Creating an Action plan
Format
Ultimately, a problem is solved by taking action. An action is stated in two parts:
- an action word (verb); and
- an object (thing, a process or a person).
It is important to always consider the possible unintended adverse effects of an action.
Action types
Containment action
The primary goal of containment actions is to prevent a problem from spreading or causing further damage. These actions are taken to isolate the issue and protect customers, processes and products from its immediate negative effects. Containment actions are typically short-term measures focused on managing the symptoms of the problem. They do not address the root cause but are implemented to control the situation temporarily.
Example: Isolating defective products to prevent them from being shipped.
Correction
Corrections are actions taken to fix or remedy the specific issue or defect that has been identified. They are immediate responses to address the detected problem and restore functionality or compliance. Corrections focus on short-term fixes but are specifically aimed at rectifying the identified issue. Like containment actions, they do not address the root cause but correct the immediate problem.
Example: Reworking or repairing defective products.
Fact finding
Fact finding gathers all relevant data, information and insights to fully understand the problem, its context, causes and its impact. It is one of the initial steps during investigations, laying the groundwork for further analysis.
Examples: Speaking with operators and other employees. Also reviewing records such as quality reports and examining collected data using statistical tools and techniques to identify patterns, trends and anomalies.
Validation
Validation ensures the correctness and accuracy before or during analysis. It focuses on confirming whether the data, information, and conclusions drawn from the analysis phase are valid and sound. This step ensures that your assumptions or findings are correct before moving forward.
Example: During the analysis of a root cause, you validate that the data you’ve gathered (e.g., machine performance data, customer complaints) accurately reflect the reality of the situation and that the conclusions you’re drawing (e.g., a faulty machine part is the root cause) are correct.
Corrective action
Corrective actions are taken to address all the causes, including the root causes of the problem. They are reactive and are designed to prevent a recurrence of the problem. They are long term actions and mostly follows after the root cause analysis.
Examples: Changing process designs, updating procedures and implementing new controls such as quality checks.
Verification
Verification refers to a short-term, immediate check that the implemented actions have been successful after changes have been made. It focuses on checking the outcomes of actions to ensure that the problem has been effectively addressed.
Example: After implementing a corrective action, you verify that the solution is working by measuring whether defect rates have dropped, and the problem has been resolved.
Preventive action
Preventive actions are proactive actions involving identifying potential risks and taking actions to prevent occurrence of problems.
Examples: Providing training to employees on best practices and quality standards to prevent errors. Also preventative maintenance.
Follow-up
Follow up actions ensure the long-term effectiveness and sustainability of corrective and preventive actions and prevent future recurrence of the issue. Follow-up actions are ongoing monitoring and checks conducted after the problem has been resolved and verified. The goal is to ensure that the problem remains fixed and that no new issues arise as a result of the implemented solutions.
Occurs over a longer period, after verification, and typically involves regular intervals or routine checks.
Example: Periodic audits to ensure that a new quality control process is consistently applied.
Responsibility and timelines
Assigning responsibility for actions to specific team members is crucial for ensuring accountability and successful problem resolution. Each action should be clearly assigned to an individual who will oversee its execution. This person is responsible for driving the action to completion and reporting on its progress.
Setting clear due dates for each action is equally important, as it establishes timelines for completion and helps keep the team focused and on track. Deadlines should be realistic yet firm, allowing enough time for thorough implementation while ensuring that the resolution process moves forward efficiently.
Together, clear ownership and defined deadlines ensure that the action plan progresses as planned, fostering a sense of responsibility and urgency.
Generic questions
- What action do we need to take to solve the problem?
- What target condition do we want to achieve?
- Who should be involved in developing solutions?
- What expertise do we need outside the team to develop solutions?
- How many potential solutions are there?
- What criteria do we use to prioritize multiple solutions?
- Who should be involved in creating the requirements for the selected solution?
- What are the solution requirements?
- What actions do we need to take to correct the problem and the causes?
- What actions do we need to take to prevent the same problem from re-appearing?
- If the actions were implemented before, would the problem still have occurred?
- How do the actions lower the risk factor of the problem to an acceptable level?
- What are the adverse unplanned effects (unintended results) of the actions?
