How do you leverage PFDs and process risk register and matrix for process improvement and innovation?

1 What is a process risk register and matrix?

A process risk register is a document that lists the potential risks that could occur in your process, along with their causes, impacts, likelihood, and severity. A process risk matrix is a table that categorizes the risks based on their likelihood and severity, and assigns them a color code (usually red, yellow, or green) to indicate their level of urgency. A process risk register and matrix help you to track, monitor, and communicate the risks in your process, and to plan appropriate actions to prevent or reduce them.

2 How to create a process risk register and matrix from a PFD?

To create a process risk register and matrix from a PFD, you need to review the PFD and identify possible risks that could affect each step, input, output, or resource. You can use the failure mode and effects analysis (FMEA) technique to systematically analyze these potential failures and their consequences. Then, record the risks in a process risk register, along with their causes, impacts, likelihood, and severity. Transfer the risks to a process risk matrix to assign them a color code based on their likelihood and severity. This will help you visualize the distribution and priority of the risks in your process. For each risk, you should also define the owner, the status, and the action plan.

3 How to use a process risk register and matrix for process improvement?

Once you have created a process risk register and matrix from your PFD, you can use them to improve your process by focusing on the high-priority risks (usually the red ones) and implementing the action plan to eliminate or minimize them. Monitor the progress and effectiveness of the actions, and update the status and color code of the risks accordingly. Additionally, review medium-priority risks (usually the yellow ones) to explore opportunities to optimize or enhance your process. Utilize tools like brainstorming, benchmarking, or value stream mapping to generate ideas for improving your process efficiency, quality, or customer satisfaction. Lastly, evaluate low-priority risks (usually the green ones) and consider potential for innovation or differentiation in your process. Experiment with new or alternative ways of delivering your process value through tools like design thinking, prototyping, or testing.

4 How to use a process risk register and matrix for process innovation?

In addition to improving your existing process, you can also use a process risk register and matrix to innovate by identifying gaps and needs not addressed by current risks or actions. To do so, you could utilize customer feedback, surveys, or interviews to understand the pain points, expectations, or preferences of stakeholders. Additionally, challenging the assumptions or constraints in your process that limit creativity or performance can be done through tools like SWOT analysis, what-if scenarios, or reverse engineering. Lastly, creating or adapting your process to meet emerging or future demands or opportunities can be achieved with trend analysis, scenario planning, or visioning to anticipate changes or trends that could affect your process.

5 How to maintain and update a process risk register and matrix?

A process risk register and matrix are not static documents, but dynamic tools that should be updated regularly to reflect the current situation and performance of your process. You should review your PFD and your process risk register and matrix at least once a year, or whenever there is a significant change in your process. Additionally, you should add, modify, or delete risks as needed based on data from your process execution, monitoring, or evaluation. Finally, you should adjust the likelihood, severity, color code, owner, status, and action plan of the risks in your process risk register and matrix as needed based on the results of your process improvement or innovation actions.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?