Operations & Workflow Management:
Tools & Techniques for the Research Administrator
What is Six Sigma and Why It Matters for Research Administrators
In the world of research administration, efficiency and compliance are essential. Yet, administrators face recurring issues like late proposal submissions, budget errors, and delays in award set-up. Inefficiencies not only create stress for staff but also put research funding at risk. Enter Six Sigma: a proven methodology that can help research administrators improve processes and outcomes.
I started my career at UC Davis and entered the world of Research Administration almost by accident – while working at the UC Davis Pavement and Research Center. I didn’t know it then, but I would go on to build the next 17 years of my UC career in this field. Along the way, I earned my MBA and several other accolades, but one of the most pivotal was becoming Lean Six Sigma certified.
Six Sigma taught me to:
- Define the problem
- Measure current performance
- Analyze root causes of defects
- Improve the process
- Control the improved process to maintain gains
Early in my career, my biggest fear when submitting grant proposals was missing a proposal deadline, overlooking a key detail or not compliant with a policy. Budget errors, in particular, weighed heavily on me. These concerns kept me up at night, compounded by a touch of imposter syndrome.
Why it Matters in Research Administration
In the complex, fast-paced world of research administration, accuracy, efficiency, and compliance are essential. Yet, administrators often face recurring issues such as late proposal submissions, budget errors, and delays in award set-up. These inefficiencies not only create stress for staff but can also put research funding at risk.
Enter Six Sigma: a proven, data-driven methodology that can help research administrators improve processes, reduce errors, and deliver better service to principal investigators and sponsors.
Although Six Sigma originated in manufacturing, its principles are highly relevant to the administrative functions supporting research. Consider the following examples:
How Six Sigma Applies
- Proposal Submissions: Many institutions face a high rate of last-minute or incomplete proposals. By applying Six Sigma, administrators can map the submission process, identify delays, and implement systems that ensure complete, timely and accurate submissions.
- Award Setup Delays: Setting up research accounts can be delayed due to incomplete documentation or unclear workflows. Using DMAIC (Define, Measure, Analyze, Improve, Control) framework, administrators can streamline communication standardize timelines, and reduce bottlenecks.
- Compliance Monitoring: With increased oversight from federal sponsors, consistent and accurate compliance monitoring is more critical than ever. Six Sigma enables data analysis of audit findings, leading to targeted improvements and risk reduction.
- Budget Accuracy: Errors in grant budgets can lead to revisions, delays, and reputational damage. Standardizing templates and implementing quality control checks can improve accuracy and save valuable time.
Benefits of Using Six Sigma in Research Administration
- Reduced rework and duplication of effort
Shorter turnaround times
Greater consistency in service delivery
Improved satisfaction among faculty and research sponsors
Enhanced compliance and audit readiness
You don’t need to be a certified Six Sigma Black Belt to apply its principles. Simple steps like documenting processes, tracking turnaround times, or reviewing common error types can have a meaningful impact. Over time, these continuous improvements build a more agile, responsive, and effective research enterprise.
In a field where the stakes are high and the margins for error are slim, Six Sigma offers a powerful framework to help research administrators do what they do best—support groundbreaking research with excellence and precision.
This methodology has been instrumental in helping me grow and develop my career, ultimately achieving my goal of becoming a Chief Administrative Officer.
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