Proposal A3 Guide

A comprehensive reference guide for creating effective Proposal A3 reports

Use this guide when proposing new ideas, projects, or significant changes that require approval.

CONTEXT & ANALYSIS (Sections 1-4)

Background

Set the context for why this proposal is being considered

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 situation
•Business Context: Explain why this matters to the organization or customers
•Scope and Boundaries: Define what's included and excluded from this proposal
•Evidence: Provide data, trends, or observations that support the need for this proposal

Coaching Questions

→Have you visited the actual workplace (gemba) to understand the situation?
→Who will be impacted by this proposal and how?
→How does this relate to our business goals and objectives?

Current Conditions

Describe the current situation and why change is needed

Key Points

•Identify where the issue or opportunity exists (specific process, area, or location)
•Define the process and what is happening currently with actual details
•Quantify the current state (data, frequency, cost, or performance metrics)
•Describe the impact on quality, cost, delivery, or morale
•Focus on observable facts and data, not opinions or assumptions

Coaching Questions

→Does this describe the current situation objectively with facts and data?
→Is the gap or opportunity measurable and observable at the gemba?
→Where is the waste, variation, or overburden in the actual process?

Goals/Targets

Define the desired future state and objectives

Key Points

•Ensure goals directly address the current condition or opportunity identified
•Make goals Specific, Measurable, Achievable, Relevant, Time-bound (SMART)
•Express goals as outcomes or end states, not actions or activities
•Define clear metrics to measure success if the proposal is approved
•Set realistic timeframes considering resources and constraints

Coaching Questions

→Does this goal directly address the gap or opportunity in current conditions?
→How will you measure success if this proposal is approved and implemented?
→Is the goal challenging yet achievable given realistic constraints?

Analysis

Analyze options, constraints, and key considerations

Key Points

•Identify multiple factors contributing to the situation (fishbone approach: people, process, equipment, materials, environment)
•Explore different options or approaches to address the situation
•Consider constraints such as budget, resources, timing, and technical feasibility
•Evaluate trade-offs between different options (pros/cons, risks/benefits)
•Use data and facts to support your analysis, not just opinions

Coaching Questions

→Have you considered multiple factors and causes affecting this situation?
→What alternative approaches did you consider and why did you rule them out?
→What are the key constraints and trade-offs that will influence the decision?

SOLUTION & IMPLEMENTATION (Sections 5-8)

Proposed Countermeasures

Outline the proposed solution and key actions

Key Points

•Link proposed solutions to the multiple factors identified in your analysis
•Describe specifically what you are proposing to do (actions, changes, implementations)
•Explain why this approach was selected over alternative options considered
•Address feasibility considering budget, resources, timing, and technical constraints
•Show expected benefits and how they will achieve the goals/targets

Coaching Questions

→Does this proposal address the key factors and constraints from your analysis?
→Why is this approach better than the alternatives you considered?
→What are the key risks and how will you mitigate them?

Plan

Detail the implementation timeline, resources, and responsibilities

Key Points

•Define clear timeline with key milestones and target completion dates
•Specify resource requirements (budget, people, equipment, materials, time)
•Assign clear ownership and responsibilities for each major action or deliverable
•Identify dependencies, prerequisites, and potential obstacles
•Explain how progress will be tracked, measured, and reported

Coaching Questions

→Is this timeline realistic given the scope, resources, and other priorities?
→Do you have commitment from the people and resources needed to execute this?
→What dependencies or risks could delay this plan and how will you address them?

Follow Up

Identify immediate actions and approval requirements

Key Points

•Identify who needs to approve this proposal and the decision-making process
•Specify next meetings, reviews, or presentations required to gain approval
•Define communication plan (who needs to be informed, when, and how)
•Outline immediate next actions needed before or after approval
•Establish timeline for decision and feedback loops for stakeholder input

Coaching Questions

→Who are the key decision-makers and stakeholders who must approve or support this?
→What meetings or reviews are needed to move this proposal forward?
→How will you keep stakeholders informed and gather their input?

Reflection

Capture learnings and insights from the proposal process

Key Points

•Identify key assumptions made in this proposal and how they could be validated
•Acknowledge uncertainties, unknowns, or areas requiring more information
•Reflect on what was learned during the proposal development process
•Consider what could change your thinking or approach as you learn more
•Note questions that still need answers or areas where input is needed

Coaching Questions

→What are the critical assumptions in this proposal that need to be validated?
→What don't we know yet that could significantly impact this proposal?
→What did we learn while developing this proposal that changed our thinking?