How to Apply the PDCA Cycle Effectively

The PDCA cycle, also known as the Deming cycle or Shewhart cycle, is an iterative four-phase management method for continually improving processes, products, or services and for resolving problems. In this article, we dig a bit deeper into the critical steps of this PDCA process. Learn how to keep the momentum flowing with continuous improvement, while enlisting the help of a PDCA cycle in your business today.

What exactly is the PDCA cycle?

The PDCA cycle is a problem-solving framework based on the scientific method. It was popularized by Dr. W. Edwards Deming, who is often regarded as the father of modern quality control. PDCA is a crucial component of lean management (Kaizen).

This framework can enhance any process or product by breaking it down into smaller, manageable steps. It is applicable across various business environments, including new product development, project and change management, product lifecycle management, and supply chain management.

Four stages of the PDCA cycle

The PDCA cycle consists of four interconnected stages:

1. Plan: This stage involves determining what needs to be done. You can use the ‘5 Whys’ technique to describe an issue, identify potential causes and solutions, establish a goal or purpose, formulate a theory, define success metrics, and create a plan of action.
2. Do: This is the stage to take action and set the plan in motion, applying everything that has been considered during the previous stage, and typically involves three sub-segments: training of all personnel involved, the actual process of doing the work, and recording insights or data for future evaluation.
3. Check: In this stage, you need to audit your plan’s execution to see if your initial plan actually worked, analyze the results to verify whether or not the plan has the intended effect, and monitor outcomes to test the validity of the plan for signs of progress and success, or problems and areas for improvement.
4. Act: If the results of the cycle are not satisfactory, you go back to the plan; if the results are satisfactory, you standardize the solution; and you integrate the learning generated by the entire process, which can be used to adjust the goal, change methods, reformulate a theory altogether, or broaden the learning.

PDCA brings in continuous change; it is implemented in a manner that the process is modified and made adept at cost reduction, profit maximization, and increased satisfaction. As the environment today is dynamic in every possible manner, there is a need to update the techniques and processes as frequently as possible.

Benefits of applying the PDCA cycle in project management

Integrating the PDCA cycle into project management offers several key advantages:

• Structured Problem Solving: PDCA provides a systematic framework for identifying, analyzing, and resolving project-related issues.
• Continuous Improvement: The iterative nature of the cycle fosters a culture of continuous improvement, encouraging teams to constantly seek ways to enhance project processes and outcomes.
• Risk Management: By proactively planning and regularly checking progress, the PDCA cycle helps in identifying and mitigating potential risks early on.
• Enhanced Efficiency: Through systematic implementation and evaluation, the PDCA cycle contributes to streamlining project workflows and optimizing resource utilization.
• Improved Stakeholder Satisfaction: By focusing on continuous improvement and delivering better results, the PDCA cycle ultimately leads to increased satisfaction among project stakeholders.

The PDCA cycle and ISO 9001:2015

The PDCA cycle is a fundamental concept embedded within the ISO 9001:2015 standard for quality management systems. The standard emphasizes a process-oriented approach, where organizations plan, do, check, and act to continually improve their processes and meet customer requirements. The application of the PDCA cycle aligns perfectly with the principles of ISO 9001:2015, providing a practical framework for achieving and maintaining a high level of quality in project management and other organizational processes.