A3 Reports (A4 Reports)
"How to write good A3 reports"
1. Preface - A3 Reports (A4 Reports)
A report is one of the most important communications media. Information has to be communicated accurately (quality), cost effectively (cost), promptly (timing) and in the right amount (quantity). It should be noted that a report, whether it is good or bad, represents the level of the writer in the organisation that he belongs to.
Reporting is mainly divided into the following two purposes: one is for the correct functioning of the organisation and to progress with work objectives. The second is to help communication between managers and workers.
By receiving a report, a manager cannot only confirm that his message has not only been conveyed properly to the team but also perceive the opinions and progress level. If he sees a problem he can deal with it immediately. To make this happen then an A3 report is essential.
In a new era and with the day to day pressures it may seem too much trouble to make a good report, but to get used to good and proper report writing will improve the individuals ability and establish good communications within the organisation.
What is a good report?
2. Report categories, purposes and requirements
2.1 Schedules (annual plan, kaizen plan, new activity, equipment installation, etc)
Purpose;
To control progress of a particular event, indicating activities that need to be carried out in the future by the use of 5W and 1H.
Requirement
1. To have a clear target and policy
2. To include improvements over past experience
3. To have clear timing for progress status reports
2.2 Progress status report (as above)
Purpose
1. To reflect actions taken in the past, grasp the current status and prepare for the future.
2. To report current status to the manager or members concerned for a better understanding to stimulate suggestions, assistance and instruction.
Requirement
1. To reflect actions taken so far in line with the plan to grasp the current status for future benefits.
2. To reflect items already carried out, to clarify items to be taken in the future following 5W and 1H.
3. Future progress can be estimated against the target.
2.3 Activities review report
A3 Reports
Purpose;
To review if progress was followed or targets have been achieved for future benefits. In other words, to keep good activities as a standard system and, to identify and improve activities that went wrong.
Requirement;
1. Results should be compared with policy and target, using clear evaluation results
2. Each individual item should be evaluated to indicate contribution level towards the target and the next plan should include sound improvement (Kaizen) suggestions (5W 1H).
2.4 Technical report (test results report, investigation results report etc)
Purpose;
To inform the relevant Departments of technical facts obtained through facts obtained through investigation, evaluation, measurement, testing etc for situations with unclear cause and problem levels, which require technical handling. (Including interim reports)
Requirements;
1. Results must be clear in order for the relevant Departments to decide what they need to do next.
2.5 Countermeasure request/Kaizen request (CCW etc)
Purpose;
To promote countermeasures and to follow up on progress.
Requirement;
1. Current status, concerns, countermeasure requests (suggestions) expected effect, expected timings should be made clear.
2.6 Recurrence Prevention Report
Purpose;
1. To prevent same or similar problems from happening again.
2. To make improvements on weak areas of control and to strengthen the organisation.
Requirement;
1. Causes should be identified to the different categories of the 5M (Man, Material, Machine, Method, Environment)
2. Appropriate countermeasures and prevention actions should be taken in terms of quality, quantity, cost, timing and safety.
2.7 Meeting minutes/ Results
Purpose;
1. To clarify items decided in the meeting to avoid difference in understanding among the participants.
2. To inform the people who did not attend or relevant people of the decisions made.
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