A3 Report: A Comprehensive Knowledge Compendium

A3 Report – introduction

The A3 Report is a simple communication tool that contains the necessary information to:

• Make a decision regarding the approval of the presented proposal prepared by the implementation team
• Decide on the actions that must be taken by the team for problem-solving
• Provide information regarding implementation status for individual goals

The name itself comes from the fact that the report limits the person who prepares it to one page. Thus, it forces the “drawing” of a synthesis from the available information.

When to use an A3 Report

The answer may seem very simple. Why? Because one page of the report will, in most cases, be a better way than a more extensive document.

Of course, there are fields of science where we cannot avoid the extensive form of a prepared document. Nevertheless, in a dynamic production environment, a one-page structure has a significant advantage.

It is worth noting that although the data is presented on one page, we cannot afford “low quality.” It is important that the data is as effective as possible. This enables decision-makers to take appropriate action. We can achieve this by communicating the facts clearly and precisely. This ensures that people to whom it is presented will not have a problem understanding it.

Thus, we can conclude that the A3 Report is a great tool for clearly communicating the facts. Another advantage is the significant simplification or explanation of a more complex mechanism of problem formation.

As you develop A3 one-page reports, you will find over time that it enhances your communication skills and improves your information flow. Why is this important? Because in many situations that we deal with in production facilities, these two factors lead to disturbances and problems.

Advantages of A3 Report using

The basic advantages of using the A3 Report include:

• It shortens the execution time in relation to making a decision
• It is a tool supporting the process of mutual communication through employee involvement
• A standard method of communication, provided by the structure of the document
• It forces a learning process to prevent errors
• It teaches a constructive approach to the topic being solved
• This document supports making the right decisions
• It supports teamwork because it is not a tool prepared by one person
• The one-page report allows you to define the goal and approach to achieving it
• It is a tool for eliminating losses. As a result, it finds wide application in process improvement in line with the “lean manufacturing” philosophy.

A3 Report and troubleshooting

The structure of this document allows you to easily recognize the situation based on the available information. A universal factor that complements the creation of this document is the ability to see the problem where it occurs. We should also mention that preparation of the A3 Report “behind the desk” should not be practiced. Other aspects that are important for proper synergy between the A3 Report and our activities include:

• Consideration of a single problem
• Defining appropriate blocking actions (other names: interim, temporary, or immediate)
• Eliminating the root cause

A3 Report structure

When preparing to solve problems through the use of a one-page spreadsheet, we must answer the basic question: What is our goal? The next stages allow us to apply the appropriate methodology that will lead us to this goal. These stages include:

Step 1: Define the type of information and purpose

In this step, we answer the question of what the purpose of the report is and what conclusions we need to communicate. We must also ensure to answer the question: What conclusions should the person reading this document draw?

Step 2: Choose the type of A3 Report

This step is about the goal we want to address. We must remember that it is not only for solving problems. It can also be used to present proposals for improving quality, health and safety/ECO, energy consumption (so important nowadays), or improving efficiency. The document also conveys this information.

Step 3: Gather the facts

Dr. Deming used to say that without data, we’re just another person expressing an opinion. While working in the automotive industry, I remember the phrase “let data speak.” Thus, you already know what the goal of stage 3 is: prepare the appropriate information about the collected data and, if possible, analyze it.

Step 4: Check the collected data

Verify whether the report has a cause-and-effect sequence leading to the assumed conclusions.

A3 Report – tips on how to fill out the document correctly

Gathering the right information is only part of the job you need to do. How they are presented is also important. Below you will find the best practices that will improve the process of creating this type of document:

• Be specific with the facts. Do not assume that the person reading the A3 report will know what conclusions to draw. If the data provided is inconsistent or too vague, embarrassing misunderstandings can arise.
• Use the style of language to suit your audience.
• One picture is worth more than 1,000 words. For this reason, try to use diagrams and/or drawings where you think they are needed. One more important note on this point: do not repeat information in graphic form if it has already appeared directly in the text.
• You can handwrite the A3 Report – even with a pencil. However, it is important to use an eraser or corrector in case of a mistake. Thanks to this, the aesthetics of the document will always be at the appropriate level
• Check if the report is legible and clear. If you are unable to give a clear answer, ask a team member for help. Another alternative is to have the documentation verified by someone who has not previously had the opportunity to review such documentation.
• Finally, an additional note on vocabulary: avoid spelling errors. As with writing with a pencil, use an eraser if it occurs. If we do not ensure this, the person who reads it may get the impression that the document was prepared in a hurry. This, of course, translates into insufficient time for a proper analysis of a given issue.
• Use bullet points. This is a great solution to shorten the length of the text that appears in the description.

Quality tool for teams

If a team creates the A3 report, remember to have each team member sign it. This activity is not just about the signature itself. This approach gives others the opportunity to discuss the report with you. If the issue is related to the work of each shift, be sure to discuss it with all of them.

This situation occurs when we present a solution to eliminate a quality problem or improve work ergonomics at a given operating station.

Please remember also that this document doesn’t have to be beautiful. There is no need to prepare it on the computer. The most important thing is that the person to whom it will be presented should not have any problems while reading it.

You can download an editable Excel form for free on the Free Quality Tools

Document name: A3 Report – Excel template