you may need to perform a line balance. An easy way to tell if a line balance is required is to see if your TAKT time is within 5% of each other. If they are not, you will need to complete a line balance.
  • Standard Work – The time saved in the process may affect your line balance and the work completed in the work areas that have the time reduction. Review the before and after and document the change on the standard worksheets.
  • Dashboard & Key Performance Indicators (KPI’s) – Review your overall goals with your team and see if you have met or exceeded your goal. Your management team should set goals throughout the year, you can check them after a PDCA project has been completed to see if you have improved one of your KPI’s.

How To Implement PDCA

You have a good understanding of the different stages of PDCA and want to start your first project, good for you. Follow the steps listed below to help implement what you have already learned;

  • Identify and understand the issue.
  • Brainstorm the solution.
  • Develop your implementation plan.
  • Implement your plan.
  • Start your testing to validate that your idea worked.
  • Gather the data from you’re testing and measure the solution.
  • Review the data.
  • Analyze your before and after data of the change.
  • Did the solution solve the problem? If yes, continue to the next step. If no, go to step two brainstorm the solution, and work through the steps.
  • Fully implement the solution.
  • Train staff in the work area.

Set Into Practise

A new skill is useless if you do not put it into practice period take what you learned and go work through the PDCA project with your team.

Good luck!