What Is ‘Plan, Do, Check, Act’? A Framework for Continual Improvement

While most businesses want to improve and grow, many need help to make the necessary changes. Bureaucracy, silos and company culture can impede progress and hinder innovation.

The ‘Plan, Do, Check, Act (PDCA)’ process was developed to help organisations successfully and continuously implement improvements. 

The Plan, Do, Check, Act (PDCA) framework is a robust methodology for continuous improvement that has gained widespread popularity in both business and non-business contexts. In essence, it is a structured problem-solving approach involving the eponymous phases: Plan, Do, Check and Act.

The framework is used by organisations of all sizes and industries, valued for its ability to identify areas for improvement and continually refine processes to achieve desired outcomes. It is also known for its ability to reduce costs and deliver many other benefits (see Benefits section below).

The PDCA framework consists of four main phases – Plan, Do, Check, and Act – and each has its fundamental principles and activities for continuous improvement.

The Plan phase involves setting goals and creating a plan for achieving them, aiming to understand the problem, define the scope and objectives, and gather information before developing a plan of action. This phase is important because it sets the foundation for the rest of the PDCA process. Without a clear understanding of the problem and a well-defined plan, it is easy to achieve meaningful improvements.

The Do phase is – unsurprisingly – where the plan is put into action. This involves executing the plan, collecting data on the results and documenting any problems that arise. 

The Check stage involves reviewing the data collected and analysing the results. The aim is to compare the results to the objectives, identify discrepancies, and determine the root causes of problems. This is important because it provides insights into the plan’s effectiveness and helps employers identify areas for improvement.

Changes are made in the Act phase, aiming to develop and implement the plan including monitoring the results and making further adjustments.

These four phases of PDCA are interdependent and build upon each other. Without a clear plan, executing effectively in the Do phase isn’t easy. Without effective execution, gathering meaningful data for analysis in the Check phase is impossible. And without a thorough analysis in the Check phase, it isn’t easy to make informed decisions and take action in the Act phase.

See below for more detail on each phase.

Implementing the PDCA framework can be a complex process that requires careful planning, coordination, and execution. Here is a step-by-step guide on how to implement PDCA in your workplace:

Plan

The Plan phase is the first step in the PDCA framework and involves setting goals and creating a plan for achieving them. 

Key activities in the Plan phase include:

• Defining the problem or opportunity
• Gathering data and information
• Identifying potential solutions
• Developing a plan of action

Examples of Plan phase implementation might include:

• Developing a new product launch plan
• Creating a marketing campaign for a new service
• Streamlining a production process

Do

The Do phase is where the plan is put into action. 

Key activities in the Do phase include:

• Executing the plan
• Collecting data on the results
• Documenting any problems that arise

Examples of Do phase implementation might include:

• Conducting a pilot test of a new product or service
• Rolling out a new process or system
• Implementing a new training program

Check

The Check phase involves reviewing the data collected in the Do phase and analysing the results. 

Key activities in the Check phase include:

• Comparing the results to the objectives set in the Plan phase
• Identifying any discrepancies
• Determining the root causes of any problems

Examples of Check phase implementation might include:

• Analysing customer feedback on a new product or service
• Examining production data to identify areas of waste
• Reviewing employee performance data to identify areas for improvement

Act

The Act phase is where changes are made based on the insights gained in the Check phase. 

Key activities in the Act phase include:

• Developing and implementing a plan to address any issues that were identified
• Monitoring the results
• Making further adjustments as needed

Examples of Act phase implementation might include:

• Implementing changes to a product or service based on customer feedback
• Adjusting a process or system to improve efficiency
• Providing additional training or resources to employees based on performance data

By applying the fundamental principles of each phase and utilising the necessary tools and considerations, employers can continuously improve their organisations and stay ahead of the competition.  

Measuring the effectiveness of the PDCA framework is essential for ensuring that your organisation is achieving continuous improvement and staying on track towards its goals.  Here are some key metrics that employers can use to measure the effectiveness of PDCA and some tools that can help in the process:

Process cycle time

This metric measures the time it takes to complete a process from start to finish. By tracking cycle time, employers can identify areas where processes are slow or inefficient and make improvements. Process mapping and flowcharting software can help measure cycle time.

Defect rate

The defect rate measures the number of defects or errors in a product or service. By tracking the defect rate, employers can identify areas for improvement in their processes and take corrective action to reduce defects. Track defect rate over time by using statistical process control charts.

Customer satisfaction

Customer satisfaction is a crucial metric for any organisation, and by tracking it, employers can identify areas for improvement and take corrective action to improve the customer experience. You can explore customer satisfaction through surveys and even social media.

Cost savings

Employers can achieve cost savings by identifying and addressing areas of waste and inefficiency. Tracking cost savings can help demonstrate the impact of PDCA on the bottom line.

Employee engagement

Employee engagement is a key metric for organisational success, and in measuring it, employers can identify areas for improvement and take action to increase engagement. Use surveys and feedback mechanisms to gather employee feedback.

Deploying a successful PDCA approach requires effective planning, communication and implementation. Here are some critical steps employers can take to ensure the successful deployment of their PDCA approach:

Set clear goals and objectives

Before implementing PDCA, it’s essential to set clear goals and objectives to ensure that everyone involved in the process is working towards the same outcomes and that progress can be tracked effectively.

Communicate the benefits

PDCA can be a powerful tool for achieving continuous improvement, but it’s essential to communicate the benefits to everyone involved. This includes employees, customers and suppliers.

Engage all stakeholders

PDCA requires collaboration and buy-in from all stakeholders, so engage everyone involved in the process and provide opportunities for feedback and input.

Provide resources and training

Effective implementation of PDCA requires the right resources and training. Employers should provide the necessary resources and training to support the implementation of PDCA.

Monitor progress and adjust as needed

PDCA is an ongoing process that requires monitoring and adjustment. Employers should monitor progress and adjust the approach as needed to ensure that goals are met, and improvements are made.

Celebrate successes

Celebrating successes and acknowledging progress is an integral part of the PDCA process. Employers should celebrate successes and recognise progress to help motivate everyone involved and maintain momentum.

Implementing the PDCA framework can be challenging, even for organisations committed to continuous improvement.  Here are some of the most common challenges of PDCA implementation:

Resistance to change

Implementing PDCA often requires changes to processes, systems, and behaviours. Resistance to change can make it challenging to implement PDCA effectively, as team members may be resistant to new ideas or ways of doing things. Employers can tackle this by communicating the benefits of PDCA and providing training and support to help employees adapt to new processes.

Lack of resources

Effective implementation of PDCA requires resources, including time, money, and expertise. A lack of resources can make it challenging to implement PDCA effectively, as people may need more resources to implement changes. Prioritise critical areas for improvement, leveraging available resources and seeking external support or funding.

Lack of data

PDCA relies on data to identify areas for improvement and track progress over time. With accurate and relevant data, making informed decisions and taking effective action is easier. Overcome this by implementing systems to collect and analyse data and engaging people in the data collection process to ensure accuracy and relevance.

Lack of leadership support

It’s only easy to implement PDCA effectively with support from top-level leadership, who should provide guidance and resources to support PDCA implementation. Involve leadership in the process to get their buy-in. 

Poor communication

Effective implementation of PDCA requires clear and effective communication. Poor communication can make it difficult to engage those involved and implement changes effectively. Poor communication can be addressed by establishing clear communication channels, setting expectations for communication and providing training to employees on effective communication.

Lack of follow-through

PDCA is an ongoing process that requires commitment and follow-through. Failure to follow through on the actions identified in the Act phase can lead to a lack of progress and frustration among employees. Employers can ensure follow-through by assigning clear responsibilities for each activity identified in the Act phase, setting completion timelines, and regularly tracking progress.

Establish accountability mechanisms to ensure that actions are completed on time and to a high standard. Celebrating successes and recognising achievements also helps to motivate people to continue their commitment to the PDCA process.

Failure to celebrate successes

Celebrating successes and acknowledging progress is an integral part of the PDCA process, helping to motivate people and build momentum for continuous improvement. Failure to celebrate successes can lead to a lack of motivation and momentum, so set clear targets for improvement and track their progress regularly.

Employers should also establish a system for recognising and celebrating successes, such as holding regular team meetings, sharing success stories and providing rewards or incentives for achievements. 

Overcomplicating the process

PDCA is a structured approach to problem-solving, but it should be simple enough. Employers should keep the process simple and easy to understand and avoid unnecessary complexity. Ensure that you focus on the critical elements of PDCA, keep the process simple, and seek feedback from stakeholders to ensure the process is effective and efficient.

The challenges of PDCA implementation can be overcome with careful planning, effective communication and a commitment to continuous improvement.

One real-world example of successfully implementing the PDCA framework is Toyota’s production system. Toyota has been using the PDCA framework for decades to continuously improve its processes and achieve operational excellence.  Here’s why it was successful:

Clear goals and objectives

Toyota’s goal was to create a production system that was efficient, flexible, and could quickly respond to changing customer needs.

Engaging all stakeholders

Toyota engaged everyone in the process, including employees, suppliers and customers. By involving everyone in the process, Toyota was able to identify areas for improvement and implement changes more effectively.

Providing resources and training

Toyota provided the necessary resources and training to support the implementation of PDCA. This included employee training on the PDCA process and tools and systems for collecting and analysing data.

Monitoring progress and adjusting as needed

Toyota monitored progress and adjusted the approach as needed to ensure that goals were being met and improvements were being made. This involved tracking key metrics, such as cycle time and defect rate, and making changes to processes as needed to improve efficiency and quality.

Celebrating successes

Toyota celebrated successes and acknowledged progress to help motivate everyone and maintain momentum. This included recognising teams with significantly improved processes and sharing success stories across the organisation. By following these principles and utilising the PDCA framework effectively, Toyota achieved operational excellence and became a leader in the automotive industry.

There are several other continuous improvement frameworks that organisations can use in addition to PDCA, for example:

• Lean Six Sigma is a data-driven approach to continuous improvement combining lean manufacturing principles and Six Sigma. It focuses on eliminating waste and reducing defects in processes. 
• Total Quality Management (TQM) is the customer-focused approach to continuous improvement that aims to achieve quality excellence in all aspects of an organisation’s operations. Read The 8 Principles of Quality Management.
• Agile is an iterative approach to project management that emphasises collaboration, flexibility, and adaptability.

By integrating PDCA into other continuous improvement frameworks, organisations can achieve even greater results and drive long-term success. To successfully do so, organisations should:

• Identify the fundamental principles and practices of the framework they want to integrate with PDCA.
• Use the Plan-Do-Check-Act cycle as a tool for continuous improvement within the framework.
• Collect and analyse data to identify areas for improvement and track progress over time.
• Engage those involved.

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What is the PDCA cycle?

The PDCA cycle is a four-step iterative approach to problem-solving and continuous improvement. The four steps of the cycle are Plan, Do, Check and Act. Read the detailed description of each of these above.

How is PDCA different from Six Sigma?

PDCA and Six Sigma are both problem-solving and continuous improvement approaches, but they differ in their focus and methodology.

PDCA is a four-step iterative approach that involves identifying a problem or process, developing a plan for improvement, implementing the plan and monitoring progress to continuously refine the process. Its focus is identifying and eliminating waste and inefficiency in operations to achieve continuous improvement.

Six Sigma is a data-driven approach that uses statistical analysis to identify and eliminate defects in processes, focused on improving quality by reducing variability in processes and achieving a high level of consistency in outputs. They may have different approaches and methodologies but can still complement each other.

PDCA can be used to identify areas for improvement and develop a plan for change, while Six Sigma can be used to analyse data and identify the root causes of problems.

Can PDCA be used in non-business contexts?

Yes, the PDCA framework can be used in non-business contexts. In fact, the PDCA cycle is a problem-solving approach that can be applied to any situation where improvement is needed, for example:

Healthcare

PDCA can be used in healthcare to improve patient outcomes and reduce costs. For example, a hospital might use the PDCA cycle to identify and eliminate waste in its processes, such as reducing patient wait times or improving the accuracy of medication administration.

Education

The process might be employed in education to improve teaching and learning outcomes. For example, a school might use the PDCA cycle to identify areas for improvement in its curriculum, such as developing more effective teaching strategies for improving student assessment methods.

Non-profit organisations

PDCA could help non-profit organisations improve their programs and services, for example, by enhancing their fundraising efforts by identifying new donor sources or improving their donation tracking and management processes.

Personal development

The PDCA method could also be used in personal development to achieve personal goals and ensure we are always learning, growing and improving – for example, developing a new skill or overcoming a bad habit. Overall, the PDCA framework can be applied to any context where improvement is needed, making it a powerful tool for problem-solving and continuous improvement in various settings.

What is the role of leadership in PDCA implementation?

Leadership plays a critical role in the successful implementation of the PDCA framework. Here are some ways in which leadership can support PDCA implementation:

• Providing resources and support
• Setting goals and objectives
• Engaging stakeholders
• Monitoring progress
• Celebrating successes