The Project Management professional lives by decisions. Making effective decisions is possibly the most important lever in the profession. And the most difficult. A well-made decision changes the trajectory of the project. A poorly-made decision does the same. But how does the PM know which decision is correct? And how is this decision evaluated? Is there a way to ensure that future decision-making is continually improved? These issues are what we will solve in this article. Here we present the Plan-Do-Check-Act protocol for decision-making and discuss the most important ways to implement it on projects.

What is PDCA?

PDCA is a tool for project planning. It is a 4-step model in which each step follows on from the previous step. There is no end to the cycle and after every implementation of a decision, the PM team moves on to the next important decision. It is a fundamental concept in quality management and is widely applied in various fields and industries. The PDCA cycle enables organizations to identify and solve problems, implement changes, and continuously improve processes and products. Here's a description of each step in the PDCA cycle:

1. Plan: In this first step, organizations establish objectives and identify the processes or areas that require improvement. This involves defining goals, determining the metrics to measure progress, and developing a plan to achieve the desired outcomes. The plan should be specific, measurable, attainable, relevant, and time-bound (SMART).

2. Do: Once the plan is developed, it is time to implement it. This involves executing the planned activities and making the necessary changes to the processes or systems. During this phase, data and information are collected to assess the effects of the changes made. It's important to document and track all actions taken during this step.

3. Check: In the check phase, the collected data is analyzed and compared against the predefined objectives and performance metrics established in the planning phase. The purpose is to evaluate the outcomes and determine whether the implemented changes have produced the desired results. This step involves conducting measurements, data analysis, and performance evaluations.

4. Act: Based on the results of the check phase, organizations take appropriate actions. If the desired objectives are met or exceeded, the focus is on standardizing and documenting the improved processes. If the objectives are not achieved, the organization identifies the root causes of the problems and formulates corrective actions or modifications to the plan. This step involves learning from the outcomes and implementing the necessary adjustments or changes to achieve continuous improvement.

Once the Act step is completed, the PDCA cycle starts again, creating a continuous improvement loop. Each iteration of the cycle builds upon the knowledge and experience gained from the previous one, leading to incremental improvements over time. The PDCA cycle is closely tied to the concept of the scientific method, where hypotheses are tested and adjusted based on the observed results. It promotes a systematic and disciplined approach to problem-solving and decision-making, encouraging organizations to continually review and refine their processes to drive efficiency, quality, and overall performance improvement.

Appropriate Use of PDCA?

It is a simple and effective approach for continuous improvement that can be used in a variety of settings, including:

• Businesses: to improve processes, products, and services.

• Organizations: to improve efficiency, effectiveness, and customer satisfaction.

• Schools: to improve teaching and learning.

• Government agencies: to improve services to citizens.

• Individuals: to improve their own performance or the performance of their team.

Potential Problems to Avoid

The Plan-Do-Check-Act (PDCA) cycle is a simple but powerful tool for continuous improvement. However, there are some potential issues to avoid when using PDCA.

• Not following the steps correctly: The PDCA cycle is a cyclical process, so it is important to follow the steps in order. If you skip a step or do not complete a step correctly, you may not be able to achieve the desired results.

• Not being specific enough: When you are planning your changes, it is important to be as specific as possible. This will help you to identify the root cause of the problem and to develop effective solutions.

• Not collecting enough data: In the "Check" step, it is important to collect enough data to make an informed decision about whether or not the changes have been successful. If you do not collect enough data, you may not be able to see the full impact of the changes.

• Not communicating effectively: It is important to communicate effectively with all stakeholders throughout the PDCA cycle. This will help to ensure that everyone is on the same page and that the changes are implemented smoothly.

• Not being willing to change: If you are not willing to change, you will not be able to achieve the desired results with the PDCA cycle. It is important to be open to new ideas and to be willing to experiment with different solutions.

By avoiding these potential issues, you can increase your chances of success with the PDCA cycle.

Here are some additional tips for using PDCA effectively:

• Start small: Don't try to implement too many changes at once. Start with a small, manageable project and then build on your success.

• Be flexible: Be willing to adapt your plans as you learn more about the problem and the potential solutions.

• Involve others: Get input from stakeholders throughout the process. This will help to ensure that the changes are successful.

• Celebrate your successes: Take the time to celebrate your successes, no matter how small. This will help to keep you motivated and focused on your goals.

Tools to Track Decisions

There are many software tools that can be used for the Plan-Do-Check-Act (PDCA) cycle. Some of the most popular options include:

• Lucidchart is a diagramming tool that can be used to create visual representations of the PDCA cycle. It allows you to collaborate with others on your plans, and it also includes features for tracking progress and measuring results.

• Kanbanize is a project management tool that can be used to implement the PDCA cycle in a team setting. It allows you to visualize your work, track progress, and identify bottlenecks.

• Confluence is a collaboration tool that can be used to document your plans and track your progress. It also includes features for sharing information with others and for managing your team's work.

• Asana is a task management tool that can be used to track your progress through the PDCA cycle. It allows you to create tasks, assign them to team members, and track their status.

• Trello is a Kanban board tool that can be used to visualize your work and track your progress. It allows you to create boards, lists, and cards, and it also includes features for collaboration and communication.

These are just a few of the many software tools that can be used for the PDCA cycle. The best tool for you will depend on your specific needs and preferences.

Here are some additional factors to consider when choosing a PDCA software tool:

• The size of your team: If you have a small team, you may not need a complex tool with a lot of features. However, if you have a large team, you will need a tool that can scale to meet your needs.

• The type of work you do: If you work in a highly regulated industry, you will need a tool that can help you track your compliance with regulations.

• Your budget: PDCA software tools can range in price from free to hundreds of dollars per month. Choose a tool that fits your budget and your needs.

Conclusion

The PDCA cycle is a simple, yet powerful process. It can be used strictly, or as a guide for decision-making. As with all frameworks, it needs to be applied in a systematic way and with appropriate team training. However with proper implementation it can greatly improve haphazard planning processes.