How to get started with the DMAIC process

Whether you create apps or manufacture cars, being more efficient is probably near the top of your to-do list. And you’re not alone, which is why there are so many process improvement methodologies floating around the business world. Lean, Kaizen — chances are you’ve at least heard of them, if not used them yourself.

DMAIC is a powerful 5-step method for making business processes that little bit smoother, and it’s well worth knowing. So let’s get into it! 

Where does DMAIC come from?

DMAIC (pronounced “duh-may-ick”) stems from the PDSA cycle, which was developed by Walter A. Shewhart in the 1930s. 

Over the years, manufacturing heavyweights Toyota, Motorola, GE, and Ford Motor Company got in on the action. They took the concept and fine-tuned it into the well-known method for process improvement we know today. 

It’s since been adopted by a range of industries, from production to software development, to help teams work smarter, rather than harder. 

What is the DMAIC process?

DMAIC stands for Define, Measure, Analyze, Improve, and Control. 

Together, these form a five-step process that businesses use to improve efficiency. It’s often linked to Six Sigma, but it can form the foundation of any lean process, from Poka Yoke to PDCA and beyond. 

Think of it as a five-step plan for improvement. 

1. Define: First, you find out what needs fixing. Think about customer needs and broader goals. 
2. Measure: Next, you gather information about the current system or process to understand what’s going on. This gives you a baseline against which you’ll measure improvements.  
3. Analyze: After that, you hold a magnifying glass up to the information to figure out what the problem’s root causes are. 
4. Improve: Next, you come up with ways to make things better and try them out. The goal here is to improve overall processes. 
5. Control: And finally, set up controls to make sure the changes stick so the problem doesn’t come back. 

What are the benefits of DMAIC?

• It helps you be more efficient: DMAIC helps you create a more streamlined organization, and it does that via a clear 5-step path. This means everyone knows what comes next, and what they need to do. 

• It helps you get to the heart of a problem: It does this by zooming in on what’s actually causing the issues, rather than just putting a band-aid over the symptoms. 

• It uses data for real change: This means decisions are fact-based, rather than hunch-based. It also means you’re measuring all those improvements, so you can prove the changes you make actually work. Having data-based benchmarks also helps you avoid slipping back into the way things were.  

DMAIC vs. DMADV: what’s the difference? 

Two acronyms beginning with D, both integral parts of Six Sigma designed to improve business practices. Confused? It’s actually really straightforward. 

DMAIC is for improving existing processes, whereas DMADV (which stands for Define, Measure, Analyze, Design, Verify) is for developing brand new processes or products. And that’s all there is to it! 

When should you use the DMAIC process?

DMAIC helps you understand your work better, root out what’s not working, and make improvements that stick — who doesn’t want that?

But hold on just one moment. Knowing whether it’s what you need (or not) can save you time and energy. So consider “Recognizing” as the first, silent step of the process, making it RDMAIC. 

DMAIC is best for projects where you can gather data and measure results. Do your processes feel messy or unstable but need structure? That’s a sign that DMAIC might help you find stability and create real change.

Questions to ask yourself: 

• Do you have a clear problem you want to solve?
• Is there enough data available to measure your process? (this is an important one)
• Are the symptoms of the issue known but not the cause?
• Can the problem be broken down into smaller parts to tackle step by step?
• Is your team ready to commit to a thorough and iterative approach?

When shouldn’t you use the DMAIC process?

• The problem is unclear or constantly changing: DMAIC is designed for stable-ish projects with defined issues. If your problem keeps shifting, the process might feel like you’re chasing shadows.
• Data is limited or unavailable: Data is the backbone of DMAIC. Without reliable data, it’s difficult to make evidence-based decisions, meaning DMAIC will be less effective.
• A quick fix or immediate action: DMAIC is thorough, which can mean slower results. If you need a fast, straightforward solution, DMAIC might be a bad shout. 
• You need innovation rather than improvement: DMAIC is great for refining existing processes. If you’re exploring uncharted territory, or it’s a creative breakthrough you’re after, a less structured approach will probably be a better shout.

How to get started with the DMAIC process 

Taking the time to consider the above questions can help you figure out if it’s right for you. If you answered a resounding “yes” to most of the questions back there, DMAIC might be just what you’re looking for. Here’s how to do it. 

Phase 1: Define 

Welcome to the first (official) phase of the DMAIC process — Define. 

We’re looking to define several things here. What needs fixing, who we need to involve, and what our goals are.

This phase is also about getting everyone up to speed, and collecting as many insights as you can. By the end of it, you’ll have a snapshot of the current landscape and clarity about the changes you need to make.

Here is what you should accomplish in this phase:

• Define the problem statement. What issue(s) are you trying to fix?
• Set clear project goals. What do you want to achieve?
• Outline the project’s scope and boundaries. What you won’t do is as important as what you will do. 
• Create a Value Stream Map (VSM) that outlines every step.
• Develop a Voice of the Customer Table (VOCT) to keep the customer front and center.
• Identify all stakeholders, internal and external.
• Estimate the project’s impact (a SWOT diagram can help you here).
• Estimate timelines and deadlines.

Phase 2: Measure 

This phase is all about collecting quantifying data to understand current performance. Areas you might look at include time measurements, error rates, customer feedback, and so on. This will be your starting point for improvements, so be brutally honest. 

Here is what you need to do during this phase: 

• Collect data on the current process metrics.
• Create a baseline for performance measurements.
• Define input, processes, and output indicators.
• Use statistical methods to analyze the data and identify trends. 
• Validate the measurement system to make sure it’s reliable. 
• Record the findings in a clear and organized manner. 
• Highlight any discrepancies between customer expectations and actual performance via process capability analysis. 
• Prepare for the next phase by summarizing key insights and implications.

Phase 3: Analyze

This phase involves diving deep into the data you collected during phase two to uncover the root cause (or causes) of the problems you’ve identified. It’s about spotting patterns and using those to shape the next steps. 

Your team will need to be up to speed with a range of data analysis techniques,including root cause analysis and process mapping. By the end of this phase, you should know exactly what’s slowing you down. 

During this phase, make sure you do the following: 

• Analyzed the data via a root cause analysis to find the core of the problem. 
• Run a failure mode and effects analysis (FMEA) to find other problems and inefficiencies. 
• Use diagramming tools to visualize the data and its implications.
• Confirm hypotheses on the causes of your performance gaps.
• Work with stakeholders to verify findings and gather insights. 
• Raise any critical findings that deviate from initial assumptions. 
• Prepare for the next phase by noting down potential solutions based on your analysis.
• Implement a process control.

Phase 4: Improve

You’ve got your insights. Now it’s time to turn them into feasible strategies. You’ll spend this phase brainstorming and ranking solutions that can tackle the problems you’ve uncovered. 

This involves working with your team to develop ideas, assessing their feasibility, and prioritizing them based on their potential impact. By the end of it, you should have a clear plan for moving forward with your chosen plan(s).

Here’s what you should do during this phase: 

• Generate and prioritize solutions based on your data analysis.
• Evaluate the feasibility and impact of each proposed solution. 
• Develop an action plan for implementing the chosen solutions. 
• Engage stakeholders to gather feedback and refine the solutions. 
• Write down the improvement strategies and their expected outcomes.
• Revise and develop process maps based on your findings.
• Consider testing your changes first via a pilot to determine the expected benefits of a full-scale rollout. 
• Use continuous development techniques like Kaizen for iterative improvements. 
• Prepare for the next phase by setting up metrics to measure success.

Phase 5: Review and test

This phase is about making sure the improvements we’ve made work as planned — and stick around. 

This means setting up ways to measure success and making sure everyone understands their role in keeping the process on track. Think of this phase as a safety net to catch any issues before they grow.

Your team should use simple tools like charts and checklists to monitor progress, while regular meetings can help everyone stay updated and share any concerns.

Here’s what you should aim for during this phase:

• Implement the new process.
• Set up clear metrics to measure the success of your improvements.
• Integrate quality control into these metrics. 
• Continuously monitor performance to catch any issues early.
• Train team members on the new processes and their roles.
• Confirm fewer issues while keeping an eye out for new problems.
• Look for opportunities to make extra improvements.
• Continually streamline processes.
• Share lessons learned. 

Project management tools simplify the DMAIC process

Project management software helps teams stay organized and on track. With clear schedules, deadlines, and a central place for all the project info, everyone knows what needs to be done and by when.

With Backlog, our own PM tool, you see what’s on track and what needs extra attention thanks to real-time updates and notifications. Plus, because it’s cloud-based, team members can log in whenever, wherever, and share information, giving everyone the insights they need to make better decisions. 

Using it to power your DMAIC efforts means better collaboration and transparency. But best of all, it tracks your efforts automatically, so the ‘measure’ phase is a breeze, and the analyze phase is simplified. This means less time collecting and crunching numbers, freeing you up to focus on innovating and managing. Ready to take Backlog for a spin?