PPS (Practical Problem Solving) Guide

A practical, gemba-based problem solving method for frontline leaders and teams

This guide provides simple, actionable steps for solving operational problems quickly. Designed for team leaders, supervisors, and operators to address daily issues at the shop floor.

PPS 8-Step Method - Fast, Practical, Gemba-Based Problem Solving

PLAN (Steps 1-5)
1

Clarify the Problem

Go and see the actual problem at gemba - observe what's really happening

Key Points

  • •Go to Gemba: Walk to the actual workplace and observe the problem firsthand with your own eyes
  • •See the Real Condition: Look at the actual parts, process, equipment, or product - not reports or data alone
  • •Talk to People: Ask operators and team members who work there daily what they see and experience
  • •Compare to Standard: Look at what should be happening (standard work, quality standards) versus what is happening
  • •Use 5W1H: Document Who, What, When, Where, Why, and How the problem occurs
  • •Take Photos or Samples: Capture physical evidence of the problem to share with others

Coaching Questions

  • →Have you personally seen this problem at gemba?
  • →What did operators tell you when you asked about it?
  • →What is the standard, and how does the current condition differ?
  • →Can you show physical evidence of the problem?
2

Break Down the Problem

Understand where and when the problem happens most

Key Points

  • •Point of Occurrence: Identify exactly where the problem happens (which line, station, shift, product)
  • •Use Simple Tools: Make tally sheets, check sheets, or simple graphs to track when problems occur
  • •Look for Patterns: Check if the problem happens more at certain times, with certain operators, or conditions
  • •Stratify the Data: Break down by shift, day of week, product type, or equipment to find patterns
  • •Focus on the Biggest Issue: Use Pareto thinking - which problem or location causes the most trouble?
  • •Make it Visual: Put charts or graphs where the team can see them at gemba

Coaching Questions

  • →Where exactly does this problem occur most often?
  • →When does it happen? Morning? Afternoon? Certain days?
  • →What patterns do you see in the data?
  • →Which part of this problem should we tackle first?
3

Set Target

Decide on a clear, measurable goal for improvement

Key Points

  • •Make it Specific: Use numbers - not 'reduce defects' but 'reduce from 50 to 10 defects per shift'
  • •Keep it Simple: The target should be easy for everyone to understand
  • •Make it Visible: Post the target where the team can see it every day
  • •Set a Deadline: Decide when you will achieve this target (days or weeks, not months)
  • •Check if Realistic: Can this be achieved with the time and resources available?
  • •Connect to the Problem: The target should directly address the problem you clarified

Coaching Questions

  • →Can everyone on the team explain the target clearly?
  • →How will we measure if we achieved it?
  • →Is this target challenging but achievable?
  • →When do we need to achieve this by?
4

Analyze Root Cause

Find the real reason the problem happens - dig deeper

Key Points

  • •Use 5 Whys: Ask 'why' at least 5 times to get past surface answers to the real cause
  • •Go Back to Gemba: Don't guess the cause - go observe and verify at the actual workplace
  • •Look at 4Ms: Check Man (people), Machine (equipment), Material (parts), and Method (process)
  • •Make a Simple Fishbone: Draw a simple cause-effect diagram with your team
  • •Test Your Theory: Try to confirm the cause by observing when it does and doesn't happen
  • •Don't Blame People: Focus on process, equipment, or method problems - not who made the mistake

Coaching Questions

  • →Did you verify this cause by observing at gemba?
  • →If we fix this cause, will the problem stop?
  • →Why did this cause happen? (Keep asking why)
  • →Is this a process problem or just human error?
5

Develop Countermeasures

Create simple, practical solutions that fix the root cause

Key Points

  • •Stop the Root Cause: Make sure your countermeasure prevents the cause from happening again
  • •Keep it Simple: Use the simplest solution that works - don't overcomplicate
  • •Think Prevention: Focus on preventing the problem, not just detecting it after it happens
  • •Use Poka-Yoke: Consider mistake-proofing devices or methods where possible
  • •Get Team Input: Ask operators and team members for ideas - they know the work best
  • •Plan Who Does What: Decide clearly who will do each action, by when

Coaching Questions

  • →Will this countermeasure prevent the root cause?
  • →Is this solution simple enough to maintain every day?
  • →What did the operators suggest?
  • →Who will be responsible for each action?
DO / CHECK / ACT (Steps 6-8)
6

Implement Countermeasures

Put the solution in place quickly and adjust as needed

Key Points

  • •Act Quickly: Don't wait - implement the countermeasure as soon as possible
  • •Try it First: Test the countermeasure on a small scale before full implementation if possible
  • •Involve the Team: Have operators participate in implementing and adjusting the solution
  • •Make Temporary Visual Controls: Use tape, labels, or simple signs to guide the new method
  • •Adjust on the Spot: If something doesn't work, fix it immediately - don't wait
  • •Document Changes: Write down what you changed, even if just handwritten notes

Coaching Questions

  • →Did we implement this quickly or are we delaying?
  • →What problems came up during implementation?
  • →Are operators able to follow the new method easily?
  • →What adjustments did we make on the spot?
7

Check Results and Process

Confirm the countermeasure worked and the problem is gone

Key Points

  • •Go Back to Gemba: Observe the process again to see if the problem still occurs
  • •Check the Numbers: Compare current performance to your target from Step 3
  • •Ask the Operators: Get feedback from team members - did it help? Any issues?
  • •Look for New Problems: Check if the countermeasure created any new problems or difficulties
  • •Use Before/After: Compare photos, data, or samples from before and after the change
  • •Check Regularly: Don't just check once - monitor over several days or shifts

Coaching Questions

  • →Did we achieve the target we set?
  • →Is the problem really gone or just reduced?
  • →What do operators say about the new method?
  • →Did we create any new problems?
8

Standardize and Share

Make the improvement permanent and teach others

Key Points

  • •Update Standard Work: Change the standard work documents, job instructions, or checklists
  • •Create Visual Controls: Make signs, color coding, or visual guides so the standard is obvious
  • •Train Everyone: Make sure all operators and all shifts know and can follow the new standard
  • •Remove Old Tools/Methods: Take away anything that might cause people to go back to the old way
  • •Share Horizontally: Tell other teams or lines about the solution - they might have the same problem
  • •Post the Learning: Put a simple one-page summary at gemba showing the problem and solution

Coaching Questions

  • →Did we update the standard work documents?
  • →Are all shifts trained on the new method?
  • →Is the new standard obvious and easy to follow?
  • →Which other areas could use this same solution?