The Define phase stands as the crucial foundation of any Lean Six Sigma project, setting the trajectory for everything that follows. Within this phase, one of the most critical yet often underestimated tasks is identifying and defining the resources required for project success. Without proper resource allocation and planning, even the most promising improvement initiatives can falter, leaving organizations frustrated and falling short of their objectives.
Understanding the Define Phase in Lean Six Sigma
The Define phase represents the first step in the DMAIC (Define, Measure, Analyze, Improve, Control) methodology. This phase establishes the project’s scope, objectives, and deliverables while identifying the resources necessary to achieve desired outcomes. Resource definition during this phase directly impacts project velocity, quality of outcomes, and overall success rates. You might also enjoy reading about SIPOC Analysis Explained: Understanding Your Process at 30,000 Feet.
Organizations that excel in resource definition during the Define phase experience 47% higher project completion rates compared to those that approach resource planning haphazardly. This statistic underscores the importance of methodical resource identification and allocation from the project’s inception. You might also enjoy reading about How to Calculate ROI in the Define Phase: Building a Compelling Business Case for Lean Six Sigma Projects.
Categories of Resources Required for Project Success
Human Resources
The human element remains the most valuable resource in any Lean Six Sigma project. Defining the right team composition involves identifying individuals with appropriate skills, availability, and authority to drive change.
Consider a manufacturing company implementing a defect reduction project. The resource requirements might include:
- One Black Belt project leader with 60% time allocation over six months
- Two Green Belts contributing 30% time for four months
- Four process operators providing 10 hours per week for data collection
- One quality engineer for technical analysis at 20% capacity
- Subject matter experts from engineering, maintenance, and production departments for periodic consultation
This example demonstrates how diverse skill sets combine to form a comprehensive project team. The Define phase must specify not just who is needed, but their time commitment and expected contribution.
Financial Resources
Budget allocation during the Define phase prevents mid-project surprises and ensures adequate funding for all activities. A detailed financial resource plan includes:
For instance, a healthcare organization launching a patient wait time reduction project might allocate resources as follows:
- Software licenses for process mapping and statistical analysis: $3,500
- Training materials and workshops: $2,000
- Time study equipment and data collection tools: $1,800
- Consultant fees for specialized expertise: $8,000
- Implementation costs for process changes: $12,000
- Contingency fund (10% of total budget): $2,730
Total project budget: $30,030
This level of financial detail during the Define phase enables stakeholders to make informed decisions about project viability and return on investment expectations.
Technological Resources
Modern Lean Six Sigma projects rely heavily on technology for data collection, analysis, and monitoring. Technological resources might encompass:
- Statistical analysis software such as Minitab, JMP, or SigmaXL
- Process mapping tools like Visio or Lucidchart
- Data collection systems and sensors
- Project management platforms
- Communication and collaboration tools
A retail organization optimizing inventory management would need to define technological resources including inventory tracking systems, predictive analytics software, database access for historical sales data, and dashboard tools for real-time monitoring.
Time Resources
Time represents a finite and irreplaceable resource. The Define phase must establish realistic timelines for project completion and intermediate milestones. A well-structured timeline for a customer service improvement project might look like this:
- Define phase completion: 3 weeks
- Measure phase with data collection: 4 weeks
- Analyze phase for root cause identification: 3 weeks
- Improve phase with solution implementation: 6 weeks
- Control phase with monitoring systems: 4 weeks
Total project duration: 20 weeks
This timeline helps team members understand their commitment and allows the organization to coordinate resources across multiple concurrent projects.
Practical Framework for Resource Definition
Step 1: Project Charter Development
The project charter serves as the cornerstone document for resource definition. It articulates the problem statement, project goals, scope boundaries, and preliminary resource estimates. A comprehensive charter answers these questions:
- What specific problem are we solving?
- What resources do similar past projects require?
- What constraints exist regarding resource availability?
- What is the expected return on resource investment?
Step 2: Stakeholder Analysis
Identifying stakeholders reveals hidden resource requirements. Each stakeholder group may require specific resources for engagement, communication, or change management. For example, a hospital implementing a medication error reduction project identified these stakeholder resource needs:
- Nursing staff: Training sessions during three shift changes requiring backfill coverage
- Pharmacy department: Dedicated liaison spending 5 hours weekly
- IT department: Developer time for system modifications estimated at 80 hours
- Administration: Monthly executive briefings requiring presentation materials and analysis
Step 3: Risk Assessment and Resource Contingencies
Effective resource planning includes contingencies for identified risks. If a project depends on specialized equipment that might fail, backup equipment or service contracts become necessary resources. If key team members might become unavailable, cross-training or backup personnel represent critical resource considerations.
A logistics company planning a delivery route optimization project identified these risk-related resource needs:
- Backup GPS tracking units in case primary systems fail
- Secondary data analyst trained to step in if primary analyst leaves
- Extended software licensing to accommodate schedule delays
- Additional budget allocation for unexpected traffic pattern analysis requirements
Real World Application: Case Study
A mid-sized electronics manufacturer faced quality issues resulting in a 6.8% defect rate on their flagship product line. During the Define phase, the project team systematically identified required resources:
Human Resources: One Black Belt (50% allocation), three Green Belts (25% allocation each), eight production workers (data collection duties), two quality inspectors (full availability), and periodic input from engineering and supply chain teams.
Financial Resources: $45,000 allocated across statistical software ($4,000), measurement equipment calibration ($6,000), training ($8,000), process modification materials ($22,000), and consulting support ($5,000).
Time Resources: Five-month project timeline with weekly team meetings, daily data collection periods, and milestone reviews every three weeks.
Technological Resources: Advanced statistical software suite, automated inspection systems, data visualization tools, and cloud-based collaboration platform.
This thorough resource definition enabled the team to reduce defects to 2.1% within the projected timeline, generating annual savings of $340,000 against a resource investment of $45,000 plus personnel time.
Common Pitfalls in Resource Definition
Organizations frequently encounter these resource definition challenges:
Underestimating time commitments: Team members often cannot dedicate promised time percentages due to competing priorities. Building in 15-20% buffer capacity addresses this reality.
Overlooking soft resources: Change management support, communication plans, and training materials represent essential resources often omitted from initial planning.
Failing to secure commitment: Identifying resources differs from securing them. The Define phase must include formal commitment from resource providers, particularly for personnel assignments.
Ignoring opportunity costs: Resources allocated to one project become unavailable for others. Comprehensive resource definition considers these tradeoffs explicitly.
Measuring Resource Adequacy
The Define phase should establish metrics for monitoring resource adequacy throughout the project. Key indicators include:
- Team member availability percentage versus planned allocation
- Budget consumption rate versus project progress
- Timeline adherence with milestone completion tracking
- Resource utilization efficiency scores
These metrics enable course correction before resource shortfalls derail the project.
Conclusion
Defining resources during the Define phase transforms abstract improvement ideas into actionable projects with realistic success pathways. Organizations that invest adequate attention in comprehensive resource identification, quantification, and securing enjoy significantly higher project completion rates and better returns on their Lean Six Sigma investments.
The distinction between successful and struggling improvement initiatives often traces back to resource definition quality during the Define phase. Teams that meticulously identify human, financial, technological, and time resources position themselves for smooth execution through subsequent DMAIC phases.
As process improvement methodologies continue evolving, the fundamental principle remains constant: proper planning prevents poor performance. Resource definition exemplifies this principle, serving as the bedrock upon which successful Lean Six Sigma projects build lasting organizational improvements.
Enrol in Lean Six Sigma Training Today
Understanding resource requirements represents just one aspect of mastering Lean Six Sigma methodology. Comprehensive training equips professionals with the skills, tools, and frameworks needed to lead successful improvement projects from Define through Control phases. Whether you aim to earn your Yellow Belt, Green Belt, or Black Belt certification, structured training accelerates your journey toward process excellence.
Professional Lean Six Sigma training provides hands-on experience in project charter development, stakeholder analysis, resource planning, statistical analysis, and change management. You will learn to navigate common pitfalls, apply proven frameworks, and deliver measurable results that advance both your career and your organization’s performance.
Do not let inadequate resource planning undermine your improvement initiatives. Enrol in Lean Six Sigma training today and gain the expertise to define, secure, and optimize resources for project success. Your journey toward becoming a certified improvement leader begins with a single step. Take that step now and transform how your organization approaches operational excellence.
