Using an a3 template has helped me to solve problems that saved my customers millions of dollars. The a3 problem-solving method is a proven process to solve big challenges in the workplace. It is my go-to method whenever I am faced with a problem that I have no idea how to solve.
It’s so common for people to jump to solutions when faced with a complex problem. Unfortunately, jumping to solutions rarely results in problems remaining resolved. Rather, a band-aid gets applied to a problem that will inevitably resurface in the future.
I get it, it makes sense to want to solve things quickly, so we get rid of the issue(s) and get back to business as normal. I’ve been guilty of taking this approach, which hasn’t worked out well for me.
In this post, I want to introduce you to the a3 template which can help you permanently solve challenging problems you face in the workplace. Also, be sure to check out the bottom of the page for a free downloadable a3 template you can start using right away!
What is an A3 Template?
Toyota created the a3 template as an easy-to-use methodical problem-solving tool. Yes, the car company! The process is a go slow to go fast strategy but rest assured that it is well worth the investment of time. Instead of resolving surface-level issues, the a3 template addresses root causes, ensuring complete problem resolution.
It is typically a go-to tool used in lean and six sigma organizations for solving challenging and complex problems. Additionally, it’s been growing in popularity as an effective problem-solving tool in many different organizations and industries around the world.
The name of the a3 template came from the size of the paper (a3-sized paper or an 11”x 17” sized paper) that was traditionally used by Toyota to document the problem and solutions. It is a 7-step, easy-to-follow process used while working through a problem. It is also intended to be a collaborative problem-solving tool for teams.
When To Use an A3 Template?
- Solving complex problems
- For cross-functional and end-to-end improvement opportunities
- Reporting out to stakeholders, managers, team members, etc. on the progress of the problem
- Strategic thinking
- Developing critical thinking skills on your team
- Developing strong problem-solving skills on your team
How To Fill Out An A3 Template
There are 7 steps in filling out a traditional a3 template. Remember, these steps work best when done collaboratively with other teams, employees, stakeholders, etc. Let’s jump into the steps:
Understand the current state / current situation
- Document what is currently happening. Try to quantify the data and use qualitative observations. For example, last month the website traffic was attracting 100,000 visitors a month and now it is only attracting 70,000 visitors a month. It seems like this drop in website traffic happened after the website got updated recently
Describe the ideal target state
- For this section, document what you (and the team) think success would look like. For example, get the website back to 100,000 visitors
Identify a SMART goal
- Using SMART goals are a best practice for setting goals. Here’s an example of a SMART goal for the scenario above: By the end of next month increase the visitor traffic by 30,000 to get back to 100,000 visitors a month
Identify the root causes of the problem
- Identifying root causes are all the factors and reasons why your problem may be happening. I highly recommend checking out my other posts on tools to strategically identify root causes: 80/20 rule, 5 why’s, 8 wastes in continuous improvement
- A cause for the problem above could be the most recent website update caused a drop in traffic. It’s important to keep diving into this issue to truly find the root cause. For example, the instant chat with customer service feature was removed after the last website update. Customers appreciated the ability to get a fast response from the customer support team.
Identify countermeasures
- This section is meant to brainstorm ideas to address the root causes. One idea to address the root cause is to bring back the instant chat feature.
Create a plan to implement countermeasures
- Outline a plan to implement the countermeasure as quickly as possible. For example, by the end of the week have the website developers add the instant chat feature back onto the website.
Check results after implementing countermeasures
- This is a step that is often missed in problem-solving. It’s important to go back and check if the countermeasure worked because it may or may not have been effective. If the team implemented the countermeasure and it worked, congratulations! You have solved the problem!
- If the problem was not resolved, that’s ok! Reflect on why it didn’t work as anticipated and repeat steps 5-7. For example, say the instant feature was updated but the visitor volume didn’t increase. Maybe the website visitors did not know the feature was recently added so another countermeasure may be to send a mass email to your customers, letting them know the feature has been added again.
The A3 Process Simplified
To see what the problem above would look like in an a3 template, see the example below. Also, to make it as easy as possible to solve problems you encounter in the workplace, download the free a3 template at the bottom of the page!
Tips For Success
- Use it collaboratively
- Use it when you are trying to solve a problem, not after
- Don’t skip steps otherwise, you lose the power of the tool
- Make your goal a SMART goal – watch the 3 minute Youtube guide below on effortlessly creating SMART goals
Closing
Using the A3 template is the most effective and productive way to successfully solve problems in the workplace. Furthermore, becoming a better problem solver will get you noticed by your leaders and help you advance in your career. All you need is a process to follow.
I encourage you to download the template below and start practicing today. Remember, it takes time to develop a new skill so you may struggle a bit at first when getting started. If you need some help or would like a thought partner don’t hesitate to comment down below or contact us!
What I’m Reading (From My Bookshelf)
Read Next:
- Use the 80/20 Rule To Become An Expert Problem-Solver
- How To Use The 5 Why’s To Permanently Solve Problems
- 8 Ways You Can Improve A Process Today
- How To Create A Swimlane Diagram In 7 Effortless Steps