pdca problem solving example

The PDCA Cycle (30+ Plan Do Check Act Examples)

In today's busy world, everyone is looking for simple ways to do things better and faster. Enter the PDCA cycle. It's like a four-step dance for making things work smoothly.

The PDCA cycle is an improvement cycle that involves four steps: Plan, Do, Check, and Act, to help improve any business process or task.

If you want to make your work more organized or solve problems more efficiently, the PDCA cycle can be your go-to tool.

Introduction to the PDCA Cycle

The PDCA cycle is a tool that helps with project planning. It breaks down a process into manageable steps, helps you test them, and adjust to get better results.

The cyclical nature of PDCA is a simple guide to help groups and companies work better and keep improving.

It's not just a one-time thing. This PDCA model is like a circle that keeps going, helping you learn and grow. By going through the steps again and again, you can stay up to date and keep making things better.

Even though it started in factories with quality control, the PDCA cycle is now used everywhere—in hospitals, schools, tech companies, and even for personal goals. It's easy to use, and you don't need special training or tools. You just need to be ready to try new things and keep improving.

Brief History of PDCA

The origins of the PDCA cycle trace back to the early 20th century. A man named Walter Shewhart , often called the 'father of statistical quality control,' introduced the idea.

Shewhart was working in the world of manufacturing, seeking ways to make production more efficient and error-free. Remember, this was a time when factories were booming, and any way to save time or reduce mistakes was super important.

Building on Shewhart's thoughts, Dr. W. Edwards Deming further used the plan do check act cycle for something new in the mid-1900s.

Deming's work specifically dealt with rebuilding Japan's industry after World War II . He realized that for industries to succeed, they needed a simple and strong framework. And he favored the PDCA cycle as a means of problem solving and continuous improvement.

It's because of these two people who helped create the process that it's sometimes called the Deming Cycle, Deming Wheel, or Shewhart Cycle.

So, why should you care about this history? Because understanding where the PDCA cycle came from helps in appreciating its value. It's not just a trendy buzzword; it's a tested and proven method that's been helping businesses for almost a century.

4 Steps of the Plan Do Check Act Cycle

Simply put, the four stages or steps are: Plan, Do, Check, Act. In a way, this is project management plan that not only improves management practices but also eliminates ineffective elements.

This is the planning stage—the time you think and plan. You find a problem or a chance to do something and decide what you want to achieve. Basically, you set up project goals and potential solutions to business problems.

Now, it's action time. Do the plan you laid out in the previous stage. But don't just rush in! It's important to do this on a smaller scale first, like a pilot test. Consider it a 'trial run'. This way, you get to see how things work without fully committing.

After you've taken action, you pause and assess. You're looking back at the results of your 'Do' phase. Did it go as planned? Were there unforeseen hiccups? This is your moment of reflection. Remember, there are problably multiple solutions to any problem, so if this plan didn't work, you can try a new one.

Sometimes this method is called plan do study act, instead of plan do check act. So you can think of this as the time to study the data.

After looking at the results from the 'Check' step, you make changes. If things worked, you can do more of it. If not, you fix and improve. After making changes, you start the cycle again with 'Plan'.

In essence, the PDCA cycle is an ongoing journey of improvement. It's all about learning, repeating, and progressing.

The Importance of Continuous Improvement

The heart of the PDCA cycle lies in the principle of continuous improvement . In today's ever-evolving world, standing still is not an option. You either move forward, or you risk falling behind.

Continuous improvement isn't about chasing perfection. It's about the journey of getting better every day. It’s acknowledging that no matter how good a process or product is, there's always room to do better.

Here’s why it is crucial to continuously improve:

1. Adapting to Change : Just like seasons change, so do markets, customer preferences, and technologies. By continuously improving, you ensure that you're not left behind.

2. Efficiency and Productivity : Improving business processes means eliminating wastes and unnecessary steps. This results in faster outputs with fewer resources.

3. Employee Satisfaction : Believe it or not, people like being part of a system that gets better. It boosts morale and engagement. When employees see their feedback being used to make positive changes, they feel valued and involved.

4. Customer Satisfaction : Continuously improved products or services translate to happier customers. By showing that you’re committed to betterment, you not only keep loyal customers but also attract new ones.

5. Long-Term Success : Think of continuous improvement as investing in the future. Small enhancements today can lead to significant benefits in the long run.

Use-Cases of the PDCA Cycle

Let's shift our gaze from the theory of PDCA to its real-world applications. The plan do check act cycle is not limited to big businesses or specific industries; it can be used by anyone who wants to continuously improve processes.

In hospitals, patient care is the most important. By using the PDCA cycle, hospitals can make patient admissions easier, improve treatment plans, and perform better after-care procedures.

For example, if a hospital notices long wait times in the emergency room, they can Plan a strategy to make it better, Do a trial run with the new system, Check the results, and then Act to put the plan into place everywhere or change it based on the feedback from the trial run.

Schools and colleges are always looking for ways to improve student learning and involvement. The PDCA cycle can help with curriculum design, classroom management, or even in creating better ways for students to give feedback.

A school might notice students struggling with online learning. They can then make a plan to offer additional resources, test it out with a group, assess the results, and change accordingly.

Tech Startups

In the tech world, you need to keep up with changes. Startups can use the PDCA cycle to make better products, improve user experience, or market better.

Think of a new app with problems after it's launched. The company can make a plan to solve it, try the fix, see what users say, and then improve it for the desired outcome.

Personal Goal Setting

Beyond organizations, individuals can use the PDCA cycle for personal development. Whether it's fitness goals, learning a new skill, or financial planning, this cycle can be a guide.

Suppose you set a goal to read more books. You plan by setting aside time each day, try it out for a week, check if you're consistent, and then adjust based on challenges or insights.

Manufacturing

PDCA started in factories, and they can gain a lot from it. It can help improve products and make production faster.

If a factory finds more faulty products, they can use the PDCA cycle to find the problem, try fixes, see what works, and then use the best solution regularly.

Starting Your Own PDCA Cycle: Step-by-Step Guide

Let's walk through how you can start your own PDCA journey.

1. Identify a Challenge or Opportunity : Every journey begins with a destination in mind. Look for an area in your organization, project, or personal life that needs improvement or has potential for growth. It could be as simple as improving morning routines or as complex as recreating a product line.

2. Gather Data : Arm yourself with information. Understanding the current situation helps in setting realistic goals. If sales have dropped in your business, get numbers. How much? Since when? Any patterns?

3. Set Clear Objectives : Define what success looks like. If you're addressing the sales drop, decide on a target percentage increase. Be specific. Instead of saying "increase sales," aim for "increase sales by 10% in the next quarter."

4. Brainstorm Solutions : Think of strategies to meet your objective. If it's about sales, maybe you need better marketing, more training for the sales team, or even a new product feature.

5. Pilot Test : Remember the importance of the 'Do' phase being a trial run? Implement your solution, but start small. This reduces risks. Using our sales example, maybe first train a small sales team with a new technique and see how it works.

6. Evaluate Results : Once your pilot is done, check the outcomes. Did sales improve for the team that received new training? By how much? Were there any challenges?

7. Implement or Adjust : Based on your evaluation, take action and implement change yourself. If the new sales training worked well, roll it out for everyone. If not, revisit your strategies, adjust, and test again. This is the act phase.

8. Document Everything : Keep a record of your entire PDCA process. This not only helps in future cycles but also creates a way for your team to look at what worked, what didn't, and make incremental changes in their process improvement.

9. Loop Back : The PDCA cycle isn’t a one-time thing. After 'Act', circle back to 'Plan'. Maybe after addressing sales, the next cycle focuses on having your customers came back again and again.

10. Celebrate and Reflect : Lastly, every time you complete a cycle, take a moment to acknowledge the progress. Celebrate wins, no matter how small. And always reflect on lessons learned for future cycles.

Common Mistakes and How to Avoid Them

The Shewhart cycle is an iterative process. In other words, it's a continuous process improvement.

But, just as a juggler learns best from dropped balls, understanding common mistakes in the PDCA cycle can prepare you to avoid or address them before they happen.

1. Skipping the Planning Phase : In eagerness to act, it's tempting to jump straight into action. But remember, a house built on shaky foundation won't stand for long.

Strategy : Always invest time in thorough planning. This phase sets the tone for the entire cycle.

2. Ignoring Data : Operating on gut feelings or assumptions can lead you down the wrong path. The PDCA cycle relies on data-driven decisions.

Strategy : Consistently gather relevant information. Then analyze it. Let numbers guide your actions.

3. Setting Vague Objectives : Broad goals like "improve customer service" lack direction. Instead, be specific in your initial plan.

Strategy : Always aim for SMART (Specific, Measurable, Achievable, Relevant, Time-bound) objectives. Instead of "improve customer service," aim for "reduce customer complaints by 15% in the next two months."

4. Neglecting the 'Check' Phase : It's easy to move from action to adjustments without pausing. But without assessment, you might miss valuable insights.

Think of it like the scientific method, where you have a controlled environment and by looking at the success criteria you can make sure you avoid recurring mistakes.

Strategy : Always allocate time to evaluate results. It's this reflection that powers informed adjustments.

5. Resisting Change : Sometimes, looking at the data will show a need for significant changes. Resistance can slow or stop progress.

Strategy : Cultivate a growth mindset . Embrace changes as opportunities to learn and grow.

6. Stopping After One Cycle : Viewing the PDCA cycle as a one-off can limit its benefits. Remember, it's about continuous improvement.

Strategy : Always loop back. Each cycle offers a chance to refine further.

7. Working in Silos : Keeping the PDCA process in only one department or individual can limit its scope and effectiveness.

Strategy : Promote collaboration. Encourage cross-departmental input and feedback.

8. Fearing Failures : Not every cycle will lead to positive results. Fear of failures can slow innovation and risk-taking.

Strategy : Reframe failures as learning opportunities. Every setback is a setup for a better comeback.

9. Neglecting Documentation : Forgetting to record your processes and outcomes can lead to repeated mistakes.

Strategy : Maintain a detailed log of every PDCA cycle. This becomes a reference point for the next stage.

10. Overcomplicating the Process : The PDCA cycle is inherently simple. Overloading it with complexities can reduce its effectiveness.

Strategy : Stick to the basics. Keep the cycle streamlined and straightforward.

Pros and Cons of the PDCA Cycle

While the PDCA cycle has many benefits, it's important to be aware of its limitations too. Let's weigh both sides of this coin to give you an more rounded view.

Pros of the PDCA Cycle

1. Simplicity : At its core, the PDCA cycle is a straightforward four-step process. This makes it easy to understand, adopt, and communicate across teams.

2. Versatility : Whether it's a multinational corporation or your personal fitness goal, the PDCA cycle can be applied anywhere. Its universality is one of its strongest points.

3. Data-Driven : By relying on data and evaluations, the PDCA cycle reduces guesswork and ensures decisions are supported by hard evidence.

4. Continuous Improvement : The continuous loop promotes regular refinement, ensuring that internal and external processes and strategies are always evolving and improving.

5. Risk Mitigation : By emphasizing small-scale testing in the 'Do' phase, the PDCA cycle helps to identify potential issues or ineffective elements early on, reducing the chances of large-scale failures.

6. Empowers Teams : Since it's a collaborative work process, the PDCA cycle encourages team input and feedback, leading to more inclusive and holistic solutions.

Cons of the PDCA Cycle

1. Time-Consuming : Especially during the initial phases, the PDCA cycle can be time-intensive as teams gather data, plan, and test.

2. Potential for Overanalysis : The 'Check' phase, if not kept in check, can lead to "paralysis by analysis," where teams get too caught up in evaluating data and delay actionable steps.

3. Dependency on Data : While being data-driven is a strength, it can also be a limitation if there's a lack of quality data. Poor data can lead to bad decisions.

4. Requires Commitment : For the PDCA cycle to be effective, it requires consistent commitment from the team. Occasional or half-hearted attempts might not yield good results.

5. Scope for Subjectivity : While the process is data-driven, interpretations of the data can be subjective , leading to potential biases in decisions.

Real-Life Examples of the PDCA in Action

Stories have a way of making concepts stick. With strategic planning, people can reduce costs, have quality improvement, and progress regularly.

Let's step into the real world and explore some stories that show the PDCA cycle making a noticeable difference.

1. A Coffee Shop's Quest for the Perfect Brew : A local coffee shop noticed a dip in their morning sales. Using the PDCA approach, they planned a way for customers to tell them what they want. They then introduced new coffee blends on a trial basis.

After assessing customer feedback and sales data, they found that introducing cold brews and specialty lattes was a hit. The shop adjusted its menu, retrained its baristas, and saw a 20% rise in sales the following month.

2. School Attendance Improvement : A school was finding that students were absent a lot. The management planned a survey to understand the reasons. From the feedback, they introduced a mentorship program and more engaging extra-curricular activities.

After testing these out for a semester, there was a noticeable increase in student attendance. The school then acted by making these changes permanent and continued to monitor attendance rates for further improvements.

3. Tech Firm's Bug Battle : A tech startup's app had a lot of bugs after a major update. The team planned a way for users to report issues. They then put out smaller patches to address the most common problems.

Checking user reviews and bug reports, they realized the need for a more in-depth testing phase before updates. Acting on this, they changed their testing protocols, leading to more stable updates in the future.

4. Personal Fitness Journey : Mike wanted to get in shape. He planned a workout routine and a diet. For the first two weeks, he tested a mix of cardio and weights.

Checking his progress, he realized he enjoyed weight training more and saw better results with it. He then acted by focusing more on strength training and adjusting his diet to support muscle growth. By the full end to end process of three months, Mike had lost 15 pounds and increased his muscle mass.

5. Hospital's Patient Care Boost : A city hospital wanted to make it so patients could leave sooner after treatment. They planned by gathering data on current discharge processes.

They tried to improve processes by bringing a digital system to one department. Using this system, they found that paperwork was processed faster meaning patients could leave sooner. The hospital acted by implementing the digital system hospital-wide.

Frequently Asked Questions (FAQ)

1. What is the PDCA cycle? The PDCA cycle is a four-step method used to improve processes and systems. The steps are Plan, Do, Check, and Act.

2. Where did the PDCA cycle originate? The PDCA cycle has its roots in the early 20th century, introduced by Walter Shewhart and further refined by Dr. W. Edwards Deming.

3. Can the PDCA cycle be used outside of manufacturing? Yes, while it started in manufacturing, today the PDCA cycle is used in various sectors like healthcare, education, tech startups, and even for personal goals.

4. Why is the 'Check' phase crucial in the PDCA cycle? The 'Check' phase involves assessing results. It's essential for understanding what's working and what needs adjustment, ensuring the cycle's effectiveness.

5. What are the main benefits of the PDCA cycle? The PDCA cycle promotes continuous improvement, risk mitigation, data-driven decisions, and inclusivity in feedback and solutions.

6. Are there any common mistakes to avoid when implementing PDCA? Yes, some common mistakes include skipping the planning phase, setting vague objectives, and neglecting the 'Check' phase. It's crucial to be aware of these to make the most of the PDCA cycle.

7. How can I start implementing the PDCA cycle in my organization or personal life? Begin by identifying a challenge or opportunity. Gather data, set clear objectives, and then proceed through the Plan, Do, Check, and Act steps. Remember, it's a continuous cycle, so always loop back to the planning phase after acting.

8. Are there any real-life examples of the PDCA cycle in action? Absolutely! From coffee shops refining their brews to tech startups improving apps based on user feedback, the PDCA cycle has been effectively implemented in various scenarios.

9. How does the PDCA cycle encourage continuous improvement? By its very design, the PDCA cycle promotes revisiting and refining processes. By constantly looping back to the planning phase, it ensures that operations are always evolving based on feedback and results.

We've traveled quite a bit through the world of PDCA, haven't we? From its history to how it works and where it's used, we've covered a lot of ground. Now, let's wrap up what we've learned.

The PDCA cycle is like a step-by-step guide for making things better. Think of it as a map that helps you find better ways to do things. Each step, from planning to acting, helps you get better and learn from any mistakes.

In today's world, things change a lot and fast. That's why having a way to keep improving is super important. The PDCA cycle helps you do just that.

Whether you're in charge of a big company, a small team, or just trying to reach your own goals, the PDCA cycle can help.

Related posts:

• 70+ SMART Goal Examples (For Students, Losing Weight, Saving Money...)
• David Kolb (Psychologist Biography)
• 121+ Strengths Examples for Job Interviews
• 250+ Flirty Bet Ideas (For Couples + Consequences)
• 183+ Opportunities Examples for SWOT Analysis (Huge List)

Reference this article:

About The Author

Free Personality Test

Free Memory Test

Free IQ Test

PracticalPie.com is a participant in the Amazon Associates Program. As an Amazon Associate we earn from qualifying purchases.

Follow Us On:

Youtube Facebook Instagram X/Twitter

Psychology Resources

Developmental

Personality

Relationships

Psychologists

Serial Killers

Psychology Tests

Personality Quiz

Memory Test

Depression test

Type A/B Personality Test

© PracticalPsychology. All rights reserved

Privacy Policy | Terms of Use

Free PDCA Templates, Forms, and Examples

By Lulu Richter | September 19, 2024

• Share on Facebook
• Share on LinkedIn

Link copied

We’ve compiled the most effective PDCA templates in Excel, Microsoft Word, PowerPoint, Adobe PDF, Google Sheets, Google Docs, and Google Slides formats.

Included in this article, you’ll find the following:

• The PDCA cycle and its stages
• When to use PDCA templates
• PDCA project template
• PDCA form template
• PDCA presentation template

PDCA Model Chart Template

Download a PDCA Model Chart Template for PowerPoint  | Google Slides

When to Use This Template : Choose this PDCA chart template to present a detailed, step-by-step breakdown of the continuous improvement process in a visual format. Use the template to educate audiences that are unfamiliar with PDCA or to illustrate how each phase connects to specific project actions and outcomes.

Notable Template Features: This template combines a high-level overview of the PDCA model with detailed steps for project execution. A circular PDCA cycle at the center outlines the four stages: plan, do, check, and act. The cycle is surrounded by sequential steps to carry out at each stage, from selecting the project to monitoring and improving solutions. 

PDCA Project Template

Download a Blank PDCA Project Template for Excel  | Google Sheets

Download an Example PDCA Project Template for Excel  | Google Sheets

When to Use This Template: Use this PDCA template when managing improvement projects to track overall progress, as well as the progress of individual tasks across each phase of the PDCA cycle. Download the example version to see sample data for a project to reduce software bug resolution time.

Notable Template Features: This template allows for a detailed record of activities, their status, the completion percentage, and the assigned owners. A dashboard displays the progress of activities in each PDCA phase and overall project completion.

PDCA Form Template

Download a Blank PDCA Form Template for Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

Download an Example PDCA Form Template for Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

When to Use This Template:  Use this PDCA form template to plan and document improvement projects in a comprehensive report. Download the example template to view a sample PDCA report on reducing office energy consumption.

Notable Template Features: This template divides the PDCA phases into clear sections, with room to identify the problem statement, set goals, detail action plans, and reflect on next steps. The action plan section includes fields for task responsibilities, timelines, and anticipated outcomes to organize project activities.

Simple PDCA Cycle Template

Download a Blank Simple PDCA Cycle Template for Excel  | Google Sheets

Download an Example Simple PDCA Cycle Template for Excel  | Google Sheets

When to Use This Template:  Use this PDCA template as a straightforward, actionable guide to the PDCA process that can also accommodate more detailed reporting. This template is suitable for both quick planning and in-depth documentation. Download the example to see how the template can be used to create a PDCA report.

Notable Template Features:  This template offers a linear structure with expandable sections for adding more content as needed. Each phase is broken into steps, such as identifying the problem, analyzing causes, implementing countermeasures, verifying results, and standardizing improvements.

PDCA Presentation Template

Download a PDCA Presentation Template for PowerPoint  | Google Slides

When to Use This Template: Use this PDCA presentation slide deck during project reviews, stakeholder presentations, and team meetings to communicate the progress and results of a PDCA cycle.

Notable Template Features: This template includes slides for each phase of the PDCA cycle, including customizable sections for problem statements, action plans, metrics, and root cause analysis. You can add visual elements such as charts, graphs, and timelines to demonstrate your analysis and to engage viewers.

Blank PDCA Template

Download a Blank PDCA Template for PowerPoint  | Google Slides

When to Use This Template:  Use this blank PDCA slide template in brainstorming sessions or stakeholder meetings to outline tasks or ideas during each phase of the PDCA cycle.

Notable Template Features: The template features a clean and minimalist design, with clearly defined sections for each PDCA phase and areas for filling out key items.

Lean PDCA Problem-Solving Template

Download a Lean PDCA Problem-Solving Template for Excel  | Google Sheets

When to Use This Template: This PDCA template is designed for complex problem-solving and root cause analysis, especially in Lean environments.

Notable Template Features: This template includes sections for identifying problems, setting goals, analyzing root causes, listing countermeasures and implementation tasks, and defining criteria for measuring effectiveness. A fishbone diagram illustrates your cause analysis, and the A3 template format allows for a detailed PDCA report on a single page.

FOCUS PDCA Worksheet Template

Download a FOCUS PDCA Worksheet Template for Microsoft Word  |  Adobe PDF  | Google Docs

When to Use This Template: Use this FOCUS PDCA template in scenarios where more clarity and structure are required before implementing the traditional PDCA cycle. This extended framework breaks down the problem-solving process into smaller, more manageable steps before diving into action.

Notable Template Features: This template integrates the FOCUS (find, organize, clarify, understand, select) model with the traditional PDCA cycle. The template provides an outline for carrying out and reporting on the steps, from finding a problem and organizing a team to implementing interventions and applying lessons learned.

PDCA Slide Template in Columns

Download a PDCA Slide Template in Columns for PowerPoint  | Google Slides

When to Use This Template: Use this slide template for a linear rather than circular representation of the PDCA steps. This template is well-suited for training sessions, project kickoff meetings, and presentations aimed at proposing or reviewing improvement initiatives.

Notable Template Features: This template differentiates between the PDCA stages with colors and offers simple, editable definitions for each. Enter additional text to expand on a specific project or process change initiative.

PDCA RACI Matrix Template

Download a Blank PDCA RACI Matrix Template for PowerPoint  | Google Slides

Download an Example PDCA RACI Matrix Template for PowerPoint  | Google Slides

When to Use This Template: Use this RACI matrix template for complex projects that involve multiple departments or teams. This template allows you to clarify the owners responsible or accountable for every activity during each step of the PDCA cycle. Download the example template to see a filled-in matrix for a project focused on improving the customer onboarding experience.

Notable Template Features: Combining a RACI matrix with the PDCA stages provides clarity on who is responsible and accountable for different tasks, as well as who needs to be consulted or informed. For example, in the plan phase, you can define who is responsible for gathering data, who is accountable for approving the plan, who should be consulted for insights, and who should be informed of the objectives. The template shows a detailed breakdown for each PDCA phase, with color-coded symbols to quickly identify the parties involved in each activity.

PDCA Cycle and Its Stages

The PDCA cycle is a continuous cycle of four steps: plan, do, check, act. The goal of this cycle is to increase the value passed on to the customer by improving products, services, and processes on an ongoing basis.

The plan-do-check-act cycle is a  continuous improvement model that is often used in quality management and Lean methodologies. The ongoing improvement is achieved through repeated iterations, with a focus on testing and ongoing refinement. The model was popularized in the 1950s by the economist and business theorist W. Edwards Deming and is sometimes referred to as the Deming wheel or Deming cycle. Here is a closer look at each of the four stages:

• Plan: Identify a problem or an improvement opportunity. Develop a plan that includes goals, strategies, and actions. Analyze the current state to set clear objectives for improvement.
• Do: Implement the plan on a small scale to test its effectiveness. Record observations and collect data during this trial to measure how the changes impact the process.
• Check: Evaluate the results by comparing the actual outcomes to the expected ones. Use data and analysis tools to determine whether the changes made in the do phase achieved the desired results.
• Act: Based on the results, either standardize the successful improvements or go back to the plan phase to make adjustments. This stage is about taking action based on what was learned during the check phase.

When to Use PDCA Templates

Use a PDCA template when trying to achieve continuous improvement. The common use cases below involve systematic planning, testing, monitoring, and acting on data.

• Process Improvement:  Use PDCA templates to  streamline processes , reduce waste, or improve efficiency, particularly in manufacturing, healthcare, or operations settings.
• Quality Control:  Implement PDCA in  quality management to systematically address and solve issues related to product or service quality.
• Project Management:  Manage and control projects with a  PDCA project template by setting clear goals, testing improvements, and refining strategies through iterative cycles.
• Root Cause Analysis:  Identify, test, and resolve the root causes of recurring issues using a Lean PDCA problem-solving template , which includes tools such as a fishbone diagram or 5 Whys to assist the planning and checking phases.
• Change Management:  When managing organizational changes to assess the impact of new initiatives, try these  free PDCA templates for change management to monitor performance and adapt strategies accordingly.
• New Product or Service Development:  Test new product ideas or services with these  free product management templates , so that you can refine the product before full-scale implementation and ensure effectiveness.
• Lean and Six Sigma Initiatives:  Use these  Lean Six Sigma templates as PDCA templates to improve processes by removing inefficiencies and reducing variations.
• Strategic Planning:  Create a clear roadmap for accomplishing your goals with these  PDCA templates for strategic planning , ensuring proper planning, execution, and monitoring of results for further improvements.
• Compliance Audits: Assess and improve your compliance with regulations or standards, especially in heavily regulated industries like healthcare and finance, using the PDCA model on these  free compliance risk templates and matrices .

Optimize Your Continuous Improvement Processes with Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

• Your Project

What is the PDCA Model?

The PDCA Model is a Problem-Solving tool that suggests 4 simple Steps to achieve Goals efficiently .

• Its Name is an acronym for the Steps suggested: P lan, D o, C heck, A ct.

These steps can (or should) be repeated cyclically in order to improve the results obtained.

As in many other Continuous-Improvement tools, the more you repeat the cycle, the closer you will be to finding the solution or reaching the end goal .

Four Steps of the PDCA Model

1. Plan : In this first Step, you should:

• Define the Problem or the Goal you want to achieve.
• Design a Strategy or a Method to do it.

2. Do :  In this Step, you should:

• Implement the necessary actions to comply with the Plan.

3: Check : In this Step, you should:

• Check the results obtained.
• Choose and Use the right metrics .
• Find out what worked and what didn’t .

4: Act : In this Step, you should:

• Adopt the modifications that have proven to work.
• Come up with a new Plan to fix what isn’t working yet.

This cycle is meant to be repeated frequently :

• If you have not been able to reach your initial Goal, you must repeat it until you have achieved it.
• If you have reached your initial Goal, you should look for the Next one .

Let’s see the first example so that you understand it better:

PDCA Model example

Imagine that you own a Restaurant specialized in ribs .

• You think people are a little “tired” of your recipe.

You want to discover a new recipe that will drive your customers crazy.

Since you are not a very methodical person, you decide to use the PDCA Model:

Your Goal is to find a new successful Recipe for your Ribs .

• You’ll start offering 5 alternatives to your Clients.
• Every week, you will keep the top 3 and introduce 2 new ones .

You’ll use an iterative process to find which ingredients and cooking processes your customers like best .

The first week, you prepare the 5 best recipes you know , listing all the ingredients that each one has and what cooking processes you followed.

• Once you have feedback, you’ll make different modifications.

At the end of every week, you check the most successful recipes.

• The ingredients they have (spices, amount of salt, rib supplier, etc).
• The cooking process used (which charcoal yo used, how much time you employed, etc).

Your goal in this step is to see if your recipes are going in the right direction .

Once you have checked the best recipes, you analyze and decide what new recipes you will use next week .

• After 3 months of research, you end up with a successful recipe that has been undefeated for 4 consecutive weeks .

As you may be thinking right now, this model can be used in very different situations in very different ways.

But why is it important that you use it?

Why is the PDCA Model important?

In general, people tend to be chaotic when looking for solutions to their problems.

• Once we’ve found a “solution” we don’t look for a better option .

The PDCA Method offers you 4 simple Steps to follow and encourages you to keep improving your results permanently .

As we always say: Just because something is intuitive doesn’t mean it’s obvious .

But, when should you use this Tool?

When should you use the PDCA Model?

This is one of the few methods that can be used in any situation .

Even if you don’t use it explicitly, you can act according to its dynamics :

• To Plan something, Do it, Check your results and Modify what needs to be modified.

If is a very simple and flexible Model that can be very useful:

• For Starting new Projects.
• To improve a Product or Service.
• To improve Personal Skills.

You can even use it to lose a few kilos.

PDCA Model examples

Now, we will share with you some examples of different situations where the PDCA Model can be of great help .

Let’s begin:

Clothing Store - PDCA Model example

Now, let’s imagine you have started your own Clothing Store .

• However, you’re still not sure which product line would best suit your customers’ preferences.

You decide to use the PDCA Model:

Every 2 weeks, you’ll introduce 2 new product lines .

At the end of those 2 weeks, you’ll analyze:

• Which products brought more customers.
• Which products gave you the most benefits.

Depending on the results obtained, you’ll decide which new product-lines you’ll introduce the next 2 weeks .

• You’ll repeat this process for the next 6 months.

Every 2 weeks, you introduce the new products.

You decide promote the new products as special opportunities .

• This way you won’t give a chaotic impression to your customers.

At the end of every 2 weeks you analyze your results:

• Number of clients you have received.
• Customer preferences.
• Benefits obtained.

Have the changes taken effect?

Finally, you decide what new product lines you will introduce the next 2 weeks .

• Since you would need some time to talk to your suppliers, you could introduce a 1 month delay in your operations.

The products that work best will give you an idea of ​​what to do.

• After 6 months, you find the product line that bests suits your customers’ preferences and maximizes your profits .

Blogging - PDCA Model example

Now, we’re going to imagine that you have just started your own Blog .

• This is a very common situation.

Therefore, you decide to use the PDCA Method:

Since Google needs time to Rank content correctly, you will develop a 1-year plan .

The first 6 months, you’ll write about 5 different Topics that you like the most .

• If you want to have a successful Blog, you need to love what you write about.

After those 6 months, you’ll decide what 3 Topics you’ll write about the next 6 months .

• By choosing the 3 most popular Topics.

Finally, after 1 year, you’ll chose your final main Blog Topic .

Every week, you’ll write 2 good Blog Posts .

• In the first 6 months, you’ll have written 10 Posts of each Topic.

After 6 months you analyze:

• Which Topics were most popular.
• What Post Structure was most successful (length, appearance).

Google offers an infinity of tools and metrics for this.

Were your assumptions and predictions correct?

After 6 months, you decide what Topics to focus on and what Structure you will follow the next 6 months.

• After an exhausting year, you finally have found your niche and your results do not stop growing .

Personal Trainer - PDCA Model example

Now, you are a Personal Trainer .

• You have different clients that you train regularly.

You are thinking of a new type of training but you are not sure how to design it.

You then decide to use the PDCA Method:

You decide to offer 4 of your Clients a new training method.

You will test different versions of it and measure the Weight loss and Customer satisfaction of each version .

After 2 months , you’ll decide what modifications you can make to each training method and you’ll repeat the whole process with 4 new Clients .

You’ll repeat this cycle 3 times: you’ll need 6 months .

Every week, you prepare the training of your 4 “special” Clients closely, measuring :

• Their satisfaction (with a simple and quick test).
• Their weight loss .
• Their health in general.

Every 2 months, you collect all the results obtained and decide what works best and what doesn’t .

• By doing this you can introduce further modifications for the training of the new 4 clients.

Finally, you introduce the modifications necessary for the new training programs and you offer it to 4 different Clients .

• After 6 months you end up with a new effective training that people love .

Summarizing

The PDCA Model is an iterative problem-solving tool that proposes 4 simple Steps to achieve Goals efficiently.

• These steps should be repeated cyclically until the Goal has been achieved.

The 4 Steps proposed are:

• Plan : Prepare your Goals and Strategy.
• Do : Take the necessary actions.
• Check : Test your results.
• Act : Introduce the necessary modifications.
• The PDCA Method offers 4 simple Steps to follow.

It is a very simple and flexible model that can be used in many situations.

• Economies of Scale
• Business Plan for Beginners
• Business Plan Basics
• How to write a Business Plan
• Cash Flow Calculation
• Raising Funds for a Business
• 4 C’s of Credit
• Business Plan Templates
• Customer Insight
• Customer Experience
• Customer Pain Points
• 4C Marketing Model
• RATER Model
• Augmented Product
• Product Mix
• Unique Selling Proposition
• DAGMAR Model
• Marketing Storytelling
• Content Marketing
• Psychographics
• Barnum Effect
• Market Segmentation
• Market Research & Big Data
• Marketing to Generation Z
• 4P Marketing Mix
• 7P Marketing Mix
• Sales Funnel
• Loyalty Ladder
• RACE Planning
• Push and Pull Marketing
• Marketing Strategy
• Marketing Templates
• Starting your own business
• From Startup to a Business
• Entrepreneur FAQs
• Start your Business Idea
• Entrepreneur Golden Rules
• Innovate or Imitate?
• Design Thinking
• SCAMPER Model
• AAR Process
• Work From Home
• Growth strategies for Startups
• VMOST Analysis
• 3P Framework
• SOAR Analysis
• TELOS Analysis
• 5 C’s of Entrepreneurship
• Crowdfunding
• BATNA & ZOPA Negotiation
• Entrepreneur with no Money
• Entrepreneurship Templates
• Strategy vs Tactics
• Mission and Vision
• Business Values
• Value Chain
• Scenario Planning
• Porter 6 Forces
• Bowman’s Strategy Clock
• GE-McKinsey Matrix
• Delta Model
• PEST Analysis
• PESTEL Analysis
• SWOT Analysis
• VRIO Framework
• Strategy Canvas
• Competitive Advantages
• Porter’s Four Corners
• 5 Ps of Strategy
• Porter’s Generic Strategies
• Porter’s Diamond Model
• Wardley Map
• Core Competencies
• Resource Based View
• Bridges Transition Model
• CAGE Distance Framework
• McKinsey’s 3 Horizons
• Vertical Integration
• Horizontal Integration
• Blue Ocean Strategy
• Red Ocean Strategy
• Porter 5 Forces
• Ansoff Matrix
• McKinsey 7S Framework
• CATWOE Analysis
• Strategy Pyramid
• Bain’s RAPID Framework
• Balanced Scorecard
• Resources and Capabilities
• Strategy of Apple
• Strategy of Amazon
• Strategy of Starbucks
• Strategy Templates
• Communicate Effectively
• COIN Conversation Model
• SCARF Model
• SBI Feedback Model
• CEDAR Feedback Model
• How to behave at a meeting
• Gibbs’ Reflective Cycle
• Bloom’s Taxonomy
• 5E Learning Model
• 9-Box Performance Grid
• SEEDS Bias Model
• Halo Effect
• Pygmalion Rosenthal Effect
• Dunning-Kruger Effect
• How to be an Entrepreneur
• How to be a Leader
• Mintzberg Managerial Roles
• Cog’s Ladder
• The Peter Principle
• How to Negotiate
• Teamwork Skills and Profiles
• Gantt Chart
• RACI Matrix
• Eisenhower Matrix
• MoSCoW Method
• FMEA Process
• Problem Solving
• Ishikawa Fishbone diagram
• 5 Whys Method
• 8 Disciplines Method
• ADDIE Model
• ORAPAPA Method
• Cynefin Framework
• Just In Time
• SMART Goals
• KISS Principle
• Birkinshaw’s 4 Dimensions
• Parkinson’s Law
• OGSM Framework
• OKR Methodology
• APQP Framework
• Theory of Constraints
• Success through Organization
• ADKAR Model
• Lewin’s Change Model
• Kotter’s 8-Step Model
• The Greiner Curve
• GAP Analysis
• Planning Templates
• Mean, Median and Mode
• Define your Data
• Pareto Principle 80/20 Rule
• Decision Matrix
• Decision Tree
• TARA Framework
• Root Cause Analysis
• Simplex Process
• Forecasting Methods
• Product Life Cycle
• How to use Google Trends
• Correlation vs Causation

© 2024 - Consuunt .

We're not around right now. But you can send us an email and we'll get back to you, asap.

Log in with your credentials

Forgot your details.

How it works

For Business

Join Mind Tools

Related Articles

Unblocking Bottlenecks

The 5S System

Swim Lane/Rummler-Brache Diagrams

How to Unblock Bottlenecks

Article • 7 min read

PDCA (Plan Do Check Act)

Continually improving, in a methodical way.

Written by Melanie Bell

Reviewed by Keith Jackson

Also known as PDSA, the "Deming Wheel," and "Shewhart Cycle"

Imagine that your customer satisfaction score on a business ratings website has dipped. When you look at recent comments, you see that your customers are complaining about late delivery, and that products are being damaged in transit.

So, you decide to run a small pilot project for a month, using a new supplier to deliver your products to a sample set of customers. And you're pleased to see that the feedback is positive. As a result, you decide to use the new supplier for all your orders in the future.

What you've just done is a single loop called the PDCA Cycle. This is an established tool for achieving continuous improvement in your business.

The PDCA approach was pioneered by Dr William Deming, and we've worked closely with The Deming Institute to produce this article. In it, we outline the key principles of PDCA, and explain when and how to put them into practice.

Click here to view a transcript of this video.

What Is PDCA?

In the 1950s, management consultant Dr William Edwards Deming developed a method of identifying why some products or processes don't work as hoped. His approach has since become a popular strategy tool, used by many different types of organizations. It allows them to formulate theories about what needs to change, and then test them in a "continuous feedback loop."

Deming himself used the concept of Plan-Do- Study -Act (PDSA). He found that the focus on Check is more about the implementation of a change.

He preferred to focus instead on studying the results of any innovations, and to keep looking back at the initial plan. He stressed that the search for new knowledge is always guided by a theory – so you should be as sure as you can that your theory is right! [1]

The Four Phases of the PDCA Cycle

With the PDCA cycle you can solve problems and implement solutions in a rigorous, methodical way. Let's look at each of the four stages in turn:

First, identify and understand your problem or opportunity. Perhaps the standard of a finished product isn't high enough, or an aspect of your marketing process should be getting better results.

Explore the information available in full. Generate and screen ideas, and develop a robust implementation plan.

Be sure to state your success criteria and make them as measurable as possible. You'll return to them later in the Check stage.

Once you've identified a potential solution, test it safely with a small-scale pilot project. This will show whether your proposed changes achieve the desired outcome – with minimal disruption to the rest of your operation if they don't. For example, you could organize a trial within a department, in a limited geographical area, or with a particular demographic.

As you run the pilot project, gather data to show whether the change has worked or not. You'll use this in the next stage.

Next, analyze your pilot project's results against the criteria that you defined in Step 1, to assess whether your idea was a success.

If it wasn't, return to Step 1. If it was, advance to Step 4.

You may decide to try out more changes, and repeat the Do and Check phases. But if your original plan definitely isn't working, you'll need to return to Step 1.

This is where you implement your solution. But remember that PDCA/PDSA is a loop, not a process with a beginning and end. Your improved process or product becomes the new baseline, but you continue to look for ways to make it even better.

The four stages of the cycle are illustrated in Figure 1, below:

PDCA Model courtesy of The W. Edwards Deming Institute®.

When to Use PDCA

The PDCA/PDSA framework works well in all types of organizations. It can be used to improve any process or product, by breaking them down into smaller steps or development stages, and exploring ways to improve each one.

It's particularly helpful for implementing Total Quality Management or Six Sigma initiatives, and for improving business processes generally.

However, going through the PDCA/PDSA cycle can be much slower than a straightforward, "gung ho" implementation. So, it might not be the appropriate approach for dealing with an urgent problem.

It also requires significant buy-in from team members, and offers fewer opportunities for radical innovation – which may be what your organization needs instead.

How to Use PDCA to Improve Personal Performance

While PDCA/PDSA is an effective business tool, you can also use it to improve your own performance:

First, Plan: Identify what's holding you back personally, and how you want to progress. Look at the root causes of any issues, and set goals to overcome these obstacles.

Next, Do: When you've decided on your course of action, safely test different ways of getting the results that you want.

Then, Check: Review your progress regularly, adjust your behavior accordingly, and consider the consequences of your actions.

Finally, Act: Implement what's working, continually refine what isn't, and carry on the cycle of continuous improvement.

The PDCA/PDSA cycle is a continuous loop of planning, doing, checking (or studying), and acting. It provides a simple and effective approach for solving problems and managing change. The model is useful for testing improvement measures on a small scale before updating procedures and working practices.

The approach begins with a Planning phase in which problems are clearly identified and understood, and a theory for improvement is defined. Potential solutions are tested on a small scale in the Do phase, and the outcome is then studied and Checked.

Go through the Do and Check stages as many times as necessary before the full, polished solution is implemented, in the Act phase of the cycle.

This premium resource is exclusive to Mind Tools Members.

To continue, you will need to either login or join Mind Tools.

Our members enjoy unparalleled access to thousands of training resources, covering a wide range of topics, all designed to help you develop your management and leadership skills

Already a member? Login now

Invest in Your Future – 30% Off Mind Tools Subscriptions!

This Black Friday, unlock expertly crafted courses and resources to boost your management skills and lead with confidence into 2025.

Sign-up to our newsletter

Subscribing to the Mind Tools newsletter will keep you up-to-date with our latest updates and newest resources.

Subscribe now

Business Skills

Personal Development

Leadership and Management

Member Extras

Key Management Skills

Most Popular

Latest Updates

Overcoming Growth Crises With the Greiner Curve

Six Emotional Leadership Styles

Mind Tools Store

About Mind Tools Content

Discover something new today

Corporate entrepreneurship.

The value of an entrepreneurial outlook

Mindtools Member Newsletter November 21, 2024

Empowerment: The Key for Turning Potential Into Performance

How Emotionally Intelligent Are You?

Boosting Your People Skills

Self-Assessment

What's Your Leadership Style?

Learn About the Strengths and Weaknesses of the Way You Like to Lead

Recommended for you

How to be an outstanding mentee.

Five Behaviors to Set You up For Success

How to Guides

Business Operations and Process Management

Strategy Tools

Customer Service

Business Ethics and Values

Handling Information and Data

Project Management

Knowledge Management

Self-Development and Goal Setting

Time Management

Presentation Skills

Learning Skills

Career Skills

Communication Skills

Negotiation, Persuasion and Influence

Working With Others

Difficult Conversations

Creativity Tools

Self-Management

Work-Life Balance

Stress Management and Wellbeing

Women in Leadership

Coaching and Mentoring

Change Management

Team Management

Managing Conflict

Delegation and Empowerment

Performance Management

Leadership Skills

Developing Your Team

Talent Management

Problem Solving

Decision Making

Member Podcast

Member Newsletter

Introducing the Management Skills Framework

Transparent Communication

Social Sensitivity

Self-Awareness and Self-Regulation

Team Goal Setting

Recognition

Inclusivity

Active Listening

PDCA (Plan-Do-Check-Act)

What is the PDCA (Plan-Do-Check-Act) Cycle

Plan-Do-Check-Act Cycle (PDCA) is a four-step, iterative by-design method used for control and continual improvement of processes and products. It is also known as the Plan-Do-Study-Act (PDSA) cycle, Deming cycle, Control Circle/Cycle or the Shewhart cycle.

PDCA is an evidence-based participatory approach to problem-solving and is found to be an effective tool for quality improvement.

Origin of PDCA

The beginnings of PDCA emerged from the principles of the ‘Scientific Method’, which originated with Galileo but has its roots in the teachings of Aristotle. It is a method for developing ideas based on observation, then testing them through experiments and finally refining, changing, or eliminating the ideas. [2]

Dr. Walter Shewhart first adapted the scientific method for industry and presented it as a linear flow of ‘specification’, ‘production’ and ‘inspection’. In 1939, he changed the linear sequence to a cycle to show how refinement and change lead to an iterative approach to product development.

The Shewhart cycle was further developed by W. Edwards Deming in what became known as the ‘Deming Wheel’.

In 1950, Deming presented his ideas to the Japanese Union of Scientists and Engineers (JUSE) which then was popularized as the Plan, Do, Check, Act cycle or PDCA. [2]

Why use PDCA

Organizations often plan and then intend to execute, but the reality is neither linear nor predictable for this approach to be effective in reaching the target conditions.

Regardless of how well a plan is made, they must navigate a zone of uncertainty commonly referred to as the “Grey Zone.” Unforeseen problems, abnormalities, false assumptions, and obstacles will appear along the path to any target.

A good analogy is a person climbing stairs in the dark with a flashlight. Because the target condition lies beyond the reach of the flashlight, the path to attaining it cannot be predicted with exactness. Thus, the person must find that path by experimenting.

This is the central approach of PDCA. To expect uncertainty and pay attention to adjust along the way based on learnings. PDCA provides a practical means of attaining a challenging target condition by formulating hypotheses and testing them with information obtained from direct observation.

The Plan-Do-Check-Act (PDCA) cycle

The procedure or steps of experimentation in the PDCA cycle are summarized as below:

The four stages of PDCA

PDCA’s four stages constitute a scientific process of acquiring knowledge and are explained in more detail as follows:

P is for Plan

In the Planning stage, problems are identified and analyzed according to the following order:

• Select and prioritize the problems to be analyzed
• Clearly define the problem and establish a precise problem statement
• Perform situation analysis (to be used as baseline data)
• Set a measurable goal
• Perform root cause analysis (identify potential causes of problems)
• Identify intervention(s) that will address the root causes of problems
• Select an intervention and develop an action plan

D is for Do

At this stage, the team implements an action plan developed in the previous stage to make the desired changes. This involves the following steps:

• Execute the action plan on a trial or pilot basis
• Practice the proposed method(s)
• Make the changes
• Don’t strive for perfection but look for what can be done in a practical way

C is for Check

At this stage , data is collected once again to measure if the actions taken have improved the situation. It involves the following steps:

• Check whether the standard is being followed
• Measure the indicator and compare it with the baseline. Record the results
• Check what is working and what is not
• Identify systematic changes
• Practice and improve the activities as per the defined method

A is for Act

In the Act phase, interventions that are found to be effective are standardized by developing Standard Operating Procedures (SOPs), which involve the following steps:

• Continue activities that went as planned and were found effective
• Review (why) activities that did not perform well and propose changes
• Adopt the intervention(s)/ solution(s) as standard (standardize)
• Plan ongoing monitoring of the intervention(s)/ solution(s)
• Continue to look for incremental improvements and refine intervention(s)/ solution(s)
• Look for the next improvement opportunity

At the end of the fourth stage, the PDCA cycle restarts with the aim to solve another problem (or further improve the same problem) to achieve a continuous and uninterrupted improvement.

Seven steps in the PDCA cycle

PDCA cycle consists of seven steps spread over four stages, as shown:

Step 1: Selection and problem prioritization

A problem is a brief description/statement of the weakness in the process or an issue to be solved. The tool most often used in this step is a Flowchart [6] . Alternatively, if a single problem is to be selected from a set of problems, a Selection Matrix [7] or a Fish Bone Diagram [8] may be used.

Selecting a problem is an iterative process where subsequent steps could lead to further refinement of the definition. A good problem should:

• Be customer‑focused.
• Complement the company’s and division’s goals.
• Address a weakness
• Be measurable
• Have a high probability of success within a reasonable time frame (3‑4 months)
• Be well-framed in one complete sentence
• Avoid the use of abstract words, acronyms, and location‑specific lingo
• Be action‑oriented
• Avoid the use of absolutes
• Address one of the 5 evils (defects, delays, mistakes, waste, accidents).
• Avoid stating the cause in the problem definition. (This is jumping to Step 3.)
• Avoid stating the solution in the problem definition. (This is jumping to Step 4.)

Problems can be prioritized based on:

• Their impact on the business
• Whether there are enough resources available to address them
• The ease of observing changes
• The extent to which team members have control

Step 2: Situation analysis

In this step, the focus is on gathering facts about the problem. The tool most often used at this point are Checksheets [9] and Pareto Charts [10] . Following are some of the key aspects of situation analysis:

• Before collecting data, all possible causes must be brainstormed.
• Ask 4W and 1H when collecting data: – Who is involved? – What problem/type of problem occurs? – When does it occur? – Which part of the process/type of product does it involve? – How much/many products/defects/etc. are involved?
• Limit data collection to what is needed. (Often, a sample will be sufficient.)
• Stratify (group) the data in many forms [11] .
• Zero down on a few probable causes using a Pareto chart.

Step 3: Root cause analysis

A root cause is the fundamental reason behind negative process outcomes. A fishbone diagram [8] is the primary tool for root cause analysis. The root cause must be controllable and is found using the following approach:

• Answer the question, “Why did this ‘problem’ occur?”
• Brainstorm around: – Contributing factors. – The root cause of the contributing factors.
• Follow a fact-based approach. Assuming to know the cause can be counterproductive.
• Interview people who know the process.
• Construct/refer to a Flowchart of the process.
• Construct a Cause/Effect Diagram.
• Recycle back to Step 2 if required.

Step 4: Identification of intervention

This step brings ideas together to address a problem’s root cause. It is important to be open to options and think creatively. Affected individuals must be involved, and preference must be given to improving existing processes before revamping them entirely. Experiments are run to test solutions.

The proposed intervention must:

• Prevent the reoccurrence of the root cause.
• Be practical to implement, efficient and affordable.
• Be free from conflict with other processes or activities.
• Address the 4W’s and 1H (discussed in Step-2).
• Have a timeline describing the implementation schedule.
• Have management support.
• Establish metrics that will confirm that the solution worked.

Step 5: Implementation of the intervention

Putting the implementation plan into action involves carrying out the ordered steps outlined below, implementing the change itself, and collecting the information that will indicate success.

• Review the objectives of the solution(s).
• Develop an action plan.
• Share the action plan with section staff.
• Identify the potential resistance.
• Determine the prerequisite(s) of the implementation.
• Develop a step-by-step guide to implement the action plan (Usually, the time for implementation is about 2 to 3 months, while the total time for one PDCA cycle is about 6 months).
• Assign responsibility for each activity.
• Determine what information is needed to monitor progress (using a checklist).

Teams must establish checkpoints periodically to verify if the implementation is going as planned and update everyone involved on the progress.

Step 6: Checking the effectiveness of implementation

Using tracking indicators, effectiveness can be checked through the following steps:

• Review data collection methods in Step 2
• Collect data using the same methodology
• Compare frequency before and after PDCA and calculate incremental reduction/ increase rate
• Make a Run Chart to observe the trend over time [12]
• Check achievement against the target set earlier in the aim statement.

The situation before and after PDCA can also be portrayed using a graph as shown below:

A Run Chart can be used to observe improvements over time. For example, the run chart (below) shows a decreasing trend in the number of patients who did not follow prescribed medication. This indicates the PDCA measures adopted by the hospital to address the issue have shown improvements over time.

Step 7: Standardization of effective interventions

At this stage, the activities found to be effective in reducing or eliminating the problems are standardized using the following steps:

• List effective interventions identified in the previous step.
• Develop documentation (SOPs) to adopt successful intervention(s).
• Develop a checklist to assess the progress of implementing standardized activities.
• Share the plan and checklist with all concerned.

Standardization brings several benefits such as:

• Reduces variability.
• Ease in training new staff.
• Reduced chance of strain and injuries (ensures safety for internal/ external clients).
• Ease of following well-established practices reduces task time.
• Increases staff confidence & motivation.

Discipline is the key to successful standardization of an effective intervention.

PDCA at Toyota

No organization has ever come close to matching Toyota’s stellar performance in automobile manufacturing. It has cultivated a culture of excellence, efficiency, and customer satisfaction like no other.

PDCA at Toyota uses “Rapid Cycles,” where individual PDCA cycles are turned as quickly as possible, sometimes even taking only minutes each. The idea is to not wait for a perfect solution but to take the step at the earliest with available resources so that teams can spot the next challenge.

Toyota believes that a provisional step “now” is preferable to a perfect step “later”, and invests in prototypes and experiments up front, which may seem like an extra expense but has proven to reduce cost in the long run.

Toyota uses single-factor experiments, that is, to address one problem at a time and only change one thing at a time in a process. This helps see cause and effect and better understand the process.

Toyota’s success is not due to sudden innovation or having air-tight plans but the ability to execute more effectively in the face of unforeseeable obstacles and difficulties. They spot problems at the process level much earlier when the problems are still small and address them quickly while uncovering information along the way.

Example of PDCA (the Toyota way)

Consider the process of getting up and going to work with a target condition of being in the car and ready to drive 60 minutes after waking up.

Here is one possible PDCA cycle for the process:

Assume that with the above PDCA plan, a person sits in the car to find that the morning routine took 64 minutes, or four minutes over the target condition.

What has he learned about the process from this experiment?

As depicted in the figure above, not much! The total time taken was over 60 minutes (too long), but it cannot be said where in the morning routine the problem lies. Also, it is too late to make an adjustment that would still achieve the target condition.

There are two things wrong with this PDCA experiment:

• The “check” comes too late to learn anything useful or to adjust on the way.
• The target condition specifies only an outcome. (it is not actually a target condition at all.)

Many seemingly large and sudden changes develop slowly. The problem is that organizations either fail to notice the little shifts taking place along the way or they do not take them seriously.

No problem is too small for a response. To be consciously adaptive, an organization must recognize abnormalities and changes as they arise and are still small and easy to grasp.

To be able to experiment in shorter cycles, a more detailed target condition is necessary. Such a target condition must generally include the following information:

• The steps of the process, their sequence, and their times
• Process characteristics
• Process metrics
• Outcome metrics

While a longer overall PDCA cycle must check the outcome, many short PDCA cycles must check process metrics along the way. Every step on the “staircase toward a target condition” is a PDCA cycle. Each step is a hypothesis, where what is learned from testing that hypothesis may influence the next step.

Accordingly, a modified and more effective experiment for the process of getting up and going to work, beginning with a better target condition, will look as follows:

As seen from the figure, the step “Make breakfast” has taken four minutes longer than the planned time. From this, it is not only known where the problem is, but an adjustment can also be made to the remaining steps to still achieve the 60-minute outcome.

Questions critical to PDCA

PDCA phase of the improvement, after a target condition has been established, needs to answer the following five questions that are built on one another.

The sequence of these five questions acts as a device to give a routine and a mental pattern for approaching any process or situation. These questions distill part of the improvement down to a point where it becomes accessible and usable by anyone.

1. “The plan-do-check-act procedure”. Whale Design, https://www.shutterstock.com/image-vector/plandocheckact-procedure-deming-cycle-fourstep-model-2169522173 Accessed 22 Jul 2023

2. “Shewhart cycle”. Praxis Framework, https://www.praxisframework.org/en/library/shewhart-cycle Accessed 19 Jul 2023

3. “Walter A Shewhart”. Wikipedia, https://en.wikipedia.org/wiki/Walter_A._Shewhart Accessed 19 Jul 2023

4. “W. Edwards Deming Photo Gallery”. The Deming Institute, https://deming.org/w-edwards-deming-photo-gallery/ Accessed 19 Jul 2023

5. “Toyota Kata: Managing People for Improvement, Adaptiveness and Superior Results”. Mike Rother, https://www.amazon.com/Toyota-Kata-Managing-Improvement-Adaptiveness-ebook/dp/B002NPC0Q2https://www.amazon.com/Toyota-Kata-Managing-Improvement-Adaptiveness-ebook/dp/B002NPC0Q2 Accessed 19 Jul 2023

6. “WHAT IS A FLOWCHART?”. American Society for Quality, https://asq.org/quality-resources/flowchart Accessed 20 Jul 2023

7. “WHAT IS A DECISION MATRIX?”. American Society for Quality, https://asq.org/quality-resources/decision-matrix Accessed 20 Jul 2023

8. “FISHBONE DIAGRAM”. American Society for Quality, https://asq.org/quality-resources/fishbone Accessed 20 Jul 2023

9. “CHECK SHEET”. American Society for Quality, https://asq.org/quality-resources/check-sheet Accessed 20 Sep 2023

10. “WHAT IS A PARETO CHART?”. American Society for Quality, https://asq.org/quality-resources/pareto Accessed 20 Sep 2023

11. “WHAT IS STRATIFICATION?”. American Society for Quality, https://asq.org/quality-resources/stratification Accessed 20 Jul 2023

12. “Run Chart: Creation, Analysis, & Rules”. Six Sigma Study Guide, https://sixsigmastudyguide.com/run-chart/ Accessed 21 Jul 2023

13. “PDCA Manual for Quality Improvement”. Quality Improvement Secretariat (QIS), Health Economics Unit, Health Services Division, Ministry of Health and Family Welfare, http://qis.gov.bd/wp-content/uploads/2019/04/2019_02_07_1549518374_241pdca.pdf Accessed 21 Jul 2023

Leave a Comment Cancel reply

Save my name and email in this browser for the next time I comment.

How to apply the Plan-Do-Check-Act (PDCA) model to improve your business

Reading time: about 7 min

• Professional development
• Project management

Most businesses want to improve. But when it comes to actually making needed changes, many fall short. Bureaucracy, silos, and even culture can block progress and stall innovation.

The Plan-Do-Check-Act model helps break companies out of stagnancy and transition to a system of continuous improvement. Learn how the PDCA cycle works and what benefits you can gain from using it at your company.

What is PDCA?

The Plan-Do-Check-Act (PDCA) model, also known as the Deming wheel or the Deming cycle, is an iterative method for continual improvement of processes, products, or services and is a key element of lean management.

The PDCA model was developed in the 1950s by William Deming as a learning or improvement process based on the scientific method of problem-solving. Deming himself called it by another term—the Shewhart cycle—because he created the model based on an idea from his mentor, Walter Shewhart.

When should you use the PDCA process?

The Plan-Do-Check-Act model is a helpful tool that can be used for a number of applications:

• Exploring and testing multiple solutions in a small, controlled trial
• Avoiding waste by catching and adapting ineffective solutions before rolling them out on a large scale
• Implementing change and continuous improvement
• Implementing Total Quality Management or Six Sigma initiatives
• Developing or improving a process

What is great about the PDCA cycle is that it can be applied across industries and organizational types.

Pros and cons of PDCA

The PDCA cycle has a number of advantages and disadvantages. Consider both before you decide to apply Plan-Do-Check-Act to different projects.

Versatile: You can use PDCA in a variety of business environments and for a number of applications. Potential use cases include project management, change management, product development, and resource management.

Simple and powerful: The PDCA model is simple and easy to understand, yet it is a powerful driver for meaningful change and improvement while minimizing waste and increasing efficiency.

Hard to do: Though the model is simple, the work isn’t easy. Because PDCA breaks process improvements into smaller steps, it can be slow and probably isn’t a great solution for urgent projects.

Requires commitment: PDCA is not a one-time event. It is an ongoing, continuous process and therefore requires commitment and buy-in from the top down. Without committed leadership, the PDCA cycle can’t work effectively for the long term.

The PDCA model

Sold? Learn the four stages in the PDCA cycle (which you can probably guess from the name) to start using it.

The planning stage is for mapping out what you are going to do to try to solve a problem or otherwise change a process. During this step, you will identify and analyze the problem or opportunity for change, develop hypotheses for what the underlying issues or causes are, and decide on one hypothesis to test first.

As you plan, consider the following questions:

• What is the core problem we need to solve?
• Is this the right problem to work on?
• What information do we need to fully understand the problem and its root cause?
• Is it feasible to solve it?
• What resources do we need?
• What resources do we have?
• What are some viable solutions?
• What are the measures of success?
• How will the results from a small trial translate to a full-scale implementation?

During this stage, an affinity diagram can help you and your colleagues organize a large number of ideas into groups. Once you have determined your course of action, write down your expected results. You will check your results against your hypothesis and expectations in the “Check” stage.

The next step is to test your hypothesis (i.e., your proposed solution). The PDCA cycle focuses on smaller, incremental changes that help improve processes with minimal disruption.

Test your hypothesis with a small-scale project, preferably in a controlled environment, so you can evaluate the results without interrupting the rest of your operation. You might want to test the solution on one team or within a certain demographic.

Once you have completed your trial, it’s time to review and analyze the results. This stage is important because it allows you to evaluate your solution and revise your plans as necessary. Did the plan actually work? If so, were there any hiccups in the process? What steps could be improved or need to be eliminated from future iterations?

Your evaluation at this stage will guide your decisions in the next step, so it is important to consider your results carefully.

Finally, it is time to act. If all went according to plan, you can now implement your tried-and-tested plan. This new process now becomes your baseline for future PDCA iterations.

Consider the following questions before you act:

• What resources do you need to implement the solution at full scale?
• What training is needed for successful implementation and adoption?
• How can you measure and track the performance of the solution?
• What opportunities are there for improvement?
• What have we learned that can be applied to other projects?

If the plan did not pan out as expected, you can cycle back to the planning stage to make adjustments and prepare for a new trial.

Plan-Do-Check-Act example

So what does the PDCA model look like in action? 

In 2019, the Department of Obstetrics and Gynecology at the Ningbo Women and Children’s Hospital in China applied the Plan-Do-Check-Act model to shorten the emergency decision to delivery interval (DDI) time. This is the time it takes between the decision to conduct a caesarean section and the delivery of a newborn. Shortening this time period in emergency situations is critical to saving lives and improving patient outcomes. 

Here’s how they did it:

Plan: In 2019, the hospital had an average DDI time of 14.40 minutes. Their process analysis identified three main causes impacting DDI time: 

• A defective process
• Lack of first-aid experience
• Poor cooperation among departments

Do: The team developed improvement measures for each cause including: 

• Simplifying the surgical process to speed up the pre-op routine
• Establishing a special DDI team to respond to emergency situations
• Standardizing DDI team working processes
• Creating an emergency treatment team, featuring senior doctors with clinical first-aid experience
• Implementing a variety of regular training, such as obstetrical safety meetings, emergency C-section process classes, and practical and theoretical trainings
• Conducting multi-department emergency treatment drills

Check: The hospital monitored and analyzed progress monthly, creating regular evaluation summaries and refining the cause analysis and improvement measures over time. 

Act: After refining their processes, the hospital’s improvements optimized C-section delivery processes, increased collaboration across departments, and shortened the average emergency DDI to 12.18 minutes in 2020.

Supporting Kaizen with the PDCA cycle

The Plan-Do-Check-Act model is a particularly useful tool for companies who follow the Kaizen method . Kaizen is an organizational mindset and culture focused on small, frequent changes that lead to significant improvements over time.

The PDCA cycle supports the Kaizen philosophy by providing the framework for developing and implementing continuous improvements.

Using Lucidchart to continuously improve

Lucidchart is a visual workspace that helps teams and companies map out their processes and visualize their data in new ways. Use Lucidchart to visualize your PDCA cycle and help you through each step of the process. As you plan your project, you can create a fishbone (cause-and-effect) diagram to visualize problems and potential causes.

During the “Do” stage, map out the new processes you plan to try. Use data linking to connect real-time data to your diagrams and keep track of your results. Once you have a solution you’re ready to implement, use Lucidchart to create diagrams visualizing the new processes. Lucidchart makes it easy to share documents with your team so they can quickly learn and understand the changes.

If you’re continuously improving, it can be easy to lose track of your changes over time. Keep everyone on the same page by documenting your continual progress in Lucidchart.

Learn more about how to elevate your business.

About Lucidchart

Lucidchart, a cloud-based intelligent diagramming application, is a core component of Lucid Software's Visual Collaboration Suite. This intuitive, cloud-based solution empowers teams to collaborate in real-time to build flowcharts, mockups, UML diagrams, customer journey maps, and more. Lucidchart propels teams forward to build the future faster. Lucid is proud to serve top businesses around the world, including customers such as Google, GE, and NBC Universal, and 99% of the Fortune 500. Lucid partners with industry leaders, including Google, Atlassian, and Microsoft. Since its founding, Lucid has received numerous awards for its products, business, and workplace culture. For more information, visit lucidchart.com.

Related articles

How to use kaizen methodology to improve business processes.

The Kaizen methodology is an easy way to engage employees and develop a culture of continuous improvement. It strives to eliminate silos, egos, and waste and instead aims for efficient and standardized processes. See why you should use Kaizen and how you can get started.

7 essential steps to create a process improvement plan [+templates]

No matter how good the idea, changes won't last without a solid process improvement plan in place. Learn the essential steps involved with every process improvement plan.

Bring your bright ideas to life.

or continue with

By registering, you agree to our Terms of Service and you acknowledge that you have read and understand our Privacy Policy .

• Features NEW
• Black Friday
• Video Tutorial
• Submitted Maps

The Plan-Do-Check-Act (PDCA) Cycle, Explained (+Mind Map Examples of PDCA)

Mar 14, 2023

Are you tired of repeating the same mistakes over and over again? Do you want to improve your processes and achieve better results? Then PDCA is the solution for you! With its simple yet effective methodology, PDCA helps you identify problems, develop and implement solutions, and continuously improve your processes over time. By following this cycle, you can be an expert at solving problems.

What is PDCA?

PDCA was developed by Dr. W. Edwards Deming, an American statistician and quality management expert, in the 1950s. Deming's work focused on helping companies improve their production processes and achieve better results. He believed that quality was a key driver of success and that it could only be achieved through a continuous improvement process.

The process of solving problems using the PDCA cycle is based on the scientific method. It involves planning an experiment to test a hypothesis, executing the experiment, studying the results, and using that information to form new hypotheses. This cycle is iterative, meaning that it is a continuous process that should never stop. Once an experiment is completed, the focus should shift towards planning the next one to continue moving towards improvement.

The beauty of the PDCA cycle lies in its simplicity and its effectiveness. By following this process, organizations can achieve continuous improvement in their processes and operations, leading to better quality, increased efficiency, and greater customer satisfaction. This cycle emphasizes the importance of being proactive, rather than reactive, in problem-solving and encourages a mindset of continuous improvement.

The PDCA model

The Plan phase is the first step in the PDCA cycle, and it involves identifying a problem or opportunity for improvement and developing a plan to address it.

• Identify the problem involves defining the problem, determining its scope and impact, and understanding its root cause.
• Establish goals involves setting specific, measurable goals that align with the organization's overall objectives.
• Develop a plan involves outlining a detailed plan for achieving the established goals. The plan should include specific actions, timelines, and responsibilities for each step.
• Define metrics involves establishing metrics to measure progress towards the goals and determine whether the plan is working as intended.
• Get buy-in involves gaining support from stakeholders and getting their agreement to move forward with the plan.

The Do phase is the second step in the PDCA cycle, and it involves implementing the plan developed in the Plan phase.

• Implement the plan involves carrying out the plan developed in the Plan phase, including all of the specific actions, timelines, and responsibilities outlined in the plan.
• Collect data involves gathering data on the results of the plan. This may involve collecting quantitative data, such as production metrics or customer feedback, as well as qualitative data, such as employee feedback or observations.
• Document the process involves documenting the process used to implement the plan, including any deviations from the plan and any unexpected outcomes or issues that arose.
• Address issues involves addressing any issues or problems that arose during the implementation process. This may involve making adjustments to the plan, refining processes, or providing additional training to employees.

The Check phase is the third step in the PDCA cycle, and it involves analyzing the data collected in the Do phase to determine whether the plan is working as intended.

• Analyze data involves examining the data collected in the Do phase to determine whether the plan is achieving the desired outcomes. This may involve using statistical analysis, qualitative analysis, or other methods to identify trends and patterns in the data.
• Compare results to goals involves comparing the results of the plan to the goals established in the Plan phase. This can help identify any areas where the plan is falling short and where improvements can be made.
• Identify deviations involves identifying any deviations from the plan that may have contributed to the results. This can help pinpoint areas where changes may be necessary to improve outcomes.
• Determine root cause involves identifying the root cause of any deviations or issues identified. This can help identify the underlying factors that are contributing to the problem and inform potential solutions.

The Act phase is the fourth and final step in the PDCA cycle, and it involves implementing changes based on the insights gained from the Check phase.

• Develop an action plan involves developing a plan for implementing changes based on the insights gained from the Check phase. This plan should be detailed and include specific actions, timelines, and responsibilities.
• Implement changes involves carrying out the action plan developed in step 1. This may involve making changes to processes, procedures, or systems, as well as providing training or support to employees.
• Monitor results involves tracking the results of the changes made in step 2. This may involve collecting data on production metrics, customer feedback, or other relevant measures.
• Standardize the process involves standardizing the new process or procedure to ensure that it is followed consistently and that improvements are sustained over time.

Using Xmind to continuously improve

Xmind supports the conversion and mixing of different structures. When you need to clearly display all processes in the same diagram, you can use a mind map structure that links four tree tables . And based on this, you can continuously plan, do, check, and act.

When should you use the PDCA process?

Using the PDCA cycle can be a game-changer for organizations that want to continuously improve and stay ahead of the curve. It's a flexible framework that allows for iterative problem-solving and empowers teams to adapt to changing circumstances. PDCA has become a widely accepted method for achieving continuous improvement in many areas of business and self-growth, including manufacturing, healthcare, and software development.

Achieving personal goals

Enterprise management

Another example, manufacturing management is a critical component of business growth. Without it, companies may struggle to optimize their production processes, maintain high-quality standards, and meet the ever-changing demands of the market.

Rome wasn't built in a day, and it's the same with becoming a pro in the workplace. But fear not, my friend! There's a handy tool called the PDCA model that can help you out. It's a loop process that you can use to keep improving and getting better and better. So let's jump on board and enjoy the benefits of efficient work together. Go, team!

• What is a Workflow

The Complete Guide Plan-Do-Check-Act Cycle [2024]

October 31, 2023 - Updated on January 29, 2024

The PDCA cycle is an invaluable model for continuously enhancing work processes by fostering a proactive and iterative approach to improvement.

Its purpose is to achieve continuous improvement by identifying issues, planning, and working on their enhancements, ultimately leading to constant refinement and increased efficiency.

PDCA stands for Plan, Do, Check, and Act, representing the four stages of this cycle. It is not a one-time process; rather, it can be repeatedly used to improve specific systems or processes.

In this article, we will provide a detailed explanation of the PDCA cycle for successful implementation. Let’s explore how it is applied, when to use it, and the benefits it offers.

What is the PDCA Cycle?

The PDCA Cycle is a dynamic method consisting of interconnected stages that operate on the principle of continuous improvement .

When one stage is completed, such as planning, it leads to the next one, which is doing in this case. Then, the third stage is checking, and it ends with the fourth and final one—action. This system allows for the cycle to be repeated, analyzed, and tested again.

At the end of each cycle, results are evaluated, new problems are identified, and the cycle begins anew. This constant progression and refinement drives continuous improvement.

Walter Shewhart first introduced this model in the 1930s, and W. Edwards Deming later embraced it. It is applicable in various fields of work, including manufacturing, healthcare, and service industries.

In today’s commercial world, where competition is fierce, the PDCA cycle has proven very useful for keeping up with the competition, constantly improving upon procedures, and avoiding being left in the dust by rivals.

4 Stages of PDCA Cycle

To complete a PDCA cycle, all stages must be developed. After one cycle, a new process begins with fresh data and identified problems, leading to ongoing improvement.

Let’s explore each stage step by step.

The first step is to define the final goal we want to achieve. After clarifying and specifying our goal, we need to analyze the current situation and identify the specific factors that hinder its progress.

Once we identify these problems, we need to develop a plan that outlines concrete actions and creates a strategy to solve the problems and achieve the desired goal.

For example, if our goal is to increase production quantity in the next three months, we analyze the current situation, identify the factors that are slowing down production, and create a plan to accelerate production in those areas.

In this phase, we need to implement the plan and take specific actions .

These actions will later demonstrate their effectiveness and provide insights on how they can be further developed and improved to achieve even better results. It is crucial to monitor the changes that occur as a result of the implemented activities. This allows us to identify potential new problems or opportunities for further improvement.

Referring back to our previous example of increasing production, this stage involves taking concrete actions such as refining packaging methods to save time, introducing new machinery to expedite work processes, or adding more employees to the production line.

The “Check” phase of the PDCA cycle is crucial as it involves assessing the effectiveness of the implemented activities . This phase aims to answer the question: Did the improvements actually occur? If the answer is affirmative, it is essential to determine the degree of improvement achieved.

This can be done through the use of graphs or other measurement tools. It is possible that improvements have occurred, but not in the exact way anticipated. In such cases, it is important to identify what went wrong, which activities did not have the intended impact, and what alternative approaches can be explored.

During the check phase, in our example of increasing production, an analysis is performed to measure the actual increase in production compared to the period prior to implementing the PDCA cycle.

Additionally, the effectiveness of individual activities is assessed to determine the percentage of improvement.

The final stage of the PDCA cycle is about making decisions and taking action. Based on the results obtained from the check phase, you need to determine your course of action . Your decision-making process can take two paths.

Firstly, if there was no improvement or if the achieved improvement was difficult to sustain or control, you should reconsider and discard the implemented change. In these cases, initiating a new process by introducing a different change becomes necessary.

On the other hand, if you are satisfied with the results of the change, you should explore ways to further enhance it. Consider whether the same approach can be applied to other areas or aspects.

In our example of increased production, if you have successfully achieved higher production levels through the implemented method and are satisfied with the results, you can continue to apply it consistently.

It can become a new way of operating. Additionally, you can explore the possibility of applying the same method to other product lines or areas.

When to Use PDCA Cycle

Continuous development requires continuous work. Even if an adequate plan is being implemented and its results are at an optimal level, there is always room for improvement in any field.

The recipe for success lies in the PDCA cycle. In line with this, we will present you with several situations in which you can successfully apply the PDCA cycle.

The most crucial phase in achieving results is the process . Monitor the process of your actions, and if you identify room for improvement, apply the PDCA approach. Identify what you would like to improve, create a plan on how to do it, implement the desired actions, and track whether it brings improvement to the process.

The PDCA cycle can be integrated into project management methodologies by periodically reviewing project progress, identifying areas for improvement, implementing corrective actions, and evaluating outcomes.

When encountering any problem and searching for its solution , the PDCA cycle will prove to be a suitable approach. By applying each phase of this methodology, you will break down the problem and be able to address each of its segments, leading you to a final solution and its implementation.

Why is the PDCA Cycle Important For Your Business?

Using the PDCA (Plan-Do-Check-Act) cycle represents an organized approach to continuous improvement, both in personal and business contexts.

Let’s explore some of the key benefits of the PDCA cycle:

• Consistent refinement . The most significant benefit of the PDCA cycle is continuous progress. By implementing this cycle, we focus on achieving our set goals by constantly identifying shortcomings, taking concrete actions to address them, and monitoring their progress. This commitment and ongoing efficiency in our work demonstrate our dedication to constant improvement, allowing us to continually refine our skills and capabilities.
• Problem-solving . A major benefit of this method is the continuous effort to identify barriers hindering goal attainment and to find new solutions that can foster progress. Confronting problems instead of avoiding them is a notable advantage of this approach. By identifying issues and working on possible ways to solve them, we can achieve success.
• Employee engagement and empowerment . Implementing the PDCA cycle involves involving employees in the entire process, especially because they execute the work. Through their active participation, idea generation, and constructive discussions, you can collectively recognize problems and find solutions more effectively and efficiently.

The active involvement of employees promotes collaboration and feedback exchange, increases motivation, and ultimately leads to progress and higher productivity.

Real-Life PDCA Cycle Examples

Let’s see how two PDCA cycle examples would look in real-life situations.

#1. Example

Let’s imagine your team is facing deadline overruns, irregular deliveries, and consequent client dissatisfaction.

In such a scenario, the plan will establish project goals, address reasons for non-compliance, propose appropriate adjustments to project timelines, and suggest methods to enhance communication among team members as well as with clients, suppliers, and other project participants.

Take action based on the plan and assess the results brought by the changes; encourage communication; and empower your team to adhere to the task execution methods.

Continuously monitor whether team members are adhering to the revised deadlines, observe progress in their communication, and evaluate the results.

When the implementation phase of the PDCA cycle reaches its conclusion, analyze the project’s outcome , compare it with previous results, and, depending on the conclusions, either retain the principles or proceed with a new cycle of development.

#2. Example

What could a court do in terms of automation and sorting of numerous items?

During the court’s annual analysis of case statuses, they concluded that employees were expending significant and unnecessary effort, leading to a decline in the quality of their primary responsibilities. Based on this observation, the court devised a plan to implement long-awaited automation in processing statistical data.

They hired a company to set up a system that would handle this task with minimal human oversight. A budget was allocated, employees underwent training, and a period of adaptation was established for all staff members.

This plan resulted in a significant qualitative and quantitative increase in efficiency across all segments, accompanied by an inevitable boost in revenue.

As a result, the court decided to continue implementing and improving such a system.

PDCA Cycle vs. Kaizen

While the essence of the PDCA (Plan-Do-Check-Act) cycle and the Japanese Kaizen method is similar— aiming for continuous improvement —their approaches differ.

The PDCA cycle focuses on specific projects or processes, aiming to identify and resolve efficiency issues. It involves planning, executing, checking results, and making necessary adjustments for continuous improvement. If the problem is effectively resolved, the cycle can terminate, closing the continuous loop.

On the other hand, the Kaizen method embodies a culture of continuous improvement that is not limited to specific processes. Its goal is for every individual to make progress and continuously enhance their skills and knowledge every day.

Kaizen emphasizes ongoing improvement in all aspects of the organization.

The effectiveness and sustainability of the PDCA cycle can be attributed to its simplicity. This method is applicable not only in the business world but also among professional athletes, artists, and others.

When you are aware of the areas that require improvement and how to break them down into components, you can begin to organize things accordingly. This is when your ideas and creativity come into play when it comes to finding solutions.

After analyzing the implemented changes, you will know whether you have achieved your desired results. If the answer is no, you can start the cycle again!

PDCA Cycle FAQ

#1. how does the pdca cycle work.

The PDCA cycle includes four phases: Identify the problem and then create a plan for its solution. Implement the plan and monitor its stages. Study the obtained results and decide whether to adopt the implemented plan. If it does not bring the desired results, start the cycle again with different ideas.

#2. What is the difference between the PDCA cycle and Six Sigma?

Although they have many similarities, these two methods differ in the sense that Six Sigma focuses more on detecting defects specific to manufacturing or service processes. Therefore, it is often applied in manufacturing processes. On the other hand, PDCA is a more generalized approach that can be applied to various processes.

#3. What is the difference between PDCA and PDSA?

PDSA (Plan-Do-Study-Act) is also a four-stage model aimed at problem-solving but with a focus on the learning phase. In contrast to the PDCA model, where plan results are compared to expected outcomes, in PDSA, the emphasis is on what has been learned. That’s why the PDSA cycle is commonly used in healthcare and clinical research .

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Automate your workflows today

Get 2x tips per month on automating your workflows.

✌️ We promise not to spam you.

Where to find us.

447 Broadway, 2nd Floor Suite #1140, NY

Project Collaboration

[email protected]

Our Content

• Workflow Automation
• Project Management
• Productivity

Download Our App

Quick Links

Copyright © 2020 by Workflow Automation LLC. All rights reserved.

• Privacy Policy
• Terms & Conditions