The 4 Phases of the PDCA Model That Will Transform How You Organise Your Workflow.
- Rayki Goh
- Jan 21
- 3 min read
Updated: Jan 28
Hey Geeks,
If you stumbled upon this article before reading the previous one, here is a short introduction to PDCA.
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 provides 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 originates from Walter A. Shewhart's work in the 1930s. Shewhart introduced the concept of iterative quality improvement, which became the foundation of PDCA.
Over the years, the PDCA cycle has been adapted into various management systems and frameworks, including ISO standards, Lean, Six Sigma, and Total Quality Management (TQM). Its simplicity and effectiveness have made it a cornerstone of continuous improvement across industries worldwide.
I will break down the PDCA methodology into four phases, simplifying its application to help reorganise your personal workflow for greater efficiency.
PLANNING
The planning phase involves setting clear goals and determining the best way to achieve them. Begin by defining your objectives, such as finishing a report by Friday, mastering a new skill, or improving time management. Break larger tasks into smaller, manageable steps, anticipate potential challenges, and plan ways to address them. Organise your time and resources wisely by scheduling your day or week to stay on track.
If you're preparing a presentation, the "Plan" phase could include:
Outlining the presentation structure.
Gathering and organising the necessary data.
Scheduling time for research, slide creation, and rehearsal.
DOING
This is the stage where you put your plan into action. Dive into the tasks you've outlined without unnecessary hesitation or delays. Stick to your schedule, work efficiently, and minimise distractions.
For a presentation, the "Do" phase could involve:
Creating the first draft of slides, gathering supporting materials, and rehearsing key points.
CHECKING
Reflect on your progress to identify what is working and what isn't. Compare your results with your initial plan and consider whether you achieved your goals. Assess what went smoothly and where challenges arose. If you notice recurring issues, such as time management difficulties, this is the phase to address them.
For a presentation, the "Check" phase could involve:
Ensuring the information is clear and well-structured.
Evaluating whether you stayed on schedule.
Seeking feedback from a trusted colleague or friend.
ACTING
The final phase involves implementing changes based on what you learned during the "Check" phase. Make improvements to refine your workflow. For instance, if time management was a challenge, consider time-blocking or using productivity tools. If distractions were an issue, adjust your environment or limit social media use. Use these insights to update your goals and prepare for the next cycle.
For a presentation, the "Act" phase could involve:
Condensing overly lengthy slides and rehearsing a more concise delivery.
Why Should You Apply PDCA to Your Personal Workflow?
The PDCA cycle is an excellent method for personal workflow management as it encourages continuous improvement. Its adaptability allows you to refine your processes based on real-world outcomes, ensuring you stay on track despite challenges.
If you are a writer like me, here’s how I applied PDCA to organise my writing process:
Plan: Outline the topic, research required, and create a timeline for writing, editing, and publishing.
Do: Write the draft, revise it, and format it for your platform.
Check: Review the draft for errors, assess its alignment with the topic, and track the time spent on each step.
Act: Shorten the research phase if it took too long, improve the editing process, or adjust the posting schedule for next week.
By regularly reflecting and adjusting, you stay focused on your goals, make steady progress, and reduce stress. This structured approach helps you avoid last-minute panic and maintain control over your daily tasks.
I hope this post has provided insight into how you can apply a scientifically proven approach to manage your schedule and achieve your goals more efficiently.
Until next time~
Comentarios