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One of the most successful elements of the Kaizen method of continuous improvement is its dedication to implementing small incremental changes. Many of these changes come from groups known as quality circles, which we discuss in this article.
What is a Quality Circle?
Essentially, a quality circle is a group of employees who meet regularly to discuss issues concerning their processes and procedures in order to suggest improvements or solutions to known problems. As these people are the ones actually undertaking the tasks, their ideas are often invaluable in making the necessary quality improvements.
Although they should only be one part of a bigger continuous improvement initiative, quality circles can be very effective if they are:
- supported by senior management
- provided with access to necessary resources
- well managed and organized (there is normally a manager present to facilitate the circle’s discussions)
- made up of committed and engaged individuals (members of quality circles are often volunteers)
- empowered to implement their suggestions
How Quality Circles Work
There are no formal rules regarding how quality circles should be run. However, the following points can be used as guidelines:
- There is no set number of employees needed to form a quality circle but many consider six to nine members ideal. This number can offer a wide range of valid opinions and generate ideas, while still allowing everyone to contribute.
- It is important that the circle feel they can participate freely together, as their work will involve challenging assumptions and existing methods, examining data and exploring possibilities.
- The length and frequency of circle meetings will vary. The nature of the quality problems to be solved will determine how often the circle needs to meet and for how long.
- Meetings should be away from the work area, so that the circle members are free from distractions.
- Objectives for each initiative should be established quickly in order to provide focus.
- The circle should be able to call on help from outside parties and other resources as required.
What a Quality Circle Needs to Accomplish
To be successful, a quality circle needs to be able to:
- define what the problems in their area are
- recognize the problems impact on, and relationship with, other processes and procedures
- analyze the context in which problems exist, e.g. the areas they affect
- identify, understand and then verify what the cause of the problems are
- understand the quality objectives that need to be achieved
- establish the resources required to implement solutions
- clearly articulate what the solutions are
- devise a plan to implement the solutions
- implement the solutions
- gain buy-in from all relevant parties (e.g. senior management, colleagues, internal and external customers)
- put measures in place to monitor and control the implemented solutions
