Transcript A3 Report Writing
A3 Report Writing
Toyota’s preferred method of written communication
Delphi Course #62004527 4/19/05 Copied from the Toyota Auburn Hills Training package. For Delphi Use Only. 1
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A3 Report Writing Agenda
Introductions History of Toyota Objectives Module 1: Toyota Principles/Characteristics Module 2: A3 (&A4) Types Module 3: Standard Elements Creating an A3 Wrap-up/Review 2
Toyota History
Sakichi Toyoda Invents an automatic loom (1894) Sakichi Toyoda decides to enter the car market (1920’s) Kiichiro Toyoda devises the just-in-time system of production Change name to Toyota (1936) Taiichi Ohno transferred from Toyoda Spinning & Weaving to the Toyota Motor Company First cars shipped to US in 1957 Second best selling nameplate in US (1970) Began truck bed fabrication and vehicle assembly (mid 70s) NUMMI vehicle manufacturing (1986) Today Toyota is one of the 10 largest companies in the world.
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Objectives
Understand importance of A3 reporting standard Learn the 4 basic types of A3 reports Learn the elements of each type of report Study the layout and formats of A3s Practice developing and writing an A3 4/19/05 4
Module 1: Toyota Principles
GTS
4/19/05 Practical Problem Solving Act Plan
Grasp the Situation
Check Do PDCA 5
Module 1: Toyota Principles
Benefits of using the A3 Format
1. Kaizen Clarifies the goal Shows the standard and deviation Forces addressing all issues Outlines new goal and method to reach it 2. Front-line Decision Making Grasp the situation Shows facts / data Shows decision process Shows options 4/19/05 6
Toyota Principles
Benefits of using the A3 Format (cont.)
3 . Cost Consciousness – – – Shows cost analysis Shows alternatives Supports cost justification (ringi-sho) 4. Process Management – A-3 is a STORY about the – – –
LOGICAL THINKING PROCESS
A 3 shows “grasp the situation” Helps management understand process used Establishes vital points 4/19/05 7
Toyota Principles
Benefits of using the A3 Format (cont.)
5. Management based on Philosophy – Relates topic to company, divisional, annual goals – Makes us ask, “Why do this?” 6. Toyota Associate Development (Respect for the value of people) – Teaches thinking process – Fosters 2-way communication – Tool for constructive approach to needed countermeasures, improvements:depersonalize issues – Aids in objective evaluation of associates’ information handling skills and logic 8 4/19/05
Toyota Principles
Benefits of using the A3 Format (cont.)
7. Teamwork & Communication Standard form facilitates communication
All can understand
All have same information
Simple, brief, clear Can be done collectively Allows “3-D” communication Inside Manager Future Outside Past Team Member 4/19/05 9
What is Nemawashi?
“To dig around the root of a tree to prepare for transplanting”
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Nemawashi Model
Determine the Need Establish Rapport Assess (Grasp Present Situation, Get Info) Offer a Proposal (Give Info) Negotiate Agreement/ Next Actions (Merge) Check for Consensus 11
Background
Problem Solving format surfaced in the early 1960’s after Deming’s visit Utilized within Q.C. circles for shop problems (supports TPS) A-3 use evolved in Toyota Management during 1970s with direct focus on reader understanding 12 4/19/05
Ground Level 4/19/05
Toyota Characteristics
Reflects Company’s Vision (Image) Operating Principles Stated Philosophy Underlying Beliefs, Values, Assumptions 13
Initial Problem Perception (large, vague, complicated problem) Grasp the Situation Cause Investigation Why?
Why?
Why?
Why?
Why?
Why?
4/19/05 Clarify the Problem The “Real” Problem Look for Cause Track back, go see Basic Cause/Effect Investigation Direct Cause Cause Cause Cause Cause Root Cause Investigation to Root Cause Countermeasure 14
Changes in the Environment + New Company Goals/Needs = Grasp the Situation (Root Cause)
Quick Review of PDCA and PPS
Plan Act Do Check 4/19/05 15
The Relationship between Process and Proposal
Action
Standardize or Start Again
Plan
Identify Situation Analyze Situation Check Follow-up
DO
Recommend Countermeasures Implementation
Theme Situation Target Analysis Countermeasures Implementation Follow-up
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Reflection – Module 1
Quick Quiz Any Questions ?
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Quick Quiz – Module 1
1) What are Toyota’s Operating Principles?
Stated Philosophies?
4/19/05 Underlying Beliefs, Values, Assumptions?
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Quick Quiz – Module 1
2) List the 5 steps of Practical Problem Solving Step 1: _________________________________ Step 2: _________________________________ Step 3: _________________________________ Step 4: _________________________________ Step 5: _________________________________ 19
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Quick Quiz – Module 1
3) List the 5 steps of PDCA Step 1: _________________________________ Step 2: _________________________________ Step 3: _________________________________ Step 4: _________________________________ Step 5: _________________________________ 20
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Module 2: Types of A3s?
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When To Use a Story Board (A3)
Anytime you wish to clearly tell a story – Especially when you wish to simplify or clarify a complicated story.
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WHAT is an A3?
An A3 is a one-page report used by Toyota that includes all
information needed for the reader to: make a decision on a stated PROPOSAL or PROBLEM , or to communicate the STATUS of, or plans for, a specific goal
• Toyota does not teach a set format • Guidelines are established such as the inverted “N” flow to the right • Every Toyota associate receives A3 Training 4/19/05 THEME OF A3 SITUATION SIGNATURE BLOCK PLAN ANALYSIS COUNTERMEASURE FOLLOW-UP 7 23
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WHY Use the A3 Format?
BECAUSE AN A3 REPORT...
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Vital Parts of an A3
1. Tell a Story 2. Flow 3. Simple 4. Follows PDCA or PPS or DPS 5. Based on Facts, Not Opinion 6. Clear and Concise 7. Picture is Worth a Thousand Words (Graphics) 4/19/05 25
Types of A3/A4s
1) Problem Solving Story 2) Proposal Story 3) Status Report 4/19/05 4) Informational Story 26
Types of A3 Reports
Problem Consciousness
Report Types
Current Situation
P.S.
Story Proposal Story Status Story Info Story
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Tell a Problem Solving Story When:
A plan, goal or standard is not being met.
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Grasp The Situation Plan Do Check Act 4/19/05
Problem Solving Story
Theme (subject) Background (Why I/We Chose Theme) Current Situation (Analysis of Problem(s) and Cause(s)) Countermeasures (to address causes(s)) Implementation Follow-Up (Review/Evaluation Results – Unresolved Problems) Future Actions (New Countermeasures and/or Standardization) 29
Problem Solving Report Story
Theme:
Answers the question, “What are we trying to do?” Signature Block I. Problem Situation •The Standard •Current Situation • Discrepancy/Extent of the Problem Rationale for picking up problem (importance to business activity, goals and values of the organization) II. Target/Goal • Measurable description of what you want to change;quantity, time III. Cause Analysis Problem: Potential Causes Most likely direct cause Why?
Why?
Why?
Why?
Why?
Root Cause: 4/19/05 IV. Countermeasures (Resulting from Cause Analysis) • Temporary Measure • Long Term Countermeasure V. Implementation What Action to be taken Cost Where Who When Place Respons- Times, ible person Dates VI. Follow-up •Unresolved issues & actions to address them?
•How will you check effects?
• When will you check the effects?
• How will you report your findings?
•When will you report your findings?
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Tell a Proposal Story When:
• There is no plan or goal but there is a company value which needs to be addressed. • A plan or goal existed, but situation has changed and a new goal, policy or plan needs to be made. • A new direction or policy is made and a goal/plan must be made to address it. 4/19/05 31
Grasp The Situation Plan Do Check 4/19/05
Proposal Story
Title Background (Existing Value, Expectation, Policy, Goal or Plan) Current Situation (Analysis of Need(s) and Contributing Conditions) Recommendations (Cost/Benefits) Implementation (Details of the Plan) Follow-Up (Review/Evaluation Results – Unresolved Problems) 32
Title or Theme:
Proposal Story
I. Introduction Basic Concept, Background, or Basic Strategy, and How it fits into the big picture Signatures, date III. Plan Required Reason for Expected Responsibility Condition Required Effect Condition What/How Why What Who Cost II. Proposal How to deploy Basic Concept (Vital Points) IV. Unresolved Issues (optional) Unresolved issues How to overcome obstacles i.e. How to negotiate with related departments, anticipated problems and resolutions V. Implementation How to deploy plan Schedule/Timeline 33 4/19/05
Title (Project) I. Background & Basic Concept
Proposal Story
IV. Contents of the Plan II. Selection of the Plan Signatures, date Timing ________ ________ Members ______, _______, __________ Cost ________ Curriculum Expected Effect __________ ( ) Option A Option B D III. Example of other companies D X V. Implementation Schedule 0 D 0 D A __________ B ___________ 4/19/05 34
Tell a Status Report Story When:
Establishing activities for a new goal Reporting on the major points of large goals – – – Annual plans Mid & year end reviews Monthly vehicle status report 4/19/05 35
Theme:
Status Report Story
IV. Total Effect I. Background Reason for choosing Theme Signatures, date Impact to dept/company, expected benefits II. Objectives Vital points of strategy or policy III. Implementation Objectives Activity Achievements Eval Future expl. uation Problems D
X
V. Future Actions Unresolved Problems Actions 36 4/19/05
Informational Story Presentation
Definition: An Informational Story Presentation is a story that summarized the current situation only. It does not include an evaluation component. • Requires no problem consciousness • Freedom to choose different types of format • Must be verified • Visualization is a very important part of the process Purpose: Informational Stories are used to convey general information to any audience, inside or outside the company. 4/19/05 37
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Reflection – Module 2
Quick Quiz Any Questions ?
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Quick Quiz
1) List the 4 basic types of A3s 1: _________________________________________ 2: _________________________________________ 3: _________________________________________ 4: _________________________________________ 4/19/05 39
Quick Quiz
2) You are requesting to purchase a new piece of “capital” equipment. What type of A3 would be best suited for this situation? ____________________________________ 40 4/19/05
Quick Quiz - Proposal Story
3) Fill in the title blocks I. Basic Concept, Background, or Basic Strategy, and How it fits into the big picture II. How to deploy Basic Concept (Vital Points) III. Required Reason for Expected Responsibility Condition Required Effect Condition What/How Why What Who Cost IV. Unresolved issues How to overcome obstacles i.e. How to negotiate with related departments, anticipated problems and resolutions V.
How to deploy plan Schedule/Timeline 4/19/05 41
Quick Quiz
4) Name at least two things all A3/A4 reports have in common?
1.
2.
3.
_______________________________________ _______________________________________ _______________________________________ 4/19/05 42
Module 3: A3 Vital Points
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Module 3: A3 Vital Points
Plan time to grasp the ENTIRE situation: – Consider a wide range of information sources – Consider others involved – Nemawashi – Base story on facts, not opinion alone – Consider the long-term effect Decide what kind of story you need to tell: – Write to your audience – Consider needs, knowledge of situation Relate the story to company values, philosophy 4/19/05 44
A3 Vital Points (continued)
Make your story flow in a logical sequence. Include only points needed to tell the story.
Save words – use graphs and visuals to tell your story when possible.
Clarify the accuracy of the data used.
Make every word count – be specific, avoid specialized language.
Consider visual effect of each box on the page in helping you tell the story. 45 4/19/05
Layout Guidelines One Page (A3) Reporting
I. Title, Signature Boxes, Author and Date
Title Placement Place in top left or top center of page (top left is preferable because it ensures that the title is still visible if the sheet is tri-folded) Clearly indicate the subject and purpose of the report Title Signature Boxes Author: Date 4/19/05 46
Layout Guidelines One Page (A3) Reporting (Cont.)
Signature Boxes Place in top right corner of report Boxes are to display approval from management Signatures should appear highest to lowest in rank order (left to right) Author and Date Clearly indicate the source and age of the report Place on top right side of report Title
Signature Boxes Author: Date
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II. Boxes
Clearly separate boxes and follow the logic flow Allot space according to importance of item (ex. More space for analysis or countermeasures based on what you want to emphasize.) What is important for the reader?
Allow for margins and space between boxes Leave space on left for three hole punching Line up box edges where possible Report Title Signature Boxes 4/19/05 48
III. Size and Font of Text
Key point is readability Maintain same fonts or typestyles throughout (one for headings, one for body text) If you will be reducing any text or graphics, use larger type Typical Font Sizes Headings = 12 point minimum Body Text = 10 point 4/19/05 Note: One Font Type 49
IV. Numbering (or bullets) and Line Spacing
Use numbered lists (or bullets) instead of sentences and paragraphs.
Numbering makes items easier to reference in discussion The order of numbered items should be based on importance, sequence, or time.
Leave a blank line between each number or bullet for readability and flow. 4/19/05 50
Use of Bulleted Lists
Example:
Less effective: Due to new vehicle line-off in June, which will run parallel with other vehicle production, it will be necessary to improve the layout and system of operation in our plant. Better: • A new vehicle line-off will begin in June • Its production will parallel our current production • Improve the plant layout and operation 51 4/19/05
V. Underlining or Bolding Text
Use underlining or
bolding
on key points of text to focus attention Reader should be able to grasp the story by only following the bold information
New Equipment for ’94 Model
Background
New Model start /93
Effects:
Cost $3 million
Objectives
Need new equipment
Future Actions:
Find vendor 6/92 Install12/92
Schedule
Pilot build 1/93
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A3 Report Writing
Constructive Analysis of A3/A4s
A3 Report Writing Choosing the right chart or graph
100 80 60 40 20 0 100 80 60 40 20 0
Goal
: To increase department participation in contributing to the United Way campaign. Which of the four graphs works best?
United Way Funding % Participation as of Jan-03
Eng Finance H.R.
Legal Plant 2000 2001 2002 Jan-03 Graph 1 Sales Purch
United Way Participation
Goal by May 1 Jan-03
United Way Participation
Purch 19% Sales 18% Plant 8% Legal 13% Eng 13% Finance 12% H.R.
17% Graph 2
United Way Participation
Goal by May 1 Eng Finance H.R.
4/19/05 Legal Plant Sales Purch 2002 Jan-03 Graph 3 80 60 40 20 0 Eng Finance H.R.
Legal Graph 4 Plant Sales Purch 55
Key Points for Graph Preparation
Use charts, graphs, and pictures to visually represent data. Select the data and graph appropriate for your objective.
Choose a clear and concise title.
Determine how much history should be shown to represent the trend.
Determine the order of each item in the graph.
Label the axis (vertical and horizontal units of measure).
Include a legend of symbols if applicable.
Indicate the data source and date on the graph for easy reference.
Use the appropriate scale (vertical axis).
Show standard (GOAL) if possible.
Show the exact number for the data points if it does not make the graph too busy. 4/19/05 56
VI. Charts and Graphs
EXAMPLE:
Less Effective:
Cars produced May 28, 1998 White 35; Red 40; Blue 10; Teal 10; Grey 5; Lt Blue 5
Better:
Cars Colors Produced 5/28/98
Blue Teal Grey Lt Blue White Red 4/19/05 57
VII. Check for Overall Balance
Hold the paper at arm's length: Is it neat overall (uncluttered)?
Is there enough white space within and around boxes?
Are the boxes balanced on each side?
Is there a good mix of text and graphics?
VIII. Give Report to a Colleague for Comments
Can they understand it?
Do they recognize the purpose?
Is it a strain on their eyes?
Did they find any mistakes?
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When To Use A 50-Page Report
• When you don’t know what you’re talking about • When you’re trying to hide the truth • When you want to impress your professor • When you own Xerox stock • When you wish to create a clerical staff empire • When you need to fill up your time • When you get paid by the word • To combat the “Lonely In-Box Syndrome” • To put your audience to sleep 4/19/05 59
Key Points to Take Away
1.
2.
3.
4.
The burden is on the subordinate to convince the manager – therefore, must tell a convincing story The manager must educate and lead, but not tell the subordinate what to do, therefore, must ask the right questions A3 is a tool that supports both and helps with the original question, why does lean take so long, why is it so difficult …. This is the missing engine The purpose is to practice developing a convincing story & asking questions 4/19/05 60
WHY Use the A3 Format?
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BECAUSE AN A3 REPORT...
Enhances Logical Thinking
- What/How to accomplish goal
Enhances Decision-making
included
-
All facts thought out &
Provides Standardized Method of Communication
- Is easy for each department/division to recognize and read
Focuses on Problem Solving Activities
– 5 Whys used instead of simply trying to solve the perceived problem
Eliminates Waste
– Easier to spot errors in thinking
Forces you to ask
: – Why do I think we should do this? – Does it make sense?
– Will it improve our current process?
– Will it address the root cause of the problem?
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Summary – Benefits of an A3?
Ties Into The Delphi DMS and I&CIM Initiatives
STANDARDIZED WORK • A3 is a Standardized Approach To Business Communication • Used To Develop People REDUCTION IN VARIATION • Standardized Format; one type of form used by all QUICK SET-UP Standardized Format; easy tool; familiar layout LEAD TIME REDUCTION ERROR PROOFING VISUAL CONTROLS • Promotes Quicker Decision Making - less reading of material • Concise, Clear Communication • Easier To Spot Defects - less to review • Because it’s a Standardized Format - Visually "User Friendly" • Eliminates Waste • Lowers Costs • Improves Profits
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