The term A3 report comes simply from the size of paper which is used for the documentation of the report. The structure itself follows the PDCA methodology.
In the lean manufacturing world the best known use case of the A3 report is the problem solving report. In this case the responsible person from the quality department takes the A3 report, starts the problem solving actions and follows a systematic structure that makes it possible to describe the effects that are currently leading to a deviation from the standard. Using the A3 only makes sense when you don’t know the root cause yet. If you already know the root cause don’t waste your time. Fix it and go back to normal.
Let us go through the different stages of an A3:
Describe the problem:
The A3 gives you the chance to initially describe the problem or symptoms – this can be done verbally or as a sketch. Don’t forget to mention when it was and under what circumstances. No matter what it must be easy to understand.
Keep in mind that the target in Lean Management is always to train the people to improve their problem solving skills. Therefore if you are a quality representative try to coach the operators in this process or make a team work out of it.
The result of the description of the problem is the delta from the target state.
Root Cause Analysis:
Please be aware that your paper is only and A3 format. So either you go with an Ishikawa or a 5 Why. But not more. If you can’t conduct a root cause analysis with either on of these methods, the A3 is probably the wrong approach at all.
Counter Measures:
Following the PDCA plan your counter measures what you and your team or operators found out or might think have the most effect.
Lessons Learned:
Great you have done the job, you followed the PDCA and the root cause was found, defined measures helped and the problem is solved. No finalize the A3 report on where to find the documentation and what impact will it have on other operations as lessons learned.
When you are a quality representative using the A3 method ensure that the A3 report is also used for long term development of employees and quality standards.
With the help of the A3 report and a clear coaching through the quality department, all employees learn to recognize, evaluate and solve problems on their own. This is serving the general rule of continuous improvement (CIP)
Therefore the A3 systematic increases the problem solving competencies of your whole organization. And as already said, a problem is only the missing of an idea.
