Reviewing your toolbox

This year we have been posting about the DMAIC (Define, Measure, Analyze, Improve, Control) methodology which is the hallmark of Six Sigma theory and execution. Since this is the final blog for 2022 we decided to include both ‘Improve’ and ‘Control’ within this post. So far we have discussed the importance of defining the problem that we want to fix or area we want to improve and the value of spending time on developing a robust Project Charter, how to protect our project from scope creep by using tools such as a Data Collection Plan and how to uncover the actual Root Cause of the problem we are wanting to resolve or area we are planning to improve. In this post we will list common tools which will aid in collating all the information we have gathered thus far in our project and interpreting that information into potential solutions. However, our primary focus will be on how to actually implement change and then how to monitor / control those changes. To jump right in, some of the most common tools within the Improve phase to identify potential solutions include: Failure Mode and Effects Analysis Stakeholder Analysis Kaizen Event Poka-Yoke Cost-Benefit Analysis Matrix Diagram Once you have a list of possible solutions, selecting the best one AND implementing often brings with it stress and anxiety therefore putting a plan in place is essential for successful change. There are many templates and resources available online for developing an Implementation Plan. We recommend including the following elements: Strategy Process Action Each of these elements can be broken down by applying the 5W2H Method. For example, Strategy Who is managing the implementation of the change(s)? What is our ultimate goal with this project? When does the change(s) need to be completed? Where does this project tie into our mission & vision? Why have we selected ______ solution instead of _______ solution? How will the changes be monitored? How much will it cost to implement the changes? Process Who will be involved in implementing the changes? What is the process and timelines for implementing this change? When do we need to set our milestones to ensure success? Where does the majority of our focus need to be to successfully implement the changes? How will we communicate the change(s) to the staff / department / organization? How much effort is required from the team to implement this change(s)? Action Who is doing _______ [list specific role]? What do we need to accomplish this week / month / quarter to hit our next milestone? When do we need to test the process to verify our changes have been fully adopted? Where will we keep the documentation for implementing the change(s)? How will daily activities for ____ need to be adjusted due to these change(s)? How much time will __________ require to work on implementing the change(s)? By answering these questions, you and your team will have a clear picture of the time, human resources, financial resources and most importantly, the communication which will be required for a successful implementation of the improvements / solution you have selected for your project. The final element in a Six Sigma DMAIC project is ‘Control’. This is the phase that makes all the others worth the time and energy because in the Control phase we focus on maintaining the change(s) / improvement(s) that have been implemented. Oftentimes, the greatest challenge at this point is maintaining the cultural / psychological change that occurred therefore it is important to review your organizations infrastructure (is it technically possible to maintain the change?), the policies and procedures (do these support the change(s)?) and the culture of your organization (is everyone on board with the change(s) / improvement(s) and intentionally incorporating the change(s) / improvement(s) into their daily activities and conversations?) Some tools and activities which typically occur within the Control Phase include… Control Plan Statistical Process Control Control Charts (ex. Xbar, run chart, X-MR chart, p chart, np chart, c chart, u chart) Cost Benefit Analysis Formal Project Closure Celebration of success and team recognition As Six Sigma practitioners it is easy to remain focused on the technical aspects of a project such as collecting and analyzing the data. Therefore, in this series we wanted to highlight some key activities and soft skills which can have a dramatic impact on the success of your project. We trust you will continue to thrive and learn from each experience and that you will allocate additional time and energy to developing your plans at each stage of the DMAIC process and that you will focus on how your project will and is, impacting the culture of your organization. Thank you for joining us on this journey and we look forward to connecting in 2023!

Are you focused on the causes or the symptoms ?

“You can’t improve what you don’t measure.” - Tony Robbins

Do the necessary due diligence and get teams to the point where everyone is clear on the objective of the project with guardrails in place so that you are properly balancing a rapid agile environment without accidently running off the cliff. 

"If you can't describe what you are doing as a process, you don't know what you're doing." -W. Edwards Deming

20% of our time produces 80% of our results thus implying that we are typically highly productive for only 20% of our time.

 "There will be times that simply listening to concerns will be the positive outcome you are looking to achieve, in other situations listening will be one of the steps which needs to be taken towards achieving a positive outcome." Post by Mike Ewing

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