Are Six Sigma Tools Still Relevant?

The arrival of new promising technologies sometimes makes us question the best practices of the past. Are the principles of continuous improvement and Six Sigma methods still relevant? Should we continue to invest in process mapping and documentation despite the speed at which they need to change?

The answer is yes. Clear, simple, and efficient processes are the necessary foundation to maximize the benefits of new technologies, especially when it comes to intelligent process automation (RPA).

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Mapping as the First Step for Process Automation

Here are 7 reasons why process mapping is essential before launching an RPA initiative.

1. The existing process is often very complex and may contain unnecessary steps. Taking the time to analyze each task and each level of approval can allow us to eliminate certain steps and simplify the process.
2. RPA involves the coding of existing tasks and rules. These have often not been examined for many years and are not adapted to the current environment. Think about it, when was the last time you reviewed your processes in detail with stakeholders?
3. There are often steps described by those who perform them as “judgment-based,” but in reality, they can be transformed into more precise and consistent algorithms. If the decision made is based on specific criteria, it can be automated.
4. The level of knowledge and understanding of processes within companies is generally low. Organizations have standard operating procedures, but they are often poorly documented and outdated. Are there exceptions that are not documented? How will these exceptions be handled when the process is automated?
5. RPA often handles “swivel chair” processes that involve many back-and-forth movements across different systems. An RPA solution could collect data from multiple systems in a single step.
6. There are often control points integrated into human processes that are no longer necessary with RPA. Take the example of a purchase order. If the information on required quantities is copied by a human, it may be relevant to add a verification step to limit the risk of errors. However, if the data is extracted directly from the source and copied by a “robot,” we eliminate the possibilities of errors and, consequently, the need for a validation step.
7. Many companies have removed steps from existing processes that add value for the customer due to a lack of necessary resources. For example, in-process communications with customers regarding the status of their orders can be time-consuming for human workers but very easy to handle for robots. It is therefore important to review current processes not only to simplify them but also to uncover opportunities to create more value for the organization and its customers.¹

References

¹ Thomas H. Davenport, The AI Advantage, The MIT Press, 2019.

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Generative AI was not used in the ideation, writing, or review of this article.