PDCA Archive

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PDCA and Emergency Preparedness

PDCASome of you may have heard there was an earthquake and a hurricane that hit the Mid Atlantic this last week.  I see both events as perfect learning opportunities.  No, these are not learning opportunities on emergency preparedness.  Rather, let’s learn about the PDCA cycle by Dr. W. Edwards Deming.

Several years ago, my wife and I thought it would be prudent to put together an emergency preparedness kit.  We didn’t want 6 months of TVP or anything like that.  We just wanted something for events that may never happen.  So, we planned for the unexpected.  We created a kit and packed it away.  And there it sat for several years.  So, after the earthquake, my wife and I checked our preparedness “kit”.  It’s interesting to see what you put into these things when you haven’t had a recent emergency.  It’s like opening a time capsule to a naive past.

After we did our inventory, we created an actionable list of  refinements. I swear, it doesn’t matter if you’re preparing for a zombie apocalypse, an earthquake, or a hurricane.   If you try to plan too much for one particular event, you’ll find yourself with a lot of stuff you’ll never need or use.  Low and behold, a few days later, here came hurricane Irene.  Fortunately, the hurricane spared us.  And with that, tonight we had a retrospective.  You may have guessed.  We missed something.  What’s scary is you don’t get many chances to do retrospectives like this.  So, we’re hoping the new additions will not lead to wasteful spending on something we’ll never use.

If you want to get something right, you plan, you do, you check, and you act.  Then, you do it again and again.  You never stop.

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Smoke Detector Battery Replacement Process

Why am I writing about replacing smoke detector batteries?  It’s all about process improvement. Every six months, we are tormented by our home smoke detectors chirping after we replace the batteries.  As a rule, we know we’re supposed to replace smoke detector batteries at daylight savings time (twice a year). Also, if the smoke detectors start chirping or beeping off and on, we know it’s time to change the batteries.  Six months ago, I decided I was going to put an end to the chirping once and for all.  I planned to document the battery replacement process and find out how to consistently replace the batteries with no chirping.  I created a decision table to help me get it all out on paper.  I then spent a few hours writing test procedures and testing the outcomes.  If you want to drive yourself a little crazy, listen to smoke detectors screaming in your ear for a few hours.  After all was said and done, I had a successful process documented.

You may ask yourself why I didn’t check Yahoo Answers or eHow for the answer to my problem.  Well, I did and they sucked!

I searched on:
How to Change the Batteries in Your Smoke Detector
Chirping Smoke Detectors
Stop Chirping Smoke Detectors…

So, if the planets align and there is some poor sucker out there suffering from the same problem, I hope you find this post and it works for you.

Scenario:  We live in a three level home.  Each of the smoke detectors is wired into a single circuit and they all use 9volt batteries.  We are using standard First Alert smoke detectors.  In the past, if we replaced any or all batteries, the smoke detectors would chirp randomly.

How to avoid the annoying smoke detector beeping

  1. Replace the battery and make sure the + and – are facing the correct direction.
  2. One smoke detector at a time, replace the battery, connect the electrical plug, then push the test button.
  3. Let the detector cycle through the screaming load test.
  4. If there is more than one detector, move on to the next.

What was the problem?

The problem I was running into was the hush button.  The detector was so loud, I would push the hush button before it was allowed to run it’s test cycle.  I included the action on my decision table and was able to isolate the problem there.

Just in case, in the event I forgot the process, I saved it in Evernote.  I just replaced all of the batteries and it worked perfectly.  I was so excited, I just had to blog about it.

 

Popularity: 6%

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Building on failure and action versus motion

I just listened to the 37signals podcast.  It was a playback of some of the brainstorming sessions leading up to the release of the book REWORK.  For those who don’t know me, I’m a complete 37signals fanboy.  They just “get it”.  I don’t know if it’s their no BS approach to business or that they have great products.  But, I’ve found many of the things they created, do, and say helpful in multiple areas.  It doesn’t matter if you’re an entrepreneur or a project manager.  They have something for everyone.

There were two things from the book I wanted to note today.  First, they talked about building on failure versus building on success.  My takeaway is if you want to reach a goal (insert your project or product here), it is easier for you to build upon small successes than to fail and start over. Example: When you’re [creating] an [product] for a customer, wouldn’t you rather deliver small chucks and get acceptance from the customer along the way, rather than offer a big reveal at the end and risk delivering something they don’t want?  If you fail, you have to start all over.  Out of a million possibilities, you’ve narrowed it down by ONE.  I agree with the PDCA approach (Deming cycle). You should refine, deliver, refine, deliver.  Don’t forget to deliver.  If you get something 99% done, you still have nothing.  Deliver something (regardless how small), get acceptance, and repeat.

The Second thing I wanted to note from the podcast was the mention of an Ernest Hemingway quote

Never mistake motion for action

Things don’t have to be hard.  If your business [process] requires you to do wasteful (time or money) things, don’t do them!  You should be doing things because they provide value (save time/money or make money).  The rest is just fat and you need to trim the fat from every business [process].  Make your [processes or products] as lean as you can without hitting the bone.  Only then can you have a good baseline.  Only then can you build on top of something.  Anything beyond that and you may be wasting time and money compensating.

Do something because you need to do it.  Don’t do it because you feel obligated.  Do you need to go to that next meeting because there is valuable information being communicated?  Or rather, if you don’t go it will give the impression that you’re being antisocial?  Meetings are perfect examples of an crime perpetrated by people that don’t have enough actual work to do or those to feel obligated by people that don’t have enough real work to do.

You know why I don’t check my email every 5 minutes?  Because I have things I need to get done for the customer!  Sending me pictures of LOLcats is not going to help me get that work done.  Equally, expecting me to respond to that email within an hour of you sending it just reinforces the fact that you have more time on your hands than me.

Image courtesy Flikr: Travis S.

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Process Improvement and Grilling Steak

What’s a weekend without grilling steak?  I would say a weekend without a good blog post idea.  Some things in life are an art and some a science.  It doesn’t matter if it’s project management/leadership or grilling a steak.

So, what is a geeky way to write about grilling the perfect steak?  I would say compare it to the Deming cycle, or PDCA (Plan-Do-Check-Act) cycle to illustrate the point.  PDCA is a continuous quality improvement model consisting of a logical sequence of four repetitive steps for continuous improvement.

  • Plan what you intend to do. In this step assess where you are, where you need to be, why it is important, and plan how to close the gap. Identify some potential solutions.
  • Do try out or test the solutions.
  • Check to see if the changes you tried had the effect you hoped for, and make sure that there are no negative consequences associated with them. Assess if you have accomplished your objective.
  • Act on what you have learned. If you have accomplished your objective, put controls into place so the issue never happens again. If you have not accomplished your objective, go through the cycle again, starting with the Plan step.

PDCA applies to entrepreneurial ideas, application development, and anything that happens to do with my grill.  Realistically, you can apply it to anything where unknowns exist.  There are just so many variables, you need to be prepared to act and pivot.  I have grilled countless steaks and have refined my process to the point that it finally meets my quality standards.  On occasion, I do check to see if my process holds true and all I do is mess up a good steak.  I won’t go into specifics as to what my perfect grilled steak process is.  (Unless someone asks)  Rather, I’ll say I documented it and saved it in Evernote.

Now if only I could do the same with a hamburger.

Popularity: 6%