Less Can Be More in Report Writing
Problem solving is about thinking. But writing things down can help thinking.
How can you document key information and decisions at each step in a way that
you can share it with others, get their input, and make appropriate modifications
using their input? Documentation of a complex problem-solving process brings to
mind mountains of data, reams of paper, or in this day and age, perhaps an online
database, which can be queried in multiple ways. Toyota has a simpler approach.
It involves pencil, eraser, and one side of a piece of paper. It is often referred to as
the “A3 report.” Why A3? Originally it was because much of the communication
within Toyota across the various sites and across nations was by fax, and this was
the largest size paper that could fit in a fax machine: 11 by 17 inches.
What can you possibly fit on one side of a piece of paper? Well, if you look
at the A3 reports generated by experienced Toyota managers, the answer is a
remarkable amount of information. What information is on the A3? The answer
is: Only the most essential.
What is important about A3 reports is not the finesse with which you fill in
the boxes and draw fancy graphics. It is the communication process. The A3 is
an integral part of the problem-solving and decision-making process. It allows
only the most critical information to be shared with others for careful evalua-
tion of the thought process used, as a means of requesting support or advice,
and for arriving at a consensus.
Many people outside of Toyota do not realize that the aggressive pursuit of
waste elimination extends to all activities within the organization, including
the presentation of information and the decision-making process based on theTelling the Story
Using an A3 Report
Chapter 18
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