A3 Problem Solving Template with Coaching Prompts

Background & Target

Why does this problem matter to the business or team? Describe the context and state the target condition (what better looks like). Connect to customer, safety, quality, delivery, cost, or employee experience as appropriate.

• Example prompt: "Customer returns for product X increased by 45% over three months; target is reduce returns to <2% of shipments by end of quarter."
• Tip: Quantify the impact where possible (time, cost, safety risk, customer satisfaction).

Current Condition (with Evidence)

Describe what is actually happening now using data, timestamps, photos, process maps, sample parts, and direct observations. Avoid assumptions. State the scope (where, when, which products/process lines) and include a concise visual if possible.

• Evidence examples: inspection logs, defect counts by shift, photos of process setup, cycle time charts, operator notes, control chart excerpts.
• Coaching prompt: "Show me the data or the picture that proves this is the current condition."

Goal Statement (SMART)

Turn the target into a SMART goal: Specific, Measurable, Achievable, Relevant, Time-bound. Include leading and lagging indicators.

• Lagging measure: defect rate, customer complaints, downtime minutes.
• Leading measure: machine setup checks completed, operator verification steps performed, supplier incoming inspection rate.

Root-Cause Analysis

Use both the 5 Whys and a fishbone (Ishikawa) to expose causes at different levels. The goal is to find process or system causes rather than blame individuals.

5 Whys

Ask why repeatedly until you reach a cause that can be controlled or changed. Stop when you reach a systemic cause or a process failure you can address.

1. Write each "Why" as a clear statement (not a question) linked to evidence.
2. Coaching prompt: "Is there evidence for this why? If not, what observation or data could confirm it?"

Fishbone prompts (categories)

Use categories that fit your environment. Common prompts:

• Materials: supplier quality, incoming inspection, variability.
• Methods: work instructions, standard work, process sequence.
• Machines/Equipment: maintenance history, settings, calibration.
• Measurements: accuracy of gauges, sampling frequencies, data collection gaps.
• People: training, staffing levels, handoffs.
• Environment: ergonomics, temperature, cleanliness, layout.

Fill the fishbone with observed evidence. Avoid speculative entries without a plan to verify them.

Proposed Countermeasures

List countermeasures tied directly to specific root causes. For each countermeasure note:

• What it targets (root cause).
• Expected effect and measurable criteria for success.
• Risks and unintended consequences to watch for.

Coaching prompt: "How will this change the process or conditions that caused the problem? What evidence will show the change happened?"

Implementation Plan (Owners, Dates, Checkpoints)

Make plan items specific: owner, due date, resources required, and interim checkpoints. Prefer short-cycle experiments (PDCA) when possible.

• Include a short communication plan if changes affect multiple teams.
• Coaching prompt: "Who will verify the change was implemented as designed, and when?"

Verification Plan

Define how you will measure whether countermeasures solved the root cause rather than masking symptoms. Specify data sources, sampling plans, success thresholds, and the verification time window.

• Examples: daily defect counts for 30 days post-implementation; first-pass yield snapshot; monthly customer returns trend.
• Include short observational checks (go-see), checklists, and owner sign-off fields.
• Coaching prompt: "What data will we collect before and after? When will we decide the countermeasure is effective?"

Lessons Learned & Transfer

Capture what worked, what didn’t, and recommendations for other teams. Note any standard work updates, training needs, or control plans to prevent regression.

Coaching Prompts Checklist

• Have you shown the evidence for the current condition?
• Is each root cause supported by data or a verifiable observation?
• Do countermeasures directly address root causes (not symptoms)?
• Are owners and verification criteria clearly assigned?
• Have you planned how to detect unintended consequences?

Common Mistakes to Avoid

• Treating the A3 as an action list rather than a learning story.
• Selecting countermeasures before sufficient data is collected.
• Skipping verification or using only anecdotal confirmation.
• Blaming individuals instead of identifying system causes.

Quick Example (one-paragraph)

Problem: Packaging defects rising on Line B. Current condition: defect rate rose from 0.5% to 3% after a line change; photos show misaligned guide rail during high-speed runs. Root cause: guide rail shims were not re-installed after maintenance (5 Whys and fishbone point to maintenance procedure gap). Countermeasure: add a torque-verified reassembly checklist, immediate correction of guide rail alignment, and a 30-day inspection plan. Verification: daily defect counts and weekly alignment checks for 30 days; if defects return, escalate to design review.