Writing an improvement proposal is the first step toward enhancing a process or a part of a process. In production environments, creating an improvement proposal is often a precursor to fostering a culture of continuous improvement. But what exactly is an improvement proposal, and how can you create one yourself? After reading this blog, you will be ready to get started!
What is an improvement proposal?
An improvement proposal is a detailed plan outlining the intent to implement a specific improvement in a process, product, or work environment. The goal is to enhance one of these areas. In production environments, improvements are often focused on efficiency, quality, safety, or cost savings. When writing an improvement proposal, the focus could be on modifying machines, work instructions, or workflows. An improvement proposal often requires supporting data to demonstrate that the improvement is worthwhile. This data can include documented production results or analyses such as audits. From this starting point, you can create the improvement proposal, where a clear description of the problem and the proposed solution must be provided.
For production environments that work according to the Kaizen method or the PDCA (Plan-Do-Check-Act) principle, creating an improvement proposal is step one in the process. From the proposal, the cycle of identifying problems, seeking solutions, implementing solutions, and moving towards the next improvement proposal begins.
Why use an improvement proposal?
Writing an improvement proposal can support various goals. For example, it can be used as a basis for a permanent improvement that leads to a reduction in errors, waste, or lead times. It can also help increase customer satisfaction or improve safety. The main goal of creating an improvement proposal is to promote continuous improvement within the organization. By using improvement proposals, small changes become more achievable, which collectively have a positive impact on the overall productivity and efficiency of the production environment. Since input for an improvement proposal often comes from the shop floor, this proposal supports a bottom-up approach within the organization.
What does an improvement proposal include?
A good example of an improvement proposal contains several elements that together form a clear overall picture. To cover all these elements, you can follow the 5W1H method. This method stands for six key questions:
- What happened?
- Who was involved in the problem?
- Where did the problem occur?
- When did the problem arise?
- Why did the problem arise?
- How did it happen?
After answering all these questions, you will have a good understanding of the problem that occurred. Next, it is important to put a clear and concrete description of this problem on paper, along with a proposal for solving it, the expected benefits of the improvement, the resources needed to implement the improvement, and a feasible implementation plan.
Step-by-step guide to writing an improvement proposal
Want to write your own improvement proposal? It is essential to achieve a clear and convincing result. To help you with this, we have outlined a simple step-by-step guide. Follow these four steps to work in a focused way. This improvement proposal guide can be applied in all production environments.
Step 1: Describe the problem using the 5W1H method
Clearly describing the problem is the foundation of the improvement proposal. To describe the problem as thoroughly and clearly as possible, use the 5W1H method mentioned earlier. Make sure you answer the Who, What, Where, When, Why, and How regarding the problem. With this information, you can create a convincing improvement proposal.
Step 2: Determine the solution(s)
Now that the problem is clear, it is time to think about possible solutions. Consider different scenarios and approaches that could help find the perfect solution. Are there multiple options? If so, weigh the pros and cons of each and compare the results. Also, evaluate all the options in terms of feasibility, required resources, time frame, and personnel involvement. This ensures that the solution is both effective and realistic. Prepare to present the solution to the rest of the team, explaining how the solutions address the problem and why these solutions are the best choices. To be more convincing, use facts, data, and examples to support the proposal.
Step 3: Assess the difficulty of the change
Before you present the proposal convincingly, it’s important to assess the complexity of the potential changes. How difficult is it to implement the proposed changes? Will new technology be needed for the solutions? Does the staff require additional training to follow through with the implementation? These are all questions to consider when categorizing potential solutions. Divide the proposed options into the categories of ‘simple’, ‘medium’, and ‘complex’. The category a change falls into will provide insight into the time, resources, and budgets needed to implement the change within the organization. Now that you know which category the proposed solutions belong to, you can paint a realistic picture of the expectations.
Step 4: Describe the benefits of the change
A change is only interesting if the effort invested can be more than earned back. In this final phase of the improvement proposal guide, you work out the benefits of the change. Consider indirect benefits, such as increased customer satisfaction and a safer work environment. Also, think of direct benefits like lower costs, improved efficiency, higher productivity, and better process consistency. Always make sure to describe not only the benefits but also the potential risks. Explain how these risks can be minimized and demonstrate that the benefits clearly outweigh the costs, efforts, and risks associated with the change. With this final step, you will be best positioned to convince the rest of the team of your improvement proposal.
Curious about how your factory can improve?
Want to improve your factory in a smart way? Use a digital platform that automatically collects and analyses data, giving you immediate visual insight into your production environment’s performance. See directly where deviations or problems arise, create a more direct connection with the shop floor, and use the collaboratively identified bottlenecks to create new improvement proposals.
The EZ-GO platform helps you with all these steps by providing digital tools that support the daily tasks of both operators and managers. Checklists and forms are an important part of the platform. These digital lists are used to facilitate and track quality checks, safety inspections, and maintenance tasks. This reduces manual errors and increases process consistency – two advantages that lead to immediate improvements. With the action module, you can also submit improvement proposals, where you can describe the problem, the proposed solution, who is involved, and attach any supporting images. Everyone always has access to up-to-date information, and noticeable deviations can be reported on the spot, making improvement options visible quickly. Want to support and implement improvement proposals smartly? Then choose EZ-GO!