The Control Phase represents the final and perhaps most critical stage of the DMAIC (Define, Measure, Analyze, Improve, Control) methodology in Lean Six Sigma. While organizations often celebrate improvements achieved during earlier phases, the true measure of success lies in sustaining these gains over time. At the heart of this sustainability effort lies the development of comprehensive training materials that ensure knowledge transfer, standardization, and continuous adherence to improved processes.
Understanding the Importance of Training Materials in the Control Phase
When process improvements are implemented without proper documentation and training, they typically experience a phenomenon known as “process drift.” This occurs when employees gradually revert to old habits or develop variations in executing the new process. Research indicates that approximately 70% of process improvements fail to sustain themselves beyond the first year without proper control mechanisms, with inadequate training being a primary contributor to this failure. You might also enjoy reading about Service Industry Control: Sustaining Transactional Process Improvements for Long-Term Success.
Training materials serve multiple purposes in the Control Phase. They function as reference documents for current employees, onboarding tools for new team members, and standardization instruments that ensure consistency across shifts, departments, or locations. Moreover, well-developed training materials demonstrate organizational commitment to the improvement initiative and provide a foundation for ongoing refinement and optimization. You might also enjoy reading about Continuous Improvement Culture: Building Momentum After Six Sigma Success.
Key Components of Effective Training Materials
Process Documentation
The foundation of any training material begins with thorough process documentation. This includes standard operating procedures (SOPs), work instructions, and visual aids that clearly outline each step of the improved process. Consider a manufacturing example where a Six Sigma team improved a quality inspection process that previously resulted in a 12% defect escape rate.
Before improvement, the inspection process was inconsistent, with each inspector following their own methodology. After implementing improvements, the defect escape rate dropped to 2.3%. The training materials developed included detailed visual inspection guides with photographs showing acceptable versus unacceptable conditions, measurement protocols with exact specification ranges, and decision trees for handling borderline cases.
Performance Metrics and Monitoring Systems
Training materials must educate employees on the metrics used to monitor process performance and how to interpret control charts. Using our inspection example, the training materials included sections on understanding control charts, recognizing out-of-control conditions, and procedures for escalating concerns.
Sample data presentation in the training materials showed actual control chart examples from the first three months post-improvement:
- Week 1-4: Average defect rate 2.1%, all points within control limits
- Week 5-8: Average defect rate 2.4%, one point approaching upper control limit
- Week 9-12: Average defect rate 2.2%, stable process with no special cause variation
This historical context helps trainees understand what normal variation looks like versus situations requiring intervention.
Troubleshooting Guides
No process operates flawlessly indefinitely. Effective training materials include troubleshooting sections that address common problems and their solutions. These guides should be developed based on potential failure modes identified during the Improve Phase and any issues encountered during initial implementation.
For instance, the inspection process training materials included a troubleshooting matrix covering scenarios such as equipment calibration issues, unclear product specifications, and high-volume periods that might tempt inspectors to rush through procedures.
Developing Multi-Modal Training Content
Written Documentation
Written materials remain essential despite advances in other training modalities. Standard operating procedures should follow a consistent format throughout the organization, using clear language, logical sequencing, and appropriate technical detail for the audience. Avoid excessive jargon, but do not oversimplify to the point of ambiguity.
Best practices for written documentation include using active voice, breaking complex procedures into numbered steps, and incorporating checkpoints where employees can verify their understanding or completion of critical steps.
Visual Learning Tools
Visual aids significantly enhance retention and understanding. These include flowcharts, process maps, photographs, videos, and infographics. In our inspection example, the training materials featured side-by-side product images showing proper versus improper conditions, color-coded inspection zones, and laminated quick-reference cards that inspectors could keep at their workstations.
Video demonstrations prove particularly valuable for processes involving specific techniques or movements. A three-minute video showing proper inspection procedures provided clarity that several pages of written instructions could not match.
Interactive Training Modules
Modern training programs increasingly incorporate interactive elements that engage learners and provide immediate feedback. These might include computer-based training modules with built-in quizzes, simulation exercises, or hands-on practice sessions with coaching.
For the inspection process, new inspectors completed a qualification process involving practice inspections on sample products with known conditions. Only after achieving 98% accuracy on 50 consecutive inspections were they certified to perform actual production inspections.
Implementing a Structured Training Program
Initial Certification Training
The first exposure to improved processes requires comprehensive training covering all aspects of the new procedures. This initial training should include the rationale behind changes (helping employees understand why new methods are better), detailed instruction on how to perform each step, and assessment to verify competency.
A pharmaceutical company implementing an improved batch documentation process developed a two-day initial training program. Day one covered the background, regulatory requirements, and detailed procedures. Day two involved hands-on practice with sample documentation sets, culminating in a written assessment and practical evaluation. Only employees scoring 90% or higher on both assessments received certification to use the new system.
Refresher Training
Even well-trained employees benefit from periodic refresher training. These sessions reinforce key concepts, address common errors or drift observed through monitoring data, and update procedures as continuous improvement efforts yield further refinements.
Quarterly refresher sessions of 30 to 60 minutes help maintain focus and provide opportunities to share best practices that employees have discovered. Data from the ongoing monitoring system should inform refresher training content, addressing specific areas where performance metrics indicate potential issues.
Training for Trainers
Sustainability requires building internal capability to deliver training. Training materials should include facilitator guides that help trainers deliver consistent, effective instruction. These guides outline learning objectives, suggested timing for each section, discussion questions to engage participants, and guidance on conducting assessments.
Measuring Training Effectiveness
Training materials serve little purpose if they fail to produce competent performers. The Control Phase must include mechanisms for evaluating training effectiveness at multiple levels.
Immediate assessment through tests or practical evaluations confirms that trainees understood the content. However, true effectiveness becomes apparent through on-the-job performance. Comparing performance metrics between newly trained employees and experienced performers reveals whether training adequately prepares people for actual work conditions.
In our manufacturing inspection example, the organization tracked several metrics:
- Time to competency: New inspectors reached full productivity in an average of 8.5 days, compared to 14.3 days under the previous training approach
- Error rates: Newly trained inspectors maintained defect escape rates of 2.4%, only 0.1% higher than experienced inspectors
- Retention: Knowledge assessments conducted 90 days post-training showed 92% retention of critical concepts
These metrics validated the training materials and approach while identifying opportunities for refinement.
Maintaining Living Documentation
Training materials should never become static documents. As processes evolve through continuous improvement efforts, training materials must be updated accordingly. Establishing a formal change control process ensures training materials remain current and aligned with actual practices.
This process should include version control, regular review schedules, and clear accountability for updates. Employees should have easy access to the current version and understand how to suggest improvements based on their experiences.
Building a Culture of Continuous Learning
Beyond formal training programs, sustainable improvements require cultivating an environment where learning is valued and knowledge sharing is encouraged. Training materials support this culture by providing reliable references that employees consult when questions arise.
Organizations that excel in sustainment create communities of practice where employees regularly discuss processes, share insights, and collaborate on problem-solving. Training materials form the common foundation for these discussions, ensuring everyone operates from the same baseline understanding.
The Path Forward
Developing comprehensive training materials requires significant investment of time and resources, but this investment pays dividends through sustained improvements and organizational capability building. The organizations that achieve lasting results from Lean Six Sigma initiatives are those that recognize training not as a one-time event but as an ongoing commitment to excellence.
The Control Phase transforms temporary improvements into permanent organizational capabilities. Through well-designed training materials, standardized delivery methods, and continuous refinement, companies can ensure that the gains achieved through DMAIC projects continue delivering value for years to come.
Enrol in Lean Six Sigma Training Today
Understanding the Control Phase and developing effective training materials requires deep knowledge of Lean Six Sigma principles and practical experience in their application. Professional certification programs provide the structured learning, real-world case studies, and expert guidance necessary to master these skills.
Whether you are beginning your Lean Six Sigma journey or seeking to advance to Black Belt certification, formal training equips you with proven methodologies, practical tools, and credentials recognized across industries. The skills you develop will enable you to lead improvement initiatives, create sustainable change, and drive measurable business results.
Enrol in a Lean Six Sigma training program today and gain the expertise to transform your organization through disciplined process improvement. Your investment in professional development will yield returns through enhanced career opportunities, improved problem-solving capabilities, and the satisfaction of creating lasting positive change. Do not wait to develop the skills that organizations worldwide are actively seeking. Take the first step toward certification and join the community of professionals who are shaping the future of operational excellence.
