ABB Basic Quality Tools Series

SMART Action list

A method for formulating clear objective actions

ABB Group 9AKK105151D0122

15 July 2010, Slide 1
 Specific
SMART action lists - Content
What is it for? Measurable

Use of SMART helps to create better project plans and task lists.
Achievable

Where could I use it? Relevant

Use it to clearly define the objectives of an improvement project.

Use it during a project or activity to clearly list tasks and objectives Timed
Use it to review successful completion of tasks and objectives.

How do I use it? ACTION Who By

When
Define the What, When & Who for the task(s)
Use the SMART characteristics to specify the tasks/objectives: Contact Georg to find out if they have
new instructions for blade alignment
Jake Jan 21

Specific and blade sharpening for the TBA800

line.
Measurable
Achievable Review existing shear blade Bob Jan 21
alignment and sharpening procedure
Relevant in the Total Productivity Maintenance
Timed (TPM) procedures with CC team

Risks and how to avoid them Meet at the TBA800 line to decide if a Bob, Jan 24
new instruction is needed. Jake, 14:00
Example Tim

ABB Group 9AKK105151D0122

15 July 2010, Slide 2
 SMART action lists - What are they for?

Uses of this tool:

Use SMART to create better actions for project plans and task lists.
SMART task lists give a clear objective view of what needs to be done, when and by whom.
SMART task lists can be reviewed at the end of a project/activity Did we do what we set out to do?

Expected Benefits:
By using SMART, objectives and tasks are thought through so that they are Specific, Measureable,
Relevant, Achievable and Timed. That way it is easy to understand what needs to be done and to
assess whether it has been successfully completed.

ABB Group 9AKK105151D0122

15 July 2010, Slide 3
 SMART action lists - Where could I use them?
Background:
SMART is a common acronym that is widely
used, although the meaning of the letters
used sometimes varies. Thus 'A' sometimes
appears as Appropriate, 'R' Realistic, etc.
These criteria may be used both to set and
assess objectives, acting as a checklist to
assure quality. Other criteria may also be
used, including: Clear, Challenging,
Customer-focused, etc.
Uses:
Use it to define an improvement projects
objectives.
Use it during a project or improvement activity to
clearly list tasks and objectives.
Use it to review successful completion of tasks
and objectives.

ABB Group 9AKK105151D0122

15 July 2010, Slide 4
 SMART action lists - How do I use them?
Procedure and Guidance Notes:
Tasks should detail What they are, Who they are to be completed by For example, Understand the response time of
Define What, and When. customer surveys in order to better plan
Who and When process activities.

Tasks and objectives should be specific and well defined. This helps SMART enables task characteristics to be
both the performer and the manager, as the performer knows what is clearly defined.
SPECIFIC expected and the manager is able to assess actual performance
against the specific objectives.

It is possible and practical to measure whether the task or objective

has been achieved
MEASUREABLE Identify exactly what is to be measured.

The objective should be realistic (in the timescale allowed)

When giving objectives/tasks, the person may not be able to achieve it
for various reasons, including a lack of skill, not having enough
ACHIEVABLE resources (equipment, tools, etc.), not having access to key personnel
and not having management support. Achievable objectives ensure
that everything is in place to achieve them.

The objective should be relevant to the organisations strategic

direction.
RELEVANT Tasks & Objectives should add useful value within the context where
they are being set, being aligned with strategies and higher goals.
There should be a target date for completion. Giving a time scale adds appropriate sense of
Timescales may also include details of delivery, stating (if relevant) urgency and ensures that the objectives do not
TIMED where objectives are to be completed. extend out over an unreasonably long timescale

ABB Group 9AKK105151D0122

15 July 2010, Slide 5
 SMART action lists - How do I use them?
Q1 - Measure Q2 - Analyze
Pareto of Module failures

300 120%

250 100%

200 80%

150 60%

100 40%

50 20%

0 0%
Loctite Unblasted Rust Torque Wrong Defect Inadequate Assembly
incorrect revision material amount of
oil

Q4 - Sustain Q3 - Improve
Sustain Action Who When
Ask Anders Thunstrm to buy a loctite Improve Action Who When
gun and follow up that it is done William Gu 2009 W4 Develop detailed intruction including
Define how many clicks on the LocTite definition of right amount of LocTite Ken Huang 2008 W50
gun that are needed Ken Huang 2009 W5 William
Develop detailed intruction including
Gu
application tool Ken Huang 2009 W6
Develop check list for product revision
for IRB1600 Evan Wu 2008 W51 Check and repair modules in stock 2009 W4
William Betty
Gu/Kenneth Zhang/
Training of operators on LocTite Gun Hart 2008 W6 Make process audit on production line Evan Wu 2008 W50
Ask Joni how to bring lessons learned to
William
next transfer project Sofia 2009 W3
KPI: points in product revision and Gu/Kenneth
system test for IRB1600 Training of operators on new instructionHart 2008 W50

ABB Group 9AKK105151D0122

15 July 2010, Slide 6
 SMART action lists - Risks and how to avoid them:
Risks :
All of the criteria are not used, meaning that
tasks/objectives are either not specific, measureable,
achievable, relevant or time based. The risk is that
tasks are not completed as set out, are late, not
relevant etc.
Task lists are not agreed
Task lists are not completed
Steps to avoid them :
Ensure each and every one of the 5 criteria are used
for each task / objective
Tasks should have ownership defined and agreed
before being published.
This is frequently a consequence of them not being
reviewed and followed up. Failure to complete specific
tasks may also be due to one of the SMART
characteristics being appropriately considered.

ABB Group 9AKK105151D0122

15 July 2010, Slide 7
 6. Review
SMART action lists - Example Review action list to verify completion

1. Define the who, what & when

ACTION Who By
When
Contact Georg to find out if they have new Jake Jan 21
2.SPECIFIC? instructions for blade alignment and blade
sharpening for the TBA800 line.
Review existing shear blade alignment and Bob Jan 21
sharpening procedure in the Total
Productivity Maintenance (TPM)
procedures with CC team
3. MEASUREABLE?
Meet at the TBA800 line to decide if a new Bob, Jake, Jan 24
instruction is needed. Tim 14:00

4. ACHIEVABLE?
6. TIMED?
5. RELEVANT?

ABB Group 9AKK105151D0122

15 July 2010, Slide 8