PDCA: Act
Act Completes or Refines the Solution to Sustain the Gain
If you ran a pilot in the Do phase, the implementation roll-out is completed in the Act phase. Continued refinement of the solution to maximize effectiveness is also a part of the Act phase.
Teams in Act phase modify procedures, specifications and roles to adapt to the changing environment. Results from the Act phase may be the indicator that a new PDCA cycle needs to be initiated. Too often the department assumes the solution implemented is a one-time fix, only to revisit the same problem later on. This was due to an incomplete Act phase.
Video on Act
How to Maintain Your Gains (7:20)
Wayne Fischer gives tips on how to keep your gains from slipping.
Guidelines on Act
- If the Do step was a pilot, gather all the lessons learned, refinements, corrections, then refine the implementation plan for total roll-out. Scale these adjustments for either a phased or total implementation
- Strategically put measures in place to monitor the "health" of the implemented solution. Review the list of critical causes in the Cause Analysis phase and establish which measures of undesirable effects need to be monitored and determine threshold values for the measures which would indicate a recurring problem and a need for intervention
- The greater the statistical confidence the more informed decisions can be made. Ideally measurement in this phase is statistically based. Use Control Chart (xls) graphing tool to determine which chart to accurately display your data
- Periodically revisit the "intent" of the Aim Statement. Are original "change" specifications keeping up with a dynamically changing environment? A static solution in a dynamic environment has a short expiration date
- There are typically negative consequences to positive change. A good solution assesses and addresses these over time. They often require a new PDCA cycle to maintain and sustain the gain. Improvement is like dusting: it's not ever quite complete
Tool to Download on Act
Here is a tool to download on Act:
How to Blow Gains (doc) - Take steps to prevent these from eroding your hard-earned gains.
Cautions on Act or How to Blow Your Gains
- Don't allow internal complaints about the new process go without being addressed
- Don't allow the new system to be hard to adjust for changes
- Keep checking with upstream and downstream departments for their input
- Forecast how external changes will effect the new solution and alter accordingly
Look for problems in the implemented solutions and resolve before they become big issues
- Keep your measurements focused on what is important to the customer and the staff
- The PDCA cycle never ends