Suppose you are looking to improve your business processes using the Six Sigma methodology. In that case, understanding the Define phase will equip you to launch your own successful Six Sigma project.
The Six Sigma Define phase is the critical first step of the DMAIC approach. In this phase, you will identify the problem to solve, determine project goals, and collect key information to get your improvement project started on the right foot.
In this post, we’ll provide the knowledge you need to effectively define the scope of your initiative, explore the goals and tools used in the Define phase, and walk through an example for clarity.
What are the 5 Phases of Six Sigma (DMAIC)?
The DMAIC methodology provides a structured framework for process improvement in Six Sigma using 5 phases.
These are Define, Measure, Analyze, Improve, and Control. By following this progression, you can systematically enhance processes and achieve Six Sigma quality levels.
What is Define Phase in Six Sigma?
The Define phase is the first phase in the DMAIC methodology for Six Sigma projects. Its purpose is to clearly identify and describe the problem or improvement opportunity to be addressed in the project.
Key activities in the Six Sigma Define phase include:
- Developing a problem statement that describes the issue to be solved
- Determining the goals and scope of the project
- Identifying key stakeholders who are impacted
- Collecting data about the current performance of the process
- Creating process maps to understand how the process works
- Obtaining the Voice of the Customer (VoC) to define their needs
- Drafting a Project Charter to officially launch the project
The key outputs of the Define phase are the problem statement, goals, project scope, metrics, high-level process maps, and Project Charter. Properly defining the problem and goals sets the foundation for a successful Six Sigma project.
Goals of the Six Sigma Define Phase
The Define phase has several key goals to set your Six Sigma project up for success. These include:
Understand the Problem
First, you need to fully understand the problem to be solved and clearly describe the problem in a focused problem statement. Gather data, conduct process walks, and collect Voice of the Customer to define issues from different perspectives.
Determine Project Scope
Next, determine the scope by identifying boundaries for the project. What is in scope and out of scope? Scope alignment ensures effort stays focused.
Identify Metrics
Identify metrics that quantify the problem and can track progress. Data-driven metrics keep things objective.
Develop Project Charter
Draft a Project Charter to formalize the project. The Charter documents the business case, problem statement, goals, milestones, and team members.
Gain Approval
Finally, gain approval from leadership on the Charter. Executive sponsorship kicks your Six Sigma project off on the right foot.
Importance of Define Phase in Six Sigma
The Define phase sets the all-important foundation for the rest of the DMAIC methodology in Six Sigma projects. Here’s why it’s so important:
Sets Direction
The Define phase aligns everyone on the problem and goals. This unified direction is crucial for focusing efforts and projects drift without it.
Scopes Effort
Careful scoping during the Define phase prevents scope creep and keeps the project manageable and within budget/timeline.
Gathers Facts
Fact-based analysis during Define sets the stage for data-driven decisions later on. VOC, metrics, and process maps provide key inputs.
Maps the Process
Understanding how the process works is vital and the use of process maps illuminates the interconnections to consider.
Determines Resources
The Define phase identifies resource needs for a successful project which helps secure the right budget and team skills.
Charters the Project
The Project Charter authorizes the initiative and commits resources, and leadership approval propels the project forward.
Define Phase Six Sigma Tools
The Define phase utilizes several tools and techniques to establish the foundation for a Six Sigma project. These include:
Process Mapping
Understanding the existing process is crucial and process mapping tools like flowcharts, value stream maps, and SIPOCs visualize the current workflow. They identify inputs, outputs, steps, and stakeholders.
Root Cause Analysis
Root cause analysis using 5 Whys, fishbone diagrams, and other methods uncovers the drivers behind problems. Addressing the true root causes, and not just symptoms, enables lasting solutions.
VOC Analysis
Customer needs should inform solutions. Capturing the Voice of the Customer (VOC) via interviews, surveys, focus groups, and other techniques provides the essential outside-in view of issues.
Data Collection
Data drives fact-based decisions in DMAIC. Data gathering on process performance, defects, costs, customer feedback, and other metrics establishes baselines.
Stakeholder Analysis
Stakeholder support ensures success and stakeholder analysis identifies key stakeholders to interview and engage. Different groups provide unique perspectives.
Project Charter
The Project Charter formally defines the project for leadership approval. Its problem statement, goals, scope, timeline, and resources set the project in motion.
Six Sigma Define Phase Deliverables
The Define phase culminates in several key deliverables that launch the project including:
- Problem Statement: A problem statement clearly defines the issue to address in concise, specific terms.
- Goals: The quantified goals show what success looks like, and guide decisions and track progress.
- Project Scope: The project scope delineates what’s in and out of scope which prevents scope creep down the road.
- Process Maps: Process maps illustrate the workflow, inputs, outputs, and steps. Different types show various levels of detail.
- Metrics: Key metrics are identified for tracking. The right metrics make progress tangible.
- Stakeholder Analysis: Stakeholder analysis identifies key players, their needs, and their level of engagement.
- Project Charter: The Project Charter formalizes the project for leadership approval which authorizes work to proceed.
These Define phase deliverables provide your project’s foundation. With them, the subsequent DMAIC phases can build on a solid base.
Six Sigma Define Phase Example
Let’s walk through an example Six Sigma project to see the Define phase in action.
A manufacturing company is experiencing a high rate of product defects and customers are complaining about receiving defective items. So the Vice President of Operations initiates a Six Sigma project to address the issue.
In the Define phase, the project team first collects data on the current defect rates and processes. By mapping the workflow and conducting a stakeholder analysis, they identify several root causes – inconsistent quality inspections, equipment maintenance backlogs, and inadequate operator training.
Interviewing customers also revealed that defective products seriously jeopardize customer satisfaction. The team summarizes this Voice of the Customer input in their metrics – defects per unit, customer satisfaction score, and scrap costs. These key metrics will gauge progress.
The team documents the problem statement, goals, scope, timeline, risks, and metrics in a Project Charter. This formally defines the initiative for the executives to approve. Their sponsorship green-lights the project.
With leadership alignment, data, process knowledge, and stakeholder input gathered, the Six Sigma Define phase is completed. The team now has a solid fact base and focus for improving quality on which the next Measure phase can build on.
Conclusion
As emphasized in this post, the Define phase is a crucial first step in any Six Sigma project. By properly defining the problem, goals, scope, metrics, process, and charter, you lay the foundation for project success.
Taking the time upfront to gather facts and align stakeholders sets you up to deliver measurable improvements down the line.
With the knowledge covered here, you now have a solid grasp of the Define phase purpose and tools. Use these tips to kickstart your own DMAIC projects in a thoughtful, thorough way. The effort you put in here will pay dividends as you execute all five phases.
