A3 Problem-Solving Template with Coaching Prompts

Welcome — why this A3 matters

Use this A3 to document a concise, evidence-based improvement cycle that leads to durable fixes. The goal is not a polished narrative but a clear story: what we observed, why it happened, what we will test, who owns the test, and how we will know the problem is solved. Coaching prompts appear in italics beside each section to guide facilitator interventions.

Quick guidance

• Keep the content factual and visual where possible (charts, photos, data snapshots).
• State measurable targets and acceptance criteria.
• Prefer small, testable countermeasures before large rollouts.
• Plan verification up front: what will be measured, how, and when.

1. Background

What is the context? Briefly describe the process, location, product or service affected, and why this problem matters to customers, safety, quality, delivery or cost.

Coaching prompt: Ask the team to state the business impact in a single sentence — encourage numbers (lost units, % defects, delay hours, safety risk).

2. Problem Statement / Target

Problem statement (current behavior): One clear sentence describing the gap between current performance and expectations.

Target (desired state): A specific, measurable target and timeframe (e.g., reduce rework from 6% to 2% within 90 days).

Coaching prompt: Insist on measurable terms. If the team uses words like "improve" or "fix", ask "by how much?" and "by when?"

3. Current State (with evidence checklist)

Summarize the facts and show evidence: process map or steps, recent data chart, photos, sample records, observation notes.

• Process map or step list
• Baseline metrics and date range (attach charts or snapshots)
• Specific examples or incidents (with dates/times)
• Who currently performs each step

Coaching prompt: Verify data sources and dates. Ask teams to point to the evidence that proves the problem exists now, not historically.

4. Root Cause Analysis

Use both a structured 5 Whys and a fishbone (cause-and-effect) to build and test hypotheses.

5 Whys template

1. 1st Why — the observable issue (answer with fact)
2. 2nd Why — follow from answer 1
3. 3rd Why
4. 4th Why
5. 5th Why — root cause hypothesis

Coaching prompt: For each Why, require a factual observation or evidence. If answers become speculative, pause and collect more data or reframe the question.

Fishbone (Categories and prompts)

Consider categories such as People, Process, Materials, Machines, Measurements, Environment. For each category, ask: "What specifically failed or was missing?"

• People: training, staffing, communication
• Process: unclear steps, handoffs, non-standard work
• Materials: quality, specifications, handling
• Machines: maintenance, settings, tooling
• Measurements: detection methods, sampling, thresholds
• Environment: layout, lighting, temperature

Coaching prompt: Encourage the team to suggest multiple causes, then prioritize which causes are plausible and testable — avoid blaming individuals.

5. Root Cause Hypotheses (prioritized)

List 2–3 testable root-cause hypotheses, prioritized by likelihood and ease of testing.

• Hypothesis A: short description — why we think this causes the problem.
• Hypothesis B: ...

Coaching prompt: Ask the team to describe how a test would falsify the hypothesis — what result would disprove it?

6. Countermeasures (small-scale tests first)

For each root cause hypothesis, capture the countermeasure, owner, test method, expected impact, resources needed, and timeframe.

• Countermeasure: concise action
• Owner: name and role
• Test method: how we will try this (pilot area, duration, sample size)
• Metrics: what will be measured (metric name, baseline, expected change)
• Success criteria: pass/fail conditions
• Resources: materials, training, permissions

Coaching prompt: Favor countermeasures that are reversible and easy to measure. Remind teams: "We are running an experiment, not deploying a final solution."

7. Implementation Plan

Action list with owners, start/completion dates, and status.

1. Task — Owner — Start — Due — Status
2. Task — Owner — Start — Due — Status

Coaching prompt: Push for short cadences (e.g., 1–2 week sprints) and clear ownership for each task. If a task lacks resources, note delegation and escalation path.

8. Follow-up & Validation (Verification Plan)

Define how you will verify whether countermeasures solved the root cause:

• Metric(s) to track (include calculation)
• Baseline and target values
• Measurement frequency and data source
• Validation duration (how long to collect data before concluding)
• Acceptance criteria and next steps (adopt, adapt, abandon)

Coaching prompt: Ask "If the metric reaches the target, what evidence will convince us this is sustainable and not a random variation?" Require at least one sustaining action (standard work, checklist, training).

9. Results & Reflection

Document the outcome: data charts, what worked, what didn't, lessons learned, and recommended standardization steps.

Coaching prompt: Encourage honest reflection. Capture unexpected consequences and owner recommendations for scaling the solution.

Facilitator Tips & Common Pitfalls

• Do not accept undocumented assumptions — insist on evidence or observation.
• Avoid "fix and forget" — ensure a verification plan exists before implementing broad changes.
• Prevent scapegoating — focus on system causes, not individual blame.
• If the first countermeasure fails, treat it as learning and document what you learned to refine the hypothesis.

Optional attachments & records

Attach data exports, photos, time-stamped observations, control charts, and links to relevant SOPs. Keep the A3 versioned: date the A3 and append results over time so future teams can see the improvement history.

When to escalate

Escalate when safety is at risk, the problem crosses multiple teams without an agreed owner, or repeated pilots fail without learning. Document escalations and decisions on the A3.

Suggested next steps after closing the A3

1. Standardize successful countermeasures into work instructions or checklists.
2. Train affected staff and update audits or KPIs.
3. Share a one-page lesson brief with other teams that might face the same issue.