Project bottlenecks are frustrating, costly, and often deeply rooted in processes that haven’t been reviewed in years. Whether it’s stalled approvals, repeated rework, or production slowdowns, bottlenecks can derail even the most well-planned initiatives. At Thurman Co, we frequently see project teams struggle with recurring delays — but the good news is, there’s a methodical and proven approach to resolving them.
Enter DMAIC: a structured problem-solving methodology used within Six Sigma frameworks. DMAIC stands for Define, Measure, Analyze, Improve, and Control. This data-driven process is tailor-made for eliminating inefficiencies and unlocking smoother workflows.
Let’s explore how DMAIC can be used to solve persistent project bottlenecks—and how project managers can lead the charge.
Define: Get Clear on the Problem
The first step in DMAIC is defining the problem. Sounds simple, right? But too often, teams focus on symptoms rather than root causes. For example, saying “We’re always behind schedule” is vague. A better problem definition would be: “Prototype reviews are delayed an average of five business days due to lack of stakeholder feedback.”
During the Define phase, you’ll also outline project goals, establish the scope of your process improvement effort, and identify key stakeholders. Use tools like SIPOC diagrams (Suppliers, Inputs, Process, Outputs, Customers) to understand where the bottleneck sits in the broader workflow.
🎯 Tip: Make sure your problem definition is measurable and tied to a specific process — not just a general frustration.
Measure: Quantify the Delay
Once you’ve defined the problem, it’s time to measure the current state. In this phase, you’ll gather data to understand how long tasks actually take, how often delays occur, and where the biggest variances happen.
Let’s revisit our prototype review example. You might collect time stamps from recent project phases, stakeholder response times, or task cycle durations. This is also where you calculate baseline performance — your benchmark for improvement.
We explored the importance of setting baselines and tracking progress in our earlier article, “How Project Managers Can Drive Supply Chain Resilience”. In both supply chains and project timelines, data is your greatest ally in identifying what’s really going on.
Key Tools: Time studies, value stream maps, and process capability analysis.
Analyze: Identify the Root Cause
This is where DMAIC shines. In the Analyze phase, your goal is to determine why the bottleneck exists. Use root cause analysis techniques like:
* 5 Whys: Asking “why?” repeatedly until you reach the core issue.
* Fishbone (Ishikawa) diagrams: Mapping out possible causes by category (people, methods, materials, environment, etc.).
* Pareto charts: Prioritizing issues based on frequency or impact.
Returning to our prototype review delay, you might discover that reviewers receive too many simultaneous requests — or that the routing process for approvals lacks clarity.
🔍 Watch for Hidden Constraints: Sometimes bottlenecks are caused by policies or legacy systems no one has questioned in years.
Improve: Implement Targeted Solutions
Now that you know the root cause, it’s time to test solutions. During the Improve phase, you’ll develop and implement changes that eliminate or reduce the bottleneck.
Effective improvements could include:
* Creating a priority queue for time-sensitive reviews.
* Automating approval notifications or reminders.
* Redesigning the workflow to reduce handoffs or redundant steps.
We covered similar principles in “The Psychology of Change Management in Process Improvement”. Behavioral resistance is common, so involving stakeholders early and communicating the “why” behind changes is essential.
💡 Pilot Before You Scale: Test your proposed solution on a small scale to validate that it addresses the root cause without unintended side effects.
Control: Sustain the Gains
The final phase, Control, ensures that your improvements stick. It’s not enough to fix the bottleneck once—your team needs systems to maintain the new process and prevent regression.
Control strategies might include:
* Updated standard operating procedures (SOPs).
* Visual dashboards to monitor process cycle times.
* Regular review meetings or performance audits.
📈 Sustainability Matters: Control isn’t about micromanaging — it’s about giving teams the tools and visibility to succeed consistently.
Why DMAIC Works for Project Bottlenecks
Persistent project delays are rarely the result of a single misstep. They’re usually embedded in how processes are structured, communicated, and executed. That’s why DMAIC is so powerful — it forces teams to zoom out, gather evidence, and make deliberate, measurable changes.
By applying DMAIC, project managers can:
* Reduce lead times and rework.
* Improve stakeholder satisfaction.
* Increase throughput and on-time delivery.
* Build a culture of continuous improvement.
And perhaps most importantly, they can shift from firefighting to proactive leadership.
Final Thoughts
Every project has its hurdles — but they don’t have to become recurring roadblocks. By adopting the DMAIC approach, project managers can bring clarity, structure, and results to even the most entrenched bottlenecks.
Whether you’re managing a manufacturing rollout, digital transformation, or supply chain initiative, remember: Problems don’t fix themselves. But with DMAIC, you can fix them — and keep them fixed.
We help businesses manage projects to significantly impact their success and growth. When you’re ready to put your project in the hands of a trusted professional organization, contact us to learn more about working together.