Problem Solving A3 Guides

A comprehensive reference guide for the 8-step Problem Solving A3 methodology

This guide provides key points, examples, and questions for each step. Use it as a reference while creating your A3 reports.

Problem Solving Guide #1 - Basic Problem Solving

PLAN (Steps 1-4)
1

Clarify Background

Understand the context, situation, and why this problem matters

Key Points

  • •Situation Overview: Describe what is happening, where it occurs, and when it started
  • •Stakeholders: Identify who is affected and how they experience the problem
  • •Business Context: Explain why this issue matters to the organization or customers
  • •Scope and Boundaries: Define what's included and excluded from this A3
  • •Evidence: Gather data, trends, or observations that confirm the issue exists

Coaching Questions

  • →Have you visited the actual workplace (gemba) to observe the situation firsthand?
  • →Who is impacted and how are they experiencing the problem?
  • →What data or evidence confirms this issue exists and shows its magnitude?
2

Define Problem

Create a clear, specific problem statement

Key Points

  • •Identify where the issue occurs (specific process, area, or location)
  • •Define the standard or expectation for what should be happening
  • •Describe what is actually happening (current condition)
  • •Quantify the gap (data, frequency, or cost terms)
  • •Break down the problem into smaller sections as needed

Coaching Questions

  • →Does this describe what's happening — or why it's happening?
  • →Is the gap measurable and observable at the gemba?
  • →Can you quantify the difference between current and standard conditions?
3

Set Goal

Establish measurable targets and success criteria

Key Points

  • •Ensure goal directly closes the defined problem gap
  • •Make goal Specific, Measurable, Achievable, Relevant, Time-bound (SMART)
  • •Express goals as outcomes, not actions or activities
  • •Define clear metrics to track progress or success
  • •Set realistic timeframes and verify feasibility

Coaching Questions

  • →Does this goal directly address the problem gap you defined?
  • →Can this goal be verified with data?
  • →Is the goal challenging yet achievable given available resources?
4

Root Cause Analysis

Identify the true underlying causes using tools like 5 Whys or Fishbone

Key Points

  • •Use structured methods (5 Why, Fishbone, Fault Tree) to identify causes
  • •Validate each cause with data, observation, or experiment
  • •Go beyond surface-level causes (human error, lack of training)
  • •Focus on system and process factors, not individual blame
  • •Ensure clear cause-effect logic linking to the problem

Coaching Questions

  • →Have you confirmed this cause through evidence, not assumption?
  • →If you fix this, will the problem disappear or reduce significantly?
  • →Are there deeper system or process issues behind this cause?
DO / CHECK / ACT (Steps 5-8)
5

Countermeasures

Develop and select solutions that address root causes

Key Points

  • •Link each countermeasure directly to verified root causes
  • •Focus on prevention (eliminate causes) over detection or administrative fixes
  • •Ensure countermeasures are practical and feasible to implement
  • •Define clear implementation details (who, what, when, how)
  • •Plan how success will be measured after implementation

Coaching Questions

  • →Does this countermeasure prevent recurrence or just reduce impact?
  • →Can we test it quickly and measure its effect?
  • →Who will be responsible for sustaining it after success?
6

Check Results

Implement, measure, and verify effectiveness of countermeasures

Key Points

  • •Compare before-and-after data using the same measurement methods
  • •Verify that countermeasures directly caused the improvement
  • •Check for stability and repeatability of results over time
  • •Identify any remaining gaps or unintended side effects
  • •Ensure sufficient measurement period to confirm real impact

Coaching Questions

  • →What evidence shows the improvement is real and sustained?
  • →Did the countermeasures directly cause the change?
  • →What worked better than expected — and what didn't work?
7

Follow Up & Standardize

Document and standardize successful solutions

Key Points

  • •Update procedures, work instructions, and visual aids with new method
  • •Train all affected team members on the new standard
  • •Establish monitoring systems (metrics, audits, visual management)
  • •Assign clear ownership for maintaining the standard
  • •Share learning (Yokoten) with other areas that can benefit

Coaching Questions

  • →Is this improvement built into how we work daily?
  • →What might cause this standard to slip back over time?
  • →Where else can this learning be applied?
8

Reflect & Yokoten

Capture learnings and share knowledge across the organization

Key Points

  • •Review what worked well and what didn't during the process
  • •Capture both technical and behavioral lessons learned
  • •Identify what will be done differently in future problem-solving
  • •Plan how to share insights across teams or departments (Yokoten)
  • •Recognize contributions and reaffirm commitment to continuous improvement

Coaching Questions

  • →What did we learn about our process — and ourselves — through this journey?
  • →What patterns or habits helped or hindered progress?
  • →How can others learn from this without repeating our struggles?