PDCA-Based Smart Problem-Solving Process for Systematic Failure Management in SMEs

Small and medium-sized enterprises (SMEs) face persistent challenges in failure management due to limited resources, inadequate methodological support, and the absence of digital assistance systems. Current practices often rely on reactive, fragmented approaches with insufficient documentation, leading to recurring problems, inefficiencies, and increased quality costs.This paper presents a digitally supported, Plan-Do-Check-Act (PDCA)-based smart problem-solving process tailored to the specific needs of SMEs. Rooted in the principles of quality management, lean management, and failure management, the proposed process systematically integrates selected quality methods into the sub phases of the PDCA cycle. The selection and integration of these methods—based on their cognitive simplicity, practical relevance, and compatibility with SME constraints—enable structured decision-making directly on the shop floor.A key innovation lies in the development of a knowledge-based assistant system that provides context-sensitive guidance for each PDCA phase. The system not only supports users in applying appropriate quality methods but also enables the dynamic development of a failure knowledge base through structured documentation and systematic root cause analysis. In cases of unknown failure patterns, an interactive problem-solving platform enables users to identify suitable methods and interpret results through dialog-based interaction. This fosters organizational learning and builds a reusable knowledge infrastructure for failure prevention.The approach encourages a proactive failure culture in SMEs, transforming failures into learning opportunities. By facilitating low-threshold access to structured problem-solving and leveraging digital assistance, the system strengthens the methodological capabilities of employees and contributes to long-term quality improvement and cost reduction.The findings underscore the potential of method-integrated, digitally enhanced frameworks for transforming failure management into a sustainable strategic capability in SME production environments.