How to Perform a PDCA Cycle

A PDCA cycle is a shortened term for Plan-Do-Check-Act, a popular method for enhancing processes and products. PDCA is a simple four-step method that enables businesses to avoid making repetitive mistakes by improving their internal processes.

It is an iterative process for continually improving products, people, and services which has now become an integral part of lean management. Even if a process appears effective, it can likely be improved further by going back through the PDCA cycle. The model consists of solutions testing, analyzing results, and improving a process, being a framework that should be continuously followed when carrying out a change within a business, acting as an essential part of core people and process changes in the lean manufacturing industry.

The Origins Of The PDCA Cycle

Being developed as far back as the 1920’s, the PDCA cycle did not take off in the corporate world until around 30 years later when it was developed by William Deming in the 50’s. Being a respected figure within quality management, Deming repurposed the model as he undertook a large-scale project to rebuild Japanese industrial infrastructure after World War II. By implementing the logic of planning, executing, analyzing, and enhancing, the cycle became much more widely known and appreciated within the industry. The American statistician was especially known for statistical analysis and quality improvement, going on to develop his model into the improvement cycle which it is seen as today, gaining the name of the PDCA cycle which became recorded in numerous publications.

When To Use The PDCA Cycle

The method can be used across a wide range of industries and processes, but the framework is primarily used for making constant improvements in areas such as manufacturing and management. Intending to increase efficiency and implement standardization across a business, the PDCA framework should be repeated to increase quality and thus boost customer service, helping a business grow by continually improving its service offering.

From standardizing daily processes to defining ongoing routines to adapting to external variables to maintain a strong position in the market and continue improving against the competition, the PDCA cycle has a broad range of uses that can work for a multitude of businesses.

Some general uses of the PDCA cycle may include:

• Establishing a way to resolve a high number of customer complaints due to slow response rates from those trying to contact a member of staff.
• Reduce waste of some product packaging by bringing together staff members from all departments to discuss how it could be updated to improve business profits, customer satisfaction, and environmental impact.
• Undertake market research before launching a new product development to understand the marketplace and whether the success of the product is feasible for all aspects of a business.

The 4 Steps Of The PDCA Cycle

Plan

In the first stage, the aim is to get the entire team together to establish an end goal so a plan can be put in place to get there. Start by establishing the core problem that needs solving and break that down into smaller steps that appear more achievable. Depending on the size of a project, the planning stage is likely to require input from varying departments within an organization so the plan can be formulated with the help of various specialisms, lessening the likelihood of issues along the way.

Once a key issue has been identified, it is time to consider the resources you have available and whether they are enough to reach the end goal. Run through the plan step by step to analyze if each stage can be done using the available resources, or whether you have the capabilities to bring in new resources. In many cases, the plan will need to be tweaked at various steps before it is suitable for the next stage, eradicating any errors in the initial steps to iron out any hold-ups that could occur later down the line.

Do

Once a plan has been put in place, it is time to get the ball rolling and begin to work through the various stages of the plan. By applying the processes which were agreed on by all necessary members of a business, action can be taken with the knowledge that all necessary parties have approved the idea.

Tackling the plan one small step at a time is recommended since unexpected hold-ups or issues are bound to take place at some point in the process. To minimize the risk of miscommunication and human error, ensure that each employee involved is aware of their role and individual responsibilities, being able to execute their duties without impacting those of others. By maintaining strong communication and working through smaller tasks one by one, the controlled environment will help the process run smoothly.

Check

To successfully implement the plan, emphasis needs to be put on the check phase to avoid costly mistakes. At regular intervals throughout the PDCA cycle, the progress of the project should be compared against the initial plan to check whether it aligns and is still contributing toward the end goal.

Many businesses fail to see improvements after not successfully implementing the check stage, making the same mistakes repeatedly without realizing it. To avoid this, each member of the team should be reviewing the activity to identify any problem areas which can be eliminated in the early stages before moving on to the next phase.

Act

Now that the process has been implemented, it is time to proceed with the initial plan. If the checks have been given the go-ahead from all members of the team and the goals are on track to be met, you are ready to act and can do so with confidence. The framework is designed to identify any flaws in a plan before it has the chance to be executed, avoiding the loss of both time and money as any implemented processes are on track to meet business goals.

The PDCA model should become the standard baseline when you are looking to implement any business changes, carefully considering every one of the four stages before continuing. By making sure the entire team is on board to go through all steps with a due level of care and attention, the framework will maximize efficiency and put the time of staff to good use.

Although it may feel like a repetitive process, it can benefit the entirety of the business as it strives to cut out time-wasting processes that either incur flaws or do not contribute toward business goals. Many employees find that the process is particularly good for finding widely productive solutions without wasting time and achieving new processes that improve the business's success and their day-to-day job role.