Tools for Selecting and Testing Solutions

In the Do phase of PDCA, transfer the root causes to solutions. Develop, test, track, and prioritize solutions. The tools presented below are designed to help generate solution ideas, select the best solutions from multiple options, and successfully implement them.

The following are tips for consideration when using these tools:

• Don’t focus on solutions before confirming the root cause of the problem.
• Once the root cause is established, look for ideas to counteract it. Refer to ideas brought up during the planning phase, best practices, brainstorming, etc.
• Use benchmarking to generate solution ideas.
• Focus on one root cause at a time and start with the root cause which has been determined to have the biggest impact on the problem statement.
• Use affinity diagrams to identify themes if there are multiple solution ideas to act on.
• Use Impact Effort Matrix when deciding which solution(s) to implement and in what order.

The tools listed below provide an overview, tips, example, template, and a short explainer video.

Benchmarking

Benchmarks are measures of quality, time, or cost that have already been achieved by other organizations. They are an indication of what is possible and can inform the goals for a project or organization. Benchmarking is defined as the process of measuring products, services, and processes against those of organizations known to be leaders in one or more aspects of their operations. Benchmarking provides insights into how an organization compares with similar organizations, even if they are in a different business or have a different group of customers. Benchmarking can be very helpful to bring new ideas into a process and borrow best practices from other organizations or industries.

Instructions:

• Define a tightly focused subject of the benchmarking study. Choose an issue critical to success.
• Form a cross-functional team and establish sponsor’s goals and support for the initiative.
• Examine the current process. Understand how the work is done and how the results are measured.
• Identify partner organizations that may have best practices.
• Gather benchmarking data directly from partner organizations. Collect both process descriptions and numeric data, using surveys, interviews, and/or site visits.
• Compare the collected data, both numeric and descriptive. Determine gaps between performance measurements and those of the benchmarking partners.
• Determine the differences in practices that cause the gaps.
• Develop goals and action plans to bridge the gaps.
• Implement and monitor plans.

Tips:

• Make sure there is a good understanding and control of the current process to achieve the full benefits of benchmarking with others.
• Be ready and willing to make changes based on learnings from the benchmarking process.

Benchmarking Template

Benchmarking Example

Impact Effort Matrix

The Impact Effort Matrix, also called Impact/Ease of Implementation Matrix or Impact-Ease, can help identify the most impactful ideas that require the least amount of effort. This facilitates the prioritization of process improvement ideas to pursue.

Instructions:

• Make a list of the available process improvement ideas and rank them as a team based on the impact of the idea on solving the root cause and the effort needed for its implementation.
• Construct an empty diagram with the effort required to implement the solution on the horizontal axis and the impact of the solution on the vertical axis, dividing it into four quadrants.
• Assess the impact and effort for implementing each solution.
• Impact should be based on estimates of data collected or from expert opinions of those that work in or manage the process. If that is not available, then the team can estimate the impact.
• To assess the effort, the team should consider the cost of implementing the idea, along with any behavior change required.
• Place the solutions on the diagram according to these assessments. Use a symbol, color, or label to identify each possible solution.
• After all ideas are placed on the matrix, the ideas in the upper left (green section) will require little effort but will have a high impact (top choices for implementation). Ideas in the lower right will require a lot of effort to implement while resulting in low impact (least likely to be selected for implementation).

Tips:

• Use the matrix as an effective decision-making tool to cut through the noise and get focused on the root causes of issues and the best solutions.
• Complete honesty about the level of effort required for each solution, as well as accuracy about the benefits (data-driven, if possible) is key to successfully using this tool.
• Using the matrix can help narrow down the list of ideas, but does not ensure the top choices will be implemented. Further analysis and investigation into these ideas may uncover problems with that idea, or the business case may not be as good as expected.
• The matrix can also be applied as a decision-making tool to prioritize projects and manage time more efficiently.

Impact Effort Matrix Template

Impact Effort Matrix Example