A "Request For Improvement"

How many improvement actions are developed each year in your quality management system?

One of these days, I was part of a team presenting a procedure to top management, describing how a process works. One of the top management’s members said something like:

 

“The secret is here! This process is extremely important, and we continue to have a lot of problems with it! We need to improve this process!!!”

As a consultant I jumped into the occasion and recommended following this improvement journey included in a form called "Request For Improvement":

These were my guidelines for the process manager to start the improvement project:

1. Background

Here describe examples, or performance measurement results that illustrate how much the current process is not the most suitable and why it needs to be improved.

We must not start an improvement project based on the abstract desire to improve. We should start with an account based on numbers or stories that tell us what is wrong, what needs to be changed.

At this stage, we do not indicate causes, solutions, or guilty. Just facts!

2. Current situation

Draw a flowchart describing the process.

Is there any type of product, or customer, where process failure occurs more often? What products? Which customers? What are the failure situations?

So far we only work with facts.

Does what was collected allow us to focus attention on specific stages of the process?

3. Set targets

Remember the typical weight loss photos about the before and after? Based on the "Current situation" and the "Background" information we have the before stage. The after stage is the challenge we took on here in 3, and which will be rated at 7. The goal(s) and success criteria(s) must be in the same units as in 1.

4. Root cause analysis

Now start using theory and your knowledge of the process. Why is it we fail more in these products? Why is it we fail more with these customers? Why is it we fail more with these failure motives? List as many theories as possible.

Select the most likely theories and assess the possibility of making a test to validate them. Validated theories, theories that can be manipulated by us and have an impact on the frequency of failures, are root causes.

Considering the determined root causes, if we eliminate or reduce them, what level of performance can we aspire to? Is it in line with the challenge set in stage 3?