TOP 6 Process Improvement Tools to Avoid a Complete Disaster

Picture this: You walk into your favorite coffee shop, craving that perfect cup of joe. The aroma envelops you, and you eagerly anticipate that first sip. But what if I told you that the magic behind that delightful coffee isn’t just in the beans — it’s in the process?

Business processes are like crafting that exquisite brew. Whether you’re running a small café or managing a multinational corporation, your success hinges on how well you blend the ingredients — the people, tools, and steps — to create something exceptional.

In this article, we’ll explore practical tools that can transform your business processes from lukewarm to piping hot. So grab your favorite mug, settle in, and let’s dive into the world of process improvement!

Toolkit: 6 Must-Have Process Improvement Tools

I’ll take a coffee shop as an example to explain all the process improvement tools. The coffee shop concept is pretty much familiar to everyone as I bet every first reader of this article had experience of purchasing a cup of coffee or tea.

Tool #1. SIPOC Chart.

It’s like making a recipe list before cooking a dish. SIPOC stands for Suppliers, Inputs, Process, Outputs, and Customers. It helps us understand a process by breaking it down into these key elements:

• Suppliers: Who gives us stuff?
• Inputs: What do we use?
• Process: How do we do it?
• Outputs: What do we get?
• Customers: Who benefits?

Here is how would that look like using the coffee shop example:

SIPOC Chart

Why bother?

💡SIPOC is an amazing 5-minute tool to summarize complex processes. It can give you a quick overview of everyone participating in the process, its complexity, and the people affected by the process.

If you are starting with process improvement initiatives in your company, then SIPOC is the right tool to begin with. Super easy and does not require any previous training.

🔴Leaving you a template here.

The SIPOC chart also makes your consequent process mapping easier.

Tool #2. Process Map.

Think of a treasure map showing you the path to reach the treasure. A process map is similar but for tasks or steps in a process. It lays out every step from start to finish, showing who does what, when, and how. It’s handy for understanding and improving how things get done.

For example, making a cup of coffee involves grinding beans, brewing, adding milk, and another million steps in between.

💡In other words, a process map is a visual representation of the process you follow.

They’re like visual GPS for tasks. You can spot bottlenecks, delays, or unnecessary loops.

Here is an example of a real-life process map:

Process Map

So, the next time you brew coffee, imagine a little map with coffee beans leading to your cup!

You can draw it on a piece of paper or use process mapping tools (there are a bunch indeed).

Process maps are great at visualizing the entire process and identifying weak spots.

If you cannot find issues with your process, you might want to use the next tool.

Tool #3. Fishbone Diagram.

Picture a fish’s skeleton with its head on the right and the spine leading to different bones on the left. In this diagram, we use it to find out why something went wrong. The head represents the problem, and the bones represent possible causes. It helps us see all the factors that could be contributing to an issue.

💡These factors can be things like “Process” (the process of making coffee), “Methods” (how the process is executed), “Machines” (the coffee machine itself), “People” (baristas or maintenance), “Materials” (coffee beans), and “Environment” (temperature or humidity).

Here is what the template might look like:

Fishbone Diagram

Let’s consider a coffee shop example:

Fishbone Diagram Example

By brainstorming and connecting these categories to the issue, you uncover what’s really going on. It’s like detective work for coffee!

Not all uncovered issues must be immediately fixed though. And to help you prioritize them right, you can use the next tool.

Tool #4. FMEA.

So, imagine you’re baking a cake. 🎂 You’ve got your recipe, your ingredients, and your trusty oven. But what if something goes wrong? Maybe the cake turns out too dry, or worse, it collapses like a sad soufflé. 😱

💡Failure Modes and Effects Analysis (FMEA) is like a detective for process problems. It helps us figure out where things might go haywire and how bad it could get. Here’s the scoop:

1. Where Could It Go Wrong?: First, we list all the steps in our cake-baking process. Mixing, baking, frosting — you name it. Then, we brainstorm what could possibly go wrong at each step. Maybe you accidentally use salt instead of sugar (yikes!). These hiccups are our “failure modes.”
2. Why Would It Happen?: Next, we play detective. Why did you add salt instead of sugar? Maybe the labels on your spice jars were swapped. Or perhaps you were daydreaming about unicorns. These are our “failure causes.”
3. What’s the Mess?: Now, let’s imagine the aftermath. If you serve a salty cake, your guests might make funny faces or even spit it out (ouch!). These are the “failure effects.”
4. Fix It Before It’s a Disaster: Armed with this info, we can be proactive. We tweak our process to prevent salt-sugar mix-ups. Maybe label those jars better or focus on cake, not unicorns. 🦄

Why Bother?

Well, FMEA helps us avoid cake catastrophes (and real-life ones too). It’s like wearing a seatbelt before driving — better safe than sorry! 🚗

It also helps us prioritize issues right.

There is obviously more to it (to the cake baking as well) but I think this gives you a good idea of what it is about.

Here is an example of a simplified FMEA version:

Simplified FMEA

According to the example, it makes sense to prioritize the wrong milk issue rather than the one with spilling the coffee over.

🔴Here you can find a complete FMEA version and a template to use.

So, next time you’re baking or doing anything important, channel your inner FMEA detective.

Tool #5. Pareto Chart.

Ever heard of the 80/20 rule? That’s the essence of Pareto. It says that roughly 80% of effects come from 20% of causes. So, we use Pareto charts to figure out which problems or causes are the most significant. It helps us focus our efforts where they’ll make the most difference.

This is how the standard Pareto chart looks like:

Pareto Chart Example from Six Sigma Book

The idea is simple, let’s find the 20% of the items that cause 80% of the problems.

Usually, it is reverse-engineered. You will look at the problems to figure out the causes.

💡In the example above, the first three reasons roughly sum up to 80%. That means that we have to investigate those 3 reasons further while skipping the remaining ones.

Some casual examples:

• Ever notice how 20% of your friends do 80% of the talking at a coffee meetup? That’s the Pareto Principle!
• 80% of your coffee enjoyment comes from 20% of the coffee beans. Could be?

Businesses use this to prioritize. Fix the vital few things that matter most. It’s like sipping the best part of your latte first!

Simple but powerful. To be able to use it, you will need to collect a good amount of relevant data, so it is not a tool that you can use right away after reading this article. It is definitely a tool you want to have in your toolkit though.

Here is a good coffee shop example for you:

image taken from https://www.lean.org/lexicon-terms/pareto-chart/

No template is available, unfortunately. As it is more about data collection and visualization.

Tool #6. Control Chart

Picture a speedometer in a car. A control chart is like that but for processes. It helps us keep an eye on how a process is performing over time. We plot data points on the chart to see if everything is running smoothly or if there are any bumps or hiccups along the way.

Back to the coffee shop example:

• Imagine a coffee temperature monitor for your coffee cups. A control chart tracks how consistent the temperature is.
• It shows if your coffee-making process is stable or going haywire. Too much variation? Time to adjust!
• So, next time you sip your coffee, think of a little chart keeping it steady. ☕

The real-life example looks a bit technical:

Control Chart Example from Six Sigma Book

Here is a bit of anatomy:

image from https://cf.son.umaryland.edu/NRSG795/V2/module11/subtopic5.htm

This is another tool that requires consistent data collection. It is more statistically inclined, meaning, that you need to learn a bit of maths and stats to be able to use it effectively.

Long story short, you can see if the process performs within the allowed range or if something is off.

Definitely a great tool to measure success.

Conclusion

In the bustling world of business, every cup of success starts with a well-brewed process. Just like your favorite coffee, it’s the blend of ingredients — the right beans, the perfect grind, and the precise brewing time — that makes all the difference.

We’ve explored a menu of process improvement tools, each with its unique flavor:

1. SIPOC (Suppliers, Inputs, Process, Outputs, Customers): Get a quick overview of your coffee brewing process: who participates, who benefits.
2. Process Map: Map out the journey from bean to cup, spotting shortcuts and detours along the way.
3. Fishbone Diagram: Like a skilled barista, trace the root causes and serve up solutions.
4. FMEA (Failure Modes and Effects Analysis): Be the quality control barista. Prevent bitter aftertastes by anticipating potential failures and adjusting your process.
5. Pareto Principle (80/20 Rule): Focus on the vital few — those rich coffee beans — while trimming the excess foam.
6. Control Chart: Keep your coffee quality steady: detect variations and fine-tune your process for that consistently delightful cup.

Remember, just as no two lattes are identical, your business processes are unique. So, experiment, adjust, and craft your own signature blend. Whether you’re a startup owner or a seasoned entrepreneur, let these tools be your secret recipe for success.

As you sip your next coffee, think of it as more than a beverage — it’s a testament to the art of process refinement. Cheers to smoother operations, happier customers, and a thriving business!

Until next time, may your coffee be strong, and your processes smoother than a well-steamed latte.

Stay caffeinated, my friends! 🌟☕