If you are looking to improve your business processes, the DMAIC Improve Phase in Six Sigma provides a framework for creating positive change that lasts.
This stage focuses on implementing solutions to eliminate the root causes of problems identified earlier in DMAIC and involves piloting potential fixes, monitoring results, and documenting improved processes.
In this post, we’ll explore the purpose and activities of the Improve phase, including brainstorming solutions, pilots and experiments, statistical analysis, and quality management.
From prioritizing solutions to training and change management, we’ll cover the challenges and best practices for the DMAIC Improve phase as well as key tools to drive success in this critical stage.
What are the Five Phases in the Six Sigma DMAIC Process?
The DMAIC (Define, Measure, Analyze, Improve, Control) process provides a data-driven approach for improving and optimizing business processes.
The five phases work systematically to help you define problems, measure current performance, analyze root causes, implement solutions, and control ongoing results.
The Define phase focuses on clearly defining the problem, improvement goals, and customer needs. Next comes the Measure phase, where key metrics are identified to understand process performance.
In the Analyze phase, the root causes of defects are found using various statistical analysis tools. Then we enter the Improve phase where potential solutions are piloted and implemented to address the problems.
Finally, the Control phase aims to sustain the improvements by monitoring performance and putting controls in place.
Following this structured framework enables you to make changes based on facts and validated root causes. By completing all five phases, you can achieve substantial and lasting process improvements.
What is the Improve Phase in Six Sigma?
The Improve phase is the fourth stage in the DMAIC methodology. By this point, you’ve already defined the problem, measured performance data, and analyzed the root causes. Now it’s time to make actual improvements.
The purpose of the Improve phase is to identify and implement solutions that address the root causes determined in prior DMAIC stages.
This involves brainstorming ideas, selecting the best solutions through data analysis and prioritization matrices, and testing them out through pilots.
Key activities include process mapping, experimentation, training plans, and change management.
Statistical analysis and quality management tools are used to validate solution effectiveness to execute impactful changes that boost process performance and achieve the desired improvements.
At the end of the Improve phase, you should have an improved process with solutions that are successfully implemented, measured, and sustainable.
Purpose of the Improve Phase in DMAIC
The Improve phase aims to permanently improve processes through data-driven changes that are successfully adopted organization-wide.
Here are some of the key purposes of the Improve phase in the DMAIC methodology:
Implement Permanent Fixes
The core goal is to implement solutions that permanently improve the process. Potential fixes are piloted first and then scaled up based on the results. The improvements should tackle the vital few root causes identified earlier.
Manage Organizational Change
Introducing process changes requires careful change management as this involves training, documentation, and engaging stakeholders. A smoother adoption reduces this disruption.
Validate Improvements
After implementation, metrics are monitored to validate the effect of changes. This ensures that the solutions have the intended impact on quality or efficiency.
Hand-off to Process Owners
Improved processes are handed off to process owners who sustain gains and controls are introduced to prevent backsliding.
Calculate Benefits
The financial benefits of improvements are calculated. This could include savings from higher productivity or scrap reduction.
What Happens in the DMAIC Improve Phase in Six Sigma?
The DMAIC Improve phase in Six Sigma involves several key steps to implement effective solutions. These include:
Brainstorming Potential Solutions
First, the team brainstorms potential solutions that address the vital root causes identified earlier. Creativity is encouraged to generate a large list of ideas and affinity diagrams can be used to organize solutions into related groups.
Prioritizing and Selecting Solutions
Next, the potential solutions are evaluated and prioritized based on factors like cost, feasibility, and projected impact. Tools like cost-benefit analysis, failure mode, and effects analysis (FMEA), and prioritization matrices help to select the best fixes.
Developing Pilot Plans
Before organization-wide implementation, potential improvements should be piloted on a small scale. The team develops a pilot plan defining the scope, metrics, resources required, and measures of success.
Executing Pilot and Monitoring Results
The pilot is executed while closely monitoring its impact using defined metrics. Gaps between expected and actual results are identified while the lessons learned are used to refine the solution.
Full-Scale Implementation
Once the solution is validated, it is rolled out across the whole process using change management to ensure smooth adoption. Updated documentation, training, and procedures support the improved process.
Sustaining Gains
Monitoring continues to ensure gains are sustained. Controls are instituted to prevent backsliding. The improved process is handed off to the process owner.
Calculating Benefits
Cost savings, increased productivity, or other benefits are quantified to showcase the value of improvements.
Challenges of the DMAIC Improve Phase in Six Sigma
While critical, the Improve phase comes with some potential pitfalls to watch out for Avoiding these pitfalls takes diligence, but results in a smooth, effective implementation that delivers the projected benefits.
Here are some of the challenges of the Improve phase:
Ineffective Pilot Testing
Pilots are rushed without thoughtful design or metrics leading to poor results and ineffective solutions. Take time to carefully test changes before full implementation.
Weak Change Management
Rolling out changes without proper change management causes organizational resistance. Involve stakeholders early and get leadership buy-in.
Lack of Monitoring and Controls
Gains from solutions are not sustained long-term due to inadequate ongoing monitoring and control systems. Continue measuring performance post-implementation.
Poor Solution Prioritization
The team chooses ineffective or minor solutions instead of focusing on the vital few root causes. Use data and priority matrices to select the right fixes.
Disruption from Big Bang Deployment
Too many changes at once disrupt operations and overwhelm employees. Take an incremental approach to phasing in solutions.
Backsliding
Without proper controls and accountability, processes can backslide after hand-off. Ensure that process owners sustain the gained improvements.
Inadequate Training
New processes are not reinforced with proper training for employees. Invest in training staff on improved procedures.
DMAIC Improve Phase Tools
The Improve phase utilizes a variety of quality and project management tools that can be leveraged to successfully transition effective solutions from idea to full implementation.
Some tools for the Improve phase include:
Brainstorming Techniques
Brainstorming, affinity diagrams, and other creativity tools are useful for generating potential solutions as engaging multiple stakeholders leads to more robust ideas.
Prioritization Matrices
These tools like PICK charts and prioritization matrices help assess and rank solutions based on benefit, cost, resources, and other factors. This focuses efforts on the vital few solutions.
Piloting Methods
Piloting allows controlled testing and refinement of solutions before full deployment. Tools like DOE (design of experiments) optimize the pilot design.
Project Planning Tools
Flowcharts, Gantt charts, and other tools plot out implementation activities on a timeline which helps to coordinate cross-functional efforts for smooth rollout.
Monitoring and Control Tools
Control charts, dashboards, and other tools monitor post-implementation performance to sustain gains and institute statistical process control.
Change Management Tools
Stakeholder analysis, training plans, and communication plans ease the adoption of change.
Process Documentation
SIPOC diagrams, standard operating procedures, and training manuals document the improved process for consistency.
DMAIC Improve Phase Examples
The Improve phase aims to implement solutions that address the root causes identified earlier in the DMAIC process.
Here are some examples of how this phase drove real improvements:
Reducing Medical Errors
A hospital applied DMAIC to address medication dosing mistakes. The Improve phase piloted changes like automated dosing tools and enhanced labeling.
After validating the solutions, they were rolled out hospital-wide with new processes and staff training. As a result, life-threatening errors decreased by 51%.
Increasing First Call Resolution
A call center used DMAIC to improve customer satisfaction. The root cause was inadequate agent training. The Improve phase involved developing new training programs focused on soft skills and technology tools.
After a pilot, the training was implemented for all agents, and first-call resolution increased by 42%.
Lowering Manufacturing Defects
A manufacturer identified the key sources of defects in their DMAIC Analyze phase.
In the Improve phase, they implemented automated inspection stations and revised procedures to address these vital few causes which reduced defects by 62% and rework costs by 55%.
Boosting Order Accuracy
A retailer discovered order picking errors were due to unclear warehouse layouts and labels. The Improve phase redesigned the warehouse layout and visual controls.
After change management activities, the new optimized design was implemented, improving order accuracy by 53%.
In each case, the Improve phase used data insights from earlier DMAIC steps to craft tailored solutions. Activities like pilots, training, process documentation, and stakeholder engagement were critical.
The improvements were then sustained by controls implemented in the final phase. This demonstrates the value of a methodical Improve phase in driving lasting enhancements.
Conclusion
The Improve phase is a pivotal step in the DMAIC methodology for enacting real change in your business processes.
By methodically selecting and testing solutions through pilots and experiments, you can implement improvements that stick. Effective project plans, training, and change management are key.
Whether you are reducing defects, improving cycle times, or boosting quality, the Improve phase gives you a proven framework to make tangible progress towards your goals.
With its data-driven approach, you can feel confident the changes will sustainably improve performance.
