How do you document and share the results and learnings of your SOPs in DMAIC?

If you are using DMAIC (Define, Measure, Analyze, Improve, and Control) methodology to improve your processes, you know how important it is to document and share the results and learnings of your SOPs (standard operating procedures). SOPs are the detailed steps that you follow to execute a process consistently and effectively. They help you reduce errors, increase efficiency, and ensure quality. But how do you capture and communicate the value of your SOPs in DMAIC? Here are some tips to help you.

Key takeaways from this article

Document your process journey:

Begin with a clear problem statement, identify the root cause, outline actions taken, and summarize results. This structured approach ensures clarity and helps effectively communicate the value of your SOPs.### *Involve subject matter experts:Engage those who perform the tasks daily to provide insights and create buy-in for changes. Their input enhances SOP design and ensures practical, user-friendly solutions that are more likely to be adopted.

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1 Define the purpose and scope of your SOPs

Before you start writing your SOPs, you need to define the purpose and scope of each one. What is the problem or opportunity that you are addressing? What are the goals and objectives of your process improvement? Who are the stakeholders and customers of your process? What are the inputs and outputs of your process? How do you measure the performance and outcomes of your process? These questions will help you clarify the rationale and boundaries of your SOPs and align them with your DMAIC project charter.

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Randy Stumph

Chief Operating Officer
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State the following, in order. 1. Problem statement 2. Root cause 3. Actions taken 4. Results! Be clear and concise, be certain to keep it under 5 minutes or you will lose your audience.

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Munish Bakshi - LSSMBB, PRINCE 2, ITIL

SVP Process Excellence & Business Transformation - Teleperformance DIBS
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Always and we should document SOP results through clear & concise reports including before-and-after metrics. We have to share findings with the team & stakeholders & use visual aids like charts and graphs for effective communication. My suggestion - Capture lessons learned and best practices & store documentation in a centralized repository for easy access. We should also disseminate knowledge through training & workshops. Also ,continuously update SOPs based on new learnings & process improvements.

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2 Measure the current state of your SOPs

Once you have defined the purpose and scope of your SOPs, you need to measure the current state of your process. How are you currently performing your SOPs? What are the existing problems or gaps that you need to solve or close? What are the sources and causes of variation or waste in your process? How do you collect and analyze the data related to your process? These questions will help you assess the baseline and identify the opportunities for improvement of your SOPs and establish the metrics and targets for your DMAIC project.

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3 Analyze the root causes and potential solutions for your SOPs

After you have measured the current state of your SOPs, you need to analyze the root causes and potential solutions for your process improvement. Why are you experiencing the problems or gaps that you identified? What are the factors or variables that influence your process performance? How do you prioritize and validate the root causes and potential solutions? What are the risks and benefits of each solution? These questions will help you determine the best course of action for your SOPs and develop the hypothesis and plan for your DMAIC project.

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4 Improve your SOPs by implementing and testing your solutions

When you have analyzed the root causes and potential solutions for your SOPs, you need to improve your process by implementing and testing your solutions. How do you execute your solutions in a controlled and systematic way? What are the tools and techniques that you use to ensure the quality and effectiveness of your solutions? How do you monitor and evaluate the results and impacts of your solutions? How do you document and share the changes and learnings from your solutions? These questions will help you verify and validate your solutions and optimize your SOPs and document the findings and learnings for your DMAIC project.

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Amélie M.

MSc Biotechnology management
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The process improvement: Begin by mapping your SOPs in function of your process. Think of “redesign” and approval; During the improvement phase, there might be optimization of your SOPs to consider. Remember to involve your subject matter experts and quality managers for approval.

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5 Control your SOPs by standardizing and sustaining your improvements

Finally, when you have improved your SOPs by implementing and testing your solutions, you need to control your process by standardizing and sustaining your improvements. How do you update and communicate your SOPs to reflect the new best practices? What are the policies and procedures that you follow to ensure the compliance and consistency of your SOPs? How do you train and support your staff and customers to adopt and use your SOPs? How do you review and audit your SOPs periodically to identify and address any issues or opportunities? These questions will help you maintain and enhance your SOPs and ensure the long-term success of your DMAIC project.

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Marsha Williams, MBA

Quality Deployment | Vendor Solutions | Operations Support
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The change management plan - start with WHY the SOP was updated. What's In It For Me (WIIFM), people impacted by SOP change, and What's In It For The Business (WIIFTB). Use the ADKAR model and get feedback on where the people are within each phase to reduce adoption of SOP changes. Complete a hands-on train-the-trainer roll-out. Conduct 30-60-90-day reviews with impacted people. Capture feedback and address comments provided. Keep a running list and communicate to the employees the status to keep their engagement. Establish a repository of truth for updated SOPs. Creating a clear path, allowing viewing access to everyone and edit access to the appropriate resources.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Marsha Williams, MBA

Quality Deployment | Vendor Solutions | Operations Support
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In my experience, the most important aspect of any updates or changes is the people and subject matter experts that do the work every day. Having the subject matter experts at the table provides insights into the design that you may not capture and creates buy-in for the design that was created from their input.

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How do you document and share the results and learnings of your SOPs in DMAIC?

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1 Define the purpose and scope of your SOPs

2 Measure the current state of your SOPs

3 Analyze the root causes and potential solutions for your SOPs

4 Improve your SOPs by implementing and testing your solutions

5 Control your SOPs by standardizing and sustaining your improvements

6 Here’s what else to consider

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