Discover the Secret Behind the World-Renowned Management Model: Learn the PDCA in Just 1 Minute.

Hey Geeks,

The Plan-Do-Check-Act (PDCA) methodology is a cyclical framework widely used in ISO management system standards, including ISO 9001 (Quality Management), ISO 22000 (Food Safety), and ISO 14001 (Environmental Management). It offers a structured approach to continuous improvement, ensuring processes align with organisational objectives.

Popularised by Dr W. Edwards Deming, an American engineer, statistician, and management consultant, the PDCA methodology has its origins in Walter A. Shewhart's work in the 1930s. Shewhart, a pioneer in statistical quality control, introduced the concept of iterative quality improvement, which later formed the basis of PDCA.

Over the years, the PDCA cycle has been adapted into various management systems and frameworks, such as ISO standards, Lean, Six Sigma, and Total Quality Management (TQM). Its simplicity and effectiveness have made it a cornerstone of continuous improvement in industries worldwide.

Although Dr Deming popularised the PDCA cycle, he later criticised its oversimplified use. He proposed a modified version called the PDSA (Plan-Do-Study-Act) cycle, which emphasises "study" as a more rigorous analysis phase compared to "check." Despite this distinction, PDCA remains the dominant term in ISO management standards.

In the following sections of this article, I will break down the PDCA methodology into its four distinct phases, presenting each in a simplified and accessible manner.

(P) What does “Plan” represent?

The planning phase lays the groundwork for the PDCA cycle by setting clear objectives and outlining steps to achieve them. It begins with defining the scope of the management system, whether related to food safety, quality, or environmental concerns. A comprehensive understanding of the organisational context, including internal and external factors, is crucial. Risks and opportunities are assessed, and measurable objectives, key performance indicators, policies, and procedures are established. Resources are allocated, and responsibilities are assigned to ensure effective support for the objectives.

In the context of ISO 22000, the planning phase includes:

Conducting a hazard analysis and identifying critical control points (HACCP).
Developing a food safety policy aligned with customer and regulatory requirements.

(D) What does “Do” represent?

The "Do" phase focuses on implementing the plans and procedures established during the planning stage. This involves executing policies and processes, training employees to understand their responsibilities, and collecting data to monitor performance.

In the context of ISO 22000, the doing phase includes:

Manufacturing products in compliance with food safety and quality standards.
Conducting employee training sessions on food safety requirements.

(C) What does “Check” represent?

This phase involves monitoring and evaluating processes to ensure they meet objectives. Internal audits are conducted to confirm compliance with the management system, key performance indicators are analysed, and non-conformities are identified. Data analysis reveals trends and areas for improvement.

In the context of ISO 22000, the checking phase includes:

Conducting internal audits to verify HACCP implementation.
Identifying gaps, such as incomplete records or improperly calibrated equipment.
Monitoring and recording cold storage temperatures to prevent microbial growth.
Testing ready-to-eat foods for pathogens at scheduled intervals.
Evaluating progress towards objectives, such as reducing microbial contamination.

(A) What does “Act” represent?

The final phase focuses on addressing issues identified in the "Check" phase and implementing improvements. This involves root cause analysis, corrective actions, and integrating opportunities for improvement into future plans. Management reviews ensure alignment with strategic goals.

In the context of ISO 22000, the acting phase includes:

Quarantining affected food batches during temperature deviations in cold storage.
Analysing recurring contamination issues and identifying their root causes.
Implementing preventive measures, such as automated sensors for monitoring CCPs.
Conducting management reviews to allocate resources for improvements.

In simple terms, the PDCA cycle's iterative nature ensures continuous process refinement, enabling organisations to maintain ISO compliance and achieve operational excellence.

Outside of an organisational context, applying the PDCA methodology to personal workflows can also significantly enhance productivity, time management, and goal achievement.

Read the next article to explore how this proven model can foster personal growth effectively.

Until next time~