What is an A3 Template?
An A3 template is a Toyota-pioneered practice that comprises a problem-solving report. It involves getting a problem, its analysis, corrective actions, and the action plan down on a single sheet of A3-sized paper. This is often done with the use of graphics. At Toyota, A3 reports have evolved into a standard method for summarizing problem-solving exercises, status reports, and planning exercises like value stream mapping.
Questions to ask yourself before you begin the A3 template:
Before you begin your A3 template, ask yourself these questions:
- What is the need to do this project?
- Why solve this problem at all?
- What is the loss if this problem isn’t solved?
Asking these questions before you start an A3 report will help you link the problem-solving process with the business objectives. Any problem, even if solved successfully, doesn’t garner the management’s attention unless it is aligned with the business objectives. Additionally, try to aid the background with numbers wherever possible. Numbers are more easily understood compared to words and sentences.
Parameters of an A3 sheet:
- Current condition – Where does the problem currently stand? What is the current state? Try to express this using numbers. You can also use Pareto diagrams and trend graphs wherever appropriate.
- Target/ Goals – What is/ are the specific results needed by your company? What is/ are the numerical goals to be achieved? In other words, analyse how you will measure success. Trying to solve a problem without a goal is like throwing darts without a dartboard in view.
- Analysis – Identify the root causes of the problem. Then ask yourself why you are experiencing the problem/ symptom? What is/are the constraints that come in the way to achieve the goal? You can use tools such as tree diagrams, five-why analysis, fishbone diagrams, etc. You can also use relevant pictures to the analysis viewpoints.
- Proposed countermeasures – What is your proposal to reach the future state? What alternatives could be considered? How will you choose among the alternatives? What are the decision-making criteria? The key is to be specific and avoid generic countermeasures.
- Plan – Who will do what, when, how, and where? A Gantt chart will help here. Address these questions: How will we know if the actions generate the required impact? What are the critical visual, most natural, and easy to track and understand success measures?
- Follow up – How will you know if progress is made? What are the risks, if any? How do you overcome them? What should the frequency of meetings be to review the progress? Use a PDCA approach in these cases.
- Others – A few other parts could be constraints and scope.
Why do you need an A3 template?
It is important to track your progress on improvement opportunities. It is even more important to communicate this progress to stakeholders, team members, process owners, and others as required. An A3 report addresses this question – How should I communicate a progress report?
An A3 report is a 1-page snapshot that provides a quick summary of the progress on an improvement project. Keep it crisp and simple! The attention span of stakeholders is thin. Therefore, it helps everyone focus on real issues, root causes, and the countermeasures that are being worked upon.
However, it doesn’t make up for a detailed report that dives deep into every aspect of a project. If you need to make one such report, a PowerPoint presentation or a storyboard would be a better choice.
When to fill the A3 report?
Fill in the A3 report during the launch of your project. You should also update the report during your team and stakeholder meetings. Flash the report on a screen and fill in the various blanks in the report. This ensures that everyone is on the same page as you.
Figure 1 – A3 template