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A PDSA template is a tool used by organizations to document the testing phase for changes, using the framework of the Plan-Do-Study-Act (PDSA) cycle. It helps streamline tasks, actions, and critical information when testing out an idea, concept, or suggestion by temporarily implementing a change in a process to analyze its impact and results. In most cases, the PDSA cycle is applied in the healthcare industry, but it can also be practiced in construction, retail, hospitality, and almost any sector seeking to test ideas and improve strategic processes.
The most common difference between the two lies in each cycle’s third stage. PDCA uses “Check” while PDSA uses “Study.” PDCA allows organizations to focus on testing their current system and quality improvement processes, then use the “Check” stage to collect data and measure the results of the implemented change. PDSA, on the other hand, allows for a more in-depth analysis of the changes to be made. This is why it’s typically used by and within organizations in the healthcare industry.
With PDSA being a continuous improvement tool, an organization needs to establish an efficient system that opens up opportunities for change and growth to implement each of the cycle’s stages effectively. Since there can be a lot of tasks and processes involved in the overall cycle, using a PDSA template allows organizations to keep track of the set goals and objectives regarding the plan—from the brainstorming phase, up to its implementation or recommended next steps after the cycle. Also, using fillable forms makes it easier to record the necessary details, actions, and resources during each stage of the process.
PDSA has four stages: Plan-Do-Study-Act, each representing various questions to be answered and steps to be taken. Since the PDSA cycle is an iterative process—meaning it should be done repeatedly based on review and testing—the steps under each stage can be modified depending on the results.
Before performing the PDSA cycle, it’s important to use the Model for Improvement to help establish a more detailed approach to the change, idea, or solution being tested. This aims to let you define the primary gap that the PDSA cycle is trying to focus on.
These three questions for improvement must be answered before proceeding to the PDSA cycle:
Aim – What are we trying to accomplish?
Measures – How will we know that a change is an improvement?
Opportunities – What change can we make that will result in an improvement?
Stages of PDSA
The Plan stage allows your team to define the objectives of the PDSA cycle, make predictions on the results, and explain why these results are expected to happen. Some guide questions to be used in this stage include the following:
What change are we testing with the PDSA cycle?
Who will be in charge of carrying out the plan?
What are our predicted results?
How long will it take for the change to be implemented?
What data or information must be collected to tell if it’s an opportunity for improvement?
Following up on the questions you answered in the first stage, the Do phase now focuses on implementing the plan or project and gathering key information. It’s important to document every kind of detail, such as experiences, issues, and discoveries that may arise during the test.
Now, it’s time to look at the results from an in-depth perspective. The third stage is where you and your team members analyze or Study the test results and explore the details you’ve documented. Next, compare the results with the initial predictions you made during the Plan stage. Further, map out conclusions that best fit the gathered data.
During the last phase, this is where you and your team can work on modifications and any other improvements needed to be done on the change before it’s fully implemented. Hence, this can also open up opportunities for succeeding PDSA cycles to be conducted.
The courses of action can be further categorized based on the nature of the test’s results:
Adapt – The proposed change was good, but, as expected, improvement and continued testing are necessary.
Adopt – The proposed change worked, so let’s proceed with the implementation planning.
Abandon – The proposed change wasn’t remarkable, so we won’t push through with the implementation.
To effectively write a PDSA cycle using a PDSA cycle template, follow these key steps:
Set the context by answering the three fundamental questions of the Model for Improvement. This establishes the purpose and scope of the cycle.
Plan the test by outlining the steps needed to implement the idea or solution. Define what you’ll do, who will be involved, when it will happen, and what data you’ll collect.
Do the test by carrying out the plan and documenting what actually happened, including any unexpected observations or challenges.
Study the results by analyzing the data collected and comparing the outcomes to your predictions. Identify what worked, what didn’t, and why.
Act on what you’ve learned by deciding whether to adapt, adopt, or abandon the change. Use these insights to inform your next PDSA cycle.
Here are the key pages and sections your PDSA template should include:
Start your PDSA template with a title page that includes the following details:
Project Title (Idea/Solution Being Tested)
Project Lead
Start Date
Expected End Date
Your PDSA template must also have a page dedicated to the 3 questions to be answered under the Model for Improvement. Text fields that can be used to input short or long-form answers are a simple yet straightforward approach for this.
Four separate pages must be allotted for the Plan-Do-Study-Act stages. Doing this helps you organize the questions, details, and action items you need to accomplish in each stage.
Utilize the last page of the template to include closing details like:
Notes
Recommendations and Next Steps
Sign-off
Now that you’re aware of what a PDSA template is and its essential contents, here’s an example of what it looks like when using it in Mitti (by SafetyCulture):
PDSA Template Sample Report | Mitti (by SafetyCulture)
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