Problem Solving and 8D Report – how to effectively navigate the problem-solving process

The 8D Report (Eight Disciplines) is a popular tool used for problem solving in enterprises, especially in the context of production processes and nonconformities reported by external customers.

Although the 8D method is systematic and the 8D report follows a structured format, its preparation can pose many challenges—not only in identifying the root cause of the problem but also in preparing and managing the 8D report itself. This includes documenting, monitoring actions, and verifying their effectiveness.

In a survey conducted among the Quality Academy community, it was found that problem solving remains one of the most challenging areas in quality management within organizations.

So, what are the most common pain points related to the 8D report?

Complexity of the process

The 8D method requires a meticulous approach to each of the eight steps. This poses a challenge, especially for less experienced teams, when there is a lack of appropriate tools for communication and documenting information related to the issue being addressed.

See how the process of documenting and managing the creation of the 8D report can be simplified:

Time-consuming nature

Conducting the full 8D process is time-consuming, especially in organizations that must manage multiple issues simultaneously using inefficient tools like spreadsheets.

Team and responsible persons’ engagement

The 8D process requires collaboration among an interdisciplinary team and precise communication channels. Coordinating the work of many people from different departments is challenging, particularly when there are differences in priorities or a lack of effective tools for assigning tasks, resolving them, and verifying their effectiveness.

Data Access

Effective problem analysis and implementation of appropriate actions require access to complete data about the issue for all stakeholders. In practice, when using Excel/Word forms, there are often difficulties accessing the full, necessary data about the problem, which affects the quality of analysis and the actions taken by individual people involved in problem resolution.

Cause Identification

Identifying the root causes of the problem’s occurrence and non-detection (root cause analysis) presents many challenges, especially if the problem is complex. Finding the cause of the occurrence and non-detection of nonconformities requires the use of problem-solving tools that can be easily integrated into the 8D report. Is it really necessary to use several separate sheets for tools such as 5W2H, Ishikawa, 5 Whys, Brainstorming? Of course not. These activities can be carried out in a single place using appropriate software where all stakeholders have access to the collected and analyzed data.

Supervision and Verification of Action Effectivenes

Monitoring the results of implemented actions and verifying their effectiveness requires constant attention. Without the proper tool, this becomes nearly impossible. Notifications about the arising problem, task assignment, monitoring the status of action implementation, and evaluation of their effectiveness are the foundation for effective and efficient NONCONFORMITY MANAGEMENT.

Evaluation of Implemented Actions

Even after identifying the root cause, planning, and implementing appropriate corrective and preventive actions, these actions may prove ineffective. In such cases, it will be necessary to inform the team member and return the actions for revision/improvement. This is one of the most frequently overlooked stages, which, without an effective information exchange tool, can cause misunderstandings and delay the closure of complaints.

Understanding and Training

Employees should be properly trained in the 8D method and tools to apply them effectively. A lack of understanding of the methodology, or relying on ineffective auxiliary tools, usually leads to resistance from employees, errors, and ultimately the ineffectiveness of the entire problem-solving process.

Formalization and Documentation

The 8D method requires detailed documentation at every stage, which can be an administrative burden. Maintaining an appropriate level of documentation is crucial, but without suitable software, it is often perceived as bureaucratic and time-consuming.

Lack of Appropriate Tools for Nonconformity Management

Although the 8D report is a powerful problem-solving tool, its effective use requires the right approach, team engagement, time, and resources. Organizations must be aware of these challenges to efficiently utilize available resources and maximize the benefits of applying the 8D method.

Difficulty in Collecting Data for Analysis and Reports

Creating summaries, reports, and calculating KPIs such as cost of poor quality, PPM rates, number of nonconformities, or categories of root causes consumes a lot of time and resources that you probably spend monthly. Meanwhile, with the right software, it is possible to oversee and present ready reports in real time on aspects related to nonconformities.

All the above pain points can be effectively addressed by using an efficient tool in the form of software that meets the requirements of standards, quality management systems, and customer demands.

Comprehensive software for problem solving using the 8D method was developed in collaboration between the Quality Academy and Ingenes — the creator of a dedicated quality management system for enterprises, offering extensive customization options tailored to individual needs.