A3 Coaching Checklist & Facilitation Script

Purpose

This facilitation checklist and script helps coaches run A3 problem-solving sessions that stay evidence-based, time-boxed, and oriented toward verifiable countermeasures. Use it to coach teams through clear problem statements, data-driven analysis, and accountable follow-up.

Before the Session — Preparation (Coach)

• Confirm A3 draft is shared with participants at least 24–48 hours in advance.
• Check that key evidence exists (data charts, sample parts, process maps, timeline of events) and is accessible during the session.
• Invite the right people: process owner, frontline contributors, data owner, subject-matter expert, and a decision authority for approvals.
• Set clear session goals and a timebox (recommended 60–90 minutes for an initial review; 30–45 minutes for follow-ups).
• Prepare a visible agenda: Problem → Current State → Analysis/Root Cause → Countermeasures → Implementation & Measurement → Next Steps.
• Print or project the A3, relevant charts, and a simple action tracker for verification dates and owners.

Session Agenda & Facilitation Script (time-boxed)

1. Welcome & Purpose (5 minutes)

   Coach: "Thanks for joining. We’ll use this time to make the A3 clearer and ensure we can verify the countermeasures. Our goal is to leave with a prioritized plan, owners, and dates."

2. Read the Problem Statement & Target Condition (5 minutes)

   Coach prompt: "Can someone read the problem statement and the target condition aloud? Is the target measurable and realistic?"

   Evidence check: Ask for the baseline metric and supporting data source.

3. Current State & Evidence Walk (10–15 minutes)

   Coach: "Show the key data and artifacts that demonstrate the current state. Walk us through the sequence that led to the problem."

   Prompt questions: What does the data actually show? Are there gaps between the data and the narrative on the A3?

4. Analysis & Root Cause Discussion (15–25 minutes)

   Coach: "Let’s focus on cause–effect relationships and avoid jumping to countermeasures. What evidence supports each claimed cause?"

   • Use the 5 Whys or an affinity diagram as needed.
   • Prompt: "Which causes are supported by data or observable facts? Which are assumptions?"

   Polite challenge phrasing (use when needed): "Help me understand the evidence for that—what did we observe?" or "That’s a helpful hypothesis; what would we expect to see in the data if this were true?"

5. Countermeasures & Criteria for Success (10–15 minutes)

   Coach: "For each countermeasure, what problem aspect does it address and how will we know it worked?"

   Require: owner, start date, verification metric, and acceptance criteria for each countermeasure.

   Prompt: "What could go wrong with this countermeasure? What contingency or monitoring is planned?"

6. Implementation Plan & Follow-up (5–10 minutes)

   Coach: "Confirm owners and due dates. What evidence will be collected to verify implementation? When will we review results?"

   Agree on a specific follow-up meeting and what to bring (e.g., updated chart, photos, checklist results).

7. Close (5 minutes)

   Coach: "Summarize decisions, owners, and dates. What’s the single most important next step?" Ask participants to confirm their commitments aloud.

Evidence Prompts & Quick Checks

• Ask: "Where is the data coming from? How reliable is it? When was it last updated?"
• Request artifacts: photos, sample parts, time-stamped logs, screen captures, or run charts for the relevant period.
• Look for falsifying evidence—what would prove this hypothesis wrong?
• Insist on measurable acceptance criteria (e.g., reduce defect rate from X to Y within Z days).

How to Challenge Assumptions Politely

• Use curiosity: "I’m curious—how did we arrive at that conclusion?"
• Separate idea from person: "That’s an interesting idea. What evidence would help us test it?"
• Offer experiments: "Could we run a quick test to see if that cause produces the expected effect?"
• Frame as learning: "Let’s treat this as a hypothesis to verify rather than a fact to defend."

Implementation Verification Checklist (use during follow-up)

• Countermeasure implemented as described: Yes / No
• Owner confirmed completion date: [Owner name] — [Date]
• Verification metric collected and attached: Yes / No (attach chart or photo)
• Result meets acceptance criteria: Yes / No — measured value: ______
• If not met, next action (owner & date): ______

Coaching Tips

• Stay neutral and curious—your job is to help surface evidence and test hypotheses, not to prescribe fixes too early.
• Protect timeboxes. If deep analysis is needed, capture actions and schedule a separate deep-dive session.
• Encourage the team to own the A3. The coach should enable, not replace, the team's thinking.
• Celebrate quick wins and documented learning to reinforce habits of evidence-based problem solving.

Common Pitfalls & Remedies

• Pitfall: Vague problem statement — Remedy: insist on who, what, where, when, how many, and impact.
• Pitfall: Countermeasures without owners — Remedy: require owner and verification metric before accepting a countermeasure.
• Pitfall: Overlong sessions — Remedy: hold a short alignment meeting and assign analysis homework for the team.

Suggested Follow-up Tools

Attach a simple action tracker (owner, action, due date, verification evidence link) to every A3 and schedule a brief verification review 2–4 weeks after implementation depending on the measure.