Lean Process Improvement
is a methodology that helps teams identify and eliminate waste activities from their day-to-day operations. We use the Lean methodologies to identify areas that have opportunities to improve workflow and process.
The goal of Lean process improvement
is to enable teams to systematically find ways to deliver more value to their customers faster. It does this by providing a systematic, scientific approach to practising continuous improvement as a part of daily work.
Our team uses the PDCA Method
PDCA which stands for Plan Do Check Act is a method used in continuous improvement in a variety of fields including Education. It is a continuous loop whereby processes are reviewed to identify existing problems, test potential solutions and evaluate the outcomes of these solutions before updating and implementing any changes to work processes, procedures and work practices. The PDCA cycle is an effective Lean Tool that can be used at any stage of organisational transformation to drive progress within teams and to measure success.
PLAN
The first step you should take in any process improvement or project plan is to decide what you need to do. You need to capture some information to get started:
- Goals and objectives
- Metrics that you will use to measure your success
- Deliverables you want to meet, or the end result you hope to achieve
- List of key stakeholders
- Risk assessment or potential blockers
Remember, the PDCA cycle runs on a continuous loop, so it is ok if you don't get all the answers on your first try. Each time you complete the PDCA Method, you are improving your processes, refining you projects and eliminating nonvalue add wastes. The constant use of PDCA means an ever-evolving way of working that adapts with the changes over time and stays relevant and accessible to you and your teams.
DO
When you have created your plan and have all the key stakeholders signed off you can start to implement your changes. Similar to project management planning, the PDCA should be used in small, incremental changes. While you are in the DO phase of the PDCA cycle, implement the project plan on a small scale and test the results to ensure it works before rolling out any official changes.
CHECK
The CHECK phase is used to find small things that haven't gone to plan, before they develop into bigger problems. Review the testing that you have done in the DO phase and revisit anything that still needs improvement. It is rare that any project will get through one cycle of PDCA without needing additional changes or tweaks. This is normal and to be expected and that is why the testing within DO and the analysis within CHECK is so important for a successful rollout.
ACT
The ACT phase is where you will officially rollout your project or implement your process changes. By this stage you should have run through PDC (plan, do & check) phases a few times and have ironed out and tested any issues that came up. You will also need to get sign off from your key stakeholders in this phase before you launch, rollout or implement the changes.
Remember, PDCA is a living cycle and getting to the ACT phase doesn't mean that you won't visit the cycle again in the future. With changes in technology, information and ways of working, there will always be a requirement for using this PDCA cycle to help you stay on track and provide the best possible service for your customers.