Process Improvement Methodologies¶

Estimated time to read: 11 minutes

Process improvement is the practice of identifying and improving inefficient or ineffective processes. This can be done to improve efficiency, reduce costs, improve quality, or increase customer satisfaction. Many different process improvement methodologies can be used, depending on the organisation's specific needs.

Benefits of Process Improvement¶

There are many benefits to process improvement. Some of the benefits include:

Increased efficiency Reduced costs Improved quality Increased customer satisfaction Increased employee satisfaction Increased innovation Increased competitive advantage

Methodologies¶

Below I am summarising just a few of the many process improvement methodologies available. The best methodology for a particular organisation will depend on the specific needs of the organisation. This table summarises each of the methodologies, describing each, its key focus, and its main techniques or tools. Each method has its strengths and is suited to different problems or organisational cultures. Remember, these methodologies can often be combined for more effective process improvement.

Plan Do Check Act (PDCA)¶

The Plan Do Check Act (PDCA) cycle is a simple yet effective process improvement methodology. PDCA is a four-step cycle that can be used to improve any process. The four steps are:

Plan Identify the problem or opportunity that you want to improve.

Do Implement a change to the process.

Check Evaluate the results of the change.

Act Make changes to the process as needed.

PDCA is a versatile process improvement methodology that can be used in any situation.

Six Sigma¶

Six Sigma is a data-driven approach to process improvement that aims to reduce defects to a minimum level. Six Sigma uses a variety of statistical tools and techniques to identify and eliminate defects in processes. Six Sigma is a popular process improvement methodology for manufacturing and other industries where quality is critical.

DMAIC¶

DMAIC stands for Define, Measure, Analyze, Improve, and Control. This is the standard Six Sigma improvement cycle for existing processes falling below specification and looking for incremental improvement. Here's what each step involves:

Define The purpose of this stage is to clearly articulate the business problem, goal, potential resources, project scope, and high-level project timeline. This should be a concise statement that all stakeholders easily understand.

Measure In this phase, the current performance of the process is determined. Data on process speed, quality, and costs are collected to determine the actual performance.

Analyse The collected data is analysed to understand the root causes of defects or issues. Various statistical tools may be used here.

Improve Here, improvements are identified and implemented. The goal is to eliminate the root causes identified in the analysis phase.

Control The last phase of DMAIC ensures that the improvements are sustained over time. Monitoring plans and response plans are put in place.

DMADV¶

DMADV stands for Define, Measure, Analyze, Design, and Verify. It develops new processes or products at Six Sigma quality levels. It can also be employed if a current process requires more than incremental improvement.

Define Just as in DMAIC, define the project goals and customer deliverables.

Measure Measure and identify critical-to-quality characteristics (CTQs), product capabilities, production process capability, and risk assessments.

Analyse Analyze to develop and design alternatives, create a high-level design and evaluate its capability to meet the customer needs.

Design Design details, optimise the design, and plan for design verification. This phase may require simulations.

Verify Verify the design, set up pilot runs, implement the production process, and hand it over to the process owner(s).

Statistical Analysis¶

Statistical analysis in Six Sigma is crucial, as it forms the backbone of the decision-making process. It allows teams to understand and quantify the variation present in a process. Some of the key statistical tools used in Six Sigma include:

Control charts These charts help visualise the process variation over time and detect signal changes in the process.

Histograms These are used to understand the distribution of a dataset and can help identify the presence of common cause or special cause variation.

Pareto charts Pareto charts help focus on the most significant factors in a process by showing which inputs result in the most problems or defects.

Scatter plots Scatter plots can help understand the relationship (if any) between two variables in a process.

Regression analysis This helps model the relationship between a response variable and one or more predictor variables.

Design of Experiments (DOE) DOE allows for multiple input factors to be manipulated and their effects on the output to be observed.

Lean¶

Lean is a set of principles and practices focusing on eliminating waste from manufacturing processes. Lean manufacturing uses various techniques, such as value stream mapping and 5S, to identify and eliminate waste. Lean manufacturing is a popular process improvement methodology for manufacturing and other industries where efficiency is critical.

Value Stream Mapping (VSM)¶

VSM is a lean tool used to visualise the flow of materials and information needed to bring a product or service to a consumer. It helps identify waste and areas of improvement in an overall process rather than focusing only on individual activities. A Value Stream Map typically includes information flows, material flows, and lead times.

5S¶

5S is a workplace organisation method that uses a list of five Japanese words: Seiri, Seiton, Seiso, Seiketsu, and Shitsuke. The 5S system aims to promote a clean, safe, and efficient workspace by:

Seiri (Sort) Distinguish between necessary and unnecessary items in the workspace and remove the latter. Seiton (Set in Order) Arrange necessary items in an orderly manner so they can be easily picked for use. Seiso (Shine) Clean the workspace and ensure it is neat and tidy. Regular cleaning identifies faulty equipment, tools, and wear and tear. Seiketsu (Standardize) Develop a consistent approach for carrying out tasks and procedures. Standardisation makes it easier to compare outputs and identify anomalies. Shitsuke (Sustain) Maintain and review standards. Once the previous four Ss have been established, they become the new way to operate.

Kanban¶

Kanban is a visual system for managing work as it moves through a process. Kanban aims to identify potential bottlenecks in your process and fix them so that work can flow through it cost-effectively at an optimal speed. A basic Kanban system consists of a board and cards. Each card represents a task, and the board is divided into columns representing the process stages.

SMED (Single-Minute Exchange of Die)¶

SMED is a system of techniques that aims to reduce the time required to complete equipment changeovers. The name comes from the idea that changing from running one product to running the next should take less than 10 minutes (single-digit minute). Quick changeovers are crucial in lean manufacturing environments to minimise downtime and promote the production of smaller batches, leading to lower defects and less wasted inventory.

Kaizen¶

Kaizen is a Japanese philosophy and practice that sees improvement in productivity as a gradual and methodical process. The concept comes from Japan and is commonly used in businesses, particularly in manufacturing and logistics companies.

Kaizen comprises two Japanese words: 'Kai', meaning 'change', and 'Zen', meaning 'good' – essentially **' change for the better ' **. It's all about small, continuous improvements and involves everyone in the organisation, from top-level management to assembly line workers.

The idea is that when every person in the organisation makes little improvements daily, the organisation can become significantly more efficient.

Small Group Activities¶

In the context of Kaizen, small group activities, often known as "Kaizen teams" or "Kaizen circles", are a common method for organising efforts. These small groups usually comprise workers from the same area or doing the same type of work.

Their aim is to identify, analyse, and solve work-related problems, thereby improving the organisation's performance and increasing job satisfaction among team members. They are particularly effective in encouraging employee engagement, problem-solving, and ownership of improvements.

Suggestions for Change¶

A central part of the Kaizen philosophy is the idea that the people who do the work are the most qualified to find better ways of doing it. Therefore, a key mechanism for Kaizen activities is the suggestion system.

Employees are encouraged to suggest changes that could improve workflow, reduce waste, or otherwise benefit the organisation. These suggestions are then reviewed and implemented in the workplace if found to be beneficial.

Combining Kaizen, small group activities, and a robust suggestion system can create a powerful force for continuous improvement in an organisation. Over time, this can lead to significant increases in efficiency, waste reductions, and worker satisfaction improvements.

Total Quality Management (TQM)¶

TQM is a management philosophy that emphasises continuous improvement of all aspects of an organisation. That originated in the 1950s and has become more popular since the early 1980s. It is a method by which management and employees can become involved in continuously improving the production of goods and services.

TQM involves continuously improving organisational processes, resulting in high-quality products and services. It focuses on improving customer satisfaction by delivering quality, which is achieved by reducing waste, improving efficiency, controlling processes, and involving all employees in a cooperative problem-solving effort.

Cross-Functional Product Design¶

Cross-functional product design is an aspect of TQM that involves collaborating with the company's different functional areas (departments) in the product design phase. This multidisciplinary approach considers the expertise and perspective of various departments such as design, manufacturing, finance, sales, etc.

The aim is to design products that meet customer needs and expectations and are designed for manufacturability, serviceability, and other important factors. It ensures that all aspects of the product lifecycle are considered from the beginning, which can improve efficiency, reduce problems, and result in a higher-quality product.

Process Management¶

Process management is another important aspect of TQM. It involves mapping out and documenting the various processes within an organisation, then monitoring and optimising these processes to ensure they are efficient and effective.

By thoroughly understanding the processes, organisations can identify areas of waste, redundancy, or inefficiency. Through a cycle of continuous improvement (like the PDCA cycle), these processes can be made more efficient over time, reducing costs, improving quality, and leading to higher customer satisfaction.

Together, these TQM concepts help create an organisational culture where quality is everyone's responsibility, and continuous improvement is an integral part of daily operations.

5 Whys Analysis¶

The 5 Whys Analysis is a simple yet powerful tool for root cause analysis. The 5 Whys Analysis asks the question "Why?" five times to get to the root cause of a problem. The 5 Whys Analysis can be used to improve any process by identifying the underlying causes of problems.

Business Process Management (BPM)¶

BPM is a systematic approach to making an organisation's workflow more effective, efficient, and capable of adapting to an ever-changing environment. It involves examining, improving, and automating business processes. BPM aims to reduce human error and miscommunication and focus stakeholders on the requirements of their roles.

Process Mapping¶

Process mapping is a key part of BPM. It involves creating a visual representation of the activities, events, and relationships within a process. This map is a helpful tool for understanding the process flow and identifying inefficiencies, bottlenecks, and opportunities for improvement. Process maps range from simple flowcharts to more complex diagrams illustrating inputs, outputs, decision points, and interdependencies between steps.

Process Redesign¶

Process redesign (or reengineering) is the practice of rethinking and radically redesigning business processes to improve critical performance measures, such as cost, quality, speed, and service. It aims to break away from old conventions and find innovative ways to perform work, often leveraging new technologies or organisational structures. The goal is to make incremental improvements and dramatically increase efficiency and effectiveness.

Performance Metrics¶

Performance metrics are key to BPM because they provide quantifiable measures of how well a process is working. They help track efficiency, effectiveness, and compliance with important business objectives. They might include metrics like processing time, error rates, cost per transaction, customer satisfaction scores, etc.

Effective use of performance metrics involves not just collecting data, but also analysing it and using it to make informed decisions. Metrics are essential for identifying where problems exist, determining the root cause of those problems, and assessing the success of process improvements.

In essence, BPM is a holistic management approach that promotes business effectiveness and efficiency while striving for innovation, flexibility, and integration with technology. The key is a strong focus on process understanding, measurement, and improvement.

Conclusion¶

Process improvement is an important tool for any organisation that wants to improve its performance. There are many different process improvement methodologies available, and the best methodology for a particular organisation will depend on the organisation's specific needs. By implementing process improvement, organisations can achieve various benefits, including increased efficiency, reduced costs, improved quality, and increased customer satisfaction.