Process of Ongoing Improvement (POOGI)

The Process of Ongoing Improvement (POOGI) is a practical, people-first approach that helps organisations grow, adapt and run more efficiently over time. It's about driving a culture where improvement becomes second nature. This mindset is no longer just helpful - it's essential. With the pace of change accelerating, at least 40% of businesses could disappear within the next 10 years if they fail to adapt to new technologies and ways of working.

Real-world improvement efforts demonstrate the importance of this. Around 36% of continuous improvement projects focus on product or service quality, and 31% aim to improve customer satisfaction - both of which are key to staying competitive.

While 38% of companies adopt improvement strategies during a crisis or turnaround, 62% use them to go from good to great. Whatever stage you are at, POOGI provides a clear, structured approach to help you keep moving forward.

What would happen if continuous improvement became part of your company’s DNA? How would it transform your operations, your culture, and your results?

1. Identify the Constraint

To improve your business, you need to focus on the biggest obstacle limiting your overall performance. This is your constraint - the weakest link that determines how much work gets done. Without identifying and addressing it, any other improvements you make won't have the full impact they could.

Look for signs that indicate where work is slowing down or piling up.

• Backlogs and delays - Is work piling up in one area while other areas remain idle?

• High stress in an area - Do people or machines at a particular stage appear to be constantly overworked?

• Long lead times - Are customers waiting longer than expected because of a slow part of the process?

• Excessive rework - Are mistakes being made repeatedly, causing delays and extra work?

• Idle time elsewhere - Do some teams or machines have to wait for work to move through a slow step?

Observing your workflow and talking to your team will help you identify where the bottleneck is. Finding your bottleneck is the first step to making real improvements. Once you know what's holding you back, you can focus on fixing it - rather than wasting effort on areas that won't make a real difference.

2. Exploit the Constraint

Once you've identified the bottleneck, the next step is to make the most of it without major investment. The aim is to maximise its efficiency so that it can do as much work as possible. Before spending money on upgrades, look for simple changes that will improve performance.

Focus on getting the most out of the constraint by eliminating waste and inefficiency.

• Reduce downtime - Is the constraint ever idle when it shouldn't be? Minimise breaks, retooling or waiting time.

• Prioritise high-impact work - Is the constraint being used for low-value tasks? Make sure it is focused on the most important work.

• Streamline processes - Are unnecessary steps slowing things down? Simplify workflows to keep the constraint running smoothly.

• Improve scheduling - Can you organise work better? Avoid overloading or under-utilising the constraint.

• Fix quality issues - Are defects causing rework? Reduce defects so that work flows efficiently through the constraint.

Small adjustments can make a big difference. Fine tuning the way the constraint works can increase output without adding resources, saving time, money and effort.

"Progress cannot be generated when we are satisfied with existing situations." - Taiichi Ohno

3. Subordinate Everything Else

Now that you've optimised the constraint, the rest of your operation needs to support it. Every other process should be adjusted to ensure that the constraint is always working at full capacity. If other steps in the workflow aren't aligned, they can slow things down and waste valuable time.

Make sure that all other activities help, rather than hinder, the efficiency of the constraint.

• Balancing workloads - Are upstream processes sending too much or too little work? Maintain a steady flow to avoid overloading or starving the constraint.

• Avoiding unnecessary work - Are non-essential tasks causing delays? Focus only on what contributes directly to output.

• Improve handoffs - Are there delays in handing off work to the constraint? Ensure smooth transitions between steps.

• Coordinate resources - Are support functions (such as maintenance or material supply) prioritising the needs of the constraint? Make sure they are.

• Align performance metrics - Are teams focused on the wrong objectives? Shift priorities to support the constraint, not just local efficiency.

Matching everything to the constraint creates a system that works together, not against itself. This keeps production flowing, avoids bottlenecks elsewhere and maximises overall output.

4. Elevate the Constraint

If you've optimised the constraint and aligned everything else around it, but it's still limiting your overall output, it's time to increase its capacity. This step requires investment - whether in equipment, people or new processes - to remove the constraint permanently.

Look for ways to increase the capacity of the constraint to handle more work.

• Adding resources - Can you hire more people, buy another machine, or increase hours?

• Automating tasks - Are there repetitive processes that could be handled by technology rather than people?

• Upgrade equipment - Is an outdated machine slowing things down? Consider investing in a faster or more efficient model.

• Train staff - Are skills gaps causing delays? Providing additional training can improve efficiency.

• Review policies - Are internal rules or procedures limiting performance? Adjust them to remove unnecessary constraints.

Increasing the capacity of the constraint is a significant step, so focus on changes that will have the greatest impact. Once the constraint is increased, a new bottleneck will eventually emerge - so be prepared to repeat the process and keep improving.

5. Repeat the Process

Improvement is never a one-off fix. Once you've removed the constraint, another part of your system becomes the new bottleneck. To keep making progress, you must continually identify and address the next weakest link. This cycle of improvement ensures that your business remains efficient, competitive and adaptable.

Make POOGI an ongoing habit.

• Regularly reassessing your workflow - Where is work slowing down now? Keep an eye on performance metrics and employee feedback.

• Identifying the new constraint - What is the next limiting factor? Use the same process to find and address it.

• Standardise successful changes - Have previous improvements worked well? Make them part of daily operations.

• Foster a culture of improvement - Are people empowered to identify and solve problems? Engage your team in the process.

• Remain flexible - Have market conditions or business needs changed? Adjust priorities accordingly.

Continuous improvement isn't about perfection - it's about progress. Repeating this process creates a business that constantly evolves, adapts and grows stronger over time.

Best Practices for Implementing POOGI

Successfully applying the Process of Ongoing Improvement (POOGI) requires more than just following the steps - it requires the right mindset and approach. A structured, data-driven and people-focused implementation will ensure long-term success.

To get the best results, focus on key areas.

• Encourage a culture of improvement - Do people feel empowered to suggest and implement change? Involve them in identifying and solving problems.

• Use data to make decisions - Are you tracking key performance indicators? Regularly measure efficiencies, bottlenecks and overall system performance.

• Align improvements with business objectives - Are you focusing on the right things? Ensure that changes contribute to increased productivity, profitability or customer satisfaction.

• Communicate clearly - Do all teams understand why changes are being made? Keep everyone informed so they can work together effectively.

• Be adaptable - Are you open to change? Conditions change over time, so flexibility is key to continuous progress.

POOGI isn't about quick fixes - it's about building a system that continually improves. By applying these best practices, you'll create a business that is constantly evolving, becoming more efficient and staying ahead of the competition.

"Small daily improvements over time lead to stunning results." - Robin Sharma

Implementing the Process of Ongoing Improvement (POOGI) is a journey, not a destination. Continually identifying and addressing constraints creates a culture of efficiency and adaptability that drives long-term success. As you apply these steps to your business, remember that improvement is a continuous process. Each cycle of POOGI brings you closer to increased productivity, reduced waste and improved overall performance.

When you think about your business, where do you see the greatest potential for growth and how can you start to capitalise on it now?

By adopting this mindset, you'll not only solve today's challenges but also position your organisation for future growth and innovation. Keep refining, keep improving and your business will thrive.