Handling Occurrences with PDCA: From Concept to Practice in Qualiex/Qualitfy
Why use a structured method to handle occurrences?
Every organization faces problems in its daily operations. These may be process failures, nonconformities, incidents, or opportunities for improvement.
More important than simply “putting out fires” is transforming these issues into learning and continuous improvement.
This is where the PDCA cycle comes in: a simple yet powerful methodology that connects critical thinking with disciplined execution.
As discussed in the Quality Blog, PDCA is not just a management tool — it is a way of thinking.
Within Qualiex, this cycle becomes concrete through practical steps that guide the treatment of occurrences from start to finish.
PLAN – Planning
Concept
Planning is more than listing tasks; it is about deeply understanding the problem. Without clarity, any action becomes a quick fix.
In this phase, we aim to answer: what happened, why it happened, and how we will address it.
Key Articles:
- ISO 9001:2015 – 10.2 Nonconformity and Corrective Action
- Difference Between Major and Minor Nonconformities
- 5 Whys Method
- Ishikawa Diagram
- Root Cause of Nonconformities: Best Practices for Analysis and Identification
- 5W2H
- 3 Characteristics of an Action Plan That Does Not Work
- Action Plan: Planning, Execution, and Completion
In Practice (Qualiex/Qualitfy)
- Register the occurrence: clear description, attachments, category, and impact.
- Review and approve: validate whether the occurrence is relevant and should be addressed.
- Analyze the root cause: apply tools (5 Whys, Ishikawa) to avoid superficial or ineffective solutions.
- Create the action plan: use 5W2H to define what will be done, by whom, when, where, why, and how.
DO – Execution
Concept
A perfect plan is useless without proper execution. This stage requires discipline, engagement, and proper evidence documentation.
As the Quality Blog reinforces: the difference between growing companies and stagnant companies lies in their ability to put plans into practice.
Key Articles:
- How to Execute Action Plans?
In Practice (Qualiex/Qualitfy)
- Monitor tasks: each action has an assigned owner and a deadline.
- Execute and document: add comments, photos, reports, and files as evidence.
- Maintain communication: notify those involved and provide visibility into progress.
CHECK – Verification
Concept
To verify means assessing whether the actions truly worked. This stage is not about “completing tasks,” but about confirming effectiveness:
Was the problem actually resolved?
If the issue reappears, it means we have not yet found the true root cause or that the action plan was not adequate.
Key Articles:
- Why Don’t Recurring Nonconformities Decrease in Your Company?
In Practice (Qualiex/Qualitfy)
- Effectiveness check: record whether the actions achieved the expected result.
- Compare results: analyze indicators, recurrence, or team feedback.
- Critical reflection: decide whether the cycle can move forward or if it needs to return to the analysis phase.
ACT – Action / Standardization
Concept
If the solution worked, we need to institutionalize the improvement. If it didn’t, the PDCA cycle invites us to learn and start again.
As the Quality Blog says: “continuous improvement only happens when learning becomes practice.”
In Practice (Qualiex/Qualitfy)
- Standardization and dissemination: update procedures, train the team, and document best practices.
- Communicate changes: ensure everyone understands and applies the new standard.
- New cycle (when needed): if the actions were not effective, revisit the root cause analysis or create a new action plan.